Department of Corrections and Rehabilitation - Operations Manual

Chapter 3 – Personnel, Training, and Employee Relations

Article 13 – Salary and Compensation

Revised May 30, 2012

Each claim shall include:
- A claim form with:
  - A brief statement describing the reason for the claim.
  - Specific description of how the claim amount was computed.
- A brief cover memo with:
  - The recommendation requested.
  - A brief explanation of the circumstances, problems or errors that led to the need for the VCGCBVictim Compensation and Government Claims Board (formerly Board of Control) claim.
  - What specific steps have been taken to prevent a recurrence.
  - The party to whom payment is to be made; e.g., either the claimant or the Department.
  - A statement on revision of funds if the claim includes payment for a prior fiscal year and the funds have reverted. The funds revert two years following the last day an appropriation is available for encumbrance unless the Director of Finance reverts the funds during that two-year period (see GCGovernment Code Section16304.1).
- All supporting documentation; e.g., Bilingual Pay Authorization Form, Disability Pay Request Form, Payroll Adjustment Form, or other documents as appropriate.
When more than one claim of the same type is being submitted, the hiring authority or designee shall submit all like claims as a package using one cover memo.