DeKalb County P-Card Audit
Mark Niesse and Johnny Edwards wrote an article titled, “Audit: Spending reports sloppy” on October 24, 2014 in the AJC newspaper. The front page article was an investigative piece highlighting the results of a ten year audit of the Board of Commissioners, their office staff and the clerk’s office purchase card usage.
DeKalb County has been lax in its oversight of spending by elected commissioners, and some officials frequently paid for items on their government debit cards without submitting required receipts, according to an audit released Thursday.
The audit shows the seven commissioners used taxpayer funds to pay for everything from steakhouse dinners to speeding tickets…
The DeKalb commission submitted receipts for just 57% of the transactions. However, the p-card spending by commissioners include (according to the AJC):
1. Elaine Boyer: $103,665 with 40 percent supported by receipts
2. Jeff Rader: $34,606 with 77 percent supported by receipts
3. Larry Johnson: $78,757, with 97 percent supported by receipts
4. Sharon Barnes Sutton: $108,720, with 25 percent supported by receipts
5. Lee May: $57,283, with 39 percent supported by receipts
6. Kathie Gannon: $26,327, with 97 percent supported by receipts
7. Stan Watson: $57,937, with 78 percent supported by receipts
DeKalb County P-Card Audit
Mark Niesse and Johnny Edwards wrote an article titled, “Audit: Spending reports sloppy” on October 24, 2014 in the AJC newspaper. The front page article was an investigative piece highlighting the results of a ten year audit of the Board of Commissioners, their office staff and the clerk’s office purchase card usage.
DeKalb County has been lax in its oversight of spending by elected commissioners, and some officials frequently paid for items on their government debit cards without submitting required receipts, according to an audit released Thursday.
The audit shows the seven commissioners used taxpayer funds to pay for everything from steakhouse dinners to speeding tickets…
The DeKalb commission submitted receipts for just 57% of the transactions. However, the p-card spending by commissioners include (according to the AJC):
1. Elaine Boyer: $103,665 with 40 percent supported by receipts
2. Jeff Rader: $34,606 with 77 percent supported by receipts
3. Larry Johnson: $78,757, with 97 percent supported by receipts
4. Sharon Barnes Sutton: $108,720, with 25 percent supported by receipts
5. Lee May: $57,283, with 39 percent supported by receipts
6. Kathie Gannon: $26,327, with 97 percent supported by receipts
7. Stan Watson: $57,937, with 78 percent supported by receipts
DeKalb County P-Card Audit
Mark Niesse and Johnny Edwards wrote an article titled, “Audit: Spending reports sloppy” on October 24, 2014 in the AJC newspaper. The front page article was an investigative piece highlighting the results of a ten year audit of the Board of Commissioners, their office staff and the clerk’s office purchase card usage.
DeKalb County has been lax in its oversight of spending by elected commissioners, and some officials frequently paid for items on their government debit cards without submitting required receipts, according to an audit released Thursday.
The audit shows the seven commissioners used taxpayer funds to pay for everything from steakhouse dinners to speeding tickets…
The DeKalb commission submitted receipts for just 57% of the transactions. However, the p-card spending by commissioners include (according to the AJC):
1. Elaine Boyer: $103,665 with 40 percent supported by receipts
2. Jeff Rader: $34,606 with 77 percent supported by receipts
3. Larry Johnson: $78,757, with 97 percent supported by receipts
4. Sharon Barnes Sutton: $108,720, with 25 percent supported by receipts
5. Lee May: $57,283, with 39 percent supported by receipts
6. Kathie Gannon: $26,327, with 97 percent supported by receipts
7. Stan Watson: $57,937, with 78 percent supported by receipts
For Your Review By: Unhappy Taxpayer &Voter.com - -- ~--- ------------ - ------ -- FOR THE PERIODS APRIL 2004 TO APRIL 2014 DEKALB COUNTY BOARD OF COMMISSIONERS CENTRAL ADMINISTRATION AND CLERKS REPORT ON AGREED-UPON PROCEDURES . .. .1 . I I II L DeKalb CountyBoard of Commissioners Purchase Card Review - Central o,a. PLUNKETT & CO.~r.c, IIII IIII IIII IIII IIII IIII IIII IIII ACCOUNTANT1 S & CONSUL TANTS' 1 800 PEACHTREE RD. NW' SUITE 333' ATL ANTA GEORGIA 30309' VOICE (404) 351 6770' FAX (404) 351 .6845 1 050 1 7TH ST, N.W SUITE 600' WASHINGTON, DC' 20036' VOICE (202) 4965307' FAX (202) 4662400 EMAIL . plunkett@ohpc02.com WEB WWWOHPCPACOM DeKalbCounty Georgia Board of Commissioners-Central Administration and Clerks DeKalb County, Georgia INDEPENDENT ACCOUNTANTS' REPORT ON AGREED-UPON PROCEDURES We have performed the procedures engagement as listed in the Table of Contents, which were agreed to by the DeKalb County Board of Commissioners ("the BOC"), solely to assist with monitoring proper application of certain policies and procedures relating to analyzing the expenditures of each member of the BOC and their staff for the years commencing April 2004 through April 2014. These Iservices are delivered by applying a set of agreed-upon queries to records contained in your system database via computer-assisted data-mining technologies. The objective of these procedures was to identify within thedatabase any anomalies or other matters that would require furtherl investigation. Such anomalies could be an indication of an error, either intentional or uninteftional, aneed to refine your internal control framework or aneed to improve operational efficiencies. The lounty's management is responsible for the contents of the database and all related accounting records. This procedures engagement was conducted in accordance with attestation standads established by the American Institute of Certified Public Accountants. The sufficiency of these procedures is solely the responsibility of the specified party to this report, Consequently, we make no representation regarding the sufficiency of the procedures as listed in the Table of Contents either for thepurpose for whichthis report has been requested or for any other purpose. We were not engaged to, and did not conduct an audit, the objective of which would be the expression of an opinion. Had we performed additional procedures, other matters might have come to our attention that would havebeenreported to you. This report is intended solely for the information and use of the BOC and its management and should not beused by anyone other than thosespecifiedparties. , Atlanta, Georgia October 3, 2014 21 Page II DeKalb ounty Board of Commissioners Purchase Card Review - Central 3\Page REPORT ON AGREED-UPON PROCEDURES COMMISSIONER DISTRICT -CENTRAL OFFICE DEKALB COUNTY GEORGIA BOARD OF COMMISSIONERS FOR THE PERIOD APRIL 2004 to APRIL 2014 Table of Contents PAGE NO. t B. Executive Summary 4-5 Agreed-Upon Procedures Defined 0 o' 0 000 00 0'.00' 0', o' 6 Co General Information 0." 