Ohio Administrative Code
Title 5122 - Department of Mental Health and Addiction Services
Chapter 5122-1 - General Provisions
Section 5122-1-29 - Operation of regional psychiatric hospital commissaries
Universal Citation: OH Admin Code 5122-1-29
Current through all regulations passed and filed through December 16, 2024
(A) The purpose of this rule is to establish procedures for the funding and operation of regional psychiatric hospital (RPH) commissaries under the managing responsibility of the Ohio department of mental health and addiction services, division of hospital services.
(B) The provisions of this rule apply to all RPHs.
(C) Process
(1)
an RPH may create and maintain commissaries for the
benefit of the patients. Upon receipt of central office approval,
an RPH may
transfer funds from the industrial and entertainment fund to establish a
commissary operation.
(2) Hours of
operation of commissaries will be established by the chief executive officer of
the RPH as justified by sales records and dictated by the availability of
employees designated and instructed in the workings of the commissary
operation.
(3) The salaries or
wages of all commissary employees, including assigned
patient workers,
will be paid from appropriated funds. A state employee
must be accountable for the day-to-day operation of the commissary. All
volunteers are
to be covered by a fidelity bond.
(4) The recording of transactions of the
commissaries will be directly supervised by the business office of
each RPH and will be subject to audit by central office, and the
auditor of state.
(D) Operation
(1) A cash register
will be
used to record all cash sales at the time of transaction.
In addition to use of a cash register, accounting
software may be used to track transactions.
(2)
The commissary cash journal
will be
used to substantiate all charge sales. Fund transfers for all non-cash sales
will be
made within one day of the actual transactions.
(3) All deliveries will be checked
and verified in the presence of the delivery person. A receiving document
will be
written to substantiate the delivery.
(4) Commissary invoices
will be
extended by commissary personnel and verified by business office personnel
before figures are entered into the commissary ledger. The retail value and
cash over/short columns will be completed. A-2 formswill be completed daily and turned
into the business office monthly for approval and storage. All other generally
accepted accounting practices will be implemented in maintaining proper financial
records.
(5) Commissary revenue
over and above operating costs will be considered profits. Commissary prices
will be
established locally at the lowest possible level which will generate a
controlled net profit range of five per cent to fifteen per cent. All profits
from commissary operations except those funds needed for equipment
will be
paid into the industrial and entertainment fund of the hospital to be used to
benefit the patients. Profits will be transferred at regular intervals in like
amounts to establish transfer patterns. Profits needed for replacement of
equipment which would exceed normal maintenance costs may be held in reserve to
a maximum time limit of six months, at which time the reserved amount shall
either be utilized for the intended purpose or transferred to the industrial
and entertainment fund. Once profits are transferred, there
will be
no rescission.
(6) Apparent
merchandise shrinkage will be
maintained at a level of not more than two per cent based on total charges for
a one year audit period.
(7) No
employee will gain personally from the operation of the
commissary. There will be no wholesale transactions or personal items
purchased through commissary vendors.
(8) Items for sale in or for operation of
commissaries may be purchased from requisite purchase
programs specified in Ohio administrative policy PM-01 (including the
department's Ohio pharmacy services office) or
from local suppliers. Before seeking bids from local
suppliers, the business office of the RPH will determine whether the needed
items are available from requisite purchase programs.
(9) Items purchased
from local
suppliers
will be obtained at the lowest prices available and
bidding for such items will occur at least annually using
formal procedures . It is the responsibility of the business office to provide
periodic checks for competitive prices from vendors.
(10) Disbursements in the amount of one
thousand dollars or less may be made with the approval of the chief executive
officer or designee. Equipment purchasesor any expenditure in excess of one thousand dollars
(other than items for resale)
will have prior approval from central office. Approval
will be
secured in advance by submitting a request for
approval to purchase form DMHAS-0205 as
follows:
(a) The form
will be
prepared by the requesting RPH, numbered consecutively within each fiscal year,
and signed by the chief executive officer.
(b) The formwill be forwarded to the deputy director of hospital
services for approval. With the form, the requesting
RPH will verify that requisite purchase programs were reviewed to determine
whether the needed items are available from those programs. If the items are
unavailable from those programs, the form will also be accompanied by at least
three letterhead bids.
(c) Upon
central office approval, the copy of the approved request
will be
returned to the initiating RPH. The approved
request
will be retained by the RPH according to the
department retention schedule.
(11) Appropriate expenditures to be paid from
the commissary fund will include but not be limited to:
(a) All merchandise for resale;
(b) Overhead supplies, overhead foods, and
raw foods;
(c) Equipment;
(d) Repair and maintenance of
equipment;
(e) Commissary sales
taxes (state and local);
(f)
Licenses (food service, etc.);
and
(g) Check printing
charges.
(12) The
commissary area will be maintained in clean, neat, and orderly conditions at all times. The cost of
building repair and maintenance will be the responsibility of the RPH.
Disclaimer: These regulations may not be the most recent version. Ohio may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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