Trinity County Grand Jury
• 2009-2010
Trinity County Out-of-County Travel Policy and Implementation
⚠️ Translation Notice: This content has been automatically translated. The original English text is the official version. Translation may contain errors.
⚠️ Este contenido ha sido traducido automáticamente. El texto original en inglés es la versión oficial. La traducción puede contener errores.
Findings and Recommendations 3 findings
F1
The Committee determined that in one instance, through the expense report approval process, that travel had occurred without documented authorization from the County Administrative Officer.
Related Recommendations (1)
R1
Although the expense report approval process by the Office of the Controller caught this violation of county travel policy, it should be noted that the expense report approval process also allowed, in one instance, the payment of an expense report without approval of the Controller. While these could be isolated instances, it cannot be assumed to be so and, therefore, a probability exists that unauthorized travel could be paid by the County. To preclude this from happening, all expense reports should be submitted with a copy of the approved travel request. The county travel policy should be changed to reflect this requirement.
F2
The Committee found that in one instance an expense report had been processed without the required approval signature of the Controller.
Related Recommendations (1)
R2
The processing of an unapproved expense report resulted in payment to the employee. The expense report was in fact a legitimate submittal and did not result in a loss to the County. However, combined with Finding 2, a loss could happen, the least of which is the time lost correcting the errors in the County financial records. A review should be made of the process for reimbursement for travel by the Office of the Controller and changes implemented to preclude this in the future.
F3
The Committee found that approval of travel was made by as much as 6 months prior to the travel requested. Although this is not a violation of the travel policy, it does limit the County Administrative Officer's ability to manage discretionary spending on a month-to- month and quarter-to-quarter basis. This is a particularly relevant requirement in these difficult financial times for the County. 4
Related Recommendations (1)
R3
The County policy on out-of-county travel approval should be amended to include a maximum as well as minimum time in advance. The Committee recommends that this maximum be 90 days.
No Responses Found 2
Government entities assigned to respond to this report. No response documents have been linked in our database.
Trinity County
County
Trinity County Board of Supervisors
Elected County Office