0 6 D. DeKalb County Policies 6-7 It Purchase CardPolicy e Travel Policy e Mobile Policy G Retention Policy I Summary of Procedures Performed 0 7-8 e Purchase CardExpense Review 8 Non Purchase Card Expense Review E. F. Surnrrraryof Findings Purchase Card Transactions 9-13 o General e Specific Purch~se Card Review -Individuals 14-19 o. H. NonPurchase CardTransactions 0 0 0 20-23 6) General I I __ 1_1_- DeKalb C unty Board of Commissioners Purchase Card Review - Central Executiv, Summary -Central Office Administration and Clerks We performed those procedures stipulated in the DeKalb County's Georgia Professional Service InvitatiOI' to Bid, (ITB No. 14-100413) as mandated by the Board of Commissioners' resolution dated April 22, 2014. The objective ofthese procedures were to review DeKalb's County Procurement Card (P- Card) expenditures to consider (a) whether purchases were for appropriate material goods used by a Commissioner inthe normal functioning of aCommission office; (b) whether there is evidence of avalid work prollductwhen a service is purchased; and (c) what evidence exists that meals and travel expenses were for County business. The scope of this review was to cover the periods commencing April 2004 through April 2014. The sufficiency of the procedures performed is solely the responsibility of those parties specified inthis report. P-Cards offer a quick and efficient means of making business purchases. According to a National Association of Purchasing Card Professionals (NAPCP) evaluation, typical savings resulting fromP-Card usage arb $63 per transaction.' Efficiencies include the cost of vendor maintenance, purchase orders, wages o~employees that process payments, and resources for check disbursements. Inconsistent compliance with P-Card policies provides a less than desirable internal control environment and reduces I level of transparency for County resources utilization. During dur engagement, we reviewed internal audit reports issued by the Internal Audit &Licensing Divisionlon all of the District and Central offices covering transactions from2009 to 2011. Deficiencies cited in these reports included: (a) improper or nonexistent transaction logs; (b) charges unsupported by receipts pr other documentation; (c) lack of approval at the appropriate levels by authorized personnel as identified in the Policies and Procedures Manual; and (d) incorrect coding of transactions by budget line categoriJ s. Our procedural review revealed deficiencies concurrent with those previously found by the Internal! Audit reports. A substantial portion of the supporting documents including the P-Card accounting logs were never prepared or submitted inaccordance with the Policies and Procedures adopted by the County. This procedural review took into consideration the County's five (5) year mandatory record retention policy inclusive of the limited availability of any records prior to 2009. Additional efforts were therefore made to secure any documentation still inpossession by former employees. Letters were sent to addresses on file with DeKalb County Human Resources requesting assistance in providing supporting documentation. Specifically, the BOC Central Administration and Clerk function has broad administrative activity and related expenses. The scope period P-Card activity reflects ahigh concentration of travel, conferences, catering for meetings, office and technology supplies, with other customary administrative expenses which appropriately' align with their function and support County business purposes. Our review of the BOC Central Office Administration and Clerks covered the entire scope period. The BOC Clerks group began in 2009. Ten ,(10) people within the district were granted purchasing cards. Of the 10cardholders observed, we received no supporting documentation for 5 former employees whose 373 transactions totaled $41,887. We reviewed the vendors and transaction descriptions for all expenses without receipts and noted their appearance of County business purpose; however, without the supporting documentation availability, reasonable assurance is limited. P-Card purchases commenced in 2006 and 2009 for the Administration and Clerk groups respectively; total spend for each group was $194,445 and $62,725. The cumulative purchase card usage within the 1www.napcp.org 41 Page _.1_'-- DeJ (al County Board of Commissioners Purchase Card Review -Central BOC r:entral Officeincreased steadily from2006 through 2009 before tripling its annual total to $45,969 in2010, and reaching afull year high total of $63,755 in 2011. Subsequent full year totals have averaged appro imately $40,000. ... i Indivi I ual card expenditures ranged from $260 for T. Sanders to $87,861 for B. Sanders. The concentration of purchase card expenses was categorized as Other Miscellaneous Charges; a total of $169,~39, or 66% were classified as such. Other Miscellaneous Charges activity included various categories of expenses including catering for meetings, supplies, printing, and travel. It is recommended to cod! future operating expenses to more specific general ledger accounts classified by the nature of the expense instead of thebroad classification inthe other miscellaneous charge account. As awhole, we notedthe BOC Central Office's general compliance with established County policies and procedures. Policies and procedures provide a valuable management control on P-Card operations. Mandatory procedures help provide an essential framework for integrating financial and operational best practices. Compliance by all levels of County staff, including the Commissioners is recommended. to ensure financial transparency and objective stewardship of County resources. To mitigate non-compliance and exposure to fraud, waste and abuse, mandatory training on P-Card Policies and Procedures should be implemented for all authorized users. A periodic reassessment of these pOlicie~and procedures should be viewed as ameans by which internal controls are enhanced onthe use, aut.horifation, and documentation and approval process. Further, there should be areview of the P-Card system lintegration with the County's organizational structure. The current policy is vague on which manage ent position is accountable and appropriate to review and approve Commissioner level transac ions. 51 Page I DeKalb County. Board of Commissioners Purchase Card Review - Central _ An agre d-upon procedures engagement differs from a financial statement audit. A financial statement audit is a"snapshot" of the financial picture of an organization at apoint in time. In an audit, the auditor obtains ~easonable assurance whether the financial statements arefree of material misstatement, examines evidenc~supporting the financial statements, and assesses both accounting principles used and overall financial statement presentation. The auditor then renders anopinion on whether the financial statements arepresrnted fairly inconfnnnity with generally accepted accnunting principles. This enijagement, an agreed-upon procedures engagement, isdefined as one inwhich weperform specific procedures and report findings. We did not perform an audit or provide an opinion relating to the subject matter or assertion about the subject matter. Rather, we performed only those procedures that have been agreed upon with management and report findings. These procedures often are at a more detailed level than is customary inafinancial statement audit. General Information On Apr~'122, 2014, the BOC passed aresolution by the governing authority of DeKalb County, Georgia directin the Executive Assistant to obtain the services of a Certified Internal Auditor or a Certified Goverm ent Audit professional to: 1. review the expenditures for the past ten years (2004 through 2014) by each member of theBoard of Commissioners, his/her respective staff and office, and the central office of the Board of fommissinners. 2. [l'he auditor shall review expenditures to consider (a) whether purchases were for appropriate Inaterial goods by a Commissioner in the normal functioning of a Commissioner office; (b) ~hether there is evidence of a valid work product when a service is purchased; and (c) what evidence exists that meals andtravel expenses were for County business. The review was conducted in accordance with the following DeKalb County policies ineffect during the procedural scope period, 2004 to 2014: Purchasing Card Policy, March 2004; Mobile Policy; Travel Policy; and the Retention Policy as required by the Georgia Records Act (O.C.G.A 50-18-90 et seq.), whose revised schedules were filed with the Division of Archives and History, Office of Secretary of State as of J uly 30, 2010. Purchase Card Policy The 2004 Purchase Card Policy states that "DeKalb County has established a Purchasing Card (P-Card) program that allows designated employees the ability to purchase selected, business-related goods and services whose value is less than $1,000. This program is intended to be an alternative method for the purchase of small dollar, miscellaneous expense materials and services. These policies and procedures apply to the use of theBank of America Visa Purchasing Card/P-Card. DeKalb County is exempt from paying State of Georgia sales tax. This infers that DeKalb County staff may need to provide written documentation to vendors and service providers for recognition of the exempt status onprocured services and purchases. 61 Page I L DeKalbrountv Boardof Commissione rs Purchase Card Review- Central - -- - The 20~4 Purchasing Card policy has been updated and was replaced in April 2014. For the purposes of our =wefollowed the guidelines of the March 2004 policy which was in effect for the entire scope period. Travel olicy The Dek.alb County Travel Policy, revised April 2006, sets out the guidelines for approval for travel and traininglexpenses incurred while conducting authorized County business. . Mobile fOliC Y The DeKalb County Wireless Policy, March 2009, sets out the guidelines for employees who require a wireless device for performing essential job functions. Employees may be issued aBlackberry, PDA or wireless card with monthly service paid by the department. Wireless devices and plans areto be used for OffiCialtOllnty business only. Record Retention Policy The De, alb County Records Retention Policy is filed with the Division of Archives and History, Office of Secretary of State as of J uly 30, 2010. The policy and subsequent revised schedules stipulate the mandatdry minimum retention period for accounting records including: AccountsPayable Files; Invoices; J ournal Entries; J ournals and Registers; Travel - Registration Fee Payments; and Travel Authorization and Reifubursement Records. All stated documents have aretention classification of "Temporary -Short Term". The stated accounting records have a 5-year minimum retention stipulation; the travel related documentation has a4-year minimum retention stipulation. This procedural review factored the County's 5-year minimum record retention policy inclusive of the limited availability of any records prior to 2009. As a result, the transaction logs and receipts prior to 2009 were limited during our review. Procedures P-Card Expense Review The P-Card review consisted of Board of Commissioners for Districts 1through 7(past and current), their staff, and the Board of Commissioner's Central Office personnel who maintained aP-Card for any period between April 2004 and April 2014. For each individual identified, a history of all P-Card transactions was obtained and reviewed against established policies and procedures. We reviewed cardholder transactions, cardholder statements, invoices, receipts and transaction logs to determine thefollowing: 1) The P-Card Administrator maintained thetransaction log on amonthly basis. 2) The cardholder attached applicable receipts to themonthly transaction log. 3) Transactions were for County business related goods and services and/or appropriate for department spend. 4) Individual transactions and monthly total transactions did not exceed guidelines established by P- Card policy. 5) Transactions were approved in accordance with established policy. 71Page II Dekalb runty Board of Commissioners Purchase CardReview -Central Non p-iard Expense Review We revirwed bothvendor payment activities for accounts where the percentage of P-Card expenditures in relation to the accounts payable transactions was relatively small as shown in Fig. 2, P'-Card Expenditures as Percentage of Annual Account Total. This review was targeted on the following account: e pther Professional Services " pther Miscellaneous Charges " fravel-Airfare e Travel-Accommodations/Hotel and, Training and Conference Fees We identified select vendors with high payment activity and reviewed supporting documentation to assess if expenditures were for County business and to the extent possible, actual service or product was received by the County. ".-~,,,,. 81 Page ---------- D.. .rbCounty Board of Commissioners ReviewResults for BOC Central Ex:pe.n~eAc~o~n~ Other Professional Services Postage Other Telecommunication Services . ".' . Travel- Airfare Travel -Car Rental Travel- Accornodations/ Hotel Travel - Per Diem .Travel -Miscellaneou~. Dues Train~~.&and Conference F.t:.~_.~~x.t~rn~.1 Other Miscellaneous Charges .Op~r~ting_Su'p~I.ies Books and Subscriptions Computer Equipment Clerks Fig. 1-Total P-Card Spend/or ROC Central (April 2004 -April20J4) P~CardTotal $ 120.94 s .' 