Title
Department of Transportation recommending the Board approve a request for relief from accountability for a cash shortage in the amount of $32 in the Department of Transportation’s permit counter petty cash drawer, pursuant to Government Code Section 29390 and upon review and approval of the Auditor-Controller, due to an error in cash handling.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
Pursuant to Government Code Section 29390, the County historically has required departments to present to the Board a request for relief from accountability for cash shortages.
On Friday, April 12, 2019, during their weekly cash drawer reconciliation, the Chief Administrative Office, Community Development Finance and Administration Division (Finance) discovered a shortage totaling $32 in the Department of Transportation’s (Transportation) permit counter petty cash drawer. Finance determined that a single receipt in the amount of $32 was present, but that the cash information strip and funds were missing.
Transportation staff were notified of the shortage the following Monday and a thorough attempt to locate the missing funds was made. The missing funds were from a single, repeat, cash paying customer for two permits for a two unit ($16 per unit) mobile home oversize haul permit. Staff was unable to issue the two permits at the counter due to the customer not having all the required documentation, specifically a CHP escort contract. Staff was asked if Transportation could accept the payment, without issuing the permits, and allow the customer to submit the required documentation and finalize the process electronically. To minimize the impact on the customer and provide quality customer service, staff agreed to accept the payment. During the confusion of the Building C carpet replacement project which was going on at the time, the cash information strip and funds were inadvertently misplaced. After a thorough review by Transportation and Finance, there ...
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