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MAINTENANCE

Chapter: 4100

Section: 4101

(Renumbered from 4150 and Revised 6/96) It is the responsibility of agencies/departments to insure compliance with minimum preventive maintenance standards for state-owned mobile equipment. This includes, but is not limited to, prescribed lubrication service and mechanical inspection on a mileage or ...

https://www.dgs.ca.gov/Resources/SAM/TOC/4100/4101
REPAIRS AT COMMERCIAL/STATE FACILITIES

Chapter: 4100

Section: 4115

(Renumbered from 4161, 4162 and 4166, and Revised 6/96) Repairs to state-owned mobile equipment, including replacement of auto glass, at a commercial/state facility exceeding the delegated amount require prior approval from an OFA Inspector of Automotive Equipment (IAE). See OFA State Fleet Handbook ...

https://www.dgs.ca.gov/Resources/SAM/TOC/4100/4115
REPORTING MATRIX

Chapter: 20000

Section: 20090

Document Required From Due Date Submit to Single Audit Federal or Non Federal Award Certification Form All state Agencies Annually upon Finance’s notification Finance Single Audit Management Representation Letter All state A ...

https://www.dgs.ca.gov/Resources/SAM/TOC/20000/20090
FEDERAL PASS-THROUGH FUNDS

Chapter: 20000

Section: 20030

(Revised and Renumbered 12/2017) State agencies receiving federal grants or awards (recipients) greater than $750,000 per fiscal year beginning on or after December 26, 2014, must comply with the audit requirements set forth in the Uniform Guidance. For more information regarding the Uniform Guidanc ...

https://www.dgs.ca.gov/Resources/SAM/TOC/20000/20030
INTERNAL AUDIT ORGANIZATIONS

Chapter: 20000

Section: 20040

(Revised and Renumbered 12/2017) Many state agencies have internal audit organizations. GC 1237 requires state agencies with aggregate annual spending of fifty million dollars ($50,000,000) or more annually consider establishing an internal audit unit. OSAE maintains a list of internal audit o ...

https://www.dgs.ca.gov/Resources/SAM/TOC/20000/20040
REPORTING RISKS, INTERNAL CONTROLS, AND MONITORING

Chapter: 20000

Section: 20070

SLAA REPORT REQUIREMENTS AND SUBMISSION SLAA (GC 13405) requires each state agency head to conduct a review of and report on the adequacy of the agency’s internal control systems and monitoring practices. The report is due no later than December 31 of each odd-numbered year. The review and rep ...

https://www.dgs.ca.gov/Resources/SAM/TOC/20000/20070
INTRODUCTION

Chapter: 20000

Section: 20000

California state government employs a variety of audit resources to assist management in assuring that: State assets are protected Laws and regulations are followed Financial and management information is reliable Organizations and programs are operating effectively and efficiently These audit resou ...

https://www.dgs.ca.gov/Resources/SAM/TOC/20000/20000
AUDIT COORDINATION

Chapter: 20000

Section: 20020

To prevent duplication of the annual financial audit conducted by the State Auditor, GC 8546.4(e) prescribes that except for those state agencies that are required by state law to obtain an annual audit, no state agency shall encumber funds appropriated by the Legislature for the purpose ...

https://www.dgs.ca.gov/Resources/SAM/TOC/20000/20020
CENTRAL AUDIT ORGANIZATIONS

Chapter: 20000

Section: 20010

The state’s central audit organizations include Finance, State Auditor, and the Controller. CALIFORNIA DEPARTMENT OF FINANCE Finance serves as the Governor’s chief fiscal policy advisor and has general responsibility for supervising matters concerning the state’s financial a ...

https://www.dgs.ca.gov/Resources/SAM/TOC/20000/20010
MONITORING INCIDENTS OF LOSS OR ERROR

Chapter: 20000

Section: 20080

Legal Authority Government Code section 13401 (b)(4) Definitions INCIDENT: Examples of incidents include, but are not limited to the following: Misuse/Theft – Intentional use of public resources for an improper purpose or taking public resources without consent. F ...

