Budgeting:
The department’s annual operating budget shall be developed in coordination with all unit heads as provided in General Order 193.17: Budgeting.
The fiscal affairs unit manager shall be responsible to inform, assist, and provide the assistant chief with the schedule, procedures, and guidelines related to the budget preparation process. Unit heads shall prepare and submit written recommendations based on operational and activity analysis for use in development of the department’s budgets to their respective deputy chief who will make recommendations to the assistant chief of police. These recommendations shall include an assessment of present personnel, equipment and funds. Annually, the assistant chief will present these recommendations to the chief of police as part of the budget preparations for the city budget process.
The Saint Paul Police Department Fiscal Affairs Unit is responsible for providing monthly reports classifying each appropriation and expenditure by function, organizational component, activity and object. To insure fiscal integrity a report shall be made monthly to the assistant chief of police, division deputy chiefs and unit heads giving the status of expenditures for each program history and any exceptions to the spending plan or appropriations. This monthly report will include but is not limited to the following data: initial appropriation for each program/account, balances at the beginning of each month, expenditures and encumbrances made during the period and the unencumbered balance.
Inventory Control:
A complete perpetual listing of all capital property, equipment and miscellaneous assets is maintained in the City of Saint Paul Office of Financial Services. Annually the Fiscal Affairs unit, utilizing this listing, oversees an annual inventory of property under the control of the police department. During this process each unit shall receive a printout listing all items of property assigned to it. All units shall conduct a physical check of each item in the inventory to verify its continued assignment. Upon completion of this inventory the printout will be returned to the fiscal affairs unit for corrections, additions or deletions. The responsible unit head’s signature and phone number shall be affixed to the first page and initials thereafter denoting the accuracy of the inventory.
Internal Monitoring:
The fiscal affairs unit is responsible for continuous monitoring of the department’s non-cash fiscal activities. Discrepancies shall be reported to the assistant chief. Internal audits concerning police operations may be requested by the chief of police at their discretion.
Updated February 1, 2019