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EXEMPTION FROM APPROVAL

Chapter: 3800

Section: 3852

DGS Transportation Management Unit approval of freight bills is not required for any of the following situations: The amount of the freight bill is $500 or less. Services performed under a contract, pursuant to the requirements of SAM Section 1200 et seq., specifying the exact rates to be applie ...

https://www.dgs.ca.gov/Resources/SAM/TOC/3800/3852
ACCIDENT REPAIRS

Chapter: 4100

Section: 4116

(Renumbered from 4163 and New 6/96) Agencies/departments are to obtain a minimum of three (3) bid estimates for accident repairs to all state-owned mobile equipment exceeding the delegated amount. Review and approval of the bid estimates by an OFA IAE are required. See SAM Section 3600 and OFA ...

https://www.dgs.ca.gov/Resources/SAM/TOC/4100/4116
YEAR-END REPORT NO. 2, ACCRUAL WORKSHEET

Chapter: 7900

Section: 7953

The Year-End Report No. 2, Accrual Worksheet, provides agencies/departments with a uniform and systematic method of compiling year-end accruals. It is the supporting worksheet for Report No. 1, Report of Accruals to Controller’s Accounts. The accruals consist of the assets, liabilities, ...

https://www.dgs.ca.gov/Resources/SAM/TOC/7900/7953
POST-IMPLEMENTATION EVALUATION REPORT

Chapter: 4900

Section: 4947

A post-implementation evaluation report (PIER) must be prepared by the Agency/state entity following the completion of each IT project, unless the Agency/state entity has entered into an interagency agreement with the Department of Finance’s Office of State Audits and Evaluations (OSAE) under SAM Se ...

https://www.dgs.ca.gov/Resources/SAM/TOC/4900/4947
OPEN SOURCE AND CODE REUSE EXCEPTIONS

Chapter: 4900

Section: 4984.2

Legal Authority Government Code 11545 and 11546 Definitions Reference SAM 4819.2 Policy As part of the Open Source and Code Reuse policy, each state entity shall: Evaluate, as part of the Project Approval Lifecycle alternatives analysis, existing state software solutions ...

https://www.dgs.ca.gov/Resources/SAM/TOC/4900/4984-2
FISCAL AGENT

Chapter: 8000

Section: 8002.1

Fiscal agents are financial institutions or other third parties receiving remittances and/or making disbursements on behalf of the state. The state's normal procedures for receipts and disbursements should be used whenever possible to minimize the use of fiscal agents. If special circumstance ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8000/8002-1
ACCOUNTING FOR PROPERTY ACQUISITIONS – RIGHT-TO-USE SUBSCRIPTION-BASED INFORMATION TECHNOLOGY ARRANGEMENTS (SBITA)

Chapter: 8600

Section: 8632.1

Governmental Accounting Standards Board (GASB) Statement No. 96 establishes uniform accounting and financial reporting requirements for subscription-based information technology arrangements (SBITAs). GASB Statement No. 96 reporting is effective for the fiscal year ending June 30, 2023. For i ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8600/8632-1
WORKGROUP COLLABORATION PLATFORM POLICY

Chapter: 5100

Section: 5170

The increased utilization of collaborative tools that emphasize and enable teamwork continues to improve the way government communicates and collaborates. Unified communications platforms promote capabilities that allow remote collaboration. These platforms combine features such as chat, conferencin ...

https://www.dgs.ca.gov/Resources/SAM/TOC/5100/5170
RECONCILIATIONS - GENERAL

Chapter: 7900

Section: 7901

Agencies/departments are required to perform reconciliations to ensure accuracy and consistency in their accounting records. Agencies/departments will reconcile the account balances to supporting documentation such as invoices, receipts, etc. Agencies/departments will also compare agency/department ...

https://www.dgs.ca.gov/Resources/SAM/TOC/7900/7901
FREIGHT DISTRIBUTION COST ANALYSIS—REPLACEMENT OR REPAIRS ($500 OR MORE) OF VEHICLES USED FOR FREIGHT HAULING

