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Out-of-State Travel

Chapter: 700

Section: 0760

Government Code Section 11032 outlines out-of-state travel policy. State time authorized for out-of-state travel is limited to the time necessary to transact business plus actual travel time. The travel time cannot exceed rail time. State cars must not be used to provide transportation when th ...

https://www.dgs.ca.gov/Resources/SAM/TOC/700/0760
PAYROLL ACCOUNTING - RECOVERY BY PAYROLL DEDUCTION

Chapter: 8500

Section: 8593.2

This section provides accounting procedures to agencies/departments for the Payroll Accounts Receivable (PAR) recovery by payroll deduction. When overpayments are deducted from subsequent payrolls, the State Controller's Office (SCO) will deposit the amount deducted in the State Payroll Revol ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8500/8593-2
REVENUE

Chapter: 8200

Section: 8210

Revenues provide the major source of financing for the state. Generally, revenues are derived from taxes, licenses, fees, fines, and receipts from the federal government or investment earnings. General Revenue Recognition Policy Revenues of governmental funds are recognized on a modified accrual ba ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8200/8210
CLAIMS AND TORT LIABILITY BUDGET PROCEDURE

Chapter: 6000

Section: 6472

Each year, one or more pieces of legislation is pursued which authorizes payment of: 1) government claims approved by the Department of General Services (DGS) when there is no other statutory authority for payment, and 2) judgments and settlements by Department of Justice (DOJ) when there is insuffi ...

https://www.dgs.ca.gov/Resources/SAM/TOC/6000/6472
DEPARTMENTAL PROPOSED LEGISLATION

Chapter: 6000

Section: 6950

The subject matter of legislation is derived from a variety of sources. In some instances, legislators introduce bills based on their own knowledge of, or personal experience with, the subject matter the bill proposes to affect. More frequently, legislators are asked by individuals or organizations ...

https://www.dgs.ca.gov/Resources/SAM/TOC/6000/6950
EMPLOYER’S REPORT OF OCCUPATIONAL INJURY OR ILLNESS SCIF E3067 (STATE) FORM

Chapter: 2500

Section: 2581.3

State Fund must receive the employer’s report within five calendar days of the employer’s knowledge or notification that a work-related injury or illness has occurred. The form must be submitted in the following situations: A work-related injury or illness results in lost time beyond t ...

https://www.dgs.ca.gov/Resources/SAM/TOC/2500/2581-3
ACCOUNT NO. 6150, ENCUMBRANCES

Chapter: 10400

Section: 10465

Normal Balance: Debit Purpose: This account shows the amount of un-liquidated encumbrances against appropriations currently available for encumbrance. It is supported by salary, expense and procurement documents for approved expenditures that have not yet been paid. Subsidiaries: Allotment-Expe ...

https://www.dgs.ca.gov/Resources/SAM/TOC/10400/10465
REFUNDS OF REVENUE

Chapter: 8200

Section: 8240

When payments collected and deposited by an agency/department are subsequently determined to be erroneous or excessive, the agency/department may refund the overpayment. Refund claims typically occur when the public has either overpaid for licenses, fees, or services or does not qualify to re ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8200/8240
YEAR-END REPORT NO. 18, STATEMENT OF CHANGES IN CAPITAL ASSETS GROUP OF ACCOUNTS

Chapter: 7900

Section: 7977

The Year-End Report No. 18, Statement of Changes in Capital Assets Group of Accounts, accounts for changes resulting from capital asset acquisitions and dispositions during the fiscal year. Agencies/Departments shall submit Report No. 18 for each fund, except fiduciary fun ...

https://www.dgs.ca.gov/Resources/SAM/TOC/7900/7977
RESPONSIBILITY OF INJURED EMPLOYEE

Chapter: 2500

Section: 2581.1

The employee shall: Read and understand the workers’ compensation posters, pamphlets, brochures, and forms provided by the department. Report all incidents, illnesses, and accidents promptly. Complete the State Fund e3301.and return to the department to pursue a workers’ compensation cla ...

