700.18 providing veterinary services to orange county agencies

1. COUNTY OF ORANGE
HEALTH CARE AGENCY
REGULATORY HEALTH SERVICES
ANIMAL CARE SERVICES
Number: 700.18
SUBJECT: COST APPLY - PROVIDING VETERINARY SERVICES TO ORANGE
COUNTY AGENCIES
Page: 1 of 4
Date: 7/9/99
Approved: Jennifer Phillips, Director Revised: 11/28/06
I. PURPOSE
To establish procedure for providing veterinary services to other County of Orange agencies
and for obtaining reimbursement for the cost of those services via a cost-applied intra-fund
transfer.
II. POLICY
Orange County Animal Care Services (OCACS) provides veterinary services to other County
of Orange agencies and recovers the cost for these services through intra-fund transfers. A
letter of agreement between OCACS and the requesting agency establishes the cost schedule
and other terms of service provision. In addition, an Intrafund Transfer Detail (Cost Apply)
form is signed by both agencies and becomes part of the County's budget document approved
by the County of Orange Board of Supervisors.
Veterinary services provided include, but are not limited to, health assessments and diagnosis;
emergency care; pharmaceutical recommendations, prescriptions and/or administration; general
care, housing and observation; and referral to contract veterinarians. OCACS management
works closely with Health Care Agency (HCA) Program Support in budgeting for the cost
application of veterinary services provided to other County agencies during the annual budget
cycle.
III. SCOPE
Applicable to OCACS Veterinary Services, management and administrative support staff.
IV. FORMS
Letter of Agreement: Intrafund Transfer Attachment I
Intrafund Transfer Detail (Cost Applied) Form Attachment II
Invoice Form for Veterinary Services Attachment III
List of Codes and Contacts Attachment IV
V. REFERENCES
Current fiscal year Fee Schedule approved by County Board of Supervisors.

2. COUNTY OF ORANGE
HEALTH CARE AGENCY
REGULATORY HEALTH SERVICES
ANIMAL CARE SERVICES
Number: 700.18
SUBJECT: COST APPLY - PROVIDING VETERINARY SERVICES TO ORANGE
COUNTY AGENCIES
Page: 2 of 4
Date: 7/9/99
Approved: Jennifer Phillips, Director Revised: 11/28/06
VI. DEFINITIONS
Not applicable.
VII. PROCEDURE
A. Outside Agency's Request for Services.
1. When a County of Orange agency requests veterinary service for the animal(s)
in their custody, the Director of OCACS will initiate a letter of agreement
between OCACS and the agency requesting veterinary services for the
animal(s) in their custody. The agreement between the two agencies will
establish the cost for services and any other applicable terms (attachment I).
2. The HCA Program Support Analyst will prepare an Intrafund Transfer Detail
(Cost Applied) form (attachment II) and obtain the signature of the HCA
Financial Services Manger. The Intrafund Transfer Detail form shall be
attached to the letter of agreement. The form may have been created during the
annual budget process.
3. An authorized representative of both agencies, concurring with the terms of the
agreement, signs the letter of agreement and the Intrafund Transfer Detail form.
For Health Care Agency, the manager of Financial Services is the authorized
signatory for the Intrafund Transfer Detail. OCACS Director is the authorized
signatory for the letter of agreement.
4. OCACS Director submits the HCA-signed originals to the requesting agency
asking their representative for authorized signatures and return of documents to
OCACS.
5. When the original signed agreement and Intrafund Transfer Detail form are
returned, a copy of the agreement and the original Intrafund Transfer Detail
form are sent to HCA Program Support; the original agreement and a copy of
the Intrafund Transfer Detail form are retained on file by OCACS Veterinary
Services.
6. HCA Program Support retains copies for the file and transmits the original
Intrafund Transfer Detail form to HCA Financial Services for inclusion in the
Agency budget.
B. Charges for Field and Veterinary services are established by the most recent fee
schedule approved by the Orange County Board of Supervisors.

