CONTROLLING BOARD PROCEDURES (OPERATING REQUESTS)

 

The following procedures provide direction for the submission, review, and processing of all Controlling Board requests in the Office of Budget and Finance:

1. The State Controlling Board office provides a submission calendar each fall for the following calendar year. This calendar will be provided to the Director's Office, fiscal officers, chiefs, Controlling Board contacts, legislative staff, and the Public Information office. Requests are due to the State Controlling Board eighteen (18) days prior to the hearing. Requests are required to be sent to the Office of Budget and Finance ten (10) days prior to the Controlling Board deadline to allow adequate review by Budget and Finance staff and the Director. Requests received after this ten-day deadline may be considered at the discretion of the Office of Budget and Finance. Requests requiring a Release and Permit from DAS State Purchasing (operating requests which exceed the DAS calculated spending threshold) necessitate submission to DAS approximately two weeks prior to the designated Controlling Board deadline
2. It is the responsibility of the division/office to prepare the Controlling Board request and submit it to the Office of Budget and Finance. Requests will be reviewed, edited and, if necessary, returned to the division for corrections. Requests will be reviewed on a priority basis. Divisions/Offices should refer to the Controlling Board Manual for specific instructions and requirements. Requests and attachments may be e-mailed to the Budget and Finance chief, but note that signature pages of contracts and other required attachments will need to be sent via inter-office mail.
3. When a request is received from a division/office, it is entered into the Controlling Board Log Sheet (CB Log.xls). It is assigned a three (3) digit number that is preceded by "DNR" (i.e. DNR234). Each fiscal year, the numbers begin again at "DNR001". Divisions/Offices may obtain a number from Budget and Finance prior to writing the request.
4. Requests are to be prepared on OBMFORMS software. It can be downloaded from the OBM Controlling Board web site at: www.state.oh.us/obm/information/controllingboard. Required Information Questions, as found in the Controlling Board Manual are required for each request and can be prepared in WORD as an attachment to the request or after the text on the actual form.
5. Controlling Board requests are reviewed for accuracy and content by the Office of Budget and Finance. The State Controlling Board Procedures Manual outlines the requirements for all types of requests. All required sections of the request must be completed with correct information. Summary and subsequent paragraphs must be descriptive and succinct. Required Information Questions must be responded to completely and accurately.
6. The agency contact should be:
   1. Name: Mindy Bankey
   2. Title: Legislative Liaison
   3. Phone: 614-265-6836
   4. Fax: 614-261-9601
   5. E-mail: Mindy.Bankey@DNR.State.OH.US
8. Upon approval by the Office of Budget and Finance the request is forwarded to the Director for his signature. (The Assistant Director has been given signature authorization for Controlling Board requests.)
9. The request and attachments are submitted to the Controlling Board at least two days before the deadline to allow for inter-office mail delivery. The original, plus seven (7) complete copies are provided. In addition four (4) copies of the request, less attachments, are included for OBM State Accounting.
10. An agenda, in memo form is prepared, indicating the division/office, amount, number and a brief description. The agenda is addressed to the Director from the chief of Budget and Finance and copied to Assistant Director, Deputy Directors, Legal, Legislative Services, Public Information, Engineering, respective chief and fiscal officer or division originator. A signed copy of the request is provided to the division and Legislative Services.
11. Legislative Services will represent the department in front of the Controlling Board for all requests. Legislative Services will determine if division or other agency representation is necessary. Legislative Services will make arrangements with the division or agency personnel if their presence is required.
12. Questions may be received from the Controlling Board office, OBM, LBO, House members, Senate members, or their assigned staff. Responses should be clear, accurate and concise. The Offices of Legislative Services and Budget and Finance will coordinate responses.
13. The hearings are held in the Senate Building, 2^nd floor hearing room and begin at 1:30 p.m. approximately every 2-3 weeks, refer to calendar. At the hearing, the Controlling Board may approve or disapprove the request. They may also hold the request for additional questions.
14. Once the request is approved, an e-mail is sent to the Director from Legislative Services and copied to the same list as provided above, informing staff of the approval to proceed with the purchase, transfer, increase or project.
15. When an approved copy of the request is received from the Controlling Board, a copy is provided to the respective division/office fiscal staff and the Budget and Finance Purchasing Section. The original signed copy is placed in the Controlling Board file in Budget and Finance. (Files are assigned by fiscal year and by type of request). A copy of all approved capital requests is sent to Joel Reed, Assistant Chief, Division of Engineering for capital tracking purposes.