12 | Follow-up of SCAT Transportation of Disadvantaged Grant Program October 2022 • Four reimbursement requests which were submitted after the 15th of the month, • Six reimbursement requests which were submitted after 30 days, • Seven reimbursement requests which lacked documented approval, • Five reimbursement requests which were approved by someone other than the Fiscal Program Manager. Original Recommendations, Report dated October 2019: Develop and implement quality assurance processes to ensure that reimbursement requests are completed in a timely manner, and that all requests contain a documented approval in the grant master file, prior to submission to FLCTD. Management Action Plan: SOP-205 TRANSPORTATION DISADVANTAGED GRANT BILLING is in the process of being reviewed and updated to meet current realities in the billing process. These changes address the findings associated with the billing time-frame inconsistencies and clarifies the approval process prior to submission to the TD Grant for reimbursement. The updated SOP-205 TRANSPORTATION DISADVANTAGED GRANT BILLING updates the current requirement for the billing process to be complete by the 15th of the month to within 30 days of vendor’s invoice payment. This requirement is based on clarification from the Commission for the Transportation Disadvantaged that Sarasota County can not bill the TD Grant for trips that have not been paid for. Vendor submittal dates and invoice issues and corrections dictate the date on which vendors are paid. The approval process of the reimbursement invoices has been modified to include a dual verification check before submittal and broadens the pool of available individuals to approve and submit the invoice. Invoices are created by staff in the finance office and are reviewed by the Finance Manager or Supervisor, who will then submit or provide direction to submit the invoice for the TD Grant.
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