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Individual Trip Approval

Chapter: 700

Section: 0764

Use STD. 257 for individual trip approval in the following cases: A blanket approval and travel plan have been submitted but not yet approved. The trip is not covered by SAM Section 0762. The trip involves unusual circumstances, public interest, or possible questions of propriety. Some examples ...

https://www.dgs.ca.gov/Resources/SAM/TOC/700/0764
YEAR-END REPORT NO. 3, ADJUSTMENTS TO CONTROLLER’S ACCOUNTS

Chapter: 7900

Section: 7955

The Year-End Report No. 3, Adjustments to Controller’s Accounts, identifies adjustments needed to correct the central records maintained by the State Controller’s Office (SCO) as of June 30. This report does not correct the records of the SCO. Agencies/Departments must submit tran ...

https://www.dgs.ca.gov/Resources/SAM/TOC/7900/7955
YEAR-END REPORT NO. 1, REPORT OF ACCRUALS TO CONTROLLER'S ACCOUNTS

Chapter: 7900

Section: 7952

The Year-End Report No. 1, Report of Accruals to Controller’s Accounts, provides the State Controller’s Office (SCO) with accrual amounts reflected in the agency/department's records but not posted in the accounts maintained by the SCO as of June 30. The SCO uses the accruals to p ...

https://www.dgs.ca.gov/Resources/SAM/TOC/7900/7952
ENTRY NO. A-1, RECORD UNDEPOSITED RECEIPTS

Chapter: 10600

Section: 10600

Purpose: To record undeposited receipts as of June 30. This entry is reversed in the new fiscal year. During the fiscal year Account No. 1101000 (Legacy Account No. 1110), General Cash, shows the amount of cash collected and deposited, or to be deposited, in the general checking account for r ...

https://www.dgs.ca.gov/Resources/SAM/TOC/10600/10600
FEDERAL AND STATE BACKUP INCOME TAX WITHHOLDING

Chapter: 8400

Section: 8422.195

Each agency/department is responsible for federal and state backup withholdings on reportable payments or state withholding on payments made to nonresidents, as defined in SAM Section 8422.190. Details and instructions for the withholding types are as follows: Federal Backup Withholding Requir ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8422-195
ELECTRONIC SIGNATURES, ELECTRONIC TRANSACTIONS AND ELECTRONIC RECORD MANAGEMENT FOR STATE FORMS

Chapter: 1700

Section: 1734

Purpose This policy requires all forms that are designed to be completed by internal or external customers (public or private sector entities) conducting business with the State of California, whether standard (STD) or agency forms, are available in an electronic format. Agencies shall use electroni ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1700/1734
NON-FEDERAL RECOVERIES – COST RECOVERY

Chapter: 9200

Section: 9217

(Revised and renumbered from 8756.2) Agencies/departments which receive reimbursements from any source other than federal funding sources will also ensure that full costs are included in charges for goods provided and services performed. The basic principles and cost elements included are the same a ...

https://www.dgs.ca.gov/Resources/SAM/TOC/9200/9217
STATE FINANCIAL REPORTING

Chapter: 7200

Section: 7241

The State Controller’s Office (SCO) issues two annual financial reports for the State of California: Budgetary-Legal Basis Annual Report The Budgetary-Legal Basis Annual Report (BLBAR) is prepared on the same basis as the applicable Governor’s Budget and Budget Act. Government ...

https://www.dgs.ca.gov/Resources/SAM/TOC/7200/7241
LOCAL GOVERNMENT ASSESSMENTS

Chapter: 1300

Section: 1311.2

(Renumbered from 1310.4) Pursuant to Article XIII C & D of the California State Constitution, California state agencies may be subject to assessments levied by local government agencies on real property that receives a special benefit. Said Articles were added to the Constitution as a result of ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1300/1311-2
DISHONORED CHECKS

Chapter: 8000

Section: 8043

Dishonored checks are items deposited at a depository bank and returned due to: Insufficient funds in the accounts the checks are drawn. Other reasons that prevent the bank from honoring the checks. Depository banks attempt to clear checks twice before declaring them dishonored. The dep ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8000/8043
CHECK SIGNING MACHINES

