HomeMy WebLinkAboutBack-Up DocumentsCITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: Erica Paschal, Director
Finance Department
Bertine Louissaint Digitally signed by Bertine Louissaint
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.
b.
c.
d.
e.
Item #2
a.
b.
c.
d.
e.
Department: Human Services.
Project: South Florida Workforce Training and Support Services.
Amount: $2,187.96
Funding Source: South Florida Workforce Investment Board
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.
Department: Police
Project: Special Taxing Districts
Amount: $18,327.36
Funding Source: Miami Dade County
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
TO :
FROM :
Ms. Erica T Paschal, Finance Director
Finance Department
61 Ge ,4 -
William Porro
Department of Human Services
PnG Form 4: 1952
DATE :
SUBJECT :
April 7, 2022
PnG & GL (PnG)
BL 06-15-2022
JE Reference #:
REFERENCES . Reclass Entry on Award 1952
ENCLOSURES:
FILE :
1952
Tle Howing journal entry is required to recTss expenditures for award 1952. If award 1952 if the awa -d is exnired, 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
8 Description
PROJECT
AWARD
TASK
EXPENDITURE TYPE
ORG.
SUR.FUND
AMOUNT
AMOUNT
#
37-37003T-
13
1952
CFDA
93.558
TA
Other
370003
2,187.96
Trans ID Number: 1417403
481101
2,187.96
If you have any questions regarding this request, please contact Yaredly Hernandez 305-416-1045
= Invoice Summary (City .f Miami)
BL
lAward Number
1' 19512
,j1952
'1952
Draft InvolAR Invoice Nl;Invoice Amount Balance DuelBill Through ][Invoice Date 1 Interface Date
(1 (114716 C 20,121.43 f 0.00 I30-SEP-2013 130-SEP-2013 f 18-OCT-2013
i2
114889 6,525 00
0.00 131-DEC-2013 I31-DEC-2013
'3
114929 6,048 00
,rInvoi c
Accel
07-JAN-2014 Accel
0 00 27-JAN-2014
1952
1.4
114932 8,550 20
1952 `5
115017 F—4.032.00
0 00 28-JAN-2014
1952
11952 '7
I6
115036 l 27, 775.60
[27-JAN-2014
28-JAN- 2014
28-JAN-2014 Accel
29-JAN-2014 Accel
0.00 20-MAR-2014
20-MAR-2014
0.00 27-MAR-2014 127-MAR-2014
115249
13,218.75
20-MAR-2014 Accel
27-MAR-2014 Accel
2,187.96 30-JUN-2014
86,270.98 f 2,187.96
30-JUN-2014
10-JUL-2014 Accel
r
Expenditure Items
Trans Id
. 1417403
Project Task Award Expnd Type
37-371003T-13 CFDA 93.558 TA 1952 Other Contractual Services 23-JUNI-2014
Item Date
Employee/Supplier Project Burdene Expnd Org F
Miami -Dade Count! 4,218.75 371003 - Work Force
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: Erica Paschal DATE: Tuesday, March 22, 2022 FILE:
Finance Director
FROM:
/4e4
William Porro
Assistan Director
Department of Human Services
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.
)0.00000
$2,187.96
JE to reclass expense to from PnG to
General Fund.
891101
15500.371003.
481101
)0.00000
$2,187.96
JE 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
Award Number71-Draft InvdiAR Invoice
' 195f2
1952
1952
1952
1952
3
4
5
1114716
2 1114889
114929
114932
Invoice AmountjBalance Due IBill Through
20.121 43
0.00 30-SEP-2013
6,525 00
0.00 31-DEC-2013
6.048.00
0.00
27-JAN-2014
8, 550.20 1 0.00 28-JAN-2014
Invoice Date
30-SEP-2013
31-DEC-2013
27-JAN-2014
nterface Date
18-OCT-2013
07-JAN-2014
28-JAN-2014
28-JAN-2014 29-JAN-2014
1115017
4.032.00
0.00
2 0-MAR- 2014 120-MAR-2014
Ilnvoic
Accel
Accei
Accel
4Accel
IAccel
�ccel
�ccel
I
20-MAR-2014
1952
6
1115036
27,775.60
0 00
27-MAR-2014 r27-MAR-2014
27-MAR-2014
1952
1115249
13, 218.75
2,187 96
30-JUN-2014 r30-JUN-2014
10-JUL-2014
86,27098i 2.18796
Expenditure Items
G3
Trans Id
. 1366339
1394468
—1rPraject
1417403
1lTask Award
CFDA 93.551119
CFDA 93,55; �952
37-371003T-13 CFDA 93 55;
37-371003T-13
37-371003T-13
lrExpnd Type Item Date Employee/Supplie� Ouanlity [UOM Praj Func BurdE Project Burden Acc
52 [Other Cahtractu 111-APR-2014 (Miami -Dade Count 4500 [Currenc 4,500.00 4,500,000
Other Conlractu!19-MAY-2014 [Miami -Dade Count[ 4507[Currenc I 4,500.00 I 4,500.00 [-
Other Contraclu 123-JUN-2014 [Miami -Dade Count r 4218.75 [Currenc I 4,218.75 I 4.218.75 r-
1
l_
[1952
l ! I 1.