166.03 $ 4si.io s. 3,46i68 $ 1 ! 8 ~ 1 : .W $ 7,187.~1. $.. pili41 .s i,914:17 s- .)aeoO , :.$' 15547.00 $ i52:663.86 $.7;40p.58. $1.7511:S0 :$ 475:04 Printi.ng Services Travel -Airfare Trav~i 'Acc~~~dation~i Hotel' Travel-P~r[)ie",- Travel - Miscellaneous Due~. Training and Conference Fee -External Othe'rMi~~~~li~~~~-usCh~rg;; --.- .()pe.ri3!ing_~~p'p.l!es. Books and Subscriptions s.. 'lfs2: $ , '. {0:14.67 '$: . .'..'7,~75.~5. .$.:, ..: . r .302.98 $ :~624.51 .$ ,;.? 5P:oo $.. 9;270.91 F>-~;!;rli. $..2;193.85 Grand Total Purchase rd Review BOC,- .tral 2008 2009 2010 2011 -2012- 201-3- -2014 P-Card P-Card P-Card $ $ $ $ $ $ L , $ $ $ $ 1,391:90 $ 434.75 $ $ 454.15 s 154.27 T 172.48 $ 4,249.63 $ 688.20 $ $ 935.01 $ 157.56 OS 93.05 $ 650.52 s 101.69 s $ 230.00 $ }.l,~~? ,~$ '4,964.00 $- ~,,4S.5()() $ 2.2,749}9 $ i8 ,341 .30 $ 9,309:73 $ 1,532~9. $ 1,63,2.. 37 $ 318.74 $ 185.01 $ Ui.98 $ 75.00 $ s 475.04 s Cle~, $ 12.52 $ $ .~. $ ~ ". ~64:~9 $ $ $ 982.67 s 45.70 $ ? 119.89 $ $ $ 17.25 $ ... " s $ 250.00 ._~_,:l,~!:~_ s. $ 1,<l6.5:00 $ ? ,1~2:9.4 s , $ 1,323.63 ~, ~J ..50? 2. $ 28.02 ~ 670.27 $ 2,193.85 $ $ $ 38,605.06 $ 43,573.92 $ 19,988.64 .P-C,!'d P-Card $ S $ $ $ $ $ ? $ ~... $ s $ $ $- $ - $ ,$ $ $ -$ $ $ $ $$ $ 11388.$: " .. ~ $ $ $.. $ $ $ s.. S $ '_.;~~f- $ $ 5,58531' $333.96$, S---iS.w" .s ;- $~~!e;J .:' .. $:;" $" '::'. ..... . ..... ' . .. ,.".- . '$14;92&86 $ 45,968.51 .s' 63)55.20' $ Key Observations As shown inFigure 1above, P-Card usage didnot beginwithin BOC Administration until 2006. The concentration ofP-Card expenditure occurs within three categories including Other Miscellaneous Charges and Training and Conference Fees - External and Travel Accommodation. Other Miscellaneous Charges was observed to include but was not limited to thefollowing: office supplies; catering for meetings; andother County related expenses. 9Tp age ----~-------------- --- --- ------------ --- DeKalb County Board of Commissioners Purchase Card Review BOC Central During our review we noted 1,607 transactions totaling approximately $257,170 during the April 2004 through April 2014 scope period . Based on the documentation provided, 57% of transactions -W&--StlpflGI=tct--h-t:Gipt~..-r-h-tG:taLtr-aQsactions, for.which.no.receipt.was _ observed, were 684 and totaled $54,952. " Per P-Card policy, transaction logs are to be submitted monthly, include a listing of all transactions and, be signed as evidence of its review and approval. 68% of transactions were included on the transaction logs as directed by P-Card policy. The 564 transactions which were not included totaled $66,122, and were identified as having abusiness purpose. We noted that 32% of the transaction logs provided for review lacked an approval signature as directed by the P-Card policy. This lack of signed approval on the transaction logs were observed as commonplace and occurring frequently within most Districts as well as the BOC Central groups. A global recommendation for this evidentiary measure to be re-emphasized and clarified regarding who is required to do so. The P-card policy states the cardholder's "Department Director" is to sign the transaction log. Further clarification will be provided within the BOC Central groups as to whom will berequired to sign the logs in the stead of aDepartment Director. Finally, we observed 110transactions totaling $20,840 which were not properly exempted fromtaxes per the P-Card Policy . 10 I P a-g.-l:------- DeKalb County Board of Commissioners Board of Commisioners Administration and Clerks EKpense Account ~th~r Pr ofe ssi ona l Services Postage Other Telecommunication Services .Tr avel Airfare Travel -Car Rental Tr~vel -A.~co~o~~ti<? ,nsl H~tel .trevet . Per Diem Travel -Mi scelf aneous Dues Tralning~.. ':'.~So.~!~rence F,:~-Ex~:~.nal Other Misc~.lIan~,? us .s:~ar.~es qp~rati ng ~u~plies Books and S~bscrip~io!",.s Computer Equi pment 'CierkS ~ri nting Services Travel Airfare Travel- A~co.mo.~~.~!~.~.s/ ~~t.el Travel- Per Diem Travel- Miscellaneous Dues Train~~g ~n.d~o.n!er~ry.~.~ F.~- ~ter~~ I O.t~erM~~,~.:.II a~.e~u~Ch,a~.~~~ Op~ratin~ Sl:'pplies Books and Subscriptions Grand Total Purchase Card Review BOC Central 2004 2005 2006 2007 P-Card I 1 PCard%ofl'~Car.d "'1 Ac~ount IP-{:T~'o;,dt':a%I ..;n PCard 1 Account 1P-Card%of p'-eard'Total Spend AccountTotall Total Spend "1 :.Totai Spend Total Total SS.... .. .lF606 :.:9 0 43.... $$. S 2.35729 0% $ $.1 2,1 4D 5 .0r: ; .. ~ .. . $ ... 25.,4~.3:E $ 22,06055 $ n/~.. . .s..$ .~f~...$ 113.88.$ 219.38 $ f':::':;,;tt~~;: .~.. 100.00 .. :~~.: ...L_~~_:L . ~'. 228.60 ....~ $ . 1,8~1'68 ... ~.. S. ~/a $. $ < Y .~. .... t. $ 171.16 $ $ :.7,187,21$$n/a .. j. $n/a. . ..$ ~:s. 246.10 :} $.:> ;;.jI~)..~i s ~ ~ l~ ? . .$. __~La .. $ .' ~... 237.62 .$ .. 22493 's .1;914.11. $$ nj~ . }. $ n(~. ' $... ...$... 60.11: $ $ r 286:00$ Snta. L. .~.. .n/~..~ $ . $ . ~. .'15.~~i7,()(l? $ ..:>!a ? L __47500 O%.L$ ~,7.4:7:2.!. L7,~5~3} $ 152;663.86.~ s 7,427.84 0% ..s ......$. 2~,12.01.4., 0%$5i,? 8S.31 . $ 3~,5o.~,70 8,73~:~8 $ 30.64754 's: .1 ,406 : 5 8 $ S 1,937.06 0% .... ? $ 580.69 0% ... s 333.96 $ 469.21 . 95.12 . $ 2,466.93 t,'; : ! : ~ : : j; ': -i i Cle: 145 ~~ .~. .i' ti~;~:'~~ ::::, ~:5'60 .. ic~~;5:;!} C~:~~:~: : $.::i!'::iiS2 Ii .~. nla$' $ ..~!~.$ .$~~~' ':".$ $ n/a ss ... ' .. ',: ).oz4.6 S $ '. ? nfa$? n!a. ...... $.... $ nia? $ nia $ ... : ' " n B ~~i ~1 ~%::}. J ~~;ti~~; t L : j : s~/"<~A2.~A? ~ n/~ ...$ ..~..~(~ _L} nl........ L . $ nfa $. .'.250.00' $ s n{~.. $..$ .... n!.~.. .$. $ n/~.$..$ nfa L '~,i'-'~2~::,~"Sl::9~3".~8"S~':' ..~ ~ ~;: ii ~~:. J .~ ~;;!j :~: $: ; ,i " .$ $ n/a . $ $ .'};!~ .._ ... L .$ " .f..... $ .$ nfa $.. ','::isi;i1o:i9': .L,;:$,.,---.~,.,-.::.$ ~1.!.2,:::2~6 3:::.6::::4=-:-:--...:.0::.%:......,....J .,;:$,.,..-,.,..-"'7.'=,..:$~3::4:::.6::4.;:S .:=1~2 =~O::.:%::.,. =.L;$~6::.:,0:;:5~8.~75;;-:,.: :::.$-;-::6:::2::;.4,:;19::.;.0:::8=-:,-,.,..-.:.1;:,0%:::,. ,.,..-,L ..: : $-: 7 8 : : : ,8 : .: 2~ 7 .: : .1 ; : ,O.,; .,-! $-,,-'6 : .: 9 " ',3: .: 6 .: .5 : .: : .6 : ..5 .; =,..:1;.:3.;;%--, ..... .. ..:; , " .. ......... : ,,:;:.,,: \ :::.;;-, ..,.,: :',:./.:;:.:,:. '.' :"" :,., ..-.'."." i>~Card. r" Account. I P-{:ard"of Spend ..... . Total Total 0% $ 52% ~. "!/~. s 0% $ 0% .$ 0% $.. 0% s 0% $. n/? $ 0% ? 18% $ 71% s 2% s 0% s 468.80 757.60 Fig. 2- Pi -Card Expenditures as Percentage of Annual Account TotaL l1\Page 0% n/a n/a 0% nla 0% 0% .. n/a n/a 0% 28% 4% 0% 0% -------~ ------------ ---- -- DeKalb County Board of Commissioners Boardof Commisioners Administration and Clerks ~pe':l.s~A~~_o~~t. Other Professional Services .po~t~g_e Other Telecommunication Services Travel- Airfare .Travel -Car Rente I .Tra.v!:~-~~.<:omD~ati~nsl.~ot~1 Travel- Per Diem Travel- Miscellaneous Dues Tr~!