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Home My WebLink AboutBack-Up DocumentsCITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM To: Erica Paschal, Director Finance Department From: Noel Ramos Finance Manager Date: January 24. 2019 Subject: Unreimbursed Grant Expenditures for Quarter Ending 12/31/2018 Reference: 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 December 31, 2018 the following non - reimbursable expenditures: 1. December, 2018-Item #1 a. Department: CareerSource South Florida b. Project: South Florida Workforce Training & Support Service c. Amount: $2,187.96 d. Funding Source: South Florida Workforce Investment Board e. Reason for disallowance: In 2013 there was a bulk purchaseforgas cards for the South Florida Training and Support Services grant. The City of Miami was to give out the gas cards to eligible clients and submit the expenseofthegas cards given out to the South Florida Workforce Investment Board for reimbursement. Over the years, the guidelines for giving out bus passes and gas cards became very strict, making it difficult to issue gas cards. Some gas cards have been lost and what is leftwill not be reimbursedbecause the City of Miami terminated contracts with the South Flo rid a WorkforcelnvestmentBoard asof July 2018. Should you have any questions, please call Eric Garrett, Financial Analyst II at ext. 1388. NR/er Enclosures 1952 — South Florida Workforce Training and Support Services - $2,187.96 1) Are there any grant expenditures deemed non -reimbursable? Yes 2) How much is deemed non -reimbursable? $2,187.96 3) Why was the amount deemed non -reimbursable (un-allowable expense, missed deadline to claim, etc.)? In 2013 there was a bulk purchase for gas cards for the South Florida Training and Support Services grant. The City of Miami was to give out the gas cards to eligible clients and submit the expense of the gas cards given out to the South Florida Workforce Investment Board for reimbursement. Over the years, the guidelines for giving out bus passes and gas cards became very strict, making it difficult to issue gas cards. Some gas cards have been lost and what is left will not be reimbursed because the City of Miami terminated contracts with the South Florida Workforce Investment Board as of July 2018. 4) How will the department cover the shortage (i.e., what other funds will be used —general fund allocation, another project, etc.) Shortage will be covered by the general fund. 5) What actions have been taken by the department to avoid the project deficit (current deficit and future deficits) Due to many issues with the funder, the City has chosen to terminate all business with the South Florida Investment Board, CareerSource South Florida. Garrett, Eric From: Louissaint, Bertine Sent: Wednesday, January 23, 2019 5:23 PM To: Garrett, Eric Subject: FW: Open AR Invoices From: Allen, Levette Sent: Friday, January 18, 2019 6:43 AM To: Louissaint, Bertine <BLouissaint@miamigov.com> Cc: Becraft, Andrea <abecraft@miamigov.com> Subject: RE: Open AR Invoices Good morning, Bertine. Regarding the UASI expenditures, we do not have any expenditures to be deemed non -reimbursable . Thank you. LRYrTTt. D. ALLEN BUDGET & FINANCIAL ADVISOR 444 SW 2'm AVENUE, 10Th FL IMAM, FL 33130 (305) 416-5437 From: Louissaint, Bertine Sent: Wednesday, January 16, 2019 11:24 AM To: Allen, Levette <LAleen@miamigov.com>; Diaz, Miroslava <MirosDiaz@miamigov.com> Cc: Duran, Johnny <iduran@miamigov.com>; Becraft, Andrea <abecraft@. miamigov.com>; Musser, Grant <gmusser@miamigov.com>; Fernandez, Wendy<WFerriandez@miamigov.com>; Ramos, Noel <NRamos@miamigov.com>; Brown, Carol <CarBrown@miamigov.com> Subject: Open AR Invoices Good morning, Listed below are project invoices created in PnG with open balances. Please review and advise if any ofthose balances are considered Non -reimbursable. Please provide the information as soon as practical. The next Quarterly Non -Reimbursable Grant Expenditures items is scheduled to present before commission soon. Award Award Narne 2393 Urban Area Security Initiative (UASI) Grant Program Fiscal Year 2017 2282 Urban Area Security Initiative (UASI) Grant Program Fiscal Year 2016 1 2282 Urban Area Security Initiative (UASI) Grant Program Fiscal Year 2017 2282 Urban Area Security Initiative (UASI) Grant Program Fiscal Year 2018 2393 Urban Area Security Initiative (UASI) Grant Program Fiscal Year 2017 2344 Assistance to Firefighters Grant Program Fiscal Year 2016 2344 Assistance to Firefighters Grant Program Fiscal Year 2016 2404 2017 State Homeland