]i
]+
n!
I P
C
r �
1
I E
13,218 75 r 13,218.75
17.
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO :
FROM :
Erica T. Paschal
Director
Finance Department
Assistant Chief of Police
Administration Division
DATE :
SUBJECT:
APR 1 2 2022
PnG & GL
BL 06-28-2022
Journal Entry Request
Award 2065/2569
REFERENCES
ENCLOSURES: General Fund & Fund 12000
Taxing Districts
FILE :
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
00001.191602
00001.191602
891101
)000.00000
Debit
$17,622.59
Credit
000.00000 $ 704.77
12000.191602
12000.191602
481101
)000.00000 $17,622.59
)000.00000 $ 704.77
Task Name
Transfer of Expenditures
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
19-111101 01 2065
19-111102 01 2065
19-111103 01 2065
19-111104 01 2065
19-111105 01 2065
Transfer
In
Expenditure Organization amount
ay 191602 $(7,89691)
ay 191602 $(5,15492)
ay 191602 $(2,679.72)
ay 191602 S(1,699.08)
ay 191602 $(896.74)
$(18,327.36)
Riley, Tara
From:
Sent:
To:
Subject:
[EXTERNAL EMAIL]
Brown, Carol <CarBrown@miamigov.com>
Friday, March 11, 2022 11:55 AM
Quijano, Elizabeth; Riley, Tara; Perez, Maricelis
Status on Awards with Open Invoices
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
Numbd F
Original L'
Amount
Applied L
Balance Dui''
2733
2018 JAG C
Police-8udget 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
2601
FY20 Speed/Agressive Drivf,.g P
Po€ice-Budget U
120699
7,445.62
7,135.93
309.69
2713
FY21 Speed/Aggressive Driving
Dolice Field Ope
121284
166,190.44
140,334.03
25,856.41
2712
FY21 Motorcycle Safety Initial.
=olive 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
FY21 Speed/Aggressive Driving
Police Field Ope
121059
18,306.65
18,306.64
0.01
2065
Soecial Taxing Districts
Police -Budget U
116334
481,077.25
4-63,454,66
17,622.59
2065
Special Taxing Districts
?:dice -Budget U
119391
23,273.43
22,568.66
704.77
2569
Special Taxing Districts
Ponce -Budget U
120858
25,307.90
25,307.88
0.02
2702
FY 20720-2021 VICTIMS OF CRIME AC
Police -Budget U
120986
43,758.93
40,375.83
3,383.10
2569
Special Taxing Districts
Police -Budget U
121513
56,334,04
47,070.32
9,313.72
2095
FY13 Smart Policing
Police -Budget U. 119912
14,343.95
12,914.90
1,429.05
Thank 'You,
Carol E. Brown MBA
Grants Financial Analyst
444SW 2 Avenue
Miami, FL 33o
(305) 416-1362
1
AWN.
2065
2065
BREAKDOWN RV AWARD
AVVANDDLKIIIrloc.
Special Taxing DIstricti
SLININIART
W9TA01000JW. I01100 4WWI0D RNI• OWN WNRR
3,504,174.79
27,959.00
17,622.59
,_I MN!
