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Home My WebLink AboutBack-Up DocumentsCITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM To: Erica Paschal, Director Finance Department Vcrtrrrfa/ 7Zcrfa- From: Victoria E. Rojas, Manager Finance Department Date: September 11, 2020 Subject: Unreimbursed Grant Expenditures for Quarter ending 03/31/2020 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 March 31, 2020 the following non -reimbursable expenditures: 1. March 2020-Item #1 a. Department: Police b. Project: FY 19-20 Victims of Crime Act (VOCA) c. Amount: $1,736.00 d. Funding Source: Office of the Attorney General of Florida e. Reason for disallowance: The payroll expenditures for pay period ending 10/12/2019 were prorated for hours occurred prior to the contract start date. Therefore, those expenditures did not qualify for reimbursement under this funding source, but were covered by another one and reclassified accordingly. Title of Award: VOCA 2019-2020 Office of the Attorney General of Florida Award#_ )73 Award type: Federal Pass Through State Amount of Non -Reimbursable Expenditure:$1,735.79 1) Are there any grant expenditures deemed non -reimbursable? Yes. 2) How much is deemed non -reimbursable? $1,735.79 3) Why was the amount deemed non -reimbursable (un-allowable expense, missed deadline to claim, etc.)? The amount was deemed non -reimbursable by the grantor for the pay period 9/29/2019 thru 10/12/2019 were prorated for hours occurring prior to the contract start date. 4) How will the department cover the shortage (i.e., what other funds will be used — general fund allocation, another project, etc.) The amount will be covered from the existing Operational Budget. 5) What actions have been taken by the department to avoid the project deficit (current deficit and future deficits) The department is committed to initiating the approval process as soon as possible in order to be able to work on the grant as soon as it is approved by the grantor. O'Extaenciittiiire Batches .t Rework Operating Unit [City of tyliarni Batch lAYL02052020 P19-194017 A Status Parking Ending Date 12:5-JAN-2020 Created Class MisceuaneousiransactionH By iLuan, Angie Yongjie Description fAYLO2O52O2O P19-194017 A267 Date 105-FEB-2020 Transaction Source 1.•;'' All Negative Transactions Entered As Unmatched r Reverse Expenditures In a Future Period Amounts Control Running Difference Totals 1-1736.79 - -17.36.79 = 10 Count 11 1 = [0 Submit Reverse... Copy From... - - - E)penditures VI WliNG3R Ln Expenditures- Employee Narne (;Employee Numb 0 P11-19417A 'A TF m c R tci OF( lOrganization IExpnd Ending Da Control Total 02 -Police-crrmi f25-JAN-2020 35 -- 1.1735.79 _._.. 17L.�.7_ 173 . r 9 Batch Control Total f-1735.79 —Expenditure Items SSAINTICHE lm Date '(Project Number I Task Number ilAward Number 1020 19-194017 101 2573 Running Total Batch Running Total [1 1735, 79 Expnd Type IUOM Quantity I Comment Regular Salary Currer-1735.79 AY L02052020 P +terse Original... [1 TO : Erica T. Paschal Director Fnance De FROM Cherise G. Gause Assistant Chief of Police Administration Division 0C4*//1fre->,d7g--/,-c-6iArr i2n 46-L 111-r eLtBtSi�LO CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM `\ ^i )0\ DATE: SUBJECT: JAN 2 2 2020 Journal Entry Request REFERENCES: ENCLOSURES: Transfer SR to GF FY 20 VOCA Agreement FILE : Please take the steps necessary to process this Journal Entry. This journal is to transfer expenditures to general fund due to prorated hours occurring prior to the contract start date. Journal Entry should reflect the following: Account Number Debit Credit Description Transfer from SR to GF 12000.191002.512000.00000 $1,735.79 00001.191002.52-11'000.0 00 $1,735.79 Transfer from SR to GF afelpir Total $1,735.79 $1,735.79 The PATEO information for this Journal Entr is: Project Award Task Expense Organization Amount 19-194017 2573 1 Salaries 191002 —$1,735.79 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. CGG:JB:mp _VLQ n,. 