Security Grant Program Florida Task Force II FY 2017 National Urban Search & Rescue (US&R) 2357 Agreement Florida Task Force II FY 2016 National Urban Search & Rescue (US&R) 2264 Agreement Florida Task Force II FT 2015 National Urban Search & Rescue (US&R) 2181 Agreement Florida Task Force II FY 2016 National Urban Search & Rescue (US&R) 2264 Agreement Kind regards, Bertine Louissaint Senior Financial Analyst Finance Department 444 SW 2nd Avenue, 6th Floor Miami, FL 33130 Phone: 305-416-1357 Response System Readiness Cooperative Response System Readiness Cooperative Response System Readiness Cooperative Response System Readiness Cooperative 2 Garrett, Eric From: Louissaint, Bertine Sent: Wednesday, January 23, 2019 5:22 PM To: Garrett, Eric Subject: FW: Open AR Invoices From: Ramos, Noel Sent: Thursday, January 17, 2019 2:40 PM To: Balsera, Esther <ebalsera@miamigov.com>; Louissaint, Bertine <BLouissaint@miamigov.com> Cc: Porro, William <WPorro@miamigov.com>; Biondet, Lillian <LBlondet@miamigov.com>; Brown, Carol <CarBrown@miamigov.com>; Garrett, Eric <egarrett@miamigov.com>; Dorvil, Shaidah <SDorvil-c@miamigov.com> Subject: RE: Open AR Invoices Please Esther provide us the reconciliation for the expenditures and the reimbursement in order to identify if they are actually indirect cost. Respectfully, Noel Ramos Finance Manager City of Miami Finance Department Miami Riverside Center 444.S.W 2nd Ave Suite #617 Miami, FI 33130 nramos@miamigov.com Ph:305-416-1329 From: Balsera, Esther Sent: Thursday, January 17, 2019 2:18 PM To: Louissaint, Bertine <BLouissaint@miamigov.com> Cc: Porro, William <WPorro@miamigov.com>; Blondet, Lillian <LBlondet@miamigov.com>; Ramos, Noel <NRamos@miamigov.com>; Brown; Carol <CarBrown@miamigov.com>; Garrett, Eric <egarrett@miamigov.com>; Dorvil, Shaidah <SDorvil-c@miamigov.com> Subject: RE: Open AR Invoices Bertine, Per our conversation and meeting, my program does not have a balance due for Award 2269 & 2367. Both awards have revenue left over from administrative cost. Award 2269 was posted incorrectly and will be corrected by Noel. Award 2367 had not been posted but the Trans ID's were provided and now its posted correctly. Thank you all for your assistance with this matter. Regards, 1 bthefc 113afzeixt Education Coordinator City of Miami 305-416-1532 Fax: 305-400-5128 From: Louissaint, Bertine Sent: Wednesday, January 16, 2019 11:33 AM To: Bittan, Deborah <DBittan@miamigov.com>; Balsera, Esther<ebalsera@miamigov.com> Cc: Porro, William <WPorro@miamigov.com>; Blondet, Lillian <LBIondet(n?miamigov.com>; Ramos, Noel <NRamos@miamigov.com>; Brown, Carol <CarBrownt miamigov.com>; Garrett, Eric <egarrett@miamigov.com>; Dorvil, Shaidah <SDorvil-c@miamigov.com> Subject: Open AR Invoices Good morning, Listed below are project invoices created in PnG with open balances. Please review and advise if any of those balances are considered Non -reimbursable items. Please provide the information as soon as practical. The next Quarterly Non -Reimbursable Grant Expenditures items are scheduled to present before commission soon. Award Award Name 2396 'Workforce Employ Dade- SNAP 2395 Workforce Employ Miami Dade-TANF Workforce Employ Miami Dade- WIOA 2394 ADULT 2359 Workforce Program Delivery South Florida Workforce Training & Support 1952 Services 2367 Families First Parenting Program 2269 Families First Parenting Program Kind regards, Bertine Louissaint Senior Financial Analyst Finance Department 444 SW 2nd Avenue, 6th Floor Miami, FL 33130 Phone: 305-416-1357 2 Number Original 118323 4,191.17 118322 2,920.84 118321 18,333.06 118319 96,626.47 115249 13,218.75 118520 147,008.99 117804 51,642.51 Amount Applied 3,675.02 1,987.65 17,505.45 59,923.55 11,030.79 75,656.23 50,122.10 Garrett, Eric From: Louissaint, Bertine Sent: Wednesday, January 23, 2019 5:21 PM To: Garrett, Eric Subject: FW: Open Invoices From: Luan, Angie Sent: Wednesday, January 16, 2019 12:37 PM To: Louissaint, Bertine <BLouissaint@miamigov.com>; Perez, Maricelis <5629@miami-police.org>; Riley, Tara <0039@miami-police.org>; Quijano, Elizabeth <5816@miami-police.org> Cc: Blanco, Jorge <43473@miami-police.org>; Borrego, Ricardo <41787@miami-police.org>; Perez, Carmen <Ca Pe re z@ m i a m igov.co m> Subject: RE: Open Invoices Good afternoon Bertine, Please see yellowhigtl,ighted on my response. For award # 2305, Body worn Camera, TCS $2500 credit is not showing on your total. There is a debit of $2500 transaction on previous period, and then credit at this period with a total zero effect. For Award 2283, JAG 2016, I have reported $66,358.68 