3. COUNTY OF ORANGE
HEALTH CARE AGENCY
REGULATORY HEALTH SERVICES
ANIMAL CARE SERVICES
Number: 700.18
SUBJECT: COST APPLY - PROVIDING VETERINARY SERVICES TO ORANGE
COUNTY AGENCIES
Page: 3 of 4
Date: 7/9/99
Approved: Jennifer Phillips, Director Revised: 11/28/06
Mileage is charged for Veterinary services rendered off-site at the rate in effect at the
time of service delivery.
C. Invoicing for Services.
1. After providing veterinary care to animal(s), which are in the custody of a
County of Orange agency, OCACS Veterinary Services shall prepare an invoice
with necessary fiscal and medical information (attachment III).
a. Veterinary Services shall obtain the appropriate account coding, in
addition to information on the animal (e.g., name, breed, sex, age) from
the agency representative, and add this information to the invoice, or
record it in a log that can be referred to at a later time when the invoice is
prepared.
b. For fiscal information required on the invoice, refer to Attachment IV.
c. For medical information required on the invoice, refer to the current year
fee schedule.
d. The Veterinarian and the OCACS Director’s designee shall sign the
invoice approving the charges.
2. A copy of the invoice is given to the requesting agency and a copy is retained on
file at OCACS.
3. The original invoice is sent to HCA Accounting, Building 81-B.
a. For the first three-quarters of the fiscal year (i.e., quarters ending:
September 30th, December 31st, and March 31st), the invoice is sent to
HCA Accounting by the tenth (10) day following the close of the
quarter.
b. For the fourth quarter of the fiscal year (i.e., quarter ending June
30th), invoices are sent to HCA Accounting no later than the 5th day
after the close of the quarter in order to have expenses booked before
year-end closing.
4. HCA Accounting staff shall prepare a Journal Voucher (JV) to reimburse
OCACS costs and to charge the requesting agency for the amount on the
invoice.
a. OCACS Cost Applied account (5100) is credited for the invoice amount.

4. COUNTY OF ORANGE
HEALTH CARE AGENCY
REGULATORY HEALTH SERVICES
ANIMAL CARE SERVICES
Number: 700.18
SUBJECT: COST APPLY - PROVIDING VETERINARY SERVICES TO ORANGE
COUNTY AGENCIES
Page: 4 of 4
Date: 7/9/99
Approved: Jennifer Phillips, Director Revised: 11/28/06
b. HCA Accounting submits a copy of the JV to the OCACS Program
Support Analyst.
D. ACS will provide Program Support an update of expenses incurred for the cost applied listing.
1. Cost Application reimbursement is generated by preparation of a monthly,
quarterly or annual journal voucher (JV) by HCA Accounting. To be able to
prepare this entry, specific supporting documentation must be on file with them.
Copies of the following items should be forwarded to HCA Accounting any time
a Cost Apply agreement is approved:
a. Signed Cost Application agreement (Intra-fund Detail Listing)
b. MOU or Letter of Agreement
c. Claiming instructions
d. Copy of Grant, Trust Fund or other document supporting the Funding
Source, if available
e. Supporting documents and other information - Cost Apply Job Number,
employee names and numbers, Org Code and Job Number charges are
coded to, indirect cost rate, which services & supplies are reimbursable,
and limitations / restrictions specific to the Cost Application
2. HCA Accounting will submit a copy of each JV posted making a claim for
reimbursement to the Program Support analyst along with related backup. This
information should be reviewed and corrections submitted timely to HCA
Accounting if adjustments are required. Detail of Cost Apply amounts are
maintained in the Details tab of the Program Support analyst’s monthly Org
Summary Report (BERRS) projections and should be reviewed to insure
compliance with the terms and amounts of the Cost Apply agreement and any
modifications that occur during the budget year which affect the monthly
projection.
3. Please refer to FINANCIAL AND PROGRAM SUPPORT SERVICES PROCEDURES
MANUAL PS-2, COST APPLICATION / REIMBURSEMENT AGREEMENTS
WITH OUTSIDE AGENCIES, for additional information.