Fiscal Accountability

Purpose
These Fiscal Accountability Rules set parameters for fiscal activities of the City and County of Denver. The purpose of the rules is to assist officers and employees in conducting financial activities and in making fiscal decisions. The rules are not intended to replace critical thinking or to limit the authority or independence of the expending authority, as defined in section 20-16(8), D.R.M.C. (“Expending Authority”).

Goals, Responsibilities, Applicability, Authority

Goals      

  • Promote accountability and responsibility for financial activities and assets;
  • Ensure legal use of public funds;
  • Maintain public trust;
  • Promote strong internal controls;
  • Establish a framework for financial operations without limiting; management discretion or independence;
  • Improve the quality, accuracy, and timeliness of the city’s financial reports in compliance with Generally Accepted Accounting; Principles (GAAP), and the Governmental Accounting Standards Board (GASB); and
  • Provide management with financial data that is timely, accurate, and understandable.

Responsibility

It is the responsibility of the Expending Authority to ensure compliance with these rules.  The Expending Authority may delegate signature authority for individual transactions, but not the ultimate responsibility for compliance with these rules.

Applicability

These rules apply to all Expending Authorities and all officers and employees of the city.

Authority

Charter, Sections 2.2.10 and 2.5.3 Revised Municipal Code, Section 20-119 et. seq.  

 

Chapter 1 - Accounting Principles and Budget Administration

 Rule # Rules Procedures and Forms Adopted and Revised
1.1  Accounting Principles and Standards 05/18/2020
1.2  System of Record 04/13/2018
1.3 Reserve Policy(PDF, 71KB)   12/10/2020

Chapter 2 - Internal Controls

 Rule # Rules Procedures and Forms Adopted and Revised
 2.1 Expending Authority Delegation Form

Emailctlgeneralaccounting@denvergov.orgto request the Expending Authority Delegation Form and change signature authority delegations. Signature authority delegations remain in effect until a new form is submitted.

11/01/2012
 2.2 Reconciliations
Form
Reconciliation Certification Form
10/27/2011
 2.3 Rule abolished
 2.4 Separation and Rotation of Duties 01/01/2008
 2.5 Supporting Documentation Guide
Supporting Documentation
03/01/2013

 

Chapter 3 - Cash Management

 Rule # Rules Procedures and Forms Adopted and Revised
 3.1 Obsolete Warrant and Check Stock 01/01/2008
 3.2 Petty Cash Fund

Procedure
Petty Cash Fund Procedure

Forms
Petty Cash Fund Authorization Form

07/01/2019
 3.3 Change Fund Procedure
Change Fund Procedure

Form
Change Fund Authorization Form

10/12/2017
 3.4 Receipt and Deposit Procedure
Cash Handling Procedure
10/12/2017

 

Chapter 4 - Assets

 Rule # Rules Procedures and Forms Adopted and Revised
 4.1 Accounts Receivable Allowancefor Doubtful Accounts and Write-Offs 03/20/2012
 4.2 Capital and Controlled Assets

Procedure
Capital and Controlled Assets

Forms

Email ctlgeneralaccounting@denvergov.orgto request the Capital and Controlled Asset Custodian Delegation Form to change Asset Custodian delegations. Delegations remain in effect until a new form is submitted.

Asset Inventory Certification Form

08/01/2019
 4.3 Capital Projects 07/01/2015

 

Chapter 5 - Liabilities

Currently there are no rules in Chapter 5 - Liabilities

Chapter 6 - Revenues

 Rule # Rules Procedures and Forms Adopted and Revised
 6.1 Revenue Recognition - Accruals and Deferred Revenue
01/01/2008
 6.2 Investment Earnings Allocation(PDF, 98KB)

 

01/29/2021

 

Chapter 7 - Expenditures

 Rule # Rules Procedures and Forms Adopted and Revised
 7.1 Propriety of Expenditures 01/01/2014
 7.2 Fiscal Accountability Rule Waivers

Form
Fiscal Accountability Rule Waiver Request

01/01/2014
 7.3 Official Function Expenditures Guide
Official Function Expenditures
Form
Official Function
01/01/2014
 7.4 Food and Beverage Expenditures 01/01/2014
 7.5 Vendor Management Procedure
Vendor Management Procedure

Forms
New Vendor ID Request
Vendor Update
Form W-9

03/01/2013
 7.6 Refunds and Reimbursements 01/01/2008
 7.7 Interagency Service and Reimbursements

Procedure
InternalBilling Transfer Procedure

01/01/2008
 7.8 Vendor Credits 01/01/2008
 7.9 Travel (see Travel 10.8)
 7.10 Encumbrances 04/13/2018

 

Chapter 8 - Procurement Process

 Rule # Rules Procedures and Forms Adopted and Revised
 8.1 Procurement of Goods and Services Related to Goods

Procedure
Procurement and Receiving Procedure (under review)
Procedures related to this rule are being reviewed and revised. Contact central.purchasing@denvergov.org with questions.

Non-PO Voucher List
PCard List

09/22/2014
 8.2 Receiving Goods and Services 11/01/2010
 8.3 Accounts Payable(PDF, 148KB) 11/10/2010

 

Chapter 9 - Grants

Rule # Rule Title Procedures and Forms Adopted and Revised
9.1 Grant Application and Awards

Guide

04/25/2016
9.2 Grant Management(PDF, 183KB)

Form

12/26/2014
9.3 Grant Closure

Form

03/01/2013

 

Chapter 10 - Employee Associated

Rule # Rule Title Procedures and Forms Adopted and Revised
10.1 Reporting Fiscal Misconduct 03/11/2009
10.2 Overpayments to Employees and Contract Employees 01/03/2012
10.3 Expired Service and Contract Ends Dates 01/03/2012
10.4 Off-Cycle Payroll Check Request

Form

01/03/2012
10.5 City Business Vehicle Use

Procedure

Forms

One-page summary

09/03/2013
10.6 Take-Home Vehicles and Carpooling(PDF, 242KB)

Procedure

Form

09/03/2013
10.7 Use of Personal Vehicles for City Business

Procedure

Form

09/03/2013
10.8

Travel(PDF, 109KB)

Procedure

  • Procedures: 04/06/2021
  • Forms:
    12/27/2018
  • Other Collateral:
    10/01/2017
10.9

Mobile Device

Procedure

Form

06/04/2018
10.10 Direct Deposit of Net Pay

Form

  • Direct Deposit Authorization

Note:
The form is for use by Denver Public Library, On-Call employees. To obtain the form,email the Payroll Division.

08/27/2019
10.11 Separation from Employment 01/02/2013
10.12 Employee Gifts, Prizes, and Awards

Form

01/03/2012
10.13 Time and Attendance(PDF, 166KB)

Procedure

Form

04/25/2016

 

Chapter 11 - Financial Reporting

Rule # Rule Title Procedures and Forms Adopted and Revised
11.1 Component Units 01/01/2008
11.2 Financial Disclosures 11/15/2016

 

 

 Disclaimer - The rules on this site reflect only those rules that have been adopted by the Controller's Office. All information contained on this web site is subject to change without prior notice. If there are any questions call the Controller's Office at 720-913-5500 for clarification.