total expenditure for this period, and your total is $66,330.38. I need the detail to compare why there is discrepancy. Angie From: Louissaint, Bertine Sent: Wednesday, January 16, 2019 11:09 AM To: Perez, Maricelis <5629(miami-police.org>; Luan, Angie <43827@miamipolice.org>; Riley, Tara <0039@miami- police.org>; Quijano, Elizabeth <5816@miami-police.org> Cc: Blanco, Jorge <43473@miami-police.org>; Borrego, Ricardo <41787@miami-police.org>; Perez, Carmen <CaPerez@miamigov.com> Subject: Open Invoices Good morning, Listed below are project invoices created in PnG with open balances. Please review and advise if any of those balances are considered Non -reimbursable. Please provide the information as soon as practical. The next Quarterly Non -Reimbursable Grant Expenditures items is scheduled to present before commission soon. Award Award Name Number Original 2358 FY 2017-2018 VICTIMS OF CRIME ACT (VOCA) 118560 33,531.97 1 • CITY OF MIAMI BODY -WORN CAMERA POLICY AND IMPLEMENTATION PROGRAM FY 2305 2016 2283 FY 2016 Edward Byrne Memorial Justice Assistance Grant Program 95 BJA Fiscal Year 2013 Smart Policing Initiative 2390 FY 17 SAFE-ITR INVENTORY, TRACKING AND REPORTING PROJECT 2211 High Intensity Drug Trafficking Area 13 - FBI 2065 Special Taxing Districts 2379 FY 18 Miami DUI Checkpoint and Saturation Patrol Overtime Project 2169 FY15-16 VICTIMS OF CRIME ACT 2065 Special Taxing Districts Kind regards, Bertine Louissaint Senior Financial Analyst Finance Department 444 SW 2nd Avenue, 6th Floor Miami, FL 33130 Phone: 305-416-1357 118531 581,318.43 118530 66,330.38 118529 34,554.78 118527 107,114.36 118534 1,933.75 118054 84,727.46 118535 46,507.27 117077 3,429.72 116334 481,077.25 2 Garrett, Eric From: Louissaint, Bertine Sent: Wednesday, January 23, 2019 5:21 PM To: Garrett, Eric Subject: FW: Open AR Invoices From: Diaz, Miroslava Sent: Wednesday, January 16, 2019 11:56 AM To: Louissaint, Bertine <BLouissaint@miamigov.com> Cc: Duran, Johnny <jduran@miamigov.com>; Musser, Grant <gmusser@miamigov.com>; Ramos, Noel <NRamos@miamigov.com>; Brown, Carol <CarBrown@miamigov.com> Subject: RE: Open AR Invoices Good afternoon Bertine, The open invoices pertaining to USAR are reimbursable with the exception of AR Invoice # 1 18494. A new invoice needs to be created to offset the balance of $43.65. Florida Task Force II FY 2017 National Urban Search & Rescue. (US&R) Response System Readiness Cooperative 2357 Agreement Florida Task Force II FY 2016 National Urban Search & Rescue (US&R) Response System Readiness Cooperative 2264 Agreement Florida Task Force II FT 2015 National Urban Search & Rescue (US&R) Response System Readiness Cooperative 2181 Agreement Florida Task Force II FY 2016 National Urban Search & Rescue (US&R) Response System Readiness Cooperative 2264 Agreement Thank you, -Minos From: Louissaint, Bertine Sent: Wednesday, January 16, 2019 11:24 AM To: Allen, Levette; Diaz, Miroslava Cc: Duran, Johnny; Becraft, Andrea; Musser, Grant; Fernandez, Wendy; Ramos, Noel; Brown, Carol Subject: Open AR Invoices Good morning, Listed below are project invoices created in PnG with open'balances. Please review and advise if any of those balances are considered Non -reimbursable. Please provide the information as soon as practical. The next Quarterly Non -Reimbursable Grant Expenditures items is scheduled to present before commission soon. 1 Award Award Name • 2393 Urban Area Security Initiative (UASI) Grant Program Fiscal Year 2017 2282 Urban Area Security Initiative (UASI) Grant Program Fiscal Year 2016 2282 Urban Area Security Initiative (UASI) Grant Program Fiscal Year 2017 2282 Urban Area Security Initiative (UASI) Grant Program Fiscal Year 2018 2393 Urban Area Security Initiative (UASI) Grant Program Fiscal Year 2017 2344 Assistance to Firefighters Grant Program Fiscal Year 2016 2344 Assistance to Firefighters Grant Program Fiscal Year 2016 2404 2017 State Homeland Security Grant Program Florida Task Force II FY 2017 National Urban Search & Rescue (US&R) 2357 Agreement Florida Task Force II FY 2016 National Urban Search & Rescue (US&R) 2264 Agreement Florida Task Force II FT 2015 National Urban Search & Rescue (US&R) 2181 Agreement Florida Task Force II FY 2016 National Urban Search & Rescue (US&R) 2264 Agreement Kind regards, Bertine Louissaint • Senior Financial Analyst • Finance Department 444 SW 2nd. Avenue, 6th Floor Miami, FL 33130 Phone: 305-416-1357 2 Response System Readiness Cooperative Response System Readiness Cooperative Response System Readiness Cooperative Response System Readiness Cooperative