Chapter 2 – Fiscal Management

The Department shall allocate all available funds required for departmental operating expenses.

This Article describes the allocation process for Operating Expenses and Equipment.

By August 1, the BMBBudget Management Branch shall issue a program/line item budget allocation to each facility office, and division, provided timely passage of the Budget Act. This shall normally be an allocation of the total funds available for operating expenses. If additional funds become available during the fiscal year, subsequent allocations of these funds shall be made at the earliest possible opportunity.

Subsequent changes to original allocations shall be transmitted by numbered budget change documents during the fiscal year. In some instances, informational letters about the changes shall precede the budget change document, but shall not be used to enter the change into the official accounting records. This shall be done only after the budget change document is issued.

The Schedule 9 process is for replacing existing equipment only. Equipment for new positions or new programs shall be requested via the BCPBudget Change Proposal process. Equipment reported in the Schedule 9 has a unit acquisition of $5,000 (e.g., four identical assets at $3,000 each, for a $12,000 total would not meet the requirement). For more information, refer to SAMState Administrative Manual Section 8602.

The BMBBudget Management Branch sends specific instructions annually (around end of August) on how to complete the Schedule 9 process. DAIDivision of Adult Institutions (formerly Institutions Division), DAPODivision of Adult Parole Operations (formerly P&CSD), and each Headquarters’ division/office need to complete the Schedule 9.

Except for those complements related to new positions, a CDC Form 533, Equipment Budget Request, detailing the description of the equipment, it’s function, and the need for it shall be attached to the Schedule 9.

Equipment needs related to new positions shall be included in the BCPBudget Change Proposal for the position and submitted to BMBBudget Management Branch for computation of cost of standard office equipment complement. If equipment and furnishing are required beyond the standard office complement, it must be identified by description and cost in the BCPBudget Change Proposal.

When requesting standard equipment complements, the basic equipment complement guidelines, which are utilized in new prison construction, should be referred to for guidance. For the purpose of BCPBudget Change Proposal, BMBBudget Management Branch calculates a standard office furnishing complement. This complement, based on classification, may include a chair, table, desk, bookcase, and personal computer or calculator, where applicable.

Request for special equipment (major equipment that can not be acquired through the Schedule 9 process) shall be identified in a BCPBudget Change Proposal by description and estimated cost. BCPs shall be submitted to BMBBudget Management Branch for either inclusion in the Governor’s Budget or submission through the Finance Letter process. The Finance Letter process is only used for proposals of critical nature and is not to be used as an extension of the Fall BCPBudget Change Proposal process.

See the DOMDepartment Operations Manual Chapter 5, Article 12 for instructions relating to inmate pay.

See DOMDepartment Operations Manual Chapter 2, Article 4 for instructions relating to Minor Capital Outlay.

The CFO, OFSOffice of Fiscal Services, or designee shall ensure that the contents of this Article are accurate and current.

SAMState Administrative Manual § 8602.

DOMDepartment Operations Manual §§ Chapter 2, Article 4 and Chapter 5, Article 12.