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Internal Business Services
A Department of Administration and Finance

Operations Manual

Table of Contents

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Section I - Internal Operations Accounting Responsibility Contact by Site Number Office Related Acronyms Laserfiche Workflow Instructions Section II – Office Practice Guidelines for Misc. Office Purchases Sale of Surplus Property Section III – Accounting Codes Standardized Account Code Structure Guidelines to Object Expenditure Classifications Guidelines to Salary Classifications Section IV – Foundations Educational Services Check Request Form (pdf) Educational Services Foundation Billing Authorization Form (pdf) Educational Services Foundation Deposit Form (pdf) How to Look-up your Ending Balance (pdf) Section V – Creating a Requisition Inspect Vendor Detail Report Vendor Lookup Running a Vendor History Report Purchase Order ‘Ship To’ Numbers Purchase Requisition (pdf) Instructions for Requisitions – Non-Epylon Vendor (pdf) Epylon/QSS E-Requisition Flow Chart (pdf) Requesting a Budget Report (pdf) Flowchart - New Vendor Number Request (pdf) Section VI – Purchasing Purchasing Practice Purchase Orders Open Purchase Order Report Payment Approval of Purchase Orders End of Fiscal Year Instructions Section VII – Fixed Inventory Physical Inventory Procedures Inventory Locations Sheet Section VIII – Travel Approval/Payment for Travel Reimbursement of Travel Expenses Approval to Attend Educational Activity Instructions YCAL AIRFARE PROGRAM Staff Member Mileage/Expense Form (pdf) Mileage from County Office Authorization to Incur Expenses Authorization to Incur Expenses Form (pdf) Approval to Attend Educational Activity (pdf) Advance Approval for Lodging in Excess of 200% of Per Diem (pdf) Section IX – Accounts Receivable Accounts Receivable Instructions (pdf) Internal Business Services Invoices Billing Authorization Form (pdf) Section X – Workshops Workshop and Conference Guidelines Request for Budget Approval of Special Event (pdf)

Section XI – Grant Application and Management Procedures Grant Application Instructions Grant Application Checklist Form (pdf) KCSOS Grant Budget Form (xls) Grant Support Certification Form (pdf) Grant Management Guidelines Section XII – Work Orders Maintenance and Operations Work Order Instructions Section XIII – Equipment Repair Computer, Calculator, or Typewriter Repair Section XIV – Conference Rooms Conference Room Guidelines (pdf) Conference Room Request Form (pdf) Section XV – Contracts under construction Section XVI – Purchasing Card Purchasing Cards Cal-Card Purchase Log (pdf) Cal-Card Cardholder Summary (pdf) Lost Receipt Notification Form (pdf) Purchasing Card Dispute Form (pdf) Purchase Card Requisition – CAL-CARD (pdf) Request for Purchase Card Form (pdf) Section XVII – Account Balances Account Balances Section XVIII – Cell Phones and Pagers Cell Phone Request Form (pdf) Pager Request Form (pdf) Section XIX – Budget Transfers Budget Transfers Biddable Equipment Request Form (pdf) Request for Additional Increase in Expenditure Account (pdf) Request for Additional and/or Change in Current Staffing (pdf) Section XX – Epylon Guide Guide to Using G.R.A.B. It: Topics listed by Slide G.R.A.B. It: A How-To Guide for Epylon Epylon Supplier Search Epylon Punchout Instructions (pdf) Section XIX – Production Copy Machine Charges Publication/Print Request Instructions Publication/Print Request Form (pdf)

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