8 | Follow-up of SCAT Transportation of Disadvantaged Grant Program October 2022 • One client application that was missing medical professional assessment form and doctor's signature on application Original Audit Observation, Report dated October 2019: Before a client is eligible to receive a ride provided by the transportation disadvantaged grant funding the client must complete an eligibility application. Client applications must be recertified every three years in order for the client to continue utilizing ride services. A requirement of the grant agreement is that SCAT must retain client applications during the period of the agreement and for five years after final payment is made. Additionally, SOP #710 states medical records should be retained for six years. Of the 184 paper applications requested 164 paper applications were located and reviewed. Therefore, SCAT was unable to locate 20 paper applications. Original Recommendations, Report dated October 2019: To ensure compliance with the grant agreement, SCAT should monitor future retention of applications and ensure applications are retained for the required time per the current grant agreement. Management Action Plan: The storage requirements in SOP-710 as indicated in the audit have been implemented into SOP-757 ADA/TD APPLICATION FILING. This standardizes the requirement that all documents will be held six years and then purged. With the implementation of the Mobility Direct eligibility system, files are all stored electronically and paper copies of applications and recertifications received after April 11, 2022, are not required. Beginning May 2028, we expect the storage of paper applications to be extinct. SOP-756 APPLICATION QUALITY ASSURANCE has been replaced with SOP-761 APPLICATION QUALITY ASSURANCE. This updates the monitoring process for online and paper applications. This SOP will address the quality assurance findings for the remainder of the findings. This SOP is currently being reviewed for signature by the Director. 3. Compliance with SOP #707: ADA/TD Eligibility. Current Status, Follow-Up Audit dated October 2022: A newly SOP #751 ADA/TD Eligibility implemented on July 19,2019 has replaced SOP #707 previously used by Sarasota County Area Transit. New SOP #751 defines criteria for determining eligibility for clients applying for the SCAT Transportation Disadvantaged Grant program, including age verification, disability certification, and income verification.
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