~in~.~.n~..~on!e.re~c_~. ~e_e-_~t~rna I .<? ~.~.~r ~i.s:e.!I~n~o~s C~arg.e~... .9.!? ::_~~i~~ ~~I? p'~i_e~. BD~_ks,an,dSu~~.~:j~t!? ~s_.. Computer Equi pment Clerks Purchase Card Review 2008 0% 0% 0% 0% nla n/a nla 0% 97% 350/. 0% 11% PCard ! Account !p.cord %of Spend Total Total BOC Central 2011 n/a, 00/. 86% 79% 70% 3% 99% 720.00 173.03 Pri~~in.~S~~vices $ <12.52 .,$ .. . ? Tr-avel-Airfare .,S . 3,024:67' ~ ~. Tra~el- Accomo~ationsl H~tel .:? . '~7;Q'75_4S' ~ .~ Trovel.PerDiem.$ : 3? ~98$ $ Tr-avel-Miscellaneous $": '624:51" $ . $ Dues S' '- '2.50.00 $ $ .T~a!~jng ~~~~? _~!7~.e~~~ f.~~-=~~~!.~~I .'$': :~~3.7p.~~..~.. ..".? . Clther",!is.cell~n!,o\,-sC!,a-,~es .. $,i~;.$"is: $._ ...._.J .t? p':.r.a~i..n~~.':Ipp.~!~S s: :' '22,495:11: $ s .$' "....:.".2:,1 9 3'. 8'; 5". . ... - .... ~. . - .:::B::::o",ok,~s.::a",n~d.::.5u::b:c.s::.cr:.:.i",pt::io::..:n"" I,"","~"":-? :=~'-j.._ .1 .._... __.. ~~_..__... _.. _.. _,.._ Grand Total S., .2"5'7",17029' $ 16,030.09 $ 227,438.43 . P'CandTotal $i20.9 4 $ 166.D3 $ .... 45110 s .3;46168 $};82168 $ 7,187.21 $ 119i41 }i,;~i~ Sls,547:!J O $1 si,6 6 3.8 6 $ 7,4()6:S8 ,$'l,,7:SB}O' 's 475:04: 2009 2010 PCard I I PCard %of Spend IAccount Totail Total ~. , ~. ~.1l.~!1.~? :~~ .~....~~9 .. L S.? ..... 1 . .L 626.50 .. ~ " _._.i.~ .L_.__ ? .1 .. _ _ _ ..J.. 1 36 .05 $ .._L .....7.~29.... ......L .._..._... _.1 .~..'" .. '.. 1...5.:~~~~.0. $_~~!~~.~~.'!.. ... $. 2~,~.9.5,98 .~-".~~~~ '.~. .1_1.'.~7.1.3.8 .1 .._~ Z~ : ~ l ... _~ 235.38 .$ .~.: .Clerks .... 5% 415% n(a .n/a nla .n/a ..n/a nla n/a n.ta .. f}(a . ..n!a ... r:!l.a_ ... 7% 0% 0% 0% 60% $ ,$ 69.50 .s ~. 209.20 s s 119.60 $ s $ $ s s ? .~ ~,478!2 .~_lP6? !j4 $!,}.05c? 6 ..? ..~.,.~2~3~__.~. ~:~34.72 . $ $ 300.00 . - '$-i~:92886' $ ~ 3'~ ,7 : ; '7 .~ 5 r .~ .t.~~.'7.4~8.5 00/, ... L .L .... __... ..n/~ .. ? 451.10 $.. 2!~1~:~0.. 22% . _~.. 3_2~~~... $. 323.46 100% ~.. 57.~~.S.L_ .1,136:.~.9." 500/, .? .6.0.~,~? L .. 5 ...?.! : .: Q~ 113% J .. ~~: 8!l..1 __. 822.06. 11% $ . . .~S..2!l:L ...~~_.. 100% .L . ~.L.. _..__. '.'!? S 2.7~8:0_0 J .....~"'.40.~4 39% J.~ .1 ,~ 9 .1 .: ~ ~ . _L.. 3~? ~.~~ 54% $ .~~.9c!l.6. __? N.?1 : ~ .5 .. 1 6 % .. $. .J . !:,24~.~. 0% $ $ 1 3,36 9 .09 0% . : .' ci~r~.: , s .$ 151.72 .. 0% $ 1,01~.20 ..$ ~:B7 .~~. 76% $ 2,~58.4~}.. 3,~3.~:~!j. 73% .$ 124.33 ...$ 1,4.0.1:5.7. 9% s 126.50.~. 733.10 17% O. $ n/a . - - . S. 537.60~.... ~,~~? ,? ~.....8% .~ .?c3~ 9 " D 9 .~ ._~ ,g6 ..3~ _,._~ ~ ~ ..$.~1.754.'~~. S 14,178.23: 83% L'$ ";;~~~'9" 0% s45,968.51$ '~9~:447:aS"r 24% ! Account ! PCard %of Total Total PCard Spend $ S s $ .$ . $ 1,910.~0 $. 1!? 11..5? S. 1,530.9! $ 640.91.$ 8 1 0.8 8 . $ . .! : ,4X5 .~ ~ . $2,103,!l7 $ 10.96 $ 370.96 ..... $. 973.63 s 984.63 $ 50.00 S 50.00 . .............. _. $2,? 0~,~.().~ 5 ,~ 6 .2: 04 ? . 3~,895.,~~? 431 551.35. .$ 842.49 $, ..9,173,26 ? 274.00 $ 274.00 . s $ .36,.2~0.49 0% .Cterks . ? $ .$. 1,54~.48 S . $ 4,6~4.~2 .. $ $ 13.06..$ $ 480.76 $ o $ ~ . 2,5 Z6 .?5 .. $ .. 9,0.5.3,09 5. .~? 6():9.!!.~. J !!,.!!l5;90 .. ~4,4663~.S ~~,S.40:13. 1. .? ... 1,o.~6.17 6,085.28 1,9.21.38. . 4:~3~32 747.06 735.56 $ 63,755.20 $ 187,412.34 100% 57% 73% 9% 10'0% nla 0% 800/, 100% 2% 65% n/a 28% 34% 14% 0% 34% .? 120:9~.$ ..3.~,4.2.1,6? ., 0% ..n/~ . .. s 2g:E>.~.? 20.65 100% 0% .. ? ' ~. 110.00 0% 0% $ ? . . n[o. ..:,1 3 S... .? 111.93 0% .$ s n[? S. ... L .. 44.70 0% ..? . $. ... 609.95 0% $ '.S. nja. .S. ..? ~9':7~~ ..3.o.. 0% S .10,!.1~::z.~j~~,90~.66 26% ..$ 682.24... $ 21,7.? 32~ 3% ~. ..$ 119.88 0% $ $ nla Fig. 2~P-Card Expenditures as Percentage of Annual Account Total (continued) 12IPage DeKalb County Board of Commissioners Purchase Card Review BCC Central Boardof Commisioners Administration andClerks 2012 2013 2014 20042014 P.Card Total :~~a~:IACCOUntTota11 P.C;:~:Of. ~~~~t.1:;~Yo~~~tl~':C;~:;~! :~~a~:I A~:~~t $ i20.~4 $ $. 37.,.? ? ~~.~ 0% .J. J ~~,39.1~9 . 0% .? . $ .166.0.3 ..~ _ .. }. . n!..a. .~...L ...;.. ..nja... } $,4~il)P $.J 12.~ooo_: O%J ... ...J . . n!.a ~.. .. $$. .3;~6f(;ij ..~. .....~ .. nj~ .. 2. 1~~.!:~() .J... 1,392:9.0.. ~~~..L 4~~? ~.. ., ,'1,821.68 .$. $_ nLa ~ ~~~2~: S. 454.15 100% ...... L .. }~~-n $7;187:21 ... ? 17248 $ 17.24~., 100% }~,~4~:~-:L.~,24~~... 100% ...L ..68820 $ i;19i:.oil :S.S 96.00 0% .$ .~~~"-~.J ~5.:0.1... ~9~E.... .? 157.56' ..... $$i;9~~j7 ... ~_ ..~~O.S s 93.05 100% .. ~ 650.52 L ~."-? ~....1."-~~.1 ... 1 .q" ,~ . ;'28()'OO J L . . nj.! L ~3.E.O.. S .z.~ 0~ " --~ _.! ~ ~ ?.. _. $.:15,547.00 .s ~,~? ~:OO. '$. .3,,,~,? 0 43% ~.~ ,9 6 .4: 9 q.J.. ~ ,~ .: '2: ~ g.. 60% 2.]!.45 ..~9"-... ~: .1'? 2,6~~:86 $P.7 .4.~ 1 .?$ 33.B?8 : 8 ~ (; 9 ~ ~ ~~24.~3."-. ? ..~~,4...4~.:!.~.. 7 8 %$~ ,?g9 ; ! .3. ...... $ 7,4065~ .J },533c8Q.J J.3()1 '. 3.~ 21.~ .~.!,.G~~:~7...Lg~~2.1B ~3.~.. .L ..~.~~:? 4.: . $ ..; i;758:50 J 185.01 ..~. 1.4E2C!~.. 13% .$ 221.9B.? n~ ~ ~~%_ J ..? ? :2.0 . $ 41~.64 $ $ 599.00 0% $ 475.04' $ 714,.59 66%$ ClerkS' ".' ..~:J ef~:::,: . I p-card %of Total Exp~nseAccount Other Professional Services Posta~e Other Telecommunication Services Travel -Airfare Travel- Car Rental Travel -Acc,omodatio~s/ ~? ~el Tr avef -. Per Diem Tr avel> Miscellaneous Dues Training and CC? ~.f~re~.~.:_~.e~-~t:r.n.al Other Mis~ell.a':l.~'? us Charges . Opera.ti n!1;~~J ? P~.i_~~ Books and S~~scr.ip"~i_ons. Computer Equipment Clerks ':1 .': .. n~ nfa. ...-.... -~!~ ..- .~t!.. _ _ ...nJ! . ! li.'! . nja.. .. n.ta. '!('? ... ~(a .n(a.. ...ofa n/a ..Clerks $ '12,52 ;: Hj;1 ~ s .30298 S624:5J $., 2? p.? O $9270.91 $16)75.09 $,<i2~495'11 :$ . '.:2;'193,85 L_.!3;~~$ $ ...L .. .. $ ? 45.70.? .$ j .? $. $ .~ ,6 .n6 6 : $ .L~"1~3..~4 .$. ...? .],2~2~~. ~ $ 2,193.85 2% .~.......... 2. J5 ~ ~ ~ .~ 0% ... L ..__ . n fa .L _~L _ nL~ ..L~.~~9.9.~. ... ~ t~ ~ _ :.t.nJ ~.. .L. 9J !..~E . 15% .. .L .. ~.... n1..a L.. l~ ~ 9 . 0% 2.. _ . ? ._ , nJ.~.. _. .~ . 17.25 0fa ? .. $ ..... n.!!... ? 250.00 7~859.37 60%.$ .. ..? .. .z" ~ .~ : ?8 " 0% J . ... .!...~.:o..O_. .~0!38lJ !J ... 21%.s ) ? O~!J .O."...~... }...1.:.3~~~~.... l~~.s.~.O~...._ ..l~~.....J .... .z.8 Q2.. .s ~ ~ ~ 8 .2.: .6 3._...Q~ '! . _. L.. 6 2~ : E 2,538.85 86% $ $ 7,020.40' 0% $ Printing.Sef'~ic~s Travel -Airfare Travel -A~~o.m~d.~.~i.? ~sf.~ot~1 Travel -Per Diem Travel -Miscellaneous Dues Trainin~and C? nfe~en.c~.Fee -.~~~.r.n.':I1 Oth.er Mis~~lla.n.e~u~. <;har.l? es Opere tl n~.Sup'~lie~ .~.:'.? ks and Subscriptions Grand Total 778.02 ..... _..__.ryL ~.. _.. ~!.a.__.. .~(L_ _ .nfa . ._ryLa.. . r:!a .. .n/a. ry/a. .nl! . nfa 301.70 143.00 121,499.11 32% $ 43,573.92 $ 166,803.28 ' 26% $ 19,988.64 : $ 38,605.06 . $ s Fig, 2-Pi-Card Expenditures as Percentage of Annual Account Total (continued) 13\ p~------------- DeKalb ounty Board of Commissioners Purchase Card Review BOC Central District Metrics and Breakdown ofP-Card Spend for 2004 through 2014 -By Individual I I ' , , Board of.Commissioners Central Office' Breakdoru by Personnel " , Totall'-Card %of' "TotalP-Card, Transactions -. D'. . I: Spend 2004 thru ' istrlct " " " 2004 thru 20142014 ,:, E. Harris! '216, 13% $ 39,285.87 15% " -,20%., D. McKehzie I ,,,' 280 17% $:,40,967.66 16%<100% B. Sande~s , 404 25% $,<" ',,', 87,861.26 34%;,99%, J . Vinicki! 