7Dettic CA9('‘'el )1TZ7 V./ 4)4' RECEIVED JAN30ENT'D r t OF MIAMI - FINANCE DIRECTOR`S OFFICE rq Se) i`alitttrist Journal MPD'MP012t32020 VOCA.Gwdni Transfei!SF le-GFitud.'t'o. rorated Description .P:19-194017 A 2575 VOCA Grant Transfer SR to GF due to prorate Ledger ;City of Miami Set of Category 'Adjustment Period JAN-2020 Effective Date :211-JAN 2020 Balance Type !Actual Document Nurnber ; 203407 Clearing Company t Tax ;Not Required Journal Type Standard Control Total roes {Other Information Line Account 1 12000.191002 512000.0000.00000 [2 100001.191002 512000,0000 00000 Conversion Currency .USD Date 23-JAN-2020 Type ;User Rate 1 Debit (USD)! Credit (USD) Description Reverse Date Period Method Switch Dr/Cr Status :Not Reversed 1,736.79 ,P:19 194017 A:2575 VOCA Grant Transfer SR to GF due to r. 1 ,735.79I IP:19-194017 A:2575 VOCA Grant Transfer SR to GF due to ,735:79 i; 1,735.79: Acct Desc (Police Ser.Police Criminal Investigation Regular Salaries and W rges.Default Va.Defeult Va 1 r: AutoCopy Batch I r\F pry e I it r l)rillr. wri. i !ire ree View Results f h an_ F=erice T Accounts... Chln4 .Currency! ti._ VOCA Invoicing/Performance Reports Florida OAG VOCA Organization: City of Miami Police Department Invoice No.: INVOICE-2019-Oct-City of Miami Police Depa-00167 VOCA Monthly Invoice Provider/Payee: City of Miami Invoice ID: 52330 Grant No.: VOCA-2019-City of Miami Police Depa-00173 Invoice Period: October, 2019 VOCA BUDGET CATEGORIES TOTAL VOCA AMOUNT INVOICE VOCA VOCA BUDGET AWARD REQUEST AMOUNT EXPENDITURES BALANCE TO DATE Personnel $524,035.00 $37,859.89 $36,124.10 $0 $487,910.90 Contractual $0 $0 $0 $0 $0 Equipment $0 $0 $0 $0 $0 Operating $5,250.00 $0 $0 $0 $5,250.00 Training $18,000.00 $0 $0 $0 $18,000.00 TOTAL $547,285.00 $37,859.89 $36,124.10 $0 $511,160.90 REQUIRED MATCH BUDGET CATEGORIES TOTAL REQUIRED REQUEST MATCH MATCH MATCH MATCH MATCH AMOUNT EXPENDITURES BALANCE TO DATE Personnel $136,821.39 $11,494.65 $10,974.92 $0 $125,846.47 Contractual $0 $0 $0 $0 $0 Equipment $0 $0 $0 $0 $0 Operating $0 $0 $0 $0 $0 Training $0 $0 $0 $0 $0 TOTAL $136,821.39 $11,494.65 $10,974.92 $0 $125,846.47 Certification: I certify that the expenditures listed on this invoice have been paid by the provider in accordance with the Agreement and that these costs have not been and will not be reimbursed by any other source (e.g., victim compensation, insurance, client fees, Medicaid, Medicare, local or other grant funds, etc.). Furthermore, I certify that documentation to support the VOCA and Match expenditures on the invoice are maintained on file, in the manner described by the OAG office and as provided by the VOCA Agreement. Name and Title of Authorized Official: Maricelis Perez, Administrative Assistant 1 Signature of Authorized Official: 4, Date Signe FOR USE BY BUREAU STAFF: Received 11/20/19 Completed 12/17/19 Pay Period 9/29/19- 10/12/19 prorated for hours occurring prior to the contract start date. 12/19/2019 Pagel of 2