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Health and Human Services Agency, Administration and Finance Division, recommending the Board approve the transfer of funds from the Vital Records Improvement Project and authorize a journal request to transfer the balance to the Operating Index.
FUNDING: Birth and death certificates, burial permits within the Vital Statistics revenues.
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DEPARTMENT RECOMMENDATION:
Health and Human Services Agency (HHSA) recommending the Board approve the transfer of $857 from the Trust Account 8840902 “Vital Records Improvement Project” (Trust Account) to the Vital Statistics Operating Index via journal interface.
DISCUSSION / BACKGROUND:
Revenue received from birth certificates, death certificates and burial permits is collected in operating index code 401123, from which the State is paid a percentage of the monies received and the remainder is distributed proportionately to a number of County funds including Trust Account 8840902 "Vital Records Improvement Project." Sometime prior to 1999 this Trust Account had accrued a fund balance of approximately $845 and this amount has been carried forward year after year since Fiscal Year 2000-01, resulting in a current balance of $857.
A thorough review of available records from the years indicated above show that certain deficiencies occurred. Any discrepancies in payments to the State, due to a variety of reasons including returned checks or data entry errors, have been covered by funds retained within the operating Index. Over the course of several years balances offset by funds previously covered by the operating index have accumulated within the trust accounts. At this time, there are no funds due to the State from HHSA and HHSA recommends transferring the historical fund balance to the programs operating index code.
ALTERNATIVES:
Disapproval of this request will result in the fund balance remaining in the Trust Account for the Vital Records Improvement Project.
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
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