https://www.dgs.ca.gov/Resources/SAM/TOC/20000/20080
AUDIT STANDARDS

Chapter: 20000

Section: 20050

(Revised and Renumbered 12/2017) Various organizations promulgate audit standards for auditors to follow. Standards are designed to enhance the quality and consistency of audits and audit reports. GC 13886.5 specifies that all state agencies that have their own internal auditors or that co ...

https://www.dgs.ca.gov/Resources/SAM/TOC/20000/20050
INTERNAL CONTROL

Chapter: 20000

Section: 20060

INTERNAL CONTROL DEFINED Internal control is defined as a process effected by an entity’s oversight body, management, and other personnel that provides reasonable assurance that the objectives of an entity will be achieved. These objectives and related risks of not achieving those objectives c ...

https://www.dgs.ca.gov/Resources/SAM/TOC/20000/20060
ACCRUALS TO TRUST ACCOUNTS

Chapter: 19000

Section: 19305

In order to properly report the financial status of a Trust Account in the Analysis of Change in Fund Balance (Statement of Operations), agencies/departments will record the following accruals on June 30: Accounts Payable for transactions debited to subsidiary accounts in the depositor’s led ...

https://www.dgs.ca.gov/Resources/SAM/TOC/19000/19305
GUARANTY DEPOSITS

Chapter: 19000

Section: 19410

Agencies/Departments may hold guaranty and/or performance deposits, consisting of securities or cash, to ensure compliance with various legal requirements. The State Treasurer’s Office holds negotiable securities for safekeeping. Negotiable securities are defined as any security that can be l ...

https://www.dgs.ca.gov/Resources/SAM/TOC/19000/19410
DOCUMENTATION

Chapter: 19000

Section: 19440.1

Agencies/Departments shall retain documentation that supports each established trust account that specifies or includes the following: Type of trust Donor or source of trust moneys Purpose of the trust Statute Reference (if applicable) Time constraints Authorized persons to withdraw or expend ...

https://www.dgs.ca.gov/Resources/SAM/TOC/19000/19440-1
SPECIAL ACCOUNTING PROCEDURES FOR TRUST AND AGENCY FUNDS OUTSIDE THE STATE TREASURY

Chapter: 19000

Section: 19400

Trust and Agency Funds outside the State Treasury (i.e., money or property in the custody of a state agency/department not required to be deposited in a fund in the State Treasury) generally fall into the following types: State Veterans' Home Post Fund Agriculture Marketing Trusts ...

https://www.dgs.ca.gov/Resources/SAM/TOC/19000/19400
DEPOSITORS' SECURITIES

Chapter: 19000

Section: 19422

Agencies/Departments shall issue pre-numbered property receipts for securities received from private individuals and indicate the par or face value. For non-par stock, agencies/departments shall assign an arbitrary value of one dollar per share. The amounts for securities on the property rece ...

https://www.dgs.ca.gov/Resources/SAM/TOC/19000/19422
DEPOSITORS' SUNDRY PERSONAL PROPERTY

Chapter: 19000

Section: 19424

Sundry personal property is personal property other than cash or securities. Agencies/Departments shall issue pre-numbered property receipts for sundry personal property received from private individuals. No values shall be assigned to the property. Agencies/Departments shall retain document ...

https://www.dgs.ca.gov/Resources/SAM/TOC/19000/19424
SAFEKEEPING

Chapter: 19000

Section: 19423

Securities (e.g., stocks, bonds, treasury bills, notes, and letters of credit) will be kept in a safe or vault. The agency/department facilities may be used or the securities may be transmitted to the State Treasurer’s Office (STO) for safekeeping. If securities are transmitted to the STO, the ...

https://www.dgs.ca.gov/Resources/SAM/TOC/19000/19423
SAVINGS AND LOAN ASSOCIATION AND CREDIT UNION ACCOUNTS

Chapter: 19000

Section: 19463

Agencies/Departments may be authorized either by statute or by approval from the Department of Finance, Fiscal Systems and Consulting Unit (FSCU), to deposit state moneys with savings and loan associations or credit unions outside the centralized State Treasury System (CTS). Agencies/Departme ...

https://www.dgs.ca.gov/Resources/SAM/TOC/19000/19463