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07/22/1999 Audit
�II ' i ! J l AUDIT REPORT OF MONROE COUNTY SUNCOM & CELLULAR TELEPHONE CHARGES JULY 22, 1999 GOUNTY !t OOM J M�Cu:QG � 1. _l • Prepared by: Internal Audit Department Clerk of the Circuit Court Danny L. Kolhage, Clerk Monroe County, Florida N.ooen GOUNTyc,�V •. I If: • N f 'Id 44 .........•• OP- 9 e annp IL. laoujage BRANCH OFFICE CLERK OF THE CIRCUIT COURT BRANCH OFFICE 3117 OVERSEAS HIGHWAY MONROE COUNTY 88820 OVERSEAS HIGHWAY MARATHON,FLORIDA 33050 500 WHITEHEAD STREET PLANTATION KEY,FLORIDA 33070 TEL.(305)289-6027 KEY WEST,FLORIDA 33040 TEL.(305)852-7145 FAX(305)289-1745 TEL.(305)292-3550 FAX(305)852-7146 FAX(305)295-3660 July 22, 1999 The Honorable Danny L. Kolhage Clerk of the Circuit Court Re: Audit of the Monroe County Suncom & Cellular Telephone Charges Dear Mr. Kolhage: The Clerk's Internal Audit Department has completed an audit of Suncom and cellular telephone charges for Monroe County telephone system users. The purposes of the audit were to determine the degree of compliance with management's established procedures, evaluate the completeness and effectiveness of those procedures, evaluate compliance with statutory requirements,and appraise the effectiveness and efficiency of operations. We would like to thank the Information Systems Department and Office of Management and Budget for their cooperation and time while conducting the audit. The Suncom system is used by the County, and all Constitutional Officers. Information Systems has policies concerning the documentation of the use of the Suncom System and cellular telephones, but has to rely on the cooperation of all Monroe County departments, Commissioners, State Agencies and Constitutional Officers. Information Systems and the Administrator has informed departments many times of their obligation to document long distance phone calls, including the need for written approval of each internal phone bill. Our examination revealed that 74% of users logged their Suncom calls and noted their public purpose, only 70% contained written approval. In Attorney General Opinion No. 068-12, it states that vouchers payable with public funds should contain sufficient information to determine whether the payments are authorized. Complete logs provide documentation for the public purpose of calls and appropriate authorization, thus lessening the likelihood of paying for unauthorized calls. The audit report and audit were completed with the assistance of Patrick Blaney, CPA. The accompanying audit report is provided for your information. Additional copies of the report will be provided upon your request. • Sincerely, Sandra L. Mathena, CPA Director of Internal Audit cc: Board of County Administrators (5) James Roberts, County Administrator James Hendrick, County Attorney Kirk Zuelch, State Attorney John Carter, Director of the Office of Management and Budget Sandee Carlile, Clerk's Finance Director Robert Nelms, MD, Medical Examiner Ervin Higgs, Property Appraiser Harry Knight, Tax Collector Theresa Westerfield, Court Administrator Paulette Ettachild, Legal Services Maurva Greene, External Auditor AUDIT REPORT OF MONROE COUNTY SUNCOM & CELLULAR TELEPHONE CHARGES TABLE OF CONTENTS Page I. SCOPE AND OBJECTIVES 1 II. METHODOLOGY 1 III. BACKGROUND 3 IV. CONCLUSIONS 4 V. AUDIT FINDINGS A.Suncom Network Charges 1. Suncom telephone logs 6 2. Incomplete and nonexistent telephone logs 7 3. Overcharges on extension call detail reports generated by Information Services 9 4. Suncom calls made from vacant positions 11 5. Suncom calls not matched with extensions 12 6. Overcharges due to extension listing errors 13 7. Suncom reimbursements for personal calls 14 8. Local calls within the County dialed incorrectly 15 B. Cellular Telephones 1. Cellular telephone logs 16 2. Reimbursements for personal calls on County cellular phones 17 3. Medical Examiner's Office personal use of cellular phones 18 4. Incomplete cellular phone policies and procedures 19 5. Florida Prompt Payment Act compliance 20 6. Taxes paid on Medical Examiner's cellular telephone bills 21 VI. EXHIBITS A.Attorney General Opinion No. 068-12 A B. Suncom Audit Information B C.Monroe County Telecommunications Procedures 4401.2 C D.Monroe County Administrative Instruction 4403.1 Use of Cellular Telephones D E. Sample Suncom Log E F. State Attorney's Response F G. County Attorney's Letter G H.Suncom Overcharge Analysis H I. SFWMD Cellular Phone Acknowledgment I Pinellas County Cellular Phone Procedures VII. AUDITEE RESPONSE AUDIT REPORT OF MONROE COUNTY SUNCOM & CELLULAR TELEPHONE CHARGES I. SCOPE AND OBJECTIVES A. At the request of the Monroe County Clerk of the Circuit Court, the Internal Audit Department has completed an audit of Suncom and cellular telephone charges for Monroe County telephone system users. The scope of this audit included the review of activities associated with Suncom and cellular phone usage. B. The audit objectives were to determine the degree of compliance with management's established procedures, evaluate the completeness and effectiveness of those procedures, evaluate compliance with statutory requirements and appraise the effectiveness and efficiency of operations. II. METHODOLOGY A. The following personnel were interviewed during the audit to obtain information about Suncom and cellular telephone charges for Monroe County departments: 1. County Administrator 2. Senior Director, Office of Management and Budget 2. Senior Finance Clerk, Office of Management and Budget 3. Telecommunications Specialist, Information Systems Department 4. Systems Analyst, Information Systems Department 5. Accounting Specialist II, Finance Division 6. Medical Examiner B. The Internal Audit Department reviewed the following documents: 1. Monroe County Administrative Instruction 4401.2 2. Monroe County Administrative Instruction 4403 3. Monroe County Administrative Instruction 4403.1 4. Monroe County Extension Call Summary Reports 5. Monroe County Extension Call Detail Reports 6. Florida Department of Management Services Suncom invoices 7. BellSouth Mobility bills 8. Florida Statute Chapter 218.70 Florida Prompt Payment Act 9. Monroe County Audit Report Telecommunications Southern Bell Long Distance Charges I C. The Internal Audit staff examined a sample of Suncom invoices and BellSouth Mobility bills for the following attributes: 1. Lengthy calls 2. Multiple daily calls to the same number 3. Calls during lunch periods 4. Calls outside normal business hours 5. Other unusual calling patterns 2 III. BACKGROUND A. Attorney General's Opinion No. 068-12 Florida's Attorney General has indicated that vouchers for payment of public funds should contain sufficient information for the paying agency to determine whether the requested payments are authorized by law. See Exhibit A. B. Suncom Long Distance Telecommunications Service Monroe County participates in the Suncom network which provides communications services to political subdivisions of the State pursuant to section 282.103, Florida Statutes. The Florida Department of Management Services bills Monroe County monthly for Suncom usage. Management Services' policy asks agencies to audit their Suncom bills regularly. This is to note any differences, and to control unauthorized use. See Exhibit B, Suncom Audit Information. C. Suncom Reports Generated by the Information Systems Department The Suncom bills received from the Department of Management Services do not specify which County extensions used Suncom. Monroe County's Information Systems Department generates monthly extension call detail reports listing all Suncom calls made by each extension. County telephone users reimburse Information Systems for their Suncom charges based on these monthly reports. County management