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Travel
Q: What is the travel policy if I am traveling on county business?
A: The HCFMO references the Harris County Accounting Procedures Manual Procedure T.1.*
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Q: What internal request form do I use to submit for travel?
A: This travel form will require all signatures prior to submission to Commissioners Court, Operational Support will obtain the Fire Marshal’s signature.
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Q: Do I have to attach any documents?
A: Yes, you must attach a copy of the flier or pamphlet for the training along with a completed Form 54 showing approval from your supervisor.
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Q: Who makes my travel arrangements such as hotel and air flights?
A: If you would like the Operational Support to make your arrangements you will need to attach the request to your submission to travel, the Operational Support branch will email you the information of confirmation when they have been completed. If you prefer to make your own travel arrangements you will not attach any request; upon completion of travel you will submit a travel expense claim form to accounts payable.
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Q: What form do I use to submit travel expenses?
A: You will submit a travel expense claim form*.
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Q: What if I go over the cost submitted to Commissioners Court?
A: It is the employees responsibility to estimate and submit all expected cost with the original travel request. If you exceed the expected cost, you must submit a request for reimbursement. The request must be approved by commissioners court before any additional payments can be made. This will most likely delay payment, and possibly result in a denial of the request.
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Q: Are there any documents required to be attached to my Travel Expense Claim Form?
A: Copy of Registration, Hotel Receipts, Fuel if payment was requested on court submittal, any additional fee’s or cost receipts, these would have had to have been approved through original court submittal.
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Q: The EZ tag on my assigned county vehicle is not working, what do I do?
A: Send an email directly to fleet services to coordinate a replacement. Let the Deputy Chief, Operational Support know what your plan is to replace your EZ tag.
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Q: My vehicle does not have an accident packet, what do I do?
A: Print the accident packet and place it in your car. You can also ask the Deputy Chief, Opperational Support for a packet. |
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Petty Cash
Q: What is procedure for petty cash purchases?
A: The HCFMO uses this Petty Cash Procedure based off of meetings with the Harris County Auditor's Office and the Harris County Personnel Regulations (the "blue book" handed out by HR).
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Q: What HCFMO form do I use to submit payment for petty cash?
A: Please use the Petty Cash Purchase Documentation form, the county auditor's form (see Accounts Payable), and all receipts. Please note the following:
- Supervisor approval is required BEFORE each purchase.
- Signatures of both you and your supervisor are required in all applicable fields.
- The "burden of proof" for documenting how each petty cash purchase follows proper procedures falls entire on the individual making the purchase.
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Q: How do I know what amount I can spend or is available?
A: Each Branch Asst. Chief has a copy of the most recent monthly General Fund Report and can provide you this information.
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Q: What paperwork do I need to fill out to obtain something?
A: All of the following must be completed for each Purchase Order:
- A completed PO request authorization form.
- A quote from the vendor on the vendor's letterhead (not just a figure sent via email).
- A completed USR form for software purchases only (requires department head signature).
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Q: Who collects and/or completes each of the above items?
A: Your Branch Asst. Chief decides this.
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Q: How long will it take to receive my item?
A: Speed of delivery depends on the following factors:
- Availability of item: if the vendor has it in stock.
- Missing documentation: failing to acquire the necessary documentation described above could significantly delay the purchase.
- Whether or not the vendor is set up with the county: if this is the first time the county has purchased from the particular vendor, the county requires a W-9 form from the vendor. Some vendors are quicker at providing this form than others.
- Harris County's standing with the vendor: Many vendors treat the entire county as "one customer". If another department has not yet paid for an invoice, the vendor often freezes all deliveries to the HCFMO until this has been resolved.
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Q: How can I expedite the delivery of a high priority item?
A: To receive the item faster you may:
- Check with the vendor to make sure the the item is available (in stock) before providing the operational support branch with your paperwork.
- Make sure all the appropriate paperwork is filled out.
- Help convince the vendor to submit a W-9 form to our office as soon as possible (new vendors only).
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Q: How do I know when my product is arriving?
A: The vendor does not usually provide the HCFMO an ETA for purchases. If you need to know when an item will arrive, please ask the vendor. Accounts Payable can provide you the vendor contact information if you do not have it.
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*you must be on the county network to access this file |
FAQ
