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Division of Welfare and Supportive Services A-814.2.51 Eligibility and Payments Manual EMPLOYMENT & TRAINING MTL 11/03 01 May 11 Suggested Assignments

NOTE: Supervisor(s), who have access to the safe’s combination or the locking file cabinet where the bulk bus passes (bulk storage) are stored, must not have key access to the daily use locking file cabinet. Every office should attempt to keep the bulk bus passes separate from the daily use bus passes, however, it is understood this isn’t always possible. NEON bus passes must be kept and tracked separate from SNAPET bus passes. 814.2.6 Establishing Written Office Procedures Office Managers are required to have written bus pass procedures that meet the criteria established in this document and address the unique business environment and practices in their office. These procedures should include, but are not limited to: where bulk inventory will be stored; where daily inventory will be stored; define individual roles and responsibilities; who has access to what inventory; the number of passes bundled per daily use packet; limits on the number of passes accessible in the daily use inventory; distribution practices, record retention, etc. 814.2.7 Receiving Shipment of Bus Passes Receipt of bus passes is restricted to the office manager and / or their designated supervisors with access to bulk storage. The delivery of bus passes will be logged by a minimum of two staff to ensure the presence of all passes ordered and the master bus pass log will be updated indicating receipt.

Bus passes should be bundled into daily use size packets for each pass type. The number of passes for each packet is established by the office in their written procedures and should be based on an individual office usage history. The goal is to ensure an adequate supply of passes are available for daily operations, while limiting the liability should a loss occur. The following is an example: Type of Bus Pass Daily # Per Bundle 50 Weekly 25 Monthly 25 10 Ride 25 Child 25 A bus pass log, for each type and bundle of passes will be created. Each bus pass serial number will be listed on a separate line of the log. Each log will be photocopied and the photocopies kept with the master log in the bulk storage area.