is comparing other long distance providers' prices and billing features with Suncom's to determine whether changing providers could eliminate the need for these monthly reports. D. Administrative Instruction 4401.2, Telecommunications Procedures Since January 30, 1997, Monroe County Administrative Instruction 4401.2 has required department%heads to verify long distance calls billed to their departments. The Administrative Instruction does not specify how the verification should be done, nor how it is to be documented. See Exhibit C. E. Administrative Instruction 4403.1, Use of Cellular Telephones Since July 28, 1998, Monroe County Administrative Instruction 4403.1 has provided that cellular telephones are for official and emergency use in the field. Utilization of County equipment for personal gain or convenience violates County policy and Florida law. See Exhibit D. 3 IV. CONCLUSIONS A. Monroe County may be paying for unauthorized Suncom telephone calls. Logs of Suncom calls and their purposes would provide evidence of calls' authorization. Management should require documentation of all Suncom calls. B. Internal Audit reviewed the April 1998 logs and requested complete logs from the departments which had either incomplete logs or nonexistent logs. Some departments/agencies did not comply with our request. C. Telephone system users have been reimbursing Information Systems excessively for Suncom service since February, 1997. The basic Suncom rate since then has been $.074 per minute, but Information Systems has been charging $.10 per minute. These overcharges subsidize Information Systems' budget while overstating the users' Suncom expenditures. D. Use of certain telephones with Suncom access is not controlled, with the result that Monroe County may be paying for unauthorized calls. Sixteen extensions at vacant or empty positions had Suncom charges totaling $63.35 in April, 1998. Unless a compelling reason dictates otherwise, management should eliminate long distance access from unsecured telephones. E. Fourteen extensions cannot match the Suncom calls on their detail reports with their Suncom logs. Their telephone system does not identify which extension they are using when they access Suncom. To fix responsibility for Suncom use, Suncom logs should be reconcilable with detail reports. F. The extension call summary report places three extensions in the wrong departments. This causes those departments to overpay Information Systems for Suncom charges. It also results in misstating the affected departments' telephone expenditures. G. Of the reimbursements we saw for personal Suncom calls, almost three-fourths did not identify which calls they were paying for. Identification of reimbursed calls lends assurance that users are paying for all their personal Suncom calls. During the audit period personal call reimbursements averaged $76.79 per month. Since the audit period personal call reimbursements have increased reaching $380.14 in October 1998. However, this does not change the fact that State policy forbids personal use of Suncom, and that such use, even when reimbursed, may be an unlawful evasion of state and federal taxes. H. Telephone users have been using Suncom to make calls within the County. Some employees are unaware that these are local calls with no additional charge. Suncom 4 I I charges stem from time used, even when calling a local number. To avoid unnecessary Suncom charges, callers should use local lines for calls within Monroe County. I. Monroe County may be paying for unauthorized cellular telephone charges. Logs of cellular phone calls and their purposes would provide evidence of calls' authorization. Management should require documentation of all cellular phone calls. J. Personal cellular phone calls are authorized in emergency situations only and must be documented. They do not serve a public purpose and may represent an unlawful evasion of state and federal taxes. K. The Medical Examiner does not keep phone logs to determine which calls are business and which are personal. For fiscal year 1998, Internal Audit requested the Medical Examiner and his staff to indicate personal calls on the phone bills. This analysis by the Medical Examiner's staff revealed $562.40 of personal cell phone calls. L. Cellular phone policies are incomplete. They do not address the loss or replacement of the phone, recovering the phone when an employee terminates, or when cellular phone use is appropriate. M.The Florida Prompt Payment Act in Chapter 218, Florida Statutes requires timely payments for all purchases by local governments. Some employees did not return BellSouth Mobility invoices to Information Systems until months after the invoices' due dates. Employees should approve and return cell phone invoices as quickly as is reasonable. N. BellSouth Mobility invoices Monroe County for federal, state, and county taxes on the Medical Examiner's cellular telephone bills. Monroe County does not owe any tax on cellular phone service. The bills address Dr. Robert J. Nelms instead of the Medical Examiner's Office. 5 - V. AUDIT FINDINGS A. Suncom Network Charges 1. Suncom telephone logs Findings: We examined the April, 1998 Suncom logs for the county's telephone extensions. We could not determine whether Monroe County was paying for unauthorized Suncom calls. Our examination revealed that 74% of users logged their Suncom calls and noted their public purpose. Only 70% of Suncom invoices contained written approval. In Attorney General Opinion No. 068-12, it states that vouchers payable with public funds should contain sufficient information to determine whether the payments are authorized. Complete Suncom logs provide documentation for the public purpose of calls and appropriate authorization, thus lessening the likelihood of paying for unauthorized calls. See Exhibit E, Sample Suncom log. Recommendations: 1. Monroe County management should require callers to document the public purpose of Suncom calls. 2. Management should require written approval of Suncom invoices. County Administrator's Response: 1. Information Systems and the Administrator has informed departments many times of their obligation to document long-distance phone calls, including the need for written approval of each internal phone bill. It is not entirely clear what actions the County Administrator can take if independent agencies or Constitutional officials decline to complete phone logs or sign internal invoices for whatever reason. 2. Information Systems will continue to remind departments and independent agencies of the requirement of written approval of Suncom invoices. 