Fiscal Forms Training

1. FISCAL FORMS TRAINING
2015

2. Forms…
Employee Travel Expense Claim
Monthly Claim
Petty Cash
Direct Services Payment Request
Service Vouchers
Affidavit of Lost Warrant
Auditor Pick Up Slip
U.S. Bank One Authorization Form
Client Receipt Form

3. Basics…
All claims must be signed by the
employee and a Deputy Director or the
Director. Some departments require only
a supervisor signature – check with your
supervisor for their policy.
Receipts must be originals (no copies)
and itemized (including name of business,
date of transaction, dollar amount, and
what was purchased)

4. Timeframes…
Employee Travel Expense Claims and Monthly
Claims are paid weekly.
Claims are due to Fiscal Thursdays, no later
than the 10:00 AM mail run in order to receive a
check as early as the following Thursday.
Advances should be submitted 3 weeks before
the scheduled event to ensure sufficient
processing time.

5. Employee Travel Claims…
Mileage must match the county approved mileage
chart – if your destination is not on the chart, print out
the mileage from an online mapping site and attach it
to your claim.
Mileage should be calculated from the Mariposa
County Courthouse.
Mileage that is LESS than what is listed on the
approved mileage chart can be claimed, but MORE
must be approved by the Director and back up
attached.

6. Employee Travel Claims…
Receipts are not required for per diem meals.
Per diem is a specific amount provided for
meals based on the amount of time you are
traveling outside of the county as follows:
Breakfast: $8 Before 7AM
Lunch: $12 Between 11AM & 2PM
Dinner: $24 After 6PM

8. Monthly Claims…
Can be done in advance or for
reimbursements.
Use for purchases for clients (meals,
clothes, etc.), specialty office supplies,
and other expenses paid for by the
employee.
Monthly claims cannot be used for
employee travel under any
circumstance.

10. Petty Cash…
Petty cash is available at Fiscal
Any employee requesting more than $50
should contact Fiscal ahead of time to
ensure availability of funds.

12. Direct Service Payment Requests…
(DSPR)
 These are used for Adult Services, Child
Welfare Services, General Assistance,
Wraparound, IHSS Public Authority, Community
Action, and Behavioral Health and Recovery
Services. Employees cannot be reimbursed with
this.
 Paid once a week on Wednesdays.
 Emergency checks can be issued if Fiscal is
contacted via telephone ASAP before 10AM and
if the Auditor’s office can accommodate.

14. Service Vouchers…
Some vendors in Mariposa will accept
Service Vouchers. A list is available on the
Daily Planet.
Employees fill out a service voucher and
give the original to the client and a copy to
Fiscal. The client gives the voucher to an
approved vendor who will provide
services and bill Fiscal.

16. Affidavit of Lost Warrant
 Used when a client has lost their warrant
or didn’t receive their warrant.
 First you will need to verify that the client
was issued a warrant. If they did, you
will need to contact Fiscal so that we
can verify that the warrant has not been
cashed. Please provide: client name,
case number, date issued, dollar
amount, and warrant number.

17. Affidavit of Lost Warrant
 Once Fiscal has verified that the warrant
has been cashed we will contact you, so
that you can proceed with the “Affidavit
of Lost Warrant”.
 Contact the client and let them know
that you have verified the need to
replace their warrant and that they will
need to complete an “Affidavit of Lost
Warrant”.

18. Affidavit of Lost Warrant
 The “Affidavit of Lost Warrant can be
mailed to them or they may come and
pick it up. Before they receive the form,
you will need to put the warrant number,
date it was issued, and the dollar
amount on the form. The client will need
to complete the rest of the form and mail
it to the address on the form. If needed,
they may return it to you and we can
deliver it to the auditor’s office.

20. Auditor Pick Up Slip (Pink Slip)
When a client is issued a warrant and wishes
to pick it up instead of having it mailed, you
will need to complete an Auditor Pick Up Slip,
or what we call a “Pink Slip”.
The auditor’s will not release the check to us
without it. Please contact fiscal when this is
needed. The auditors will call us when the
warrant is ready for pick up. Client will be able
to pick up the warrant after 4:00 p.m.. Staff at
the front desk will call fiscal when client arrives
and we will give them their warrant.

22. Client Receipt Form
1. Get approval from your Supervisor/Director
to purchase a gift card or gift certificate.
2. Purchase the gift card or certificate,
preferably with your Cal-Card. If you don’t
have one your supervisor/director may
purchase it. If you use one of our charge
accounts, you must provide fiscal with an
itemized receipt and a signed receipt form
within 24 hours.
3. Complete the Client Receipt Form.
4. Have Client sign the form to acknowledge
they received the gift card/certificate.
5. Immediately forward to Fiscal.

24. U.S. Bank One Purchase Authorization
Form
When you need to make a purchase with your
U.S. Bank One card you will need to complete
this form as follows:
1. Check box for: APS, CWS, BHRS, ILP,
Eman. Youth, or Other Programs.
2. Check box for: Service/Program needed.
3. Client Name - person receiving the item(s).
Include JV#, APS Case Number, or Project
Code. (Whichever applies to you)

25. U.S. Bank One Purchase Authorization
Form (Cont.)
4. Fill in the dollar amount of the charge.
5. Sign your name and date.
6. Obtain supervisor signature and date
.
7. After you make your purchase, please keep
the receipt and turn into Fiscal along with the
form.

27. Forms, Instructions & Examples
 All Fiscal Forms, Instructions and Examples
are on the Daily Planet.
 To access Fiscal Forms you will need to
open your Gmail, go to Sites, click on Daily
Planet, click on Fiscal Documents, then click
on the form, instruction or example sheet
that you need.
 If using a form, you will need to click on “Use
this template”. Once here, you can print the
page and complete by hand or complete
then print it or save to your documents.

28. Printing Forms
 When you want to print the form, you must
use the printer icon. If the printer icon is
not used, your form will not print correctly.

29. Printing Forms
(Cont.)
 Once you hit the printer icon, the
following page will appear. (Do
not hit OK, you will need to make
some changes so your form will
print correctly).

31. Printing Forms
(Cont.)
To get your form to correctly you will need to:
 Check the “No gridlines” box
 Change the paper size from A4 to Letter
8 ½ X11 using the small up/down arrows
next to A4
 Change the format to Portrait
 Hit “OK”
 Your print page should look like the
following before you hit “OK”:

33. Questions?
Remember:
You can always call
Fiscal’s Hotline
at:
742-0931