https://www.dgs.ca.gov/Resources/SAM/TOC/2500/2581-1
COSTS TO STATE AGENCIES

Chapter: 6000

Section: 6611

(Revised and renumbered from 6631 on 3/2009) The issuing state agency must accurately identify costs that other state agencies incur as a result of its regulation. The identification will allow the other affected state agencies to take the appropriate action to secure any needed funding. The basic m ...

https://www.dgs.ca.gov/Resources/SAM/TOC/6600/6611
COST OF SERVICES

Chapter: 1300

Section: 1330.1

Agencies pay rent for the space they use in buildings owned and operated by DGS. The rent covers regular building services, including all labor, materials and equipment. The DGS’ Price Book lists the FMD’s hourly rates for services not covered in the rent. Your building manager may be co ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1300/1330-1
EXPENDITURE SUPPORT

Chapter: 6000

Section: 6750

The Department of Finance (Finance) reviews and makes recommendations regarding funding and/or expenditure requests associated with proposed information technology (IT) expenditures through the budgetary process. In addition to business and fiscal factors, considerations to determine whether pr ...

https://www.dgs.ca.gov/Resources/SAM/TOC/6000/6750
COLLECTING EMPLOYEE ACCOUNTS RECEIVABLE

Chapter: 8200

Section: 8293.2

Government Code (GC) section 19838 requires reimbursement to the state for overpayments made to employees. Employee overpayments can arise from revolving fund salary and travel advances issued by agencies/departments and payroll warrants issued by the State Controller’s Office ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8200/8293-2
MEDICAL TREATMENT

Chapter: 2500

Section: 2582

It is state policy to provide all necessary and reasonable medical treatment to an employee who suffers an injury or illness on the job. Each department by law, must post in a conspicuous location frequented by employees a Notice to Employees poster (English e13913) (Spanish e13914). This notice inf ...

https://www.dgs.ca.gov/Resources/SAM/TOC/2500/2582
ACCOUNT NUMBER 2500, DEFERRED CHARGES

Chapter: 10400

Section: 10436

Normal Balance:Debit Purpose: This account shows the amount, as of June 30 each year, of office revolving fund disbursements in payment of discounted invoices to be charged to a succeeding fiscal year appropriation due to advance deliveries of materials and supplies to be used in the succeeding ...

https://www.dgs.ca.gov/Resources/SAM/TOC/10400/10436
ACCOUNT NUMBER 2740, INVENTORY OF SURVEYED EQUIPMENT

Chapter: 10400

Section: 10438

Normal Balance: Debit Purpose: This account shows the estimated sales value of surveyed equipment at the end of any fiscal year in which the new equipment has been purchased but the old item, budgeted to be traded-in, and has not been sold on or before June 30. The purpose of this account is to give ...

https://www.dgs.ca.gov/Resources/SAM/TOC/10400/10438
YEAR-END REPORTING

Chapter: 17000

Section: 17130

Agencies/Departments maintain their Federal Trust Fund accounts on a modified accrual basis throughout the year. Under the modified accrual basis of accounting, expenditures are accounted for in the period in which goods and services are received and the liability is incurred. For information ...

https://www.dgs.ca.gov/Resources/SAM/TOC/17000/17130
DISCOUNT-BEARING INVOICES CONTAINING FREIGHT CHARGES

Chapter: 3800

Section: 3853

Agencies must directly pay from their revolving fund all freight invoices that are discounted for payment within 30 days. After payment, send these invoices and supporting documents to DGS Transportation Management Unit for audit.

https://www.dgs.ca.gov/Resources/SAM/TOC/3800/3853
REPORTING CHANGES IN ACCRUALS – SUBSEQUENT EVENTS

Chapter: 7900

Section: 7981

Reporting changes in accruals enables the State Controller’s Office (SCO) to prepare the annual reports required by law more accurately. If, after issuing the year-end financial reports, an agency/department determines that there are material differences between amounts accrued as of June 30 a ...

https://www.dgs.ca.gov/Resources/SAM/TOC/7900/7981