18% ",:"6i%-;:, ' M. Williams Current Fmployees Total ,:, " ,J 234' T. Sanders **'" A, Atkins*** ".:' .4'" : ;..:. K. Barker* '"'" .247, " 72 E. Day"'** D. Scales" * * Totals ',; ", ';("',,", ***Not,: For individuals for whom no documentation was available through the current district adminisration due to retirement or having been under a prior administration, we attempted to contact them via mail to inquire of documentation availability. At the time of report release, no further documentation was obtained or made available. I I A.Atkinl, " Other M*cellaneous Charges $ 456,19 100% ,,'j', "Tot~i ;' -, I General Observations Between March 9, 2009 and May 6, 2009 there were 4 transactions totaling $456.19 for which there were no transaction logs or receipts. The composition of the charges included office supplies and a meal. Although all activities appear to be County related, without accompanying receipts reasonable assurance cannot be determined. i " Total %,of KBark~r Spend i " Other M isceJ laneous Charges $ 27,565,72 100% Operating Supplies $ 24,74 0% Total $ 27,590.46 14 I P age I __ 1---1-1_1 __ I DeKaib <rounty Board of Commissioners Purchase Card Review BOC Central.. General Observations Between September 7,2006 and September 16, 2010 there were 247 transactions totaling $27,590.46 for which th1erewerenotrankaction logs or receipts. The composition of the charges included office supplies, postage, meals and catering services. Although all activities appear to be County related, without accompanying receipts reasonable assurance cannot bedetermined. ExtendJ d Review Details A p-car1 holder from2006 through 2010, we noted that 177transactions or 71% of all purchases made during the scopeperiod for Mr. Barker were for food and catering services. I EDay I '. TotaL. '%of ': .. Spend' Other M i~cellaneousCharges I $ 6,441.25 74% OperatingSupplies I $ 1,209.95 14% I Books an~Subscriptions I $ 1,002.51 12% Postage I $ 31.50 0% I j, ... , Total ':.0- $,::: .<8,685.21 General Observations I I Between November 26, 2007 and March 26, 2009 there were 72 transactions totaling $ 8,685.21 for which there were no transaction logs or receipts. The composition of the charges included operating supplies, postage, and other miscellaneous charges, which include meals, office supplies, and books and subscriptions. Although all activities appear to be County related, without accompanying receipts reasonable assurance cannot bedetermined. E. Harris' :. ". $ 31,788.28 81% Other Miscellaneous Charges Operating Supplies $ 5,265m 13% Printing Services $ 12.52 0% Training and Conference Fee -External $ 2,080.00 5% Books and Subscriptions $ 140.00 0% .Total .. '$. '39,285;87 General Observations E. Harris's P-Card activity represented 15% of the overall Board of Commissioners Central Office expenditures andcomposed 13%of the transactions. The concentration of her P-Card expenditures was in support ofthe office in Other Miscellaneous Charges and Operating Supplies. Extended Review Details The following itemswere noted: 15 I P age I II DeKalb jount y Board 01 Commissioners Purchase Card Review . soc Central G There were 45 t iansactionstoting $4,596.16 that werenot evidenced by transaction logs. G ~tappeared that f4 transactions totaling $4,546.16 didnot have transaction receipts. o There were.3trarsac~ions that were not ~roperly exempted fromsalestax per the P-Card policy. Q 58transactions tere Improperly categorized. All trantetions were obrrved to bebusiness related. . I I Total .%of D. ,McKe~zie .; ..... .-,', . 'Spend Other Telecommunication Services $ 451.10 1% Travel -Airfare $ 958.30 2% Travel -Car Rental I $ 662.15 1% Travel -Accomodations / Ho el $ 4,148.38 9% Travel -Per Diem $ 1,158.05 3% Travel- Miscellaneous $ 310.69 0% Training and Conference Fee External $ 8,148.00 18% Other Miscellaneous Charges $ 25,362.53 56% Operating Supplies I $ 3,592.99 8% Books ane Subscriptions $ 452.01 1% Computer Equipment $ 411.45 1% Total' .. ;. .. , '$ , .,.4~,655;65 .,. General Observations D.McK nzie's P-Card activity represented 16%of the overall Board of Commissioners expenditures and compOSe!:i117%of the transactions. The concentration of her P-Card expenditures was in support of the office in Other Miscellaneous Charges, Training and Conference Fees and Travel. Extended ReviewDetails We noted the following: It There were 5transactions totaling $289.41 that werenot evidenced by transaction logs. It There were 19transactions that were not properly exempted fromsales tax per theP-Card policy. It 124transactions were improperly categorized. 8 Included in the Other Miscellaneous Charges of $25,363, it was noted that 84 transactions totaling $12,473 was for food and catering services for commission and staff meetings. All transactions were observed to be County business related. 16 I P age I I I I I DeKalh County Board of Commisslorters Purchase Card Review BOC'Central B. Sandel" . Total %of Spend Other Professional Services $ 120.94 0% Postage I $ 20.65 0% Travel- M scellaneous $ 698.33 1% Dues I $ 300.00 0% Other M isJ ellaneous Charges $ 47,872.87 53% Operating ,upplies $ 19,715.69 22% Books andISubscriptions $ 2,327.85 3% Computer Equipment $ 63.59 0% Travel- Airfare $ 3,024.67 3% Travel -Accomodations I Hotel $ 7,975.45 9% Travel -Per Diem $ 302.98 0% Training ~d Conference Fee-External $ 7,190.91 9% .. ... ~9,OU93. Total~ -.': """:>:':.'. '$": .. .. .. I . General ObservatIOns B. sandek P-Card activity represented 34% of the overall District expenditure total and composed 25% of the transaction volume. The concentration of her P-Card expenditures was in support of the office in Other Mi~ceJ )aneous Charges and Operating Supplies. Review of Other Miscellaneous charges totaling $47,872 tCluded: fP Office supplies, printing &minor technology costs for $6,065 during the scope period. Q Commissioner meetings, community events and related catering/food costs approximately $22,200. GO Other travel and conference costs over $10, I 00. G Government professional association fees, reference materials, minor technology and other related costs. Extended Review Details We noted 2 transactions totaling $53.40 for food/meal expenses in 2009 that did not have transaction receipts available. These expenses were included ontransaction logs and reflect minor costs. We observed aP-Card expense of $2,500 for aCounty event held at the Fernbank museum in Oct 2011, which appeared to exceed the $2,000 recommended transaction limit. This expense was for County business activity. We observed 77 transactions totaling $13,909 which were not properly exempted fromtaxes per the P- Card policy. These transactions were for supplies, food, and other costs. They had supporting documentation and were for County business. 