Library: Policy
340:2-11-86. State Treasury Revolving Funds 700 Series
Revised 9-15-21
(a) Operations. Financial Services (FS) processes deposits and provides accounting and claims processing functions for State Treasury Revolving Funds 700 Series in accordance with the Office of Management and Enterprise Services (OMES) Statewide Accounting Manual. • 1 State Treasury Revolving Funds 700 Series are primarily used to maintain, account for, and manage funds belonging to clients in the custody of Oklahoma Human Services (OKDHS) or residents in OKDHS-administered facilities. This account is also used to finance auxiliary activities at OKDHS facilities. A separate accounting is maintained for each client and each auxiliary activity.
(b) Unexpended cash. Unexpended cash from client trust fund withdrawals for shopping, meals, recreation, and other similar activities, are re-deposited to the respective client trust accounts within State Treasury Revolving Funds 700 Series. Each facility is responsible for the safety of, and accounting for, all client trust fund cash handled by staff, and for maintaining detailed documentation.
Revised 9-15-21
1. (a) Client trust fund disbursements are pre-audited. Each disbursement voucher is authorized by either an invoice or a disbursement request signed by an approved Oklahoma Human Services (OKDHS) official. For State Treasury Revolving Funds 700 Series, the disbursement authorization is signed by the client-owner of the funds.
(1) Each deposit is posted to the appropriate account immediately upon receipt. Deposit transactions are posted by the receiving facility business office or Financial Services (FS).
(2) Disbursements from State Treasury Revolving Funds 700 Series are typically made to accomplish:
(A) purchases from private entities made by, or on behalf of clients;
(B) clients' purchases from resource center canteens;
(C) clients' requests for funds;
(D) reimbursements to OKDHS for services rendered to clients; or
(E) expenditures for approved auxiliary activities.
(b) Monthly allowances to children in OKDHS custody who reside in group homes are funded through State Treasury Revolving Fund 720.
(1) Claims supporting allowance expenditures must bear the authorizing signature of an employee designated by the Child Welfare Services director.
(2) Reports listing all daily transactions are generated by FS and are delivered to the appropriate group homes.
(c) State Treasury Revolving Fund 725 provides a controlled environment for local offices to deposit and disburse collections that arise from fund-raising activities and donations that are to be used solely for clients and potential clients. A separate accounting is maintained for each local office.
(1) Collections received at a local office that fit State Treasury Revolving Fund 725 criteria are deposited daily to an approved local banking institution.
(A) Local banking institution deposit slips are used.
(B) A record of each deposit is recorded to the FS information system.
(C) A copy of the deposit slip is forwarded to FS, Attention: Trust Accounts.
(2) Disbursements are made by the local offices via pre-numbered warrants prepared and signed by designated personnel.
(A) Each local office is issued 50 warrants. FS distributes remaining warrants as needed.
(B) A record of each disbursement is recorded to the FS information system.
(C) Supporting documentation is forwarded to FS, Attention: Trust Accounts.
(3) Reports listing all daily transactions are generated by FS and are delivered to the appropriate local office.
