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Home My WebLink AboutBack-Up DocumentsCITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Erica Paschal, Director Finance Department t Digitally signed by Bertine Louissaint Bertine Louissain Date: 2022.09.30 15:19:51-04'00' FROM: Bertine Louissaint, Finance Manager Finance Department DATE: September 30, 2022 SUBJECT: Unreimbursed Grant Expenditures for quarter ending 03/31/2022 REFERENCES: ENCLOSURES: In accordance with the City's Financial Integrity Principles, the Finance Department shall make a quarterly determination of the amount of expenses incurred which may not be reimbursable under certain grant programs. A quarterly report of expenses incurred but not reimbursable shall be presented to the City Commission. The Finance Department has determined, and is reporting, for the quarter ended March 31, 2022, the following non -reimbursable expenditures: Item #1 a. Department: Human Services. b. Project: South Florida Workforce Training and Support Services. c. Amount: $2,187.96 d. Funding Source: South Florida Workforce Investment Board e. Reason for non -reimbursement: non -reimbursable expenditure posted in the account; it is eligible to be covered by FY 22 General Fund allocation for the Human Services department. Item #2 a. Department: Police b. Project: Special Taxing Districts c. Amount: $18,327.36 d. Funding Source: Miami Dade County e. Reason for non -reimbursement: The department missed the reimbursement deadline. The deficit will be covered by FY22 General Fund allocation for Police. Item #3 Item #4 a. Department: Police b. Project: FY13 Smart Policing c. Amount: $1,429.05 d. Funding Source: United States Department of Justice e. Reason for non -reimbursement: The department missed the reimbursement deadline. The deficit will be covered by FY22 General Fund allocation for Police. a. Department: Police b. Project: FY 2019-2020 VICTIMS OF CRIME ACT (VOCA) c. Amount: $9,685.95 d. Funding Source: Office of the Attorney General of Florida e. Reason for non -reimbursement: The department missed the reimbursement deadline. The deficit will be covered by the General Fund allocation for Police. Non -Reimbursable Expenditures Quarter Ending 03-31-2022 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM jPnG & GL (PnG) BL 06-15-2022 TO Ms. Erica T Paschal, Finance Director DATE : April 7, 2022 FILE Finance Department SUBJECT: J E Reference #: 1952 FROM: William Porro REFERENCES. Reclass Entry on Award 1952 Department of Human Services ENCLOSURES: PnG Form ,#: 1952 Tle meowing journal entry is required to reclass expendittu_-es-for award 1952. If award 1952 if the award is ex fired this red -line memo may served as request to extend the award in order to process this entry. To clear open invoice # 115249 LINE PROJECT DEBIT CREDIT Trans ID Number & Description PROJECT AWARD TASK E%PENDITURETYPE ORG. S119.111N1) AMOUNT AMOUNT # 37-37003T- 13 1952 CFDA 93.558 TA 370003 2,187.96 Trans ID Number: 1417403 14811011 I I - 1 2,187.961 If you have any questions regarding this request, please contact Yaredly Hernandez 305-410-1045 'Invoice Summary {City �F Miami) �. l (Award Number Draft Invg1AR Invoice N Invoice Amoun Balance Due Bill Through Invoice Date Interface Date Invoic 11195� (1 1114716 C 20,121,431 0.00130-SEP-2013 i30-SEP-2013 118-OCT-2013 Accel 1952 2 114889 6,525 00 0.00 31-DEC-2013 131 DEC-2013 07-JAN-2014 Accel 1952 3 114929 6,048 00 0 00 27-JAN-2014 27-JAN-2014 28 JAN 2014 Accel 1952 14 114932 8,550 20 0 00 28-JAN-2014 >28-JAN-2014 29-JAN-2014 Accel 1952 'S 1 55017 �4,032.00 0 00 20-MAR-2014 20 MAR-2014 20-MAR-2014 Accel 3—� 27,775.60 027-MAR-20147MAR20141952 6 115027-MAR-2014 Accel 11952 7 