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Consultants Cost Proposal Contract Negotiations Encumber Funds Finalize Execute Final Audits
Matching Exercise
Knowledge Check Task Orders Progress Meetings Amendments Scope Schedule Cost & Payments
Matching Exercise
Knowledge Check Encumber Funds
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Encumbering funds essentially reserves the money that is needed to cover the cost of contracts. The Chief of the district CSU ensures that the “Fund Split” columns in the COST report reflect the current estimated fund split for each existing and proposed contract.
The CM and District budget office verifies that the funding information shown in ADM 360 and ADM 0248 is correct. Project Management Directive (PMD) 009, Encumbrance Project ID for [A&E] Contracts explains this process.
To encumber the funds, the District HQ Resource Management Office completes the following steps:
Step
Action
Receives form Std. 215 (the certified contract transmittal form which provides details of expenditure authorization) from DPAC, typically includes ADM 0248 Contract Encumbrance Distribution
Certifies funding shown on the Std. 215 using the encumbrance Project ID supplied on the Std. 215
Returns the certified contract (Std. 215) to DPAC
Encumbers funds based upon the certification shown in Std. 215 and ADM 0248 form
To access the ADM0248, Contract Encumbrance Distribution Form, go to CEFS intranet site at http://cefs2.dot.ca.gov:8080/v2Forms/servlet/FormRenderer?frmid=ADM0248&distpath=adminsvcntr&brapath=contracts This link also be found on the DPAC A&E Resource Page at |
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