6 2. Incomplete and nonexistent telephone logs Findings: Discussions with County employees revealed that not all departments/agencies complete monthly Suncom logs as required by County policy and State regulations, despite numerous calls requesting this information. We reviewed the Suncom logs sent to the Office of Management and Budget for April, 1998. We requested complete logs from the departments which had either incomplete logs or no logs at all. The following departments did not comply with our request for logs: a. State Attorney's Office - 0 logs for 57 extensions b. County Attorney's Office - 1 log for 10 extensions c. Guardian ad Litem - 0 logs for 3 extensions d. Marine Projects - 0 logs for 1 extension e. Trial Court Staff Attorney - 0 logs for 1 extension f. Legal Services - 3 logs for 4 extensions g. Property Appraiser's Office - 13 logs for 32 extensions In his Opinion 068-12, dated January 25, 1968, the Attorney General indicated that vouchers for payment with public funds should contain sufficient information for the paying agency to determine whether the requested payments are authorized by law. Also, the Auditor General has found, in his 1996-1997 audit of the South Florida Water Management District, that: "The District did not maintain telephone logs or other records to document the authorized public purpose of domestic long distance telephone calls billed to the District during the fiscal year ended September 30, 1997. The Auditor General recommends that the District develop procedures requiring the documented public purpose of domestic long distance telephone calls. The District should use this documentation to perform audits of domestic long distance billings." The State Attorney's Office response to our request stated that "The State Attorney's Office is not able to complete the phone logs as completely as you would like due to the confidential nature of our business." See Exhibit F - State Attorney's Response. The County Attorney stated in a previous memo dated November 26, 1997 to the Telecommunications Coordinator that "This Office has been exempted from the phone-log requirement for several years. Given the minuscule long distance bill which we typically have (this month, $34.80), the productivity which would be lost by requiring highly-compensated professionals to log each of the hundreds of brief (average 3 minute) calls emanating from this Office, and the attorney-client privilege which attaches to many of our communications via telephone, that long-established policy is still sound." See Exhibit G - County Attorney's Letter. 7 Since the responses of the County Attorney's Office and the State Attorney's Office lead to legal questions outside the scope of this audit, they should be resolved through appropriate channels. The Clerk's Finance Department needs to receive adequate documentation of the public purpose of the long distance calls in order to fufill their duties when paying the invoice. All telephone users should maintain telephone logs to document the authorized public purpose of Suncom calls. Recommendations: 1. An Attorney General's Opinion should be requested regarding the minimum documentation sufficient to assure the Clerk's Finance Department that payment of the State Attorney's and the County Attorney's long distance charges is authorized by law. 2. Management should develop procedures to document the caller, the party called, and the public purpose of each Suncom call. 3. Internal Audit will review periodically the list of extensions without Suncom logs. County Administrator's Response: 1. Handled by Finance Department. 2. Information Systems requires a telephone log, which identifies the caller, party called, business purpose and signature of employee. This was implemented in 1996. 3. Handled by Internal Audit. 8 I 3. Overcharges on extension call detail reports generated by Information Services Findings: We compared the April and June 1998 Suncom bills to the extension call detail reports generated by Information Systems. This comparison showed that Information Systems is charging $.10 per minute while Suncom charges $.074 per minute. There were other incorrect charges noted on the itemized call detail reports as follows: Florida Department of Management Services Information Systems Suncom Invoice Extension Call Detail Cost Per Minute In-State .074 .10 Out-of-State .074 .074 Canadian .20 .10 Directory Assistance In-State .40 .25* Out-of-State .45 .60 800 Calls Information. 0 .50 800 Call 0 .10 Cost Per Minute Beeper# 0 .10 Cellular# 0 .10 * In-State directory assistance was changed to $.48 in June 98. Suncom changed the rate per minute to $.074 in February 1997. The Florida Department of Management Services informed Suncom users of the rate change. The new rate appeared on all subsequent bills from Suncom. An analysis of the Clerk's bill for April 1998 revealed a total overcharge of $92.38 which is 27.14% of the total bill of $340.35. An analysis of the State Attorney's bill for June 1998 revealed an overpayment of $177.89 which is 26.76% of the total bill of$664.84. See Exhibit H, Suncom Overcharge Analysis. The extension call summary report generated by Information Systems should reflect actual Suncom charges. Recommendations: 1. County Management should ensure that the extension generated bill is corrected without undue delay. 2. The Florida Department of Management Services Suncom monthly bill contains a summary page of the actual costs charged per minute which should be reviewed on a monthly basis for any changes. 9 County Administrator's Response: 1. The internal billing rate has been changed to match the Suncom rate. 2. Information Systems will change the internal rate to match the latest reported Suncom rate, with the exception of international calls. These international calls are billed at a slightly higher rate and it is not feasible to track these separately with the existing dual billing system. 10 4. Suncom calls made from vacant positions Findings: • Our examination of Information Systems' April extension call detail reports disclosed that ten extensions labeled "VACANT" had Suncom charges totaling $51.10. Telephone system users reported that another six extensions, with charges of$12.25, were at unsecured desks or counters. Without responsibility designated for these extensions, we could not tell if these charges were authorized. Good controls protect against paying for unauthorized calls. Suncom access should be restricted from uncontrolled telephones. Recommendations: 1. Management should eliminate Suncom access from unattended positions. County Administrator's Response: 1. Information Systems will request that long-distance calling ability be blocked on unattended positions. 11 5. Suncom calls not matched with extensions Findings: Users of 14 extensions could not match logged Suncom calls to specific extensions, because their individual telephones have several different extension numbers. These users may access several rotating Suncom extensions from a single phone on a next-available basis. Nothing indicates which telephone made which calls. This obscures responsibility for Suncom use, resulting in loss of control over Suncom charges. If the telephone system identified which extension number were being accessed, then users could match their Suncom calls with their extensions. Recommendations: 1. The telephone system should allow all users to identify their Suncom calls. County Administrator's Response: 1. The Northern Telecom SL1 PBX's used by the County have the ability to track originating extension call data and the internal billing software currently does likewise by registering the first extension number (bottom button) on all calls originating from that station. 12 6. Overcharges due to extension listing errors Findings: We found three extensions listed in the wrong departments on the extension call summary reports. The report lists Public Defender extension 3585 as Judge Taylor, Animal Control extension 4541 as Administration, and Facilities Maintenance extension 7117 as Emergency Management. Since departments reimburse Information Systems based on the summary reports' amounts, the inclusion of incorrect extensions results in excessive reimbursements, and the undercharging of others. The Judiciary, Administration, and Emergency Management overstated their telephone expenditures, while the Public Defender, Animal Control and Facilities Maintenance understated theirs. Recommendations: 1. Information Systems should change their extension call summary and detail reports to charge departments only for the correct extensions. County Administrator's Response: 1. The finding cited three listing errors for over 1,000 phones or about 0.3% error rate. Information Systems is reviewing the information flow from departments to telephone manager to computer programmer necessary to update the internal call database. 