Accounting Division Forms
 Standard White Claim Form
Form is used to obtain payment for articles furnished or services rendered. Submit form to the Auditor’s Office. Claims must be itemized and include vendor number, date of service rendered, a description, a unit price, an authorized signature and the original invoice.
Deposit Authorization Form
Form accompanies monies that have been collected and are being deposited into the County Treasury. Submit form to the Auditor’s Office, Deposits Desk.
Deposit Correction Form
Form is used to adjust a previously-submitted deposit amount. Submit form to the Auditor’s Office, Deposit Desk, with reason for the correction.
Journal Voucher Form
Form is used for processing payments between departments, distributing revenues, allocating costs, making corrections and posting year-end entries directly to the General Ledger. Submit to the Auditor’s Office. Should balance with debits equaling credits, contain back-up if necessary, and be signed.
Journal Voucher Accounts Receivable Form
Used for listing estimated revenue to be received at a later date. Used as source document for posting revenue to a department.
Cash Difference Report
To report cash shortages. Prepare and report immediately - retain copy for department files. Original to Auditor's Office with deposit.
Vendor Record Form
Form is used by Auditor’s Office Vendor Desk to add a vendor to the County accounting system by assigning a vendor number. This needs to be done prior to submitting a claim form for articles or services rendered, as the claim form must have a vendor number to be processed.
Vendor Payee Enrollment Form
Form is used by Auditor’s Office to set up automatic-deposit payments to vendors.
Interdepartmental Billing Authorization
Used when a department charges another department for services, form outlines service scope and how it will be coded and charged. It is approved by the CAO and Auditor-Controller.
Payee Data Record Form
Form required when receiving payment from the State of California. Completed form is sent to the State Agency involved and used by State to prepare Information Returns (1099).
IRS Form W-9
Required when establishing new vendor with payment of $600 or more.
CA Form 587 - Nonresident Withholding Allocation Worksheet
Required by all out of state vendors who are not registered with CA Sec of State and must accompany contracts.
CA Form 590 - Withholding Exemption Certificate
Required in lieu of Form 587 if business is Registered with CA Sec of State and by vendors who are located within CA and must accompany contracts.
Independent Contractor Status Checklist
Form used to determine independent contractor status and, together with an IRS Form W-9 must accompany all independent contractor agreements submitted to County Counsel for approval, Board or Purchasing Agent for execution, and the Auditor for payment.
Contract Encumbrance Transmittal Form
Form is used as source document for posting encumbrance to the general ledger. Form provides required vendor and coding information.
Frequently Asked Questions Regarding Encumbrance Form
This document offers guidance in filling out the encumbrance form.
Budgetary Adjustment Request Form
Form used when requesting a change to an adopted budget. Per transaction type, this form is submitted with back-up to CAO, Purchasing Agent, requesting department, and/or Auditor’s Office.
Personal Property Claim Form
Form is used to obtain payment for work performed or service rendered. Submit to the Auditor’s Office. Claims must be itemized and include vendor number, date of service rendered, a description, a unit price, an authorized signature and the original invoice.
Authorization for Travel and Expense
First half of form is filled out prior to travel with estimates of cost, and approved by supervisor and department head. After travel, the actual expenses are added to form, receipts are attached, and all is submitted with a Standard White Claim Form to the Auditor’s Office for payment.
Guidelines for Travel Expenses
These are guidelines for determining Reasonable Meal Per Diem and Lodging Expense for County Travel.
Signature Authorization List
This form lists the names and signatures of those in your department who are authorized to sign their approval to accounting transaction forms. The signature list is kept in the Auditor’s Office for the Claims Division to verify that proper signatures are in place for requested transactions.
Signature Authorization List - Districts
This form lists the names and signatures of those in your Special District who are authorized to sign their approval to accounting transaction forms. The signature list is kept in the Auditor’s Office for the Claims Division to verify that proper signatures are in place for requested transactions.
Lost Warrant Affidavit Warrant Cancel & Reissue Form
This form is used to report a lost or stolen County check. This form must be submitted to the Auditor’s Office before a County check can be cancelled or re-issued.
FAMIS User Manual
Instructions for County on-line vendor accounting system
FAMIS User's Guide
Instructions for County on-line vendor accounting system
Accounting Year-End Instructions
Instructions and calendar deadlines for end-of-year accounting activities
CA Form 587 2011 Nonresident Withholding Allocation Worksheet
Form required to set up new vendors in County Accounting System when Vendor is located out-of-state
CA Form 590 2011 Withholding Exemption Certificate
Form required to set up new vendors in County Accounting System when Vendor is a CA Resident
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