January 1991 - Laserfiche WebLink

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As you know, money for withholding and benefits can be taken from our federal grants, thereby leaving the county allotment to the HPC unchanged. If necessary, we could set up a separate fund within the county budget (currently, the HPC has fund #035 - Small Town Survey, which it has not been using. We could use that fund number; no new fund number would need to be allocated to the HPC) to set aside the estimated amount of money needed for taxes, etc. Or we could, with a separate federal i.d. number, set up a separate bank account, containing only the funds necessary for withholding and benefits, which would allow us to easily comply with the tax submittal deadlines, rather than worrying about the deadlines for accounts payable and for federal and state taxes not matching. We also have available to us an insurance plan through the National Trust for Historic Preservation, which we could provide to our staff. ALL BOOKKEEPING WOULD BE DONE BY THE HPC, thereby eliminating any extra work for the Auditor's Office. The Auditor's Office and the County Commissioners would be provided with copies of all records (and transactions, in the case of a separate bank account) on a regular basis, as determined by the County Commissioners and/or Auditor's Offi rP- Once any and all necessary accounts and identification numbers were set up, the plan would be as follows: The HPC would estimate the amount of withholding, etc. for the grant period (July through June) and divide it - July through December and January through June - so as to conform to the County budget year. If using a separate fund or account other than the usual HPC line item in the County Commissioners' budget, we would request an appropriation or transfer for the first period (July through December) and then, just prior to the end of the year, we would request another appropriation or transfer for the rest of the grant period. [Assuming that such an arrangement is acceptable to you and the Auditor's Office.] We would pay the withholding, insurance, etc. from the HPC budget or the designated account in accordance with federal, state, and local guidelines, produce all necessary paperwork, and submit our regular reports to you and the auditor for your records. The employees' net would be paid from our regular account, just as it is at the present time. This is my proposal. I have tried to develop a plan which will require the minimum amount of work for the Auditor's Office while still providing adequate records of the expenditures, etc. I obviously am not aware of all the "hoops" through which the County government must jump when doing its bookkeeping. I will do whatever is necessary to comply with the letter of the law.