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Financial Processes: <br />Weekly: <br />On a weekly basis, the finance department will process through crew cards any <br />equipment hours by equipment number used for non -road maintenance projects/jobs. <br />The payment for non -road maintenance equipment rental will be transferred from the <br />fund renting the equipment to the ER&R fund within the Monthly processes. <br />Monthly: <br />1. Depreciation is processed for all ER&R equipment (listed in Cayenta as AREA - <br />EQ, TYPE -PV) <br />2. Replacement Factor is processed for all ER&R equipment (thru a User Defined <br />J.V. entry using the transaction group RPL (Replacement Factor) <br />3. Bills are processed as they are received and coded to Equipment as necessary. <br />4. Equipment Charges for Rent are processed through the Crew Card processing <br />program and coded to Road Maintenance jobs as per Management direction. <br />5. Funds are transferred from the divisions renting the equipment to the ER&R fund <br />501 <br />6. The Cayenta Equipment report is reviewed for any high cost O&M amounts. <br />7. New equipment is set up under the 4000 equipment numbers as needed. <br />8. Equipment ready to be placed into service is transferred into permanent <br />equipment numbers, and the monthly equipment rental rate is added to the <br />monthly equipment charges. <br />9. Equipment disposed of is adjusted off of the books in Cayenta. <br />10. The fund amount in the ER&R fund is reviewed and amounts transferred to/from <br />investment as needed. <br />Annually: <br />1. All new equipment is reviewed and listed for resolution to the board of <br />commissioners. <br />2. All disposed of equipment is reviewed and listed for resolution to the board of <br />commissioners. <br />3. The Cayenta Equipment Report is reviewed for accuracy and equipment showing <br />abnormal profit or loss is identified. <br />4. Rates are reviewed and set for the New Year. A replacement rate based on <br />annual inflation is selected by the Finance Manager, County Engineer and Public <br />Works Director. <br />5. Costly equipment is identified for further review and possible replacement. <br />6. New Year rates are presented to the Board of County Commissioners for <br />consideration/adjustment and/or adoption. <br />7. The ER&R fund is reviewed and adjustments are made to the fund amount as <br />needed. <br />Page 3 of 4 <br />