2009-09-09 CC Agenda - Laserfiche WebLink

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Draft Draft Draft enitervi[[e 'Estabfisfied 1857 1880 9dain Street, Centerviffe, ~!N 55038 651-429-3232or'FaJ(651-429-8629 September 9, 2009 Re: OSA Report on Petitioned Audit Rebecca Otto, State Auditor 525 Park Street, Suite 500 St. Paul, MN 55103 Dear Ms. Otto: Thank you for the recently completed audit. We believe that six items in the audit report warrant a response. 1) Milea!!:e and Uniform Reimbursements Audit comment: "expense reimbursement form should have written evidence that it was reviewed by a responsible party." City's response: Staff routinely verifies mileage and reimbursement, but we will tighten up our policies to address auditor's concern. Policy change recommended: All requests for reimbursement of mileage and expenses shall be signed by the employee and his immediate supervisor or the city administrator. Requests for mileage reimbursement shall be supported by vehicle mileage and/or have attached verification from Mapquest or a similar resource. For locations that are frequently traveled to, staff may verifY the distance and keep a list of approved mileage distances to those locations for comparison to future requests. 2) Public Services Dillin!!: Audit comment: "we recommend that the City of Centerville prepare an updated time study to reflect the current time actually being worked in the respective areas.: City's response: Staffhas performed an informal time study at the beginning of each year, but apparently the documentation was not available to support that. Policy change recommended: Staff shall perform an annual study to document the allocation of employee payroll expense, or in the alternative, the allocation shall be made with each payroll, based upon the actual time spent as reported on employee time sheets. 46