13 7. Suncom reimbursements for personal calls Findings( Our review of Suncom revealed 65 reimbursements for personal calls made during the three-month audit period. Of these, only 17 (26%) identified the calls for which they were paying. Personal long distance calls on Suncom are not authorized, according to the Florida Suncom directory. Such calls do not serve a public purpose, and may represent an unlawful • evasion of state and federal taxes. During the audit period personal call reimbursements averaged $76.79 per month. Since this audit began, the Finance Department reports these reimbursements have increased, reaching $380.14 in October ($648.43 in December), 1998. Monroe County Administrative Instruction 4401.2 (4)(D) states "Staff is also notified that personal calls from their desk are discouraged and are allowed in emergency situations only. Charges for all calls of a personal nature are to be reimbursed to the County with the checks made payable to Monroe County Board of County Commissioners (BOCC)." Recommendations: 1. Monroe County management should educate telephone system users regarding the prohibition against personal Suncom calls. County Administrator's Response: 1. Information Systems has sent numerous memos reminding employees that Suncom can only be used, on a reimbursement basis, in the case of an "emergency" and that all calls, including personal calls, are to be logged. There is some difference of opinion as to what constitutes an "emergency." Administration will clarify what defines an "emergency" and include this definition in the Administrative Instruction and subsequent training/education. 14 8. Local calls within the County dialed incorrectly Findings: Our examination of the April extension call detail reports disclosed that many employees are using Suncom to make calls within Monroe County. They dial `8' instead of `9' to get an outside line. Suncom charges are based on time used, even if a local number is called. There is no charge for local calls dialed using '9'. Discussions with some of these employees revealed that they were unaware that it was a local call if they dialed '9'. Suncom charges for calls within the County totaled $149.92 for 2,026 minutes in June, 1998. Palm Beach County and Pinellas County provide their employees telephone instruction, such as when to use Suncom versus a local line, and the proper way to fill out the telephone log. To avoid unnecessary Suncom charges, telephone users should dial `9' for an outside line, not `8' for Suncom, for calls within Monroe County. Recommendations: 1. County Management should communicate to Suncom users that calls within Monroe County should be dialed as a local calls. County Administrator's Response: 1. Information Systems has sent numerous memos regarding this issue. We will explore the possibility of reminder stickers for the phones, new employee orientation training and computer enforcement through the PBX. 15 B. Cellular Telephones 1. Cellular telephone logs Findings: We examined BellSouth Mobility cell phone invoices for the audit period. Due to these calls' lack of documentation, we could not determine whether Monroe County was paying for unauthorized calls. Our examination revealed that 86% of users logged their calls, and 70% noted their public purpose. In Attorney General Opinion No. 068-12, it states that vouchers payable with public funds should contain sufficient information to determine whether the payments are authorized. Monroe County Administrative Instruction 4403.1 (4)(A) Use of Cellular Telephones states that "It is the intention of the Board of County Commissioners to provide cellular telephones for official and emergency communication use only. The cellular telephones may be utilized for personal telephone calls BY EXCEPTION ONLY and must be documented." Complete cell phone logs can document calls' authorization, and reduce the chance that Monroe County is paying for unauthorized calls. Recommendations: 1. Monroe County management should require employees to document their cellular phone calls and purposes. County Administrator's Response: 1. The inherent utility in cell phones is in their mobility. Cell phones are frequently used while driving or walking. Furthermore, a significant amount of cell phone traffic is in receiving calls, rather than originating calls. It may be impractical to require pen-and-paper logging under these circumstances. Additionally, newer technology combines paging, e-mail and voice telephony in a single device, further complicating logging requirements. Information Systems and Administration will investigate possible flat-rate cell phone billing and/or other options to pen-and-paper documentation and promulgate rules accordingly. 16 2. Reimbursements for personal calls on County cellular phones Findings: Our review of cellular phone invoices revealed 11 reimbursements, totaling $104.87, for personal calls. Personal cell phone calls do not serve a public purpose, and may represent an unlawful evasion of state and federal taxes. Monroe County Administrative Instruction 4403.1 Use of Cellular Telephones states "Monroe County has provided cellular telephones for official and emergency use in the field. Utilization of County equipment for personal gain or convenience is a violation of County policies and Florida Statutes." Recommendations: 1. Management should educate telephone system users regarding the prohibition against personal calls. County Administrator's Response: 1. It may be possible to secure flat-rate cellular phone billing, obviating the need for individual call reimbursement (see answer to B.1.). For example, logging of calls and reimbursement of per-minute charges are not necessary on ordinary business lines used in the County. However, until flat-rate billing can be arranged, Administration will change Administrative Instruction 4403 to clarify that cellular phones can only be used in "emergencies"and eliminate the "EXCEPTION" wording. 17 3. Medical Examiner's Office personal use of cellular phones Findings: Our review of the Medical Examiner's Office cellular telephone invoices revealed personal use of cellular phones in fiscal year 1998 that has not been reimbursed. The Medical Examiner's Office does not keep logs to determine which calls relate to medical examiner activities and which are personal. The County may reimburse expenditures for public purposes only. The Medical Examiner's total cellular phone bill for fiscal year 1997-1998 was $4,038.68. We requested that for fiscal year 1998 the Medical Examiner, the Assistant Medical Examiner, and the Diener indicate from memory which calls are personal. This analysis by the Medical Examiner's staff revealed $562.40 of personal phone calls, both local and long distance. Our audit report of the Monroe County Medical Examiner's Office, dated July 14, 1997, also noted personal use of cellular phones. The Agreement between the Board of County Commissioners and Robert J Nelms, Jr., MD, states "Medical Examiner shall be responsible for repayment of any and all audit exceptions identified by County or its agents or representatives. In the event of an audit exception, the County's obligation under this Agreement shall be reduced if the exception is ascertained prior to the termination of this Agreement. In the event there are insufficient moneys due to Medical Examiner at the time of identification and notice thereof to Medical Examiner to cover the amount of audit exception or the Agreement has terminated, Medical Examiner shall reimburse County for the amount of the audit exception." Proper documentation should be kept on all phone calls made from a cellular phone. Recommendations: 1. The Agreement with the Medical Examiner should incorporate the Monroe County policy on cellular telephone usage. 