Chapter: 3800

Section: 3815

If you want to buy parts or repair a State-owned freight vehicle you have to first get DGS approval if you want to spend more than $500. You must fill out a Purchase Estimate form, STD. 66, and send it to the DGS Transportation Management Unit. See (3800) A–2, in the Appendix. The Unit will re ...

https://www.dgs.ca.gov/Resources/SAM/TOC/3800/3815
RECORDS RETENTION SCHEDULE PROGRAM

Chapter: 1600

Section: 1611

Each agency must establish a Records Retention Schedule Program consistent with state and agency statutory requirements. The Records Retention Handbook (Handbook) implements statutory requirements and supplements information in SAM 1600. The Handbook covers specific procedures and areas n ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1600/1611
REVOLVING FUND

Chapter: 7800

Section: 7810

A revolving fund subsidiary ledger, or Cash Book, is a detailed record of the revolving fund cash in the agency/department’s checking account. The ledger is debited for receipts deposited and credited for revolving fund checks drawn. The balance shows the cash portion of the revolving f ...

https://www.dgs.ca.gov/Resources/SAM/TOC/7800/7810
CASH SHORTAGES

Chapter: 7800

Section: 7816

A cash shortages subsidiary account is maintained for each cashier that is held accountable for cash shortages. The accounts are debited when cash shortages occur and are credited when restitutions are received from the cashier or discharge from accountability is received from the Department of Gene ...

https://www.dgs.ca.gov/Resources/SAM/TOC/7800/7816
YEAR-END REPORT NO. 11, BANK RECONCILIATION

Chapter: 7900

Section: 7967

Agencies/Departments will prepare Report No. 11, Bank Reconciliation, in accordance with the SAM Section 7923 requirements for monthly bank reconciliations. Report No. 11 is not submitted to the State Controller’s Office but will be retained with other year-end financial reports for aud ...

https://www.dgs.ca.gov/Resources/SAM/TOC/7900/7967
ACCIDENTS NOT TO BE REPORTED ON ACCIDENT REPORT, STD. 268

Chapter: 2400

Section: 2460.1

Do not report the following on STD. 268: Accidents resulting from operating motor vehicles by officers, agents, and employees of the state which are reported on Report of Vehicle Accident, STD. 270. See SAM Section 2430. Accidents and occurrences arising from the activities of the Department of T ...

https://www.dgs.ca.gov/Resources/SAM/TOC/2400/2460-1
UNCASHED OR UNCLAIMED AGENCY CHECKS

Chapter: 8000

Section: 8042

Uncashed checks are checks issued by an agency/department but remain uncashed by the payee. Unclaimed checks are checks returned to an agency/department for which the payee cannot be located. Agency checks are checks issued from an agency/department’s account that may have Revolving Fun ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8000/8042
BLANKET POSITIONS

Chapter: 6000

Section: 6439

The State Controller’s Office prepares a separate listing of actual expenditures from blanket positions (temporary, seasonal, and overtime) for the past year. This Blanket Positions Report includes past year expenditures that are posted through June 30 of the past year. These expenditures will ...

https://www.dgs.ca.gov/Resources/SAM/TOC/6000/6439
SPECIAL ITEMS OF EXPENSE

Chapter: 6000

Section: 6469

Special items of expense are those non-recurring large expenditures or special purpose expenditures that normally require a separate appropriation or schedule to present a clearer fiscal picture. This class of expenditure appears in the “Expenditures by Category” display (SAM Section 64 ...

https://www.dgs.ca.gov/Resources/SAM/TOC/6000/6469
EXECUTIVE MANDATE

Chapter: 1900

Section: 1921

The Governor’s Executive Order EO-B-18-12, requires the Department of General Services (DGS) to work with other state agencies to develop by July 1, 2013, policies and guidelines for the operation and maintenance of State buildings to achieve operating efficiency improvements and water and res ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1900/1921
AUTHORITY

Chapter: 1800

Section: 1820.2

Executive Order B-18-12 mandates that DGS work with other state agencies to develop and implement policies and procedures for the operation and maintenance of state buildings to achieve operating efficiency improvements and water and resource conservation, and to continually update and incorporate t ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1800/1820-2