115249 13,218 75 2,18796 30 JUN-2014 30-JUN-2014 10-JUL-2014 Accel 86.270.98 I 2,187,96 Trans Id Project Task Award Expnd Type Item Date Employee/Supplier Project Burdenc Expnd Org F 01417403 37-371003T-13 CFDA 93.558 TA 1952 Other Contractual Services 23-JUh1-2014 Miam�-Dade Count, 4,218_75 371003 -Work Force CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Erica Paschal Finance Director FROM: William Porro Assistan Director Department of Human Services DATE: Tuesday, March 22, 2022 FILE: REFERENCES: Award 1952 - Reclassification ENCLOSURES: PnG & GL (GL) BL 06-15-2022 This memo is to respectfully request a Journal Entry to reclassify amount from PnG to General fund in order to balance and close award 1952 GL-Account Number Account Number Debit Credit Description 00001.450003. gg1101 0,00000 $2,187.96 JE to reclass expense to from PnG to General Fund. 15500.371003. 48 101 0.00000 $2,187.96 IF to reclass expense to from PnG to General Fund. Total Debits: $2,187.96 Total Credits: $2,187.96 If you have any questions regarding this request, please contact Yaredly Hernandez. CC: Carmen Perez; Bertine Louissaint; Aniska Elliot; William Porro BL Award Number [6raft InvdIAR Invoice 41rivoice Amount Balance Due 8fll Through Invoice Date [interface Date LInvoic ' 195� "I 114716 20.121,43 0.00 30-SEP-2013 30-SEP-2013 18-OCT-2013 Accel 1952 2 114889 6,525.00 0.00 31 DEC-2013 131-DEC-2013 07-JAN-2014 Accel 1952 3 114929 6.048.00 0.00 27-JAN 2014 27-JAN-2014 28 JAN-2014 Accel 1952 4 114� 8,550.20 0,00128-JAN-2014 28-JAN-2014 29-JAN-2014 4Accel 1952 5 1115017 4,032.00 0.00 20-MAR-2014 20-MA� 20-MAR-2014 IAccel 1952 6 1115036 27.775.60 0 00 27-MAR-2014 27-MAR-2014 27-MAR-2014 A cel 1952 !7 1115249 1 13.218.75 2.187 96 30-JUN-2014 130-JUN-2014 10-JUL-2014 � FcceI �i F—86,270 98 2.18796 Expenditure Items Trans Id Pct ��Task -.Award �I txpnd Type I Item Date Employee/Supplieglt�uanlity ��UOM I Praj Func BurdE Project Burden ACC 01366339 37-371003T-13 [CFDA93.55i[i952 [Other Cahiractu111-APR-2014 IMiami-DadeCounh 4500[Currenc 4,500.00r 4.500,00 1394468 37-371003T-13 CFDA 93 55; 1952 Other Coniractu 119-MAY-2014 Miami -Dade Count,,[ 4500 Currenc 4,500AIJ 4.500 00 r 1417403 37-371003T-13 CFDA9355,[1952[1952 OtherContractu�23-JUN-2014 Miami-DadeCounhr 421875 Currenc 4,218.75 421875 F-1 F F-7 l 13.218.76 13.218,75 TO: Erica T. Paschal Director Finance Department FROM 4omas L. Carrol Assistant Chief of Police Administration Division CITY OF MIAMI, FLORIDA INFER -OFFICE MEMORANDUM PnG & GL BL 06-28-2022 DATE: APR 1 2 2022 FILE SUBJECT: Journal Entry Request Award 2065/2569 REFERENCES ENCLOSURES: General Fund & Fund 12000 Taxing Districts Please take the necessary steps to process a Journal Entry (JE). These expenses are not reimbursable by the Miami Dade Taxing District agreements. Therefore, we request to transfer the expenses to the General Fund. These are open invoices in the system that range from 2015 through 2019. This JE is needed to close out the old open invoices. Account Number Debit Credit ask Name 00001.191602 891101 000.00000 17,622.59 1 0001.1911 000.00000 1$704.77 Transfer of Expenditures 12000.191602 481101 000.00000 $17,622.59 12000.191602 000.00000 $704.77 TOTAL Transfer of Expenditures $18,327.36 $18,327.36 The Police Budget Unit Personnel has completed the JE processing in the General Ledger, as required. Should you have any questions regarding this request, please do not hesitate to contact Tara Riley, Admin. Assistant I, in the Police Business Management Section at (305) 603-6192. TLC:JB:tr Attachment Project Task Award Expenditure 19-111101 01 2065 Transfer Pay 191602 19-111102 01 2065 in Pay 191602 19-111103 01 2065 Pay 191602 19-111104 01 2065 Pay 191602 