2. The Medical Examiner's Office should reimburse the County for the personal calls. County Administrator's Response: 1. This is a contract issue. The County Attorney's office will examine the Medical Examiner's contract with the County for this issue. 2. Same asB.3.1. 18 ' I 4. Incomplete cellular phone policies and procedures Findings: Available cellular telephone procedures are incomplete. Administrative Instruction 4403.1 does not address the loss or replacement of cellular phones, recovery of phones from terminated employees, or when cellular phone use is appropriate. As an example, the South Florida Water Management District requires an employee receiving a cellular phone to sign an acknowledgment which notes the phone number, serial number, and District guidelines for cellular phone use. Pinellas County requires cellular phones to remain at the work location during non-working hours. See Exhibit I. Recommendations: 1. Monroe County management should prepare cellular phone policies and procedures, and distribute them to appropriate personnel. County Administrator's Response: 1. Information Systems maintains a database of all cellular phones, the user, and location. All requests for cellular phones are reviewed by Information Systems and approved by the County Administrator. This procedure will be reinforced by specific procedural changes in Administrative Instruction 4403. 19 i 5. Florida Prompt Payment Act compliance Findings: Timely payments for all purchases by local governments is State policy, expressed in the Florida Statutes. Also, Monroe County Administrative Instruction 4401, item (4) H. requires timely approval of telephone bills. To determine if payments are timely, Section 218.74, Florida Statutes stipulates invoices to be "marked as received on the date on which it is delivered to...the local governmental entity." Information Systems has not been dating BellSouth Mobility invoices upon their receipt. Some of these invoices have been returned to Information Systems months after their due dates. Recommendations: 1. Information Systems should mark the date on BellSouth Mobility invoices upon their receipt. 2. Employees should approve and return the invoices as soon as is reasonable. County Administrator's Response: 1. Information Systems currently date-stamps cellular invoices received. 2. We will include an acknowledgement document, signed by all employees receiving cell phones. 20 6. Taxes paid on Medical Examiner's cellular telephone bills Findings: BellSouth Mobility invoices Monroe County for federal, state, and county taxes on the Medical Examiner's cellular telephone bills. Monroe County is not obligated to pay tax on cellular phone service. The BellSouth Mobility bill addresses Dr. Robert J. Nelms rather than the Medical Examiner's Office, even though Monroe County owns these three cellular phones. In fiscal year 1998 Monroe County paid taxes of $470.90 on the Medical Examiner's cellular telephone bills. Recommendations: 1. The Medical Examiner should direct Information Systems to have all taxes removed from his cellular telephone bills. 2. The Medical Examiner should request a refund from BellSouth Mobility for all taxes paid in error. County Administrator's Response: 1. The Medical Examiner purchased his cell phone in his own name, not the County's. Therefore, BellSouth treats this as a taxable account. The County Attorney will review the Medical Examiner contract for this issue. 2. This is also a contract issue and will be reviewed by the County Attorney. 21 VI. Exhibits Exhibit A Attorney General Opinion No. 068-12 • S. II • .i, I ";., i i;'' ,I ' 180 BIENNIAL. REPORT OF THE ATTORNEY GENERAL , I ,I 'r • IIIr• ,``• i"•� •If �, ., County and partly in another county, concerning which the court re- I I•je ,! I. I marked that: 16etb : ;; '. ' A taxing district is not covered bythat concernlb��:Provision f the said dletrlcli.'" r 11 constitution requiring that all officers be elected by the people :1 1� ��` �I or appointed by the Governor, consequently the legislature is to publicise •1"' ] I at liberty to require that bond trustees or supervisors of such of the pub :: • •r•_a i• q been mad. ( ;', ;,, 'r �� I districts be designated in other ways, and that voting In said''�.i i districts he limited to property owners, expenditure‘;:,;, , _• !, �I� I reach the conclusion that the members of theg for rho ujd`"i'� Il of the Jacksonville Port Authority are neither atetc nor countyofficers, I..I ' I i+y within the purview and intention of §27, Art. III, State Const., and T 1t . I, • therefore are not required to be either elected by the people or n public of '• p J i pointed bythe p p- expenditures governor. The extension of the term. of 2 members of must pr 7 I the governing board of the Jacksonville Port Authority, for a period of Th ondlturoa'`'�• II j I time within the span of 4 years from the date of the extension by the Tho phr ,• • '• I!�I I legislature, was on authorized legislative 'appointment and was valid. anseL.ment oil Ill I Question 2 is answered by holding that the extension of terms enactment I lif l therein mentioned were valid. piled lbori�.:.'• . flue wilt "l 068.12--January 25,1968 ! ( must bea • r either dl 1: .. Pi • PUBLIC FUNDS—TAXING DISTRICTS out the :,. II +I I EXPENDITURE FOR ENTERTAINMENT PURPOSES—NECES- that to 1p , • ; I i, SITY FOR LEGISLATIVE OR BUDGETARY AUTHORITY that the p ` I Art. 1X, e , • I•i To: Enle9t Elliann, Lugfsfnt4ur Auditor, Tnllaknerace hoptla , I'I QUESTION: npprovil;': + . The • .`, :II Are expenditures of district funds by the Central and so to Ch. 11 I' I I ern Florida Flood Control District and the Southwest Florida op7Nll ! I )Ii D1nnaRement Di.ytrir.t for entertainment purpoaeq 1CgalT Irk Your letter of Oct, 30, 1967,and the several audit workpaper tabula- dl�trlats,• ,; j lions attached thereto, to tea' � pose rho question of, the legalityof rho items aura,au ,.• L. • fl'1l 1•. • of expenditure marked with a red X on the coven,l workpaper tabu- funds �•I •I lations mentioned above. The items marked with red X's indicate ex- by e•i,i penditures from the funds of the Central and Southern Florida Flood byad thai., • i'! , Control District and of the Southwest Florida \Voter Managemcet adea.. ,., ' I•I District, each of which operatesunder 1 primarily in accordance with Ch. �` 1 d• 978, F. S., In the cooperative state and federal effort for flood and under •;I . water control for the purposes mentioned in §378.01, F. S. I!JI The items marked with red X's on the said audit workpapers appour trot I, to hnve been for expenditures for the entertainment and benefit of to ,t •,h ;1a I . i numerous and divers persons, officers, groups, etc., who doubtless arc , � '� '"•I:I interested in and concerned with the works and operations of the dis- works•.,,( tricts mentioned. These items concern the purchase of meats, beverages, ra�lA. yl' I I I'hi soft drinks, and other items doubtieen used in connection with the enter- t• ,++ ) tainment of state and federal officers and agents and others, evidently pond!