Perf-Based Stds, Adult Corr. Inst. 5th ed March 2021

Performance Standard 1B: Fiscal Management

Purchasing

Supplies and Equipment

5-ACI-1B-14 (Ref. 4-4038)

Written policy and procedure govern the requisition and purchase of supplies and equipment, including, at a minimum, the purchasing procedures and cri- teria for the selection of bidders and vendors. Comment : All supplies and equipment for the institution should be procured on a competitive bid basis, preferably through a central purchasing agency. Provision should be made for warehousing when economically desirable.

Protocols : Written policy and procedure.

Process Indicators : Purchasing records.

Community Services

5-ACI-1B-15 (Ref. 4-4039)

Funds are available for purchasing community services to supplement existing programs and services.

Comment : Needed programs and service—for example, vocational training or spe- cialized health care for inmates—that are not available from the institution should be purchased from appropriate community sources.

Protocols : Written policy and procedure.

Process Indicators : Purchasing records.

Position Control 5-ACI-1B-16 (Ref. 4-4040)

Written policy and procedure regulate position control regarding position al- location, budget authorization, personnel records, and payroll.

Comment : Information on the number and type of positions filled and vacant should be available at all times. The fiscal office should verify that all payroll positions are authorized in the budget, that all persons on the payroll are legally employed, that attendance records support the payroll, and that needed funds are available. The payroll should be based on timekeeping records.

Protocols : Written policy and procedure. Personnel forms and procedures.

Process Indicators : Position allocation documents. Documentation of budget au- thorization. Personnel records. Payroll records.

Adult Correctional Institutions, Fifth Edition 15