Follow-Up Audit of Sarasota County Area Transit (SCAT) Liberty Pass Program, December 2017

8 | A u d i t o f S C A T L i b e r t y P a s s P r o g r a m S e p t e m b e r 2 0 1 6 2. Compliance with reporting requirements per the Enrollment Form Observation Per the Enrollment Form, third party agencies are to submit a distribution report to the County to demonstrate that the agency is not issuing duplicate passes. The report is to be submitted prior to the County providing additional Liberty Passes to the third party agency and is to be generated from HMIS. Reports are to include the HMIS client identification number, Liberty Pass number, and pass issue date for each pass distributed since the prior reporting period. After the report is verified, the County may sell the third party agency additional Liberty Passes for distribution. SCAT management advised that reports are received from the third parties agencies, but not consistently. Additionally, review of the data, when provided, does not occur. The Enrollment Form states that the County may review and inspect records related to Liberty Pass distribution at any time. While the reports required to be submitted by third party agencies do not include data that would indicate eligibility, the County could request and review this information to ensure that Liberty Passes are distributed to eligible clients only. Recommendation To ensure compliance with the intent of the Liberty Pass program, the County should mandate compliance with the reporting requirements provided in the Enrollment Form. Additionally, the County should develop and implement policies and procedures to review reports provided by third party agencies. These procedures should include monitoring for duplicate pass distributions and adherence to eligibility requirements. Management Response Agencies will no longer be required to use HMIS database, current Enrollment Forms will be revised accordingly and monitored frequently for compliance. The implementation of the above referenced procedures will minimize duplicate pass distribution. When rider is purchasing Liberty Pass, date is entered into spreadsheet allowing other agencies to see if client has already received a pass in the last 30 days. Pass sales information, obtained from spreadsheet, will be monitored quarterly to detect any instances of duplicate pass distribution. The expected date of implementation is October 1, 2016.