19-111105 01 2065 ay 191602 Organization amount S(7,89691) S(5,15492) S(2,679.72) S(1,699.08) S(896.74) S(18,327.36) Riley, Tara From: Brown, Carol <CarBrown@miamigov.com> Sent: Friday, March 11, 2022 11:55 AM To: Quijano, Elizabeth; Riley, Tara; Perez, Mericelis Subject: Status on Awards with Open Invoices [EXTERNAL EMAIL] Caution: This is an email from an external source. Do not click links or open attachments unless you recognize the sender and know the content is safe. Good Morning, Finance is currently tracking outstanding monies owed to the City according to Oracle through open invoices.. The awards identified in the spreadsheet caption below have open invoices. Please advise as to when receipt of the monies can be expected. If there is a greater issue, please advise on the steps being taken to resolve. Award T Award Name Departmen T Numb 9' Original ' Amount Applied ' Balanceaui' 2733 2018 JAG C Police -Budget U 121287 15,857.21 15,741.83 115.38 2735 2019JAG C Police -Budget U 121288 14,289.17 14,017.25 271.92 2641 FY20 Speed/, gressive Drivf,.0 . 1 Po€ice-Budget U 120699 7,445.62 7,135.93 309.69 2713 FY215peed/Aggre5sive Driving Dolice Field OpE 121284 166,190.44 140,334.03 25,856.41 2712 FY21 Motorcycle Safety Initiat Police Field OPE 121283 75,043.47 58,871.20 16,172.27 2573 FY19-20 VOCA Police -Budget U 120687 14,210.16 4,524.21 9,685.95 2702 FY 2020-2021 VICTIMS OF CRIME AC Police -Budget U 121280 110,999.76 96,659.12 14,340.64 2714 Miami CGIC Expansion Project Police -Budget U 121285 4,811.70 3,357.00 1,454.70 2713 PY21 SpeediAggressive Driving Police Field Ope 121059 18,306.65 19,306.64 0.01 20-65 Soecial Taxing Districts Police -Budget U 116334 481,077.25 4-63,454.66 17,622.59 2065 4;Deaal Taxing Districts ?:dice -Budget U 119391 23,273.43 22,568.66 704.77 2569 Special Taxing Districts police -Budget U 120S58 25,307.90 2.5,307.SS 0.02 2702 FY 2020-2021 VICTIMS OF CRIME A Police -Budget U 120966 43,758.93 40,375.83 3,383.10 2569 'Special Taxing Districts Polite -Budget U 121513 56,384.04 47,070.32 9,313.72 2095 FY13 Smart Policing Police -Budget U1 119912 14,343.95 12,914.90 1,429.05 'Tha nk'Ydu, CN ,«, � Carol £_ Brou?i, MR Grants Financial Anal« . - SW 214 -enue FF IL Q, Miami. FL 33130 (304i6-136., •vavvuve ME r•r•nd lush PPnM.rh. XrE.. d ruy.y nxrmt:•Pmdrr.cr na S�•mttn nrP- [.pntllYFr�CmFleyeewu aw•onwll� Sammem[ Enr c I irlo�sillPe a IM1gi ; VFNen ,.._Tian �iru r�.i1Paf t�nir Ess tra N° � 9irEfE saw mEusGEGw ss oe.4i rsrc� HS ealYvar[osPellmdW�[unr - i11pe � fin sm Ha• eVJ t•naE Ort iG �•� •r[ofar l9r[PEPalip �wr a.cnne No u.[uin aoG, Euu �.a - w.em r,Y u9 x+Eaito-a. pdor.emyer vnr Ei,9n.ce Award#: 2065 Title of Award. Special Taxing Districts Amount of Non -Reimbursable Expenditure: $18,327.36 1) Are there any grant expenditures deemed non -reimbursable? Yes 2) How much is deemed non -reimbursable? $17,622.50 — FY2015 $ 704.77 — FY2019 Total $ 18, 327.36 3) Why was the amount deemed non -reimbursable (un-allowable expense, missed deadline to claim, etc.)? The amount is deemed non reimbursable due to missed deadlines. 4) How will the department cover the shortage (i.e., what other funds will be used — general fund allocation, another project, etc.) The amount was covered from the FY 2015 and FY2019 Operational Budget. 