Follow-Up of Sarasota County Area Transit (SCAT) Bus Pass Inventory and Revenue, December 2017

9 | A u d i t o f S C A T B u s P a s s I n v e n t o r y a n d R e v e n u e S e p t e m b e r 2 0 1 6 3. Policies and Procedures for bus pass revenue reconciliation Observation Bus pass revenue is prepared for deposit from activity in three areas:  SCAT Administration over-the-counter sales,  SCAT Administration mail, bulk pass sales, and third party sales receipts, and  SCAT Downtown Transfer Station. In each area, a manual sales log is created and reconciled to the funds submitted for deposit. Although receipt numbers and bus pass numbers are both included on the Downtown Transfer Station sales log, receipt numbers were not observed on the sales logs prepared for SCAT Administration activities. None of the deposit preparation processes include reconciliation of the receipt numbers or bus pass numbers to the revenue received. Policies and procedures are currently being updated for the SCAT Administration processes; however, the draft does not include reconciliation procedures of revenue to the bus pass inventory log or ticket sale receipts. There were no policies and procedures provided related to revenue reconciliation for the SCAT Downtown Transfer Station. Recommendation To ensure safeguarding of County assets, policies and procedures for revenue reconciliation should be developed and implemented. The processes should include, but are not limited to, reconciling the bus pass inventory log and ticket sales receipt numbers to the revenue for each area. Management Response SCAT’s Over the Counter (OTC) Standard Operating Procedures (SOP), Downtown Transfer Station (DTTS) SOP, and Operating Procedures for Mail have been revised. Additionally, the following procedures have been developed and implemented:  An additional column has been added to the mail log to include receipt numbers.  The daily deposit packet will consist of the following: o Receipt for Deposit of County Funds, o Mail Log, o Backup for payments for invoiced services (FDOT, Lamar, Senior Friendship, etc.), o Yellow copies of receipts for pass purchases, and o Copy of the signed Dunbar deposit pickup log.  Reconciliation of the bus pass inventory log and ticket sales receipts will be performed weekly by Fiscal Specialist and reviewed by Fiscal Manager.  Reconciliation of the DTTS and OTC logs will be reviewed weekly by Customer Service Manager including tracking of receipt numbers.