Chapter: 8000

Section: 8081

Agencies/Departments may purchase check signing machines when the average monthly volume of written checks exceeds 500. The check preparer will maintain a daily log that includes: Check date Beginning check number Ending check number Number of checks used Voided check number(s) Number ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8000/8081
Advance Blanket Approval

Chapter: 700

Section: 0761

The Blanket Approval for Out-of-State Travel form, STD. 260, should reach the Governor’s Operations Office by the deadline specified on the annual Budget Letter, along with the Travel Plan in two separate sections. Section 1 represents mission critical travel as defined in the most recen ...

https://www.dgs.ca.gov/Resources/SAM/TOC/700/0761
ENTRY NO. 10 – DISBURSEMENT OF GENERAL CASH

Chapter: 10500

Section: 10510

Purpose: To record cash disbursed from the agency/department’s General Cash account. Cash is disbursed from the agency/department's General Cash account as refunds to payers, as remittances to the State Treasury, or to banks for dishonored checks. Refunds to payers because of denied app ...

https://www.dgs.ca.gov/Resources/SAM/TOC/10500/10510
COMMERCIAL CAR RENTALS

Chapter: 4100

Section: 4117.2

Legal Authority Government Code section 8314(c) – (Violation) Definitions Internal Combustion Engine Vehicles powered by gasoline or diesel fuel. Large/Oversize Vehicle Vehicles classified to be larger than intermediate sized vehicles. Long-Term Rental Vehicles rented for 30 conse ...

https://www.dgs.ca.gov/Resources/SAM/TOC/4100/4117-2
KEY DUE DATES AND TIMEFRAMES

Chapter: 4100

Section: 4127

Fleet Acquisition Plan (FAP) Due Dates: Electronic copies of the FAP [and all required applicable documents, as detailed in State Administrative Manual (SAM) Section 4120] must be submitted to OFAM (email to FARSInfo@dgs.ca.gov) on or after the first day of the fiscal year (July 1st) for which the ...

https://www.dgs.ca.gov/Resources/SAM/TOC/4100/4127
CONSOLIDATION OF INTRA-AGENCY REQUESTS

Chapter: 3500

Section: 3553

Agencies should make every effort to consolidate their requirements of similar items into a single purchase estimate. Items should be ordered in quantities sufficient for a reasonable period and consistent with future needs and available storage space. Agency procedures which result in the submissio ...

https://www.dgs.ca.gov/Resources/SAM/TOC/3500/3553
PAYROLL ACCOUNTING - OVERVIEW

Chapter: 8500

Section: 8590

The State Controller’s Office (SCO), Uniform State Payroll System, will process each state agency’s/department’s payroll transactions entered by their human resources office and generate the following: Payment History File - available to the agency/department monthly Payr ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8500/8590
COMPENSATION AND DISABILITY INSURANCE - TEMPORARY DISABILITY

Chapter: 8500

Section: 8536

Temporary Disability (TD) payments are issued by the State Compensation Insurance Fund (State Fund). Specific instructions on payroll processing relating to TD and Industrial Disability Leave (IDL) are administered by the State Controller’s Office (SCO). Refer to sections E300 and E400 of the ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8500/8536
CENTRAL SERVICE ROLES FOR PAYROLL PROCESS

Chapter: 8500

Section: 8500

This chapter provides statewide policies, regulations, and procedures on payrolls for state civil service employees. Agency/department human resources offices can provide additional guidance in these areas. Below is the description of the roles of the central service agencies/departments withi ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8500/8500
TORT LIABILITY PAYMENT PROCEDURE

Chapter: 8400

Section: 8494

(Revised and renumbered from 8712) Tort liability can occur as a result of intentional acts, a negligent act, and a failure to act when an individual or entity had a duty to do so. Tort liability can also occur when there is a violation of statutes or laws. This section describes the pr ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8494