116334
704.77
119391
2,750,135.47
Munr.. Ow
$13,327.36
R«+rDUNr
0
Tien. hi
lologorgeni II um-B.II.O.AW.,. ONO
c PrB1oe31134 113,1,3 Pigr33,r1 na:rrt:,Rmd4.cr q Tel [333311,311ern. 3 nil Cm Flnyeewu e,uu.c e13 Sammem[ EDP
r.n.amae ewu
}131172 91tra We ILIAv a0O mvNICOL. af0m.1{ C t• y HS ea.le. 131[31. PellmdWe<[ 4nr
° 19•1 ,a 4m.ve _ u.r.
ulee ,viou13 No 'a• vo�r.aonu OJT.,
Fry IN, 1,I[e:. Poop w�
I.cnne No • u.[uin aoi, luu - w,em irx u9 x+ia.a. reo..lmyer u.•
ti,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.
O Journals (Clly of Misn11'5e1 &Books) - MPDMP03182022 Smart Policing Grant Reclass 18-MP,R-
Journal
MPDMP03182ii02 Smart Polirirq Grant Reclass
Description {P:19-199600 A:2095
Ledger City of Miami Set of
Period {MAR-2022
Balance Typo Actual
Clearing Company i
Journal Type Standard
Lines - 1 Other Information
Smart Policing Grant Reclass
Category
Effective Date
Document Number
Tax
Control Total
[Adjustment
Conversion
Currency
Date
118-MAR-2022 Type
252128 Rate
,Not Required
Line Account rDebit (USD) Credit (USD) Description
II
f �_.
fr r
r
r1 I r
r-r-
r i r- E r
1,429,05 r 1,429.05
41
I' 1r2000.191602.409900.0000.00000
i00001.191602.489900.0000,00000
USD
1 9-MAR-2022
User
PnG & GL
BL 06-14-2022
.1Q
Reverse -...
Date
Period
Method [Switch Dr/Cr
Status ;Not Reversed
I Reverse
1,429-05 P 19-199600 A:2095 Smar1 Policing Grant Reclass
1,429.05 P 19-199600 A:2095 Smart Policing Grant Reclass
rl
I
r
r
Acct Desc Police Ser-Police-Budget Unit.Other-Qth N-optg Sour/Carryove.Defau
Va.Defaxlt Va
Ta_ [AutoCopy Batch.-. I Approve
Check Funds Urayseree Funds , View Regults
Line Drilldowe
T Accounts...
Change Period ..
Change Currency..
APPROVED���,
MAR 18 2022
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO :
FROM
Erica T. Paschal
Director
Department of Finance
te
ioriias L. Carroll
Assistant Chief of Police
Administration Division
OAlE MAR 1 7 201Z
SUBJECT:
JE Request - PnG
Project No. 19-199600
REFERENCES :
FILE :
ENCLOSURES: Smart Policing Initiative (SPI)
Please take the necessary steps to process a Journal Entry (JE) under Projects and Grants (PnG) to
transfer the funds below to general fund.
Journal Entry should reflect the following:
Open Invoice 119912
Account Number
Debit
Credit
Description
12000.191602
481101 1000.00000
$1,429.05
Transfer of
Expenditure
00001.191602
891101 1000.00000
$1,429.05
Total
$1,429.05
$1,429.05
Project
Award
Task
Expense
Organization
Amount
19-199600
2095
03
481101
Supplies
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
I,'1
Award Type
•
Department
'
Award Org
Award Start Date
Award End Date
Days
from
expirati
on as of
�.
ACTUAL
STATUS
T
Revenue Rule
C
Billing Rule
C
Recommendations
-
Reimbursement
in Transit
Reimbursement
date requested
C
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 Reminder sent
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 Defend 555,.