- �� I for the purpose of acquainting such persons with the operations and jltwf 1 , I�� ' purposes of the said districts and probably with the view of enlisting; I. ?' ,,i;lip , their assistance in obtaining appropriations from the legislature and of. c ' the federal congress. These purposes do not clearly appear to be au- I '' I theorized by law, based on the information before us. Lack of detailed explanations concerning the validity and true purpose of such ex- Pt: ;penditures ralees questions concerning the districts' authority to use II` public funds for such purposes, 11 � " • ,III EI. 7% 4, 'i,' .3', • It 1 • .i _ BIENNIAL REPORT OF THE ATTORNEY GENERAL 181 •' 1 • .. • u -- re- I gather from the information before me and general information concerning the operation and ndminlstratiun of districts generally, that said districts have been making expenditure* from public funds designed to publicize their operntiona and activities and to obtain the good will Ala of the public. There is also some indication that expenditures have c` been made from public funds in order to obtain the good will of the I c legislature and of congress when appropriations are considered. Other " expenditures probably take on the color of lobbying to obtain advantages for the said districts. • • board This office, in connection with the question of what expenditures by • • ' i rs. public officers will be deemed authorized oli'icinl expenditures and what , ,nd expenditures will be deemed unauthorized expenditures by public officers, a- JP- must proceed on the theory that §4, Art. IX, State Const., prohibits all ors of expenditures except those made pursuant to appropriations made by law. - r,'.d of The phrase, "appropriations made by law" means expenditures expressly . I :he authorized by law, that is, under the'express authority of a legislative id. enactment or nn express constitutional provision, end expenditures im- ms plied therefrom as being necessary for the carrying out of the legisla- tive will. Before an expenditure may be made from state funds there must be a specific appropriation authorizing the expenditure in question, either directly or by clear and specific implication necessary for carrying , out the express appropriation. It was held in the Justices' Advisory Opinion to the Governor reported in 166 Fla. 48, 22 So.211 398, text 400, :CS- that the phrase. "appropriations made by law," contained in said §4, •F - Art. IX, State Const., means an act of the legislature adopted by both houses and approved by the governor, becoming a law without his ' • • approval, or passed over the veto of the governor. , ,e. • The flood control and similar districts operating under and pursuant . to Ch. 378, F. S., are required to operate under and pursuant to an • • operating budget established and adopted under and pursuant to §378.28, F. S. Budgets made and adopted by the flood and water control `+ •• . • districts, operating under or pursuant to Ch. 378, F. S., must conform li . . . . • fibula- to the applicable statutes and laws and provide for expenditures which arc authorized by applicable etnlutes and laws. Expenditure° from ns funds of the Central and Southern Florida Flood Control District must �+ U. be expenditures authorized by applicable statutes and laws, as well as ' x- by the annual budget of the said district, or special budget, made and • . good adopted under and pursuant to statutes and laws applicable thereto. �I ieneht These district budgets ore comparable to legislative appropriations made `id under and pursuant to snid §4, Art. IX, State Const. The general powers, duties and obligations of the said flood con- ' veer trol district and water management control district. are set out generally r� lt.of I in §378.01, F. S. These powers, duties and obligations relate directly I !v - to to the establishment, construction, operation and maintenance of the II Awoks of the said districts for the uses and purposes mentioned in & °- said §378.01, F. S. Some statutes and laws establishing districts, boards, ij' ' s' agencies, etc., contain specific provisions authorizing the use and ex- 1 ' M� penditures of portions of their funds for hospitality, entertainment and id I other specified purposes, which provisions tend to indicate that specific I�I legislative authority is required when expenditures are not normally pert I gd tg and parcel of the general administration and operation of the business .I 4 i..isu.. of the district, agency or office. • . ailed An examination of the following opinions of this office: AGO 046-163, r of Tune 25, 1945, 1046-1946 Biennial Report of the Attorney General • ee p. 242; AGO 049-636, of Nov. 4, 1949, 1949-1950 Biennial Report of the I I f • Attorney General p. 180; AGO 054-93 of Apr. 19, 1951, 1953-1964 !ji c !. Biennial Report of the Attorney General p. 143; AGO 050-156, of May 21, i II • Oct 28 'r 15:00 P.04 il 16.. , •: I, ' Ili. 1 ��is j•.• 182 BIENNIAL REPORT OF THE ATTORNEY GENERAL `'`; I) Vi, -- i . • — • • ;•.II !I i II,i.l 1956, 1965-1956 Biennial Report of the Attorney General p, 664; AGO ';'!I 'r1�i ,;• 058-305, of Nov. 10, 1958, 1957-]958 Biennial Report of the Attorney i du• i,•• ,;I,r l: General p. 867, together with lettere to Harry R. Chadwick, Jr., on rcr �-i; •'�;j 'i - May 6. 1958; James Jackson, on Nov. 3, 1965; C. E. Duncan, on Co 1 �: Jan. 12, 1066; Jack P. Fitzgerald, on Feb. 2, 1966; John L. Burns on 1 Co 1l Feb. 17, 1067, and others, reveals that usually in the absence of specific -r' i II', yCh j ; legal outhority, expenditure of. public funds for hospitality and enter- .'. ry ' toinment are not proper expenditures horn public funds. See also r and fo i i r S e. opinions of the Sup. Ct. of Fin., in Jacksonville v. Oldham, 112 Fla. I capital ,���'I. 502, 160 So. 619; Loeb v. City of Jacksonville, 101 Fla. 420, 134 So. specific r' •r„l:, 205 and others. In many of the recent statutes or local laws, as well an unable ''t Iy,I in amendments of existing atatntes or locirl laws, specific and express transft provision has been made by the legislature for the expenditure of public Coast. : I ,, Th i 1: �,i, funds for purposes of hospitality and entertainment by tha district, V, Sth�'• 1 ill' authority, commission, agency, etc., which ]cads to the suggestion, If rl 1 not the conclusion, that the legislature in ankh inatences, must have other + 1 'J • I i I deemed legislation necessary before public funds may be used for pur- courts • "lhi . poses of hospitality and entertainment. Normally, the creation and County 7;i., establishment of a flood control district, a water management district, of the • ' generally, would not of itself indicate. I Suprcn i j;; a drainage district and districts ?, Il.. the need of carrying on extensive programs of hospitality and enter- Fl• 1 ,, I wi tainment and similar programs, unless there be inserted in the charter, • Supren'` or other applicable statute, a specific provieinn therefor. Normally, the I of coot 1 1 • creation or establishment of a flood control district, or water manage- 1 of app. r I; i I : meat district, would riot of itself pex- Ili. or less Iput the public on notice that an I judges i ten ilve advertising campaign or hospitality and entertainment programs f • wero intended. 1 any cr l', i : i crimin. � Vouchers for payment of public funds, whether state, district or I for cat • , , ,slit county, submitted or to be submitted to the paying agency should con- paying i y, preauditors or or civi • �.�, thin sufficient information for the agency, or its perforr i ,.i i. officials and tho postauditor to determine whether the requested pay- direct. • I,i ment is authorized by law. Doubtless, in many instances the purposes 1 court r 1 ' l;' for which payment is requested will appear, without explanation, (rein It I•' • 1 . the face of the voucher; however, in many other instances the legality 1' i''i of the payment requested will not appearjurisdi •• I�; 1 q from the, face of the voucher. I•' E County i, : I i I• n those instances where the legality of the requested payment is not ar ,,: ,1 lit. readily apparent to the paying agency the paying agency is justified ! opp, c • 'I' .1 11 in turning down the request for payment or requesting clarification. I jurisdi -' The person i snuing the voucher for which rpayment is obligated to cast such j jurisdi ' •; vouchers.in such language ns will indicate to the postauditor or the must f ;• public the legality of such payments. I would r 1 ; Whether the particular items of expenditure marked on the ac- •I, •;, r 1i your 1 conipanying audit work papery are warranted under the heading of under ' . '; i.f 11�'1 • "promotion" (§378.411, F. S.) is n judgment which further information havin( I! should support. U • • I•' ' !