The purpose of this administrative rule is to establish minimum standards for the creation, approval, layout, maintenance and periodic review of citywide accounting administrative rules.
Authority for this administrative rule is established in the City Charter and City Code. This administrative rule has been approved by the City Council.
The Accounting Division of the Bureau of Financial Services of the Office of Management and Finance (Accounting Division) will periodically monitor bureaus to assess compliance with the minimum standards of this rule. As instances of non-compliance are identified, bureaus will be required to develop and implement a corrective action plan. The Accounting Division will provide assistance to bureaus, if requested, to develop this plan. The Controller will report all instances of noncompliance annually to the Chief Financial Officer (CFO) and City Council.
"Accounting Administrative Rule" means a written document with broad application throughout City bureaus that helps ensure compliance with applicable laws and regulations, Generally Accepted Accounting Principles (GAAP), City Code, and other authoritative directives. An accounting administrative rule may also provide for stronger internal controls, operational efficiencies or the reduction of risk to the City.
Development of Accounting Administrative Rules
1. A new Administrative Rule may be proposed by a Commissioner, the Controller, a bureau or the Accounting Advisory Committee.
2. The Controller informs the Chief Financial Officer (CFO) of the new rule under development.
3. The Controller designates staff to research the rule, identify stakeholders and prepare the draft rule. Research will include the review of authoritative literature and best practices.
4. The draft rule is distributed to key stakeholders for review and comment. Key stakeholders may include Commissioners and their staff, Bureau Directors, City accounting staff and the City Attorney.
5. The Controller provides the draft rule to the CFO for initial review and approval.
6. The final draft of the rule is sent to City Attorney for review.
7. After review by the City Attorney, the final draft is sent to Bureau Directors, bureau finance managers or officers and the Accounting Advisory Committee for review and comment. This review period shall not be less than 15 calendar days.
8. The final administrative rule is sent to the Controller, CAO or designee, or Council for adoption.
9. The rule is added to the Accounting Division’s Administrative Rule Book, web site, and the Auditor’s Portland Policy Documents (PPD) website.
10. A memo is sent to the Council and Bureaus informing them of the new administrative rule.
11. The Accounting Division provides training on the new rule as required.
Maintenance of Accounting Administrative Rules
1. Administrative rules will be written according to a standard format, as illustrated by this rule. This format will include purpose, authority, reference to applicable forms or documentation, adoption date, effective date, and the Controller’s initials on the original file copy.
2. The Accounting Division will ensure that the employee Accounting Division website, the PPD, and hard copy versions of administrative rules are current.
3. Administrative rules will be reviewed on a periodic basis to ensure that they meet the current needs of the City, conform to applicable laws, regulations and GAAP, and provide guidance on best practices to accounting staff citywide.
Resolution No. 36248, originally adopted by Council September 1, 2004.
Revised by Resolution No. 36435, adopted by Council September 6, 2006.