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Division of Welfare and Supportive Services A-814.2.9 Eligibility and Payments Manual EMPLOYMENT & TRAINING MTL 14/03 14 May 01 Distribution To Clients

814.2.9 Distribution To Clients When a pass is distributed, staff must record the participant’s name, case number and date next to the passes serial number on the log and initial their actions. The action must also be documented in the OASIS system using the Bulk Purchase Screen no later than the third working day after distribution.

Staff must ensure the participant acknowledges the date of receipt of the pass/passes in writing; this documentation must be retained for audit purposes. The following are some acceptable documentation practices:  The participant signs and dates an acknowledgement of receipt on a copy of the Bulk Purchase screen in OASIS listing the pass(es) being distributed.  The participant signs and dates an acknowledgement of receipt on a copy of the bus pass. The documents may be retained in the case records or with the distribution logs, as long as the procedure is consistent within the office. 814.2.10 Staff With Audit Authority Staff assigned to audit bus pass inventories must not be the same staff assigned and responsible for duties related to the receipt, secure storage and/or distribution of bus passes. 814.2.10.1 Daily Reconciliation At the end of each business day, a staff member will reconcile the remaining passes in the daily use inventory with the logs. 814.2.10.2 Weekly Reconciliation At the end of each week, a staff member with audit authority will ensure there is a Bulk Purchase screen for each name on the Distribution Log. Any errors found must be researched. Then, OASIS and/or the logs must be updated with the corrected information. 814.2.10.3 Monthly Reconciliation A minimum of once a month, two staff with audit authority must audit the quantity of the bus passes in the bulk storage area to ensure the amount matches that of the master log. At least one of the staff assigned to this duty should be rotated on a periodic basis, so the same two staff are not always completing the audit. (Exceptions to this practice are allowed in rural offices with limited staff and must be addressed in the office’s written procedures.) Both staff must sign and date the master log attesting to the correctness. The monthly inventory should be done no later than the fifth day of each month.