5) What actions have been taken by the department to avoid the project deficit (current deficit and future deficits) Ensure that all invoices are submitted and approved in a timely manner. Journal Conversion Description IP:19-19%00 A:2095 Smart Policing Grant Reclass Currency ',USD Ledger f City of Miami Sol of Category rAdjus rnont Date 1 MAR-2022 Period 5MAR-2622 Effective Date ,1 MAO R2D22 Type User Balance Typo Actual Document Number 252128 Rate t Clearing Company Tax ,Not Required Journal Type Standard .i Control Total ]�] Lines Other Information PnG & GL BL 06-1 4-2022 Reverse Date Period — Method ]Switch Dr/Cr 7Cr J Status ;Not Reversed I1 Revsrse w Line Account P000.191602 409900.0000 00000 2 766301.191602.48 900.D000.00000 Debit . SD) —Credit (USD) Description f 429-05 P 19-19960D A 2095 Smart Pclicing Grant Reclass , 1 -029.05 p 19-1936UD A 2095 Smart Policing Grant Reclass Acct Desc Police Ser.Police-Budget Unit.Other-Oth N-aptg Sour/Carryove.Defauu t N a.DefauR Va - - Ta- L AutoCopy Ba[ch...� Apprura LineClrilldewn TA&counts... m� C- hack Funds - Qlnreserxe Funds View Regults I - Change Period .. Change Currency... APPROVE[ tWP6-�-, MAR 18 2022 TO Erica T. Paschal Director Department of Finance 0tS6 FROM *oJastF�C:�arroll Assistant Chief of Police Administration Division CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM Wi DATE : M A R 1 1 2022, FILE SUBJECT: JE Request - PnG Project No. 19-199600 REFERENCES: ENCLOSURES: Smart Policing Initiative (SP1) Please take the necessary steps to process a Journal Ent Qj]D under Projects and Grants (PnG) to transfer the funds below to general fund. Open Invoice 119912 Journal Entry should reflect the following: Account Number I Debit---T Credit Description 12000.19160 481101 000,00000 $1,429.05 $1,429.05 Transfer of Expenditure 00001.191602 891101 000.00000 Total $1,429.05 $1,429.05 Project Award Task Expense Organization Amount 19-199600 2095 03 481101 huVplies 191602 $1,429.05 The Police Budget Unit personnel has completed the JE processing under the General Ledger, as required. Should you have any questions regarding this request, please do not hesitate to contact Maricelis Perez. Admin. Assistant 1, in the Police Business Management Section at (305) 603-6207. TLC:JB:mp MARI Award Number Award Short Name Award Typefrom ` Department ' Award Org Award Start Date Award End Date _ expirati on as of ACTUAL STATUS _ T Revenue Rule BillingRule F Recommendations Reimbursement in Transit Reimbursement date requested 2095 FY13 Smart Policing Federal Police 191552- Police- 10/1/2014 6/30/2020 (608) EXPIRED Cost Cost 03/14/22 Pending reclass entry, 01-13-22 Remindersent 2573 FY19-20 VOCA Federal Pass Police 191002- Police- 10/1/2019 4/14/2021 (320) EXPIRED Cost Cost 03/14/22 Pending reclass entry, 2021-03-08 Defund 555 2586 FY 19-20 ITF State Police 191001- Police- 10/1012019 9/30/2020 (516) EXPIRED Cost Cost 03/14/22 Dept will send the close out form 2648 Police Donations Donation Police 191602 - Police- 6/1/2020 6/1/2021 (272) EXPIRED Event Event 03/14/22 Dept will research original does 2687 (Coconut Grove BID Private Police 191501- Police- 10/1/2020 9/30/2021 (151) EXPIRED Event Event 03/14/22 Dept will send the close out form 2712 FY21 Motorcycle Safety Federal Pass Police 190101- Police 1/28/2021 12/30/2021 (60) EXPIRED Cost Cost 03/14/22 Dept alreadysent extension documentation 2713 FY21 Speed/Aggressive Federal Pass Police 190101- Police 1/28/2021 12/31/2021 (59) EXPIRED Cost Cost 03/14/22 Dept will send extension documentation to ap 2601 FY20 Speed/Agressive Federal Pass Police 191602- Police- 1/3/2020 2/28/2022 - EXPIRED Cost Cost 03/14/22 Dept already sent the close out form 2724 Telecomm. Week IDonation jPolice 190351- Police- 3/11/2021 7/30/2021 (213) EXPIRED Event Event 03/14/22 Dept wN send extenslon documentation 2702 FY20-21 VOCA Federal Pass Police 1191DO1- Police- 1011/2020 1/31/2022 (28)1 EXPIRED Cost Cost 03/14/22 Pending reclass entry from dept to defunct and IPnG & GL (FY 20) 06-14-2022 of r 111 IMiami I 20022BL o x Journal Conversion Reverse Description IP:19-194017 A:2673 FY 20 VOCA Reclass Currency ,USD Date Ledger City of M[ami Sal of Category Adjustment Date 13-1 Period Period IAAR-2022 Effective Date 18-MAR-2U22 Type 'User Method Switch DrICr Balance Type Actual Document Number ! 