DERP Procedures

Please note the following:

  • The DERP account is Business Unit SC001, Fund 10005, Department 16020100, and Account 52166.
  • Departments charge directly against the DERP account.
  • No JV transfers at FY end.
  • The Auditor’s Office will not approve any DERP claims without the appropriate approval (HR & CAO).
  • The Auditor’s Office will not approve any DERP claims without invoices, receipts, and appropriate supporting documentation.
  • Cal-Card cannot be used for DERP charges.
  • Gift Cards – Departments are responsible for maintaining an accounting of all gift cards that are purchased and distributed throughout the year. These records will be maintained in accordance with the record retention schedule.
  • Departments will provide the HR program coordinator their total DERP charges at FY end.
  • Procedures
  • After the budget is approved Human Resources (HR) sends department heads and DERP contacts an email with their DERP allocation, the DERP Purpose and Mission, DERP Tips, DERP Procedures and the DERP eligibility form.
  • Department submits a plan to HR for approval each fiscal year by mid-November. Plan is based on program guidelines.
  • HR approves plan and sends the DERP contact an email approving the department’s plan.
  • Departments can now charge against DERP.
  • Any questions regarding claims will be directed to the department’s DERP contact.
  • Please Note: Departments are responsible for tracking their DERP expenditures. The Auditor’s Office will not process requests that exceed the department’s allocation.

DERP Procedures

  1. After the adopted budget is approved Human Resources (HR) sends department heads and DERP contacts an email with their DERP allocation, the purpose and mission, tips, procedures, and the eligibility form.
  2. Department submits a plan to HR for approval each fiscal year by due date provided. The plan is based on program guidelines.
  3. HR approves plan and sends the DERP contact an email approving the department’s plan.
  4. Departments can now charge against DERP through vouchers, cash awards, and journal entries. Examples of purchases/charges:
    • Individual employees purchase items and submit for reimbursement.
    • Estimates/quotes for items or event can be obtained from vendor and submitted for payment directly to vendor. Department must follow-up by uploading receipts after purchase to OnBase to substantiate expenditures.
  5. Any questions regarding DERP vouchers and journal entries will be directed to the department’s DERP contact.

Please Note:  While HR tracks expenses, departments should monitor their DERP expenditures.  The Auditor’s Office will not process requests that exceed the department’s allocation. 

Payment Procedures

Voucher

Vouchers are the process used for seeking payment or reimbursement from the DERP fund after the department’s DERP plan has been approved by HR.  For DERP expenses made prior to the approved plan, see the Journal Entry instructions.

  1. All DERP expenses are charged to Business Unit SC001, Fund 10005, Department 16020100, and Account 52166.
  2. Department enters the voucher for employee reimbursement or for a direct payment to the vendor.  Be sure to attach all documents that pertain to the DERP voucher, including invoices, receipts, or quotes and any additional supporting documentation.  
  3. Department fiscal approvers must ad-hoc voucher to Sylvia Lemus, the HR DERP Coordinator (please note if this step is missed the voucher will be denied by ACTTC and will need to go through approval process again).  
  4. HR DERP coordinator reviews the voucher and related attachments and approves the voucher in EFS on behalf of HR and the CAO.  
  5. HR DERP coordinator will decline voucher, with specific details, if there are inappropriate or questionable charges, or for incomplete or missing documentation.
  6. Once approved, the voucher will be routed to ACTTC for approval and processing. 

DERP Expenses Spent Prior to Approved Allocation

Departments may spend money prior to receiving their approved allocation.  The expenses are charged to the department’s budget, and must be within their proposed DERP plan. To transfer charges to DERP, the department must complete a journal entry.

Journal Entry

Journal entries are only appropriate if expenses are incurred and charged to the department’s budget before the DERP funding is approved.

  1. Department completes the journal entry.  Be sure to attach all documents that pertain to the DERP voucher, including invoices, receipts, or quotes and any additional supporting documentation.  All DERP expenses are charged to Business Unit SC001, Fund 10005, Department 16020100, and Account 52166.
  2. Department fiscal approvers must ad-hoc journal to Sylvia Lemus, the HR DERP Coordinator (please note if this step is missed the journal will be denied by ACTTC and will need to go through approval process again).  
  3. HR DERP coordinator reviews the journal entry and related attachments and approves the journal entry in EFS on behalf of HR and the CAO.
  4. HR DERP coordinator will decline journal entry, with specific details, if there are inappropriate use or questionable charges, or for incomplete or missing documentation.
  5. Once approved, the journal will be routed to ACTTC for approval and processing.

