Auditor-Controller County of Monterey Functions Mandated by Federal, State or Local Law

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1 County of Monterey Auditor-Controller Administration The Administration division is responsible for: Department administration Setting policies and policy guidance Employee training and development Disbursements Payroll Accounts Payable Property Tax Management General Accounting Budget control and management Internal controls Internal audit ERP systems Auditor s Qualifications Prescribe and exercise general supervision over the forms and methods of Accounting for all s. Gov t Code County Code Gov t Code Auditor Function Gov t Code Controller Function Gov t Code Page 1 of 9

2 Disbursements: Accounts Payable Payroll Generates and distributes paychecks, pay warrants and payments to vendors. Audit & processes travel reimbursements. Controls and input various deductions. Monitor employee leave balances & generates W-2. Federal Payroll tax laws and Regulations State payroll tax laws and Regulations Claims/Adjustments to net Pay (voluntary/involuntary) US Code, Title 26 Internal Revenue Code. Code of Regulations Title 26, Federal Tax Regulations Title 22 California Code of Regulations California Unemployment insurance Gov t Code of the State of California Sections & IRS Tax Levy Internal Revenue Code State Franchise order to California Code of Civil Withhold Procedure Section Assignment of wages Family Code Section 5208 Code of Civil procedure Section Labor Code Section 300 Withhold, deposit and account for payroll taxes Withhold deposit and account for payroll taxes Withhold and disburse funds Withhold and disburse employee tax liability Validate order, withhold and disburse required amounts Validate assignments, withhold and disburse required amounts Sales and Used Taxes Gov t Code 6001 To remit sales/use Taxes Travel and other expenses Gov t Code 5.40 Reimburse county employees and others for business travel Allowances of claims Gov t Code Board Resolution Board Resolution Board Resolution Board Resolution Numbering: Form: Entry in Gov t Code Accounts for warrants in a registered in numeric sequence Register Use of separate number series for warrants Gov t Code Assign a different sequence of numbers for different types of warrants Procedure to void warrant Gov t Code States life of warrant Authority to issue warrant Gov t Code &29804 Pay amount fixed by law or ordered by Board of Supervisors County Code 5.2 Registered warrants Gov t Code Issue warrants when County does not have money Loss or destruction of warrants Gov t Code Affidavit for lost warrant Issue duplicate warrant Gov t Code Issue replacement warrants Failure to present warrant for Gov t Code Related to duplicated warrants. Issue replacement warrants payment Mileage reimbursement to Civic Gov t Code C Center employees Claims against the County Gov t Code States how long you have to submit Replacement of lost warrants Gov t Code Issue/authorize replacement warrants Authorized payment to employees required to drive who don t normally drive to work (1 or 2 days) Page 2 of 9

3 General Accounting Prepares the County s financial statements, maintain its accounting books, establishes controls for the County s financial transactions oversees accounting and distribution of various revenues, State Mandated Cost Program, provides support to department in complex accounting issues and provides ongoing financial & cost analyses to enhance County s revenues & fixed assets. Local Transportation Fund Section 3, 4, & 8 Transportation Development Act Monthly Disbursements Quarterly Reports Annual Revenue Estimates Overdraft Monitoring-Cash Section 25, Article 13 State Constitution Inventory Certification Gov t Code Annual Record Deposit of Revenues Gov t Code Comprehensive Annual Gov t Code Annual Financial Report (CAFR) Receipting and Depositing Gov t Code & Collections Encumbrance Processing Gov t Code Appropriation Control Gov t Code County Budget Act Daily Wire Transfer Gov t Code & Daily Warrant Reconciliation Warrant Clearance Fund Gov t Code & Monthly Account Reconciliation COPS Program Gov t Code Annual Sept 1 Confirmation of Cash Gov t Code & Monthly Activity Revenue Accounting Gov t Code & Journal Vochers Gov t Code Accounting for Bonded Debt Gov t Code Fixed Assets Gov t Code Equipment Records Gov t Code Interest Allocation Gov t Code Monthly Condemnation & Interpleaded Gov t Code & Cases General Ledger Control Gov t Code Annual Report to State Gov t Code Annual Controller of Financial Transactions Remittances to State Controller Gov t Code Monthly 2% Distribution MOE Gov t Code & Monthly Trail Courts Providing Accounting Services to Courts Gov t Code Page 3 of 9

4 General Accounting Prepares the County s financial statements, maintain its accounting books, establishes controls for the County s financial transactions oversees accounting and distribution of various revenues, State Mandated Cost Program, provides support to department in complex accounting issues and provides ongoing financial & cost analyses to enhance County s revenues & fixed assets. Single Audit OMB Circular A-133 Annual Countywide Cost Allocation Plan (CCAP) Annual audit of County s financial statement Implement various Accounting standards Distributions of Bails and Fines to various Jurisdictions State Mandated reimbursements claims (SB90) IGT: Emergency Medical Services Payment Medical Disproportionate Share Program Annual MGE schedule to State (Trail Courts) Sales and Use Tax returns Transfer of Court Facilities to State Public Safety Sales Tax (SB 172) ½ cent Sales Tax Coordinate submission of claims for federal emergencies OMB Circular A-87 Gov t Code Section GASB Statements PC 1465, 290, 1463 Health Safety Code , 11372, Vehicle Code Gov t Code Section 17500, Section 6 of article 13B of State Constitution SB1255 SB855 Gov t Code Revenue & Taxation Code Section 7200 SB 1732 (ESWTIA) Sec 35 Article 13 of State Constitution FEMA guidelines Financial audit Monthly Quarterly Annual Quarterly Regular/Annual Page 4 of 9