252127 Rate I Status Not Reversed Clearing Company Tax Not Required` r v- Journal Type Standard - Control Total [ [ — Unes Other Information v i Line Account _ Debit (USD) Credit (USD) Descnphon _ 1 J12000.191002.489900,OflpO-gODUp 9,685.95'IP19-1941]17 A:2573 FY 20 VOCA Reclass [. �2 �D0001.191CO2.409900.0000.03000 r 9,665.95{ P:19 194017 A.2573 FY 20 VOCA Reclass —�_ - W F-�_ _ �_ - _ - - -- ---------- - �— 9,605.95 9,68b.95 Aect Desc [Police Sar.POlfce-Criminal Investigation.Other-Oth N-optg Sour/Carryuve.Defaull Va.Default VaY r -- --- ----Ta F AutoCopy 6aich -. I Apprws Gna grilldawr_. v— TAccraunis... Chack Fund-. �Ulnreserve Fund; View Regutts i Changry Period - Change currency. - MAR 18 2022 TO: Erica T. Paschal Director Finance Department FROM: Thomas L. Carroll Assistant Chief of Police Administration Division CITY OF MIAMI, FLORIDA INTER-l' FMCE MEMORANDUM DATE_ MAR 17 2022 Journal Entry Request SUBJECT: Project : 19-194017 REFERENCES: ENCLOSUFiFS: FY 2020 VOCA FILE: Please take the necessary steps to process an entry in Projects and Grants (PnG) to transfer the funds below to general fund. Open Invoice # 120687 Journal Entry should reflect the following: Account Number Debit Credit Description 12000.191002 891101 00 ($9,685.95) Transfer of Expenditure 0000 1. 191002. 481101 000 ($9,685.95) Transfer of Expenditure The PAThO information for this Journal Entry is - Project Award Task Expense Organization Amount 19-194017 2573 I 481101 191002 ($9,685.95) The Police Budget Unit personnel has completed the JE processing under the General Ledger, as required. Should you have any questions regarding this request, please do not hesitate to contact Maricelis Perez in the Police Business Management Section at (305) 603-6207, TC:JB:mp Attachments C� cc, MARI Award Type Award Number i Award Short Name Department 2095 FY13 Smart Policing Federal Police 1 2573 FY19-20 VNCA Federal Pass Police 1 2586 FY 19.201TF State Police 1 2648 Police Donations Donation Police 1 2687 Coconut Grove BID Private Police 1 2712 FY21 Motorcycle Safety Federal Pass Police 1 2713 FY21 Speed/Aggressive Federal Pass Police 1 2601 FY20 Speed/Agressive Federal Pass Police 1 2724 Telecomm. Week Donation Police 1 2702 FY20-21 VOCA Federal Pass Police 1 Award Org Award Start Date i Award End Date e) or 11552 - Police- 10/1/2014 6/30/2020 11002- Police- 10/1/2019 4/14/2021 11001 - Police- 10/10/2019 9/3C/2020 11602- Police- 6/1/2020 611/2021 11501- Police- 10/1/2020 9130/2021 10101- Police 1/28/2021 12130/ 0021 10101- Police 1/28/2021 12/31/2021 11602 - Police- 1/3/2020 2/28/2022 10351- Police- 3/11/2021 7/30/2021 11001- Police- 10/1/2020 1/31/2022 am ACTUAL sirati STATUS Revenue R as of 01-- - C 1608j EXPIRED Cost (3201 EXPIRED Cost 06) EXPIRED Cost J2721 EXPIRE➢ Event (1511 EXPIRED Event (60) EXPIRED Cost (59) EXPIRED Cost - EXPIRED Cost (213j EXPIRED Event (2811 EXPIRED Cost de Billing Rule Recommendations Reimbursement Reimbursement in Transit date requested C C [-. C Cost 03/14/22 Pending reclass entry, 01-13-22 Reminder sent Cost 03/14/22 Pending reclass entry, 2021-03-08 Defund $55 Cost 03/14/22 Dept will send the close out form Event 03/14122 Dept will research original does Event 03/14/22 Dept will send the closeout form Cost 03/14/22 Dept alreadysent extension documentation Cost 03/14/22 Dept will send extension documentation to ap Cost 03/14/22 Dept already sent the close out form Event 03/14/22 Dept will send extension documentation Cost 03/14/22 Pending reclass entry from dept to defund and