Chapter 2 – Fiscal Management

21050.3 Responsibility

• The Office of Fiscal Services (OFSOffice of Fiscal Services) through the Budget Management Branch (BMBBudget Management Branch), and the California Correctional Health Care Services (CCHCS) through the Fiscal Management Section (FMS), shall work with the Department of Finance (DOFDepartment Of Finance) to ensure the inclusion of reimbursements in the Governor’s budget, and the allocation of reimbursement authority to the various institutions and divisions utilizing Systems, Applications, and Products (SAP).

• BMBBudget Management Branch and FMS Responsibilities:

  • Assist institutions and program managers and coordinate with Accounting Services Branch (ASBOffices identified as: ASB Bakersfield, ASB Corcoran, ASB El Centro, ASB Paso Robles, ASB Rancho Cucamonga, ASB Sacramento, ASB Stockton) in determining the reimbursement budget authority to be collected for goods and/or services to individuals, other governments, and entities.

  • Request additional budget authority if the total departmental budget for reimbursements is insufficient, in accordance with procedures described in the State Administrative Manual (SAMState Administrative Manual) §§ 6551-6557 and Control Sections of the Budget Act.

• ASBOffices identified as: ASB Bakersfield, ASB Corcoran, ASB El Centro, ASB Paso Robles, ASB Rancho Cucamonga, ASB Sacramento, ASB Stockton Responsibilities:

  • Timely record reimbursement billing and receipt activities.

  • Monitor the reimbursement activity at the program, element, and component level for unanticipated reimbursement activity.

  • Coordinate with institutions, program managers, BMBBudget Management Branch, and FMS for possible budgetary adjustments.

  • Notify institutions and program managers of uncollectable account receivables, as they may have a negative impact on the ability of CDCRCalifornia Department of Corrections and Rehabilitation to fully fund its normal support operations.

  • Obtain written agreements from institutions and program managers for goods and/or services to individuals, state and federal agencies, and other entities.

• Institutions and Program Managers’ Responsibilities:

  • Stay within reimbursement budget or make timely requests for an additional allocation from BMBBudget Management Branch or FMS through the established SAP and budget processes.

  • Promptly notify BMBBudget Management Branch or FMS of new reimbursement activities for inclusion in the budget through the established SAP and budget processes.

  • Monitor the level of reimbursement activity and promptly notify BMBBudget Management Branch or FMS and ASBOffices identified as: ASB Bakersfield, ASB Corcoran, ASB El Centro, ASB Paso Robles, ASB Rancho Cucamonga, ASB Sacramento, ASB Stockton of significant upward or downward trend in activity, as budgetary adjustment may be necessary.

  • Will not enter into verbal, informal, or undocumented agreements with individuals, state and federal agencies, and other entities.

  • Ensure written agreements with individuals, state and federal agencies, and other entities are on file.

  • Ensure the timely submission and/or processing of all documents related to reimbursable activities to ASBOffices identified as: ASB Bakersfield, ASB Corcoran, ASB El Centro, ASB Paso Robles, ASB Rancho Cucamonga, ASB Sacramento, ASB Stockton.