2586
FY 19-20 ITF
State
Police
191001- Police-
10/10/2019
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 dose 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 apr
2601
FY20 Speed/Agressive
Federal Pass
Police
191602- Police-
1/3/202D
2/28/2022
-
EXPIRED
Cost
Cost
03/14/22 Dept already sent the dose out form
2724 Telecomm. Week
Donation
Police
190351- Police-
3/11/2021
7/30/2021
(213)
EXPIRED
Event
Event
03/14/22 Dept will send extension documentation
2702 :FY20-21VOCA
Federal Pass
Police
191001 - Police-
10/1/2020
1/31/2022
(28)
EXPIRED
Cost
Cost
03/14/22Pending reclassentry from dent todefundand
OJournals (City of Miami Set of Books) - MPDMP03182022 FY 20 VOCA Reclass le-MAR-2022 OB_51
Journal
Description
Ledger
Period
Balance Type
Clearing Company
Journal Type
MPDMP03182022 FY 20 VOCA Reclass
:P:19-194017 A:2573 FY 20 VOCA Reclass
City of Miami Set of Category [Adjustment
MAR-2022 Effective Date (18-MAR-2022
Actual Document Number r 252127
Tax Not Required
Standard - - Control Total
Lines I, Other Information
Line Account
1 J12000.191002.489908,0000.00000
[2 100001.191002.409900.0000.00000 r
PnG & GL (FY 20)
BL 06-14-2022
Conversion
Currency USD
Date '16-MAR-2D22
Type 'User
Rate 1
Reverse
Date
Period
Method Switch Dr/Cr
Status Not Reversed
»®
Debit (USD) Credit (USD) Description ...._.....—_-... ... [ 1
9,885.95'IP:19-194017 A:2573 FY 20 VOCA Reclass I.
9,6135.96 IP:19-194017 A:2573 FY 20 VOCA Reclass I.
r
I r
1---i I f
_ _- - i-- ------ r-- r-- [
f r ---1
f. ( E
9,685.951 9,685.95
Acct Dear !Police Ser.Police-Criminal Investigation .Other-Oth N-optg Sour/Carryuve.Default Va.Default Va
Te . .—.-•- AutoCopy Batch,.. J
Llnreserve Funds
Check Funds
approve
View Re8utte
Line Drilldown...
TAccounts...
Change Period
Change Currency..
APPROVE' '.
MAR 18 2022
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
To :
FROM :
Erica T. Paschal
Director
Finance Department
Thomas L. Carroll
Assistant Chief of Police
Administration Division
„ATE MAR 17 2022
SUBJECT
REFERENCES
Journal Entry Request
Project : 19-194017
FY 2020 VOCA
ENCLOSURES:
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
Transfer of Expenditure
12000.191002.891101
00
($9,685.95)
00001.191002.481101
000
($9,685.95)
Transfer of Expenditure
The PATE° information for this Journal Entry is:
Project
Award
Task
Expense
Organization
Amount
19-194017
2573
1
481101
191002
($9,685.95) 1
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
01( CC.
M A R I
Award Number Award Short Name
Cr
Award Type
2095 FY13 Smart Policing Federal
2573
2586
2648
2687
2712
FY19-20 VOCA
FY 19-20 ITF
Police Donations
Coconut Grove BID
FY21 Motorcycle Safety
2713 FY21Speed/Aggressive
2601
2724
2702
FY20 Speed/Agressive
Telecomm. Week
FY20-21 VOCA
Federal Pass
State
Donation
Private
Federal Pass
Federal Pass
Federal Pass
Donation
Federal Pass
Department
L
Police 1
Police
Police
Police
Police
Police
Police
Police
Police
Police
1
1
1
1
1
1
1
1
1
Award Org
L.
Award Start Date
E.
I
Award End Date a)
or
L
11552 - Police-
10/1/2014
6/30/2020
11002- Police-
10/1/2019
4/14/2021
11001 - Police-
10/10/2019
9/30/2020
11602- Police-
6/1/2020
6/1/2421
11501- Police-
10/1/2020
9/30/2021
10101-Police
1/28/2021
12/30/2021
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
Says
ram
pirati
as of
21.Y.
ACTUAL
STATUS
(6C8j EXPIRED
(320)
(516)
(272)
(151)
(60)
(59)
(213)
(28)
EXPIRED
EXPIRED
EXPIRED
EXPIRED
EXPIRED
EXPIRED
EXPIRED
EXPIRED
EXPIRED
Revenue R
Cost
Cost
Cost
Event
Event
Cost
Cost
Cost
Event
Cost
Ile Billing Rule
E E
Recommendations
E
Reimbursement
in Transit
E
Reimbursement
date requested
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
03/14/22 Dept will research original does
Event
03/14/22 Dept will send the close out form
Cost
03/14/22 Dept alreadysent extension documentation
Cost
03/14/22 Dept will send extension documentation to apr
Cost
03/14/22 Dept already sent the close form
out
Event
03/14/22 Dept will send extension documentation
—
Cast
03/14/22 Pending reclass entry from dent to defund
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