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A-814.2.71 Division of Welfare and Supportive Services EMPLOYMENT & TRAINING Eligibility and Payments Manual Receiving Shipment of Bus Passes MTL 11/03 01 May 11
The bundles of passes by type and corresponding logs will be placed in individual sealed and date-of-delivery stamped envelopes. Both employees who verified the incoming inventory must sign over the sealed flap. Each envelope will list the type of pass and the pass series it contains (beginning number of pass and ending number of pass in the envelope).
Both employees who verified receipt of the bus passes will sign and date the vendor invoice which is forwarded to the Employment and Supportive Services (ESS) Unit in Central Office.
The bulk stock of passes will be kept in the bulk storage area along with the master logs showing the receipt and disbursement of passes and suspense copies for each bundled group of passes. 814.2.8 Daily Use Inventory Bus pass inventory kept in the daily use storage area must be limited to no more that what is expected to be distributed for the work day. This will vary by office depending on caseload. The limits must be established in the office’s procedural document. The following is an example: Type of Bus Pass Daily # of Bundles 2 Weekly 1 Monthly 1 10 Ride 1 Child 1 One staff authorized to access the Daily Storage Area and one staff authorized access to the bulk storage area will sign the log(s) for each envelope of bus passes that are moved from bulk storage to daily use storage.
When the distribution of a full bundle of bus passes is complete, the log for that bundle must be placed with the master log for audit purposes. Two staff will be present when a bundle of bus passes is opened for use in the daily inventory to verify the envelope contains the correct number of bus passes based on the type of bus passes (see table above) and that the sequence of the bus passes matches the sequence on the log. Any discrepancy must immediately be reported to the office manger or a supervisor (other than one opening the envelope) and a full audit conducted. If a loss is confirmed, refer to manual section 814.2.10.4.