Cash Awards (direct payment to employees)

  1. Complete the DERP Manual Payroll Warrant Request Form using Pay Code 2100, Department 16020100, and Account 52166.
  2. Submit to HR at least 2 weeks in advance of the planned employee award date.
  3. The cost of DERP award will be charged directly against the County’s DERP account; however, additional costs (i.e. taxes and benefits) will be charged to the employee’s department.
  4. A check will be issued to the employee in the amount of the award.

Pre-Payments

Pre-payments are requests for payments made directly to the vendor for items, services or supplies without receipts or other verifications. For example: Requesting a payment for Safeway to purchase a number of gift cards, making the payment directly to Safeway; or requesting payment to a local restaurant for an estimated amount based on your assessed food cost. Please avoid pre-payments as much as possible. 

When your only choice is to issue the prepayment directly to the vendor, please use the following process:

  • Provide an official estimate or quote directly from the vendor. An email or statement from a County staff member listing the items to be purchased is not an acceptable form of verification.
  • Use office petty cash if needed; submit a separate voucher only for DERP expense to replenish the petty cash and attach supporting receipts and other verifications. (Note: This is change from previous direction, but since this petty cash reimbursement voucher will be charged to the Benefits budget, it will not reflect in your department budget as an operational cost.)
  • Charge on personal credit card and submit voucher to reimburse the staff member. Note: The use of personal credit cards by employees for DERP related purchases is not an expectation, but merely an acceptable option or alternative for departments, if they so choose. Many departments have managers use their personal credit cards for DERP, on a voluntary basis, then submit itemized receipts for reimbursement.

Note: Cal-Card, BPOs, and department or program charge accounts are not to be used for DERP expenses.

PLEASE NOTE THE FOLLOWING:

  • The DERP Fund is Business Unit SC001, Fund 10005, Department 16020100, and Account 52166. Departments charge directly against this account.
  • No Journal Entries at fiscal year end.
  • ACTTC will not approve any DERP vouchers or journal entries without the appropriate documentation or approvals. Please route your DERP vouchers and journal entries to HR DERP Coordinator as an ad-hoc approver. Note: Be sure to attach all supporting documentation.
  • Cal-Card, BPOs, department or program charge accounts are not to be used for DERP program. Furthermore, do not use food and supplies intended for department use, and then seek reimbursement of those items.
  • Cal-Cards are not an option, as Purchasing has confirmed that the Cal-Card Policy specifically states that Cal-Cards cannot be used for DERP.  Cal-Cards can also not be used for purchasing gift cards, which we often see with DERP expenditures.  The DERP program also states the same, that Cal-Cards are not an option for DERP related expenditures.
  • If a program provides cooking services, the department must provide an itemized list with cost of food, or per person charges.
  • Gift Cards – Departments are responsible for maintaining an accounting for all gift cards that are purchased and distributed throughout the year.  These records will be maintained in accordance with the record retention schedule.  
  • Gift Cards purchased within a fiscal year, must be used within the same fiscal year.  For example, you cannot purchase a Visa Card or Costco Card in May to purchase supplies for the event that is scheduled for August.  Pre-planning will eliminate this problem which occurs when departments are running against fiscal year deadlines and schedule their recognition events close to end of fiscal year.
  • Remember to not purchase bottled water or alcohol-related items.
  • HR DERP Coordinator maintains a list of all charges against each department’s allocation.
  • Please be aware of program time frames and deadlines. Every year around March we will provide you with the end of fiscal year deadline for submitting DERP transactions. Deadlines will tentatively be the first week of June.

Contact Information

Sylvia Lemus

Program Manager

Employee & Volunteer Engagement & Recognition
Human Resources
County of Sonoma
Business Hours
Monday – Friday
8:00 AM – 5:00 PM
Address
575 Administration Drive
Room 116 B
Santa Rosa, CA 95403
38.465237, -122.725363

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