17 I P age I I DeKalb J untv Board of Commissioners-Purchase Card Review I BOC Central' T. SanderJ .1 Total %of Spend Other Miscellaneous Charges $ 260.00 100% Total $ .: 260.00 General Observations Between J anuary 20, 2009 and March 18, 2009 there were 2transactions totaling $260 for which there were no transaction logs or receipts. The composition of the 2charges was other miscellaneous charges, which included meals and supplies. Although all activities appear to be County related, without accompanying receipts reasonable assurance cannot bedetermined. $ 309.22 Postage $ 113.88 2% De-Scales . %of /rotal. -: .. .Spend, Other M iscellaneous Charges $ 4,47l.96 91% 7% Operating Supplies Total I General Observations Between ~Ugust 17,2006 and December 8, 2006 there were 48transactions totaling $4,895.06 for which th t tion lozs or recei t II '(on of the charges included postage, operating d printing services, and meals. Although all ying receipts reasonable assurance cannot be ere were no ransac IOn ogs or receip s. le composm supplies, and other miscellaneous charges, which include activities appear to be County related, without accompan determine d. ~~.. ' ...... " "~." '.: ......... '.. %of J . Vinickl ..... :(,::; .. ~. ,;::'Trital"'-'~ '''S~pend ........ "..:.: .. :.....: .: ::.>.. Travel -Miscellaneous $ 24.00 5% Other Miscellaneous Charges $ 105.02 23% Operating Supplies $ 289.86 65% Books and Subscriptions $ 29.98 7% Total '.:. ' .. $,' {:",::':.448,86 General Observations 1 . Vinicki's P-Card spending represents a minor amount, less than 1% of the overall Board of Commissioners expenditures and compose of 1% of the transactions. The concentration of his P-Card expenditures was insupport of office operating supplies. Extended Review Details All transactions were observed to beCounty business related. 18 I P age DeKalb lountv Board of Commissioners Purchase Card Review _.& > M. Willi msill Total .%of Spend Travel- irfare $ 2,503.38 5% Travel -d:arRental $ 1,159.53 2% I Travel -tccomodations / Hotel $ 3,664.63 9% Travel -,er Diem $ 189.57 0% Travel- o/riscellaneous $ 1,553.66 3% Dues $ 230.00 0% Training and Conference Fee -External $ 7,399.00 16% Other Miscellaneous Charges $ 30,534.95 65% . Total .. .. '. $, , '47,234:72 '.', General Observations M. Wil~iams' P-Card activity represented 18%of the overall District expenditures and composed 20% of the traIlsactions. The concentration of his P-Card expenditures was in support of the office in Other Miscellaneous Charges and Training and Conference Fees. Extendkd Review Details We notld the following: e There were 59transactions toting $5,872.05 that werenot evidenced by transaction logs. III It appeared that 123transactions totaling $12,587.03 didnot have transaction receipts. e There were 14transactions that were not properly exempted from sales tax per theP-Card policy. III 37transactions were improperly categorized. e Included in the Other Miscellaneous Charges of $30,534.95, it was noted that 170 transactions totaling $23,043.73 was for food and catering services. The remaining charges were for travel, parking, airline tickets, automobile rentals, andticket upgrades .. 19 I P age I II DeK,Ib CI untv Board of iOmmfSSfOne.-s Purchase Card Review ..Boe Central'-" . Non p-Crd Expense Rerew During the scope period df 2004 -2014, we reviewed invoices fromlarger volume BOC Central vendor activity td ascertain the nature of expenses or services provided. All paid vendor invoices reviewed were identified as a County bJ siness related expense Of service. The vendors provided a variety of services including the following: IgraPhic design, public relations consulting, travel services for County staff, printing, tatering for govfrnment meetings, technology equipment suppliers, office supplies, government staff prof ssional trainin~, research, financial consultant services and other services. No unusual activity was noted for thevendor invoice activity reviewed. For the pllfPose of this J ;1'eport, a vendor is classified as a person or business receiving payment from DeKalb County through the Accounts Payable process. Employees (i.e. Natasha Kennedy) submitting reimbursement requests through the County's Oracle IExpense System for expenses incurred while conducting County businiss are shown as vendors. '$$Ti>tal, .... ':"':" ' ..I~v'ojc~s~:.\ ~:.,,:; ~~:;::t-:~<~~.i~:e:~~telLU:i~:':::-:.~:.~ ." :' '. ...' '.'# of::. Board of Cojrunissioners-Admtnis lration.Top Vendors byD~tl~.:s(F~ 1in;;j,,20'O '7*prii'i9i4)~';:i;'voke~ BANK OF AMERICA NA 281 61,050.86 June 2009 thru April 2014 MUNICIPAL CODE CORPORATION 28 39,993.07 February 20091hru April 2014 GRANlCUS INC 38,847.14 October 2011 thru December 2013 DEA UINFORMATION SERVICESCOMPANYINC 10 37,26450 October zul l thru August 201l OFFICE DEPOT INC 563 25 ,m.8 9 April 2009 Ihru April 2014 APPLE COMPuT~R INC 10 10,690.00 May 2011 March 2012 NA TASHA K K$<INEDY" III 10,375.97 February 2009 thru April 2014 DELL MARKEflNGLP 20 10.200.99 May 2009 thru February 2011 ASI SYSTEM Im-EORA TION INC 22 9,830.91 October 2011 thru January 2014 BARBARA H SANDERS" 60 9,027.46 March 2oo9thru April 2014 tESIA HARRIS' 21 7,837.50 March 2012 thru Septerrber2012 A XIOM CORPORA rton 7,500.00 J une 2012 6,890.00 October 2011 A DiVINE EVENT Total 1,139 275,286,29 BANK OF AMljRICA NA 1384 s 194,137.02 J une 2004 thru April 2014 KPMG I J s . 125,360.00 February 2008 thru March 2008 XEROX CORP I 38 s 72,155.37 May 2oo8thru J uly 2011 OFFlCEDEPOT INC 2303 $ 54,189.33 J uly 2004 thru April 2014 GEORGlASTATEUNlVERSITY I s 48,000.00 J une2010 TOSHIBA BUSINESS SOLUTIONS GEORGIA 38 s 39,714.42 J une 2011 thru April 2014 PHYLUS MITCHELL 13 s 37,049.67 March 2012 thru AugusI2013 GRANTCUS INC I s 32,387.00 Oclober201l CORPORA TETEMPS INC 60 $ 30,550.06 September 2004 thru J anuary Z008 UNlVERSITYOFGEORGlA CARLVINSONINSTUTUTE 11 $ 29,213.00 Augusl2oo5thru J anuary 2014 IMA CATERlNG 57 s 28,615.60 J une 2oo91hru J une 2010 MA:>..1MUS FlNANCIALSERVICES lNe $ 27,790.00 J uly 2008 thru J anuary 2009 MARRIOTT HOTEL SERVICES IN DBA WARDMAN PARK MARRIOTT 22 s 26,720.03 March 2oo51hru March 201l DELLMARKEflNG LP 42 s 26,585.00 J uly 2005 thru October 2013 A SHlEE WRIGHT' 29 S 25.072.50 March 2013 thru April 2014 DECATUR ATLANTA PRINTING 43 $ 17,983.74 December 2006 thru April 2014 Total 4,048 s 815,522,74 *Note: We identified persons who worked for the Districts on atemporary or consistent basis without the classification of full time DeKalb County employee, These individuals were identified as having a 1099 filing with DeKalb County and are considered professional service providers. Where available, we reviewed a sample of their invoices and noted the description of professional services to include: IT services, professional writing and public relations consulting, website design and maintenance, and community organization and strategy. 