Department of Corrections and Rehabilitation - Operations Manual

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Chapter 2 – Fiscal Management

Article 12 – Materials Management

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22030.9.1 Data Requirements

  • The data requirements for Service and Expense Order are as follows:

    • Area of “Service and Expense Order”

      • Vendor – enter the vendor name and vendor contact providing the service.

      • Bill to – enter name of facility receiving the service and name of the person the vendor is to contact.

      • S and E number – enter the unit’s service order number.

      • Work order number – optional field. When possible, reference a maintenance work order.

      • Date – enter the date the order is prepared.

      • Nature of service and expense – enter the type of expense to be incurred.

      • Location where expense to occur – enter the building number or address where the service shall be performed.

      • Start date/completion date – enter the appropriate dates (for monitoring purposes).

      • Work to be performed – enter a full description of what is to be accomplished, including the number of hours of labor.

      • Description and cost of parts – a detailed listing of parts and materials to be obtained from the vendor.

      • Accounting requirements – to be entered by accounting office staff.

      • Signature/title – signature of person authorized to sign the service and expense order. The purchasing manager or designee is the appropriate person.