PURPOSE

The purpose of this Policy is to provide for the efficient and effective management of SCERS
by delegating authority from the Board to the SCERS Chief Executive Officer (CEO) to
approve payments and to settle or otherwise dispose of claims as specified.

POLICY

The Board hereby delegates and/or confirms its delegation of authority to the CEO, on behalf
of and in the name of SCERS, to approve payments for such goods and services as the
CEO determine to be reasonably necessary as defined below.

A.    Delegated Authority up to $75,000

The CEO may, without prior Board approval, approve transactions and/or enter into goods
and services contracts that do not obligate SCERS to pay more than $75,000 per vendor in
a fiscal year. Under this authority, the CEO may (without limitation) approve payments for:

• Goods and services from any vendor as the CEO deems necessary and appropriate,
including goods and services for which the County of Sacramento has approved
vendors;
• Expenses arising from SCERS-related litigation, including expenses arising from
court judgments, settlements, attorney’s fees, and litigation costs; and
• Recruitment costs for exempt positions, excluding signing bonuses.

B.    Delegated Authority for Contract Amendments

The CEO has the authority to amend existing Board-approved contracts for goods and services that do not obligate SCERS to pay more than $75,000 per vendor in a fiscal year.

C.    Delegated Authority in Excess of $75,000

With written approval of the Board President (which may include approval by electronic mail or facsimile transmission), the CEO may approve payments under Paragraphs A and B that do not obligate SCERS to pay more than $150,000 per vendor in a fiscal year.

D.    Delegated Authority to Obtain a Commercial Credit Card

The CEO has the authority to obtain a commercial credit card for use in the purchase of governmental goods and services. The CEO is hereby directed to develop internal procedures with the appropriate safeguard and control measures for using (purchasing), reviewing (reconciling), and processing (paying) cardholder accounts.

Purchases shall not include the following:

• Cash Advances or Withdrawals
• Alcohol
• Gift Cards
• Fixed Assets
• Money Orders
• Other excluded items identified in the internal procedures

Cardholders will be limited to the following three (3) individuals:

• Executive Secretary or Equivalent Office Specialist Series Classification
• Chief Operations Officer
• Officer Manager/Administrative Services Officer II

E. Delegated Authority for Travel Expenses

The CEO has the authority to approve travel requests and travel expenses for domestic and international travel for SCERS’ Staff. Travel reimbursements shall follow County travel policies and procedures for County employees.

The CEO or designee has the authority to authorize processing of travel reimbursement claims outside of Sacramento County’s travel expense system for non-County employee travel, including but not limited to Board trustees, disability retirement applicants, and job candidates, consistent with documentation requirements and limits in County travel policy and procedures.

F. Exceptions to Delegated Authority

The CEO has the authority to approve payments and secure services and service providers
up to an amount that the CEO deems necessary and appropriate for the following items:

• Evaluation of disability retirement applications;
• Service charges from County departments;
• Insurance costs (e.g., fiduciary insurance); and
• Emergency management costs in response to a force majeure event or a government-declared state of emergency impacting SCERS and its employees and members.

APPLICATION

Any approved expenses and contracts or contract amendments for goods and services entered into pursuant to this policy shall comply with the budget adopted by the Board.

SCERS’ General Counsel shall review any contracts or contract amendments entered into pursuant to this delegation of an amount or complexity, as determined by the CEO or his or her designee, to warrant such review, and any claims settled pursuant to this delegation.

The CEO shall provide a quarterly report to the Board of any approved expenses entered into pursuant to Sections A through F of this policy for an amount greater than $5,000. The report shall include only one-time or special project expenses related to service charges from County departments that are not regular or recurring.

AUTHORITY

Government Code Sections 31522.1, 31522.2, 31580.2, 31588.2, 31589 and 31590.

RESPONSIBILITIES

Executive Owner:     Chief Executive Officer

POLICY HISTORY