+ Florid. 068.13—January 25, 1963 j• udge] `': ( 1 COURTS I that p I• I.: 1 i ; I • ASSIGNMENT OF JUDGES BY JUSTIOE OF SUPREME COURT— I and Ini , , I JURISDICTIONAL REQUIREMENTS—§2, ART. V, STATE ' ''' I ` CONST., AND FLORIDA APPELLATE RULES of Flo it. '1( I jurind • II To: D. E. Whit,'ey, County Judge, Surasnea trial c 1 l . II •it • I i QUESTION: ' r.,+w .. . ., , A ;. ,y ;.v 1, I ?_;;te r. . ., ,. l 4.?r, �` —. „awasa+arrrr.cr-Ili-w•_-_ _, -•„_. e • -.... .-.. . Exhibit B Suncom Audit Information _IJI II 1,,..111,_I I I 11.11 I.., I (17,•._11.1tlii01,',...,,;'..i Lit.l z."..J '40 II ...I ':?*'•::::.s:r": 1:17.:r..:74!... litTIPRIi. 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' ... . • 1 ::: ',:•" Building,4030 r:/...:.:.•.;:::',''',1!..";:il.:'.:.:-.,1::;4:: : ;•;:.Suite4•2601,.1,4•.:L.....!. ;:., ,..:,.....,...,...,.,..!,.„,.... i•,:::•:,i;.-.,. ;•,•y.!i.'..t•;,;.?',;',.'.',',..'...;-.!'.[.„.; ..:.,•,. • •M.• • . . •• . :..s....- ... • .!. ..-•',,,,..,.1,,,,:y...••• '.',...2:;;',,i' •;•;",1!:i:MEis./10RANDU . . .,'..:;!..':::!1:::•••c`•• •••••,(4!..',...;,,,,,:!,,•:-;!:•:,',-.;:.........,....s!.',. •:•,.., .'. ...•.• - ''..• • •-.,'.::..-...•:••'!...;....•:-..::'•. .•:•••..';•," :::•,..,',...7.'.'•4•*',.:."!./'n •-!,..•.'•.••.- • • •,:-. .: •.• !,•••' . ,,,i.,.-., .....;,..,.., ..•••,-J..,;1.,:;.;;51.0;;..,... - .. ...4';•••1.,ss..... .;' -•.•••• : .:- ..... ..... '. ,.;•:. .. .. .!.. .....•,.,.:i,i.:: ...: :...:. ...:: -.. ...q.•,......,.•,,,...,••:,...,...:.•..:::-....: . ,.. '.. • : ...• -,... ..,,i•:..,.-...• •I••:'".••"..... ..{1.,p14.!..!!'iii•TO•!•-';!'.... .'.. • SUNCOM.BILL.RECIPIENTS:!....4.'i'..t '•'•,!".:,'...1.14.'1:-.. --1:. '......:••:-.. -. .. . ,.. •::-,• ..- ...:.•.,. ....-:..vi,,.. I • .••• •:••:,.,:•••••.,... ' ''';•.i'.:..4-:;1.:.•iid.'i-• n•'.• ;•,;:-.••••-i•.•:•,... ' . ..,. • •‘•;"'' ••:i.;,•••'..",.1,--7••••••:;4...,) •;',. 'i'. -",...' ••, ,:':' ,'.:-::•;-:?!..,....::ii-: - .. ...... ••••..• .. :'...,•.-•.;' .''.,..;.:;:;.. - -,,,:-.....,,,.::: :......... •• .. • . '••,...'-•'••••••,•,•is.,,,....'. ','; ': "•'..,..'.;•;;;•., :.•;:!-:'•••,.....Y.,.,•FROK' ': LINDA NELSON, ACTING:DIRECTO ' . .•:',:::":!•....e.!. ..:-.:...:1.• • :,. .y. •• - '.',..'...r....,;,!.........,.. •••••••:•. ;.•'?.:•-••.3.... • INFORMATION TECHNOLOGY PRO . .' -M.. .:'....-... -.. •-• - -',-•':••••" - .' ir,...'-:",.'il.'.. .n.... ..;,,.!•,Ai...-1.:".-.• - - . . • . . .. • -. ... . •... ;Jr.::.:,.e.•,•,•,,••.....:....,-:.1.••••.,....i,..:...,. • : - . , ....,:.,...,...q.....!-... • .. . i 1:':i',i...!,..DATE?,•,•.•••• '•-•;••.... SEPTEMBER•15,:.1997.:,...!.. • ....:......-1. : , ., •.:•.•::,-,...,...;•...,.,::...........--...,;,';.... . - . :......,:.;•-•:....:.-....: ..,..:•,•!',..,,,,i1--:.,, : . . . ....,.... Ic .,..!:-..'...!•,...:•::,...!...::..... :•,',ri.,.•• 'IF ''.• 1'' ::-;, " '....;'•. .' ' -•:-'OBJECT . '... •"• • • ' ' ..•'''''' .•'' .1' "'••" :. ''•"••iTi'•'S. '.. IMPORTANT.FACTS REGARDING:Y:pUR!SUNCOM BILL,'•.••••..••:-- : ,.....;i•••;;!•...,..:-... ...: • '•• •••:••....:.•:•''::: .n:•'•i.-h;,,,,..:.•‘,,!.....„. • ... 3., ,.. -_ •... ,.,...,,,.;,,,f.!!....'•• •.- •••- . . • • • ..••.- — • - . . . • . . ._ . !.:.-f'•- ,.:!:r.'..;:,•:. • .. i• : •• ,-. ••• .! • . I. it'•:-•,iPh•Acpntinuing,!basis,!,we receive numerous.calls from,,SUNC.OM users and accoOnting....:... s• .....2.:••••:..•••-.'.. ;.•,.....is....:•.'7,:.,-bffiC *th.questions;•concerning ruleS...,.;;CostS,,and.,inforrtiation:i.On hoW•the,systern!Works,.•etc .. .•. - : ....•. .1.... 'i-0:;%•;.liiii4ihOie..that the following FACTS will help you to understand your bill and the services • - .••• s.:. ..." providedby this office. • • -. • •..,. .. . . .. ... . . . .,...,..--.... :,:...,..„:.! •.:.••••.'.!..•••••r,'::..e.i.,'.f'...7'.'4.:..•..!.:!';:::', .. 1; :: ';..... .:''."..•'•,.;;; ...::1..:..,...'•-•The policy of the•Information Technology Program;•Customer Service Sectionisto..ask,... • "........'J..... ".' •••••';i:..: ;',':-•.1'.•;.::,' ...... agencies to:.audit their.SUNCOM bill on a.regular basis This is to note any .:.. .'. '...-.. . - :. . ' .::...,.. . ..... •. i . .-.. . ...•.:c:discrepanciesiand.to;control,.non-authorized usage Please.use.th .;,..foiiowtFig:4 •' ''':.:." - suggested guidelines as criteria in performingaudits•aimed at identifying abuse . ..... ....,..,..,..1., • -;.-...i.... ...:,.-,;...-,.i.i.li.:SUNCOM•seivices:•..*... •••••• ••• .! •-...... .....:••• ..-*. • - i•-•-T ...4•.! .. •,'".' ,'. :. - * •••.::. :•'•: ... "• :::::;:.!?,:,::.;: ' '. : • : . :.''.-•... '.:.''''.i.','' '"''':'. -::i..1;'ii.';:*•;.•-,...•. ,.: t '....1. -. . ' •; :'...' ''•'. ...;'.•... . . '."1 :: • ';:'.- .:•:;',.......;.:.c.'...',::',....,;,"2.... . •'.'••• ...'.-.r" . ••,:'.1;',:.'•:.",•:•.;:.'..;• .•. •..; . :...1.'i:--•,..:-.....- - •'-:-••'.......''...:h...i:*'',.: ..: ''..a.::' . • MULTIPLE CALLS TO THE SAME NUMBER-Ttftee•callSwithin..the...saMeday• ! ....'-',....,... .......•,....,.'VA, ...' to the same number or more than 21.calls a month to the.same.number. 1 ,. !.. ::-.,:.';"Inf. • 4 • . . - ..I, •.::!..,!:..,1.:'• ''. •b.. ..• LENGTHY CALLS -Calls greater than..30,,mlnytes;':. .•. .• .........:`••• I... ••••..•:.:!:::.:-.'"'•••••.'''''':..;••..',•.:',..'....••'..':•:',;:11;:i . . . . . . .. . . • - • • ..• . • . .. . • • • '•••i!•;-,;:',.',..'''. .:•'',..... y•:•-•';c-.,............ OUTSIDE GEOGRAPHIC.AREA .Calls madeto.;area codes not•norTOallY";,t;j'I.:•• • .•:.:4,1•'' . ::•••••••:,;:ei':'; -i',...":1:...i•J„:....,...1,:-... ..,;,',..•••-!:.:0•••:•-••.• •. - ....•. • •• .. . .• • • • . .. , ......,.. .1,•••‘:.,..:,,..,-„•.:,• .•..:. ;• . included in your agency's daily business.. • • • . • . .. . -.. .... ..,.2•••:.,,,.*.f.....,...•••:!1,.....'.,;.......!..i.... ...(,.,,.,... :,...: i,f,,-.••.•'. : . . • .. . . . . . . . . . . .. . . . . • : ::• •..1... .; ....•.'!::...... .,s.i.',.......:f.,....-:•.,••„.4.:-; . . . s_• ;•••••••• ;.....',...••••!•••• • . . azi....•.,...:•••-•.:OUTSIDE NORMAL YVORK.HOURS -.:CallSirriade..before.•andafter!y.0,4r.nomi'al.,.F... ,.............;,i,i7....!,;:..,. • ..,, • •...- . :.• 's:,i',7,'•:,;i?i::,''.'31.,n't•••"-•:•• •'P v•••••• •:•;-'-ibusIneSs•hours,'"Lengthy calls made during lunch or.break periods,th*Ptirrie•i';j:!•••.:::-. '..i..• '...,."1.”.:••.:,,•;•'••,.,':ikt'...•••1•1..'.,.1'..i.',.• .,.-',,i,. :.candidates forabuse:::,,.. -., • - •.- • •• • ....• •.:;:' •••••:.•-..': ,•:,i•.'.., - • •••• •,.,:' ••••••• •,••1.:7;,.: ........?•••';'.,:i-1•,. .;";',:'''....,*-- •...`,.. ••••-.."•.--: • • - • ...• . :...:. ' ,.•s; .1' I I'':•••''• • ' •• 1::';"••'";r: :0:;''..: :.,-- e: • SPECIFIC TELEPHONE'NUMBERS - Numbers which appear not ref.atecito.. . .. . : ...:, official business. . , • • . . • • . ...'.. •. • .. :. , ..• • .•• i . . .. . • - •• .••••• .., . . . . . •%•••:,;",,..•(;•;'. . r. . .. . ..-,.);::.,...::::.i.,:.. .1.J'.;..;,.:•..iF,..:.,...,•,,/i,iii....1.:,::,..,,,,..,1•.!ii,.".1,4;•tic:.c. . :•..• .• ili:crlai Papa:j-,. .i,. • .• - r!ni%:11;.illi.!.13i,1!,j,j:.. 0.:.:, , . • . ., ••.1.•I. • -.. ...... ..... . ... ....i0i:.,144...!... ....,'...1.j 11..('..:'•,'....•'.:.. ' • • 4i;19d1410.4.144t141';',WAt'? 6‘...i.'!.'•... ...• • ••••.' -•-+•• I ' ii( :II.!:'•ia,441,,reo,..7;,::,..:,....:, .-;,.::::,.,....:...., .. . .,.,..,.:,,,.,., ,:.?.,!:,c,.?.f.?..11.41;.:,161,+..itkotio.,qi..,,,v.,i31 il 0,:,.;,„.A,j,,!!!•!!;:.',..„!!'',,, P.:4:i.r."'I!:ilr''''"l'..1":-.'.."—'.):!',...::::. 'i.'''''!..1'7-.•-!•'''''':-."' ' 'i:-:::!;!T1::!i'.7.:.1.!'..