5 Property Taxes This unit is responsible for the apportionment of property taxes for the County, cities, school districts, and special purpose districts providing them with public services according to the laws and regulations. Tax Rate Estimates for School Districts Debit Service Gov t Code to Annual Tax Rate Resolution Gov t Code & Annual First business day of September Report of School District Gov t Code Annually valuation and Tax Rates Estimated/Actual Amount of Education Code times a year (Nov/Mar/Aug) Taxes Report J29 California Community College Education Code Bi-annual (Nov/May) Local Tax Revenue CCFS Property Tax Accounting Section Revenue & Taxation State Settlement Report Gov t Code & Semi-annual (Jan/June) GANN Appropriation State Constitution Article XIIIB Annual Compliance Review Secured Supplemental Apportion supplemental collections for distribution monthly Apportionment Code Secured Supplemental Apportionment Penalty Code Apportion supplemental penalty collections for distribution monthly. Secured Supplemental J-29 California Education Code Prepared estimated/actual supplemental school revenues collected and distributed for current and prior years semi-annually. Unsecured current Apportionment Code Apportion unsecured current tax collection for distribution quarterly. Unsecured current Apportionment Aircraft Code 5452 to 5454 Apportion unsecured current aircraft tax collections for distribution quarterly. Unsecured current Apportionment Penalty Code Apportion unsecured current penalty collections for distribution quarterly Unsecured prior Apportionment Code Apportion unsecured prior tax collection for distribution annually Unsecured prior Apportionment- Aircraft Code 5452 to 5454 Apportion unsecured prior aircraft tax collections for distributions annually Unsecured Apportionment Penalty Code Apportion unsecured prior penalty collections for distribution annually ADA Average Daily Attendance Code Update school ADA file to establish district ratios for currently year annually Secured Supplemental BOE- 822-B Form Code 1647 to 1649 Prepare supplemental taxes billed and collected for current year annually Statement of Indebtedness H&S Code Complete the review by each Oct 31 to assure appropriate debts and net rev required. Fiscal Report H&S Code Provide base year report to CRA and taxing agencies days of filing Page 5 of 9

6 Property Taxes This unit is responsible for the apportionment of property taxes for the County, cities, school districts, and special purpose districts providing them with public services according to the laws and regulations. Cost Recovery of Fiscal Report H&S Code Recover cost for preparation of fiscal report Notice of Boundary Change H&S Code Provide base year report to CRA and taxing agencies days of filing Notice of Base Year Change H&S Code Provide base year report to CRA and taxing agencies days of filing Contractual Pass-Through H&S Code Administer pass-through agreements CRA Projects adopted or H&S Code Administer AB 1290 projects amended after 1/1/94 Certain amended plans adopted H&S Code Administer AB 1290 projects prior to 1/1/94 Tax Increment Allocation H&S Code Calculate and allocate tax increment to CRA and taxing Observe RDA Projects Tax Increment Payment Limits H&S Code agencies Keep track of tax increment distributed to CRAs maximum due CRAs based on yearly or project life Page 6 of 9

7 Internal Audit Maintain internal control systems that ensure safeguard of assets and the reliability of financial records, the compliance with laws and regulations, the efficiency of operations, and the achievement of objectives. Audit County s & Offices Count Code 602 Oversight financial operations General duties of the County Gov t Code Oversight financial operations Auditor Biennial Audit of Disbursement Gov t Code Oversight financial operations of Funds Annual report on revolving Gov t Code Compile list of fund assignments funds Annual report on revolving cash Gov t Code Compile list of funds assignments trust funds Probation/DA Biennial trust Welfare & Institutions Code 275 Financial/compliance audit audit Annual Assessor AB 818 loan AB 818 Compliance audit review County Treasury quarterly audits Gov t Code Financial/compliance audit Quarterly Cash Count County Code 2.17 Oversight financial operations Monitor annual/biennial audits Gov t Code Financial audit of Special Districts Tax Collector s redemption California Revenue & Tax Code Compliance audit accounts triennial audit Review reports of shortages in accounts Gov t Code Validate amount and determine whether fund involved Page 7 of 9

8 Debt The Debt Management Division provides centralized management of all county debt service issues, including applicable accounting, budgeting and forecasting activities. The division is responsible for fiscal analysis associated with prospective debt issues, refunding and alternative financing options. The division also ensures the County complies with all federal, state, local and regulatory agency requirements applicable to debt issues. Further, the division prepares and coordinates credit rating agency reviews with the goal of maintaining continued access to the public finance markets Comply with bond issuance requirements Mello Roos Bonds School Debt General Obligation Bonds Temporary borrowing (TRAN) Certificates of Participation Revenue Bonds Sewer Bonds Special Districts Deposit of school debt with treasurer Arbitrage rebate and tax exemption Continuing Disclosure School Debt Payments Gov t Code Gov t Code Gov t Code Gov t Code Gov t Code Gov t Code Gov t Code Gov t Code Gov t Code GC 53,630 thru Internal Revenue Code Section 103 of the Internal Revenue Code of 1986 Securities and Exchange Commission: Rule 15c2-12 Official Statements from all of the school issuers that require Auditor-Controller to make debt payments. Page 8 of 9

9 Systems (ERP) Systems Division provides business procurement, development, implementation, maintenance and training for countywide and departmentadministered systems in collaboration with staff of the Information Technology department. These systems include the County s core financial, budget, payroll, records imaging and property tax systems. Staff also acts as the Information Security Officer (ISO) and provides expert advice on the adherence and application of information technology regulations and policy within the department, and upon request, may assist with such matters countywide. Prescribe and exercise general supervision over the forms and methods of Accounting for all s. Gov t Code Page 9 of 9