To ensure that it can support its labor costs, Public Health should implement a process to accurately track the time its staff spends conducting statewide and local compliance inspections.
On July 1, 2013, CDPH Food and Drug Branch (FDB) implemented a tracking system to document staff time spent on all of FDB's statewide, local, and federal contract compliance inspection activities. FDB uses the time captured on staff worksheets to allocate labor to the appropriate CALSTARS cost objectives that tie to the funding source. FDB then converts the labor hours for each employee to a percentage of his/her total time for the month and gives a monthly report to Accounting. Accounting uses the report to update the Employee Master File, which allocates labor costs to the appropriate funding source (cost objective). FDB reconciles the CALSTARS summary report to its internal records to verify that Accounting accurately entered the information. If FDB identifies errors, it will issue an expenditure correction document to Accounting. Attachment A is the written procedures FDB provided to staff that detail the new time accounting procedures and Attachment B is a copy of the July 2013 time accounting summary FDB submitted to Accounting.
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