-,—": •'•• .: '''•:;;,•'•I. _. - .. __ . .vim..._ ULI 6 j 11 ' I .III i I SUNCOM BILL RECIPIENTS PAGE TWO If you see suspect numbers, check your previous month's bill and the next bill received for a pattern. A suggested follow-up would be to call the suspect number and ask some questions about the relationship with your organization. WE CANNOT ASSIST IN TOLL INVESTIGATIONS AT THIS TIME. The program does not have the personnel nor customer name and address type database to research off-net (10 digit) telephone numbers. However, we can identify any 7 digit SUNCOM number which you do not recognize. 2. Please pay all invoices in full. If a billing error is discovered, notify our office as soon as possible. We in turn will research and issue credit, if applicable, with the next bill cycle. ADJUSTMENTS TO INVOICES WILL BE RETROACTIVE TO THE DOCUMENTED DATE OF OCCURRENCE OR TO THE BEGINNING OF THE CURRENT FISCAL YEAR,WHICHEVER IS LATER. 3. Call the Bureau of Financial Management Services only when you have questions concerning payment. Their telephone number is 904-488-1521 (SUNCOM 278-1521). Call our office for ANYTHING else (credit, change of address, message detail or data related problems) in regard to your SUNCOM Actual Charges. 4. The cost per minute for SUNCOM calls is the same whether on-net (seven digit ' SUNCOM) or off-net (ten digit dialing). The cost is$.074 per minute in-state or out-of- state, regardless of location or time of day. Canada is $.20 per minute. 5. We do not give credit for "wrong number dialed" calls. If you need to locate or confirm a number for an agency on SUNCOM, call the state operator (SUNCOM 278-1234) at no charge. 6. Notify the program immediately with any address change that will affect receipt of the SUNCOM bill. If a bill is not returned by the post office it is assumed that it was received by the agency. We will provide a copy of the invoice and actual summary BUT NOT THE MESSAGE DETAIL. We simply do not have the personnel or time to copy pages from microfiche to paper. 7. If you have telephone numbers that do not appear on your bill but are generating SUNCOM calls, please notify this office immediately. We hope the above information is helpful and we would appreciate it if you would make it available within your agency. If you have any questions regarding the above information, please call Ms. Laura Towne, Suncom 292-7532 or Local (850) 922-7532 or Mrs. Betsy Wonsch at SUNCOM 292-7526 or Local (850) 922-7526. It is our desire to not only furnish first rate long distance service, but to provide support in the administration of this service! GWM:med:mrd:skr:FACTSI I 1 Exhibit C Monroe County Telecommunications Procedures 4401.2 I ) i i „_. BOARD OF COUNTY COMMISSIONERS U., I •ten MAYOR Keith Douglass, District 4 OUNTY o�MON ROE �, o.r' Ja Mayor Pro tem Jack London, District KEY WEST FLORIDA33040 i� •4.�'" "`7'� i_ .• Wilhelmina Harvey, District I (305)294.4641 T:' ��t'!r- �. h /.�'.I7, "�. Shirley Freeman,District 3 t i' '4.'� ' Mary Kay Reich, District 5 isrml I 10 M 01 . ..•� - '.„: 71. . _, ,; ,: OFFICE Of TI-IE COUNTY ADMINISTRATOR Key West, Florida MONROE COUNTY ADMINISTRATIVE INSTRUCTION 4401.2 Date: January 30, 1997 Subject: Monroe County TeleCommunications Procedures Effective Date: January 30, 1997 `(1) Background: The Clerk of the Courts Internal Audit Department completed a comprehensive audit of the County's Telecommunications System. These policies are a direct result of audit findings and the Administration's determination to correct any and all problems found in the current system. — (2) Purpose: To ensure validity of the County's telecommunications policies and to ensure that future audits do not result in these findings. - (3) Cancellation: This Instruction is to remain continuously in effect unless specifically revised or cancelled. (4) Instructions: A. Southern Bell has been instructed to place a third party block on all County phones and stall'is notified that these calls are no longer acceptable for ANY reason. 13. It is the responsibility of each Department Head to adequately verify ALL long distance calls billed to their departments. C. Employees are instructed that calling cards are for business calls ONLY and that calls made while traveling to "check in with home" are the employees personal responsibility and arc NOT to be charged on County calling cards. D. Staff is also notified that personal calls from their desk are discouraged and are allowed in emergency situations only. Charges for all calls of a personal nature are to he reimbursed to the County with the checks made payable to Monroe County Board of County Commissioners (13OCC). �.A. Inst. 4401.2 _ January 30, 1997 Page Two E. In order to keep the County phone directory current, each department is to provide Information Systems with all changes of extensions as they occur. Should a department receive a phone bill or extension summary form with incorrect information, please xerox a copy, note the changes and forward the copy to Information Systems so they can update their records. F. When the Information Systems department invoices for calls on the County's "Club Bill", the signed invoice with the page of the billing attached is to be returned to Information Systems per the instructions on the invoice. This allows Information Systems to update their records and keeps the department's from receiving second notices/past due invoices. IN NO INSTANCE should these invoices be submitted directly to Finance; they must be returned to Information Systems. G. When signing Southern Bell invoices to certify for payment, always sign at the top of the invoice -- not on the tear-off section which is remitted with the check to Southern Bell. When the signature is placed on the tear-off section and sent tot Southern Bell with the payment, there is no auditable signature on file with the Finance Department which approves payment. I-I. Due to the short time span between receipt of a Southern Bell invoice and the payment due date, timely approval of the bill and/or the Information Systems invoice in REQUIRED. I. Information Systems "spot checks" phone bills/phone calls to ensure the business purpose of the call. This results as a direct recommendation of the comprehensive audit. J. The Information Systems has the sole responsibility for the approval and ordering of ALL computer and telephone equipment. (5) Action: All Division Directors/Department I-Ieads are to implement the above cited policy and procedures on the effective date of this instruction and take appropriate action to insure that all employees are fully cognizant of the contents of this instruction • James L. Roberts County Administrator • Distribution: List VI .Jriginator: OMB/DIS Review: January 30, 1999 Exhibit D Monroe County Administrative Instruction 4403.1 Use of Cellular Telephones Rii BOARD OFCOUNTIY CMMISSIONERS ---1 --- ij -e-�� MAYOR Jack London, District 2 OUNTY o MON ROE �, --r' 041 Mayor Pro tem Wilhelmina Harvey, District I KEY WEST FLORIDA 33040 +`,w ` -.rf332"f o y. �►:" • ; Shirley Freeman, District 3 (305)294-4641 1'-.l.• .' fi g °' r' , r. , /''.( �' , Keith Douglass, District 4 1� � t •y..• .,1i� Mt' Mary Kay Reich, District 5 I i OFFICE OF THE COUNTY ADMINISTRATOR Key West, Florida • MONROE COUNTY ADMINISTRATIVE INSTRUCTION 4403.1 Date: July 28, 1998 Subject: Use of Cellular Telephones Effective Date: July 28, 1998 (I) Background: Monroe County has provided cellular telephones for official and emergency use in the field. Utilization of County equipment for personal gain or convenience is a violation of County policies and Florida Statutes. The wise and prudent use of the cellular telephone is required in order to be fiscally responsible, therefore Monroe County shall develop guidelines for the use of cellular telephones. (2) Purpose: The purpose of this instruction is to establish standