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Revolving Funds-District Office and Rehabilitation Facilities

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NC DIVISION OF SERVICES FOR THE BLIND POLICIES AND PROCEDURES
VOCATIONAL REHABILITATION


Section:

R

Title:

Revolving Fund-District Office and Rehabilitation Facilities

Current Effective Date:

03/08

Revision History:

Revised 01/06; 02/08


The general purpose of the Revolving Fund is to enable Vocational Rehabilitation Counselors to provide needed on-the-spot services which are legitimate Vocational Rehabilitation (VR) expenditures from either diagnostic or case service funds and for which there is no other readily available source. Services provided through the Revolving Fund are those of an emergency nature which cannot be planned in advance.

The Revolving Fund is to be used for individual services only and not for administrative purposes. Care will be taken to assure that expenditures are in accordance with established guidelines.

It will be the responsibility of Area Vocational Rehabilitation Supervisors; District Vocational Rehabilitation Supervisors; Evaluation Unit Supervisor; and Program Manager, Rehabilitation Center for the Blind (RCB) to monitor all expenditures from the Revolving Fund. They must also personally review and approve any unusual expenditure. Consultation with the Budget Officer is indicated when timeliness of an individual's financial need cannot be handled through the routine VR Program authorization process.

Revolving Fund checks are prepared and returned to the requesting office within two weeks. The following procedures should be followed in processing Revolving Fund checks:

CHECKS FOR $25.00 OR LESS

If a check is needed for services which meet the Revolving Fund guidelines and the amount is $25.00 or less, it may be issued from the Revolving Fund amount allocated to the unit, regardless of the time frame. Record on the authorization itself an explanation which includes the date of service and the purpose for which the check is to be used.

CHECKS IN EXCESS OF $25.00 - JUSTIFICATION REQUIRED

If a check is needed for services which meet the Revolving Fund guidelines in any amount OVER $25.00, there must be a written justification on the authorization. The justification must include purpose of check, date service is required, and nature of problems which precluded using the authorization process. Eligible individual needs which are in excess of $25.00 and can be planned and authorized two weeks in advance should be met through the authorization process and not through the Revolving Fund.

INDIVIDUAL TRANSPORTATION

Since it is mandatory that individuals at the RBC leave every weekend, the RCB can provide individual transportation from the Revolving Fund regardless of the amount.

Agency management should maintain Revolving Fund expenditures at a minimum and use the fund in an appropriate manner.

The following procedures should be adhered to in the routine processing of Revolving Fund checks and reports through the Controllers Office office:

It is local management's responsibility to consult with the Chief, Vocational Rehabilitation Field Services and/or Chief, Vocational Rehabilitation Programs and Facilities when any new or unusual circumstances or situations occur regarding an immediate need for individual services from the Revolving Fund. This should be done before action is taken.

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