20 I P age DeKalb ountvBoard of Comtnisstoners Purchase Card Review **Note: We identified iull time employees who incurred County business related expenses which were submitter through the q::ounty's Oracle IExpense System for reimbursement. District personnel can submit i~ems for reimbllrsement directly for approval through the Accounts Payable system. These expenses are not Purchase Card initiated transactions, but instead out of pocket expenses which are submitted with support+g documentation, and reviewed by the Accounts Payable Department using similar Slingent .: to ensure they arevalid prior to approval and reimbursement. Comme ts for Each Ve. dor I Bank of America NA e Amount is for tLal payments to Bank of America for Purchase Card expenditures during the scope period. I Municipal Code corporttion iii Government ordinance updates and on-line accessibility services were provided by Municipal Sode Corporatioh fromFebruary 2009 -May 2014. Total vendor payment activity was $39,993. j le vendor invoFe activity ranged from$50-$4,782. Wereviewed two invoices fromSep 2013 ["r $5,655 and J anuary 2014 for $2,187 for ordinance updates and internet accessibility. Xerox C rporation , e ~ffice equipment, copier services &maintenance wereprovided by Xerox Corporation fromMay 2 f 008.- May 2011. Total vendor payment activity was $72,155. The vendor invoice activity r nged from$287 -$1,903 for copier &equipment useand maintenance. KPMG e Professional financial services were provided by KPMG from February 2008 - March 2008. Total vendor payment activity was $125,360 for these professional services. The vendor invoice activity ranged from$10,080 -$61,000 for these professional services. Corporate Temps Inc. iii Administrative services were provided by Corporate Temps Inc. from September 2004 -J anuary 2008. Total vendor payment activity was $30,550. Thevendor invoice activity ranged from$56- $1,240 for these administrative services. University of Georgia Carl Vinson Institute e Government operations, municipal best practices, professional development courses and training was provided by University of Georgia Carl Vinson Institute for County staff fromOctober 2005 - J anuary 2014. Total vendor payment activity was $29,213. The vendor invoice activity ranged from $160-$14,000 for education andtraining services. Granicus Inc. e Information technology, hardware, software and vote cast support services were provided by Granicus Inc. fromFebruary 2009 -December 2013. Total vendor payment activity was $71,234. The vendor invoice activity ranged from$851 -$32,287. We reviewed 2 invoices fromOct 2011 21 I P age I, I DeKalb runty Board of CommissionersPurchase Card Review . .... ... . BOC Central ror $32,287 for hardware, software services and aFeb 2013 invoice for $8,085 for vote cast and r0ftware services. D ealt Information I e Information technology services were provided by Deau Information fromJ uly 2007 -November t 023. Total vendor payment activity was $37,265. Thevendor invoice activity ranged from $40- 18,686. Wereviewed anAugust 2013 invoice for $7,130 for IT support services. Maximt rFinancial Services a Consulting services were provided by Maximus Financial Services from J une 2008 - J anuary 2009. Total vendor payment activity was $27,790. The vendor invoice activity reflected 3 payments of$9,263. Marriotj Hotel Services (D BA W ardman Park) e Meeting accommodations, hospitality and catering services were provided by Marriott Hotel ~ervices (DBA Wardman Park) from March 2005 - March 2013. Total vendor payment was $26,720. Vendor invoice payments ranged from $297 - $1,487. We reviewed 2 invoices from 8ept~mber - December 2008 for $1,386 and $510 respectively for BOC meeting catering ~ervlces. D ecatu Atlanta Printing rrinting services were provided by Decatur Atlanta Printing fromDecember 2006 -March 2014. ]Total vendor payment activity was $17,984. The vendor invoice activity reflected a range from ~25-$2,442 that aligned to the printing volume andproject scope. JMA Catering e @ Catering services were provided by J MA Catering from J une 2009 - J une 2010. Total invoice payment activity was $28,616. The vendor invoice activity reflected arange from $180 - $1,036 based upon the BOC event and attendees to accommodate with catering services. A D ivine Event e Catering services were provided by A Divine Event during October 2011. Total vendor payment activity was $6,890. Wereviewed the October 2011 invoice for the catering service provided ona County volunteer recognition event. Toshiba Business Solutions of GA $ Computer equipment and support was procured with Toshiba Business Solutions of GA from J une 2011 - August 20l3. Total vendor payment activity was $39,714. The vendor invoice activity ranged from $672 -$1,309 for pc equipment. D ell Marketing e Computer equipment was procured with Dell Marketing from May 2009 -October 2013. Total vendor payment activity was $36,785. The vendor invoice activity ranged from $36 -$2,058 for pc equipment. 22 I P age DeKCl'tb County BoardofCommissioners Purchase Card Review BOCcentral-e- " Apple Co 'Puler a echnology equipment was procured with Apple Computer fromMay 2009 -March 2012. Total v ndor payment activity was $10,690. The vendor invoice activity ranged from $158 -$4,792. ereviewed aDecember 2011 invoice for $599 for anI-pad tablet purchased. Office D '! lot III ~ffice supplies were purchased with Office Depot fromApril 2009 -April 2014. Total vendor il~voicepayment activity was $79,967. The supply invoice activity ranged from $12 - $759. SfPp1y expenses are customary for County operations. Georgia State universitylFoundation e Research and consulting services were provided by Georgia State University Foundation in J une 2010 for $48,00~. The services were paid in 1vendor invoice for $48,000 for apersonnel study conducted in2010. A ' C l ' XLOm orportui on III eeting minutes recording and imaging services were provided by Axiom Corporation in October 2011. Total vendor payment activity was $7,500 for this invoice, We reviewed this ~ctober 2011 invoice for recording and imaging themeeting minutes. ASI sysJm Integration 'Ill rj1formation Technology and systems professional services were provided by ASI System Integration from October 2011 - J anuary 2014. Total vendor payment a.ctivity was $9,83l. lendor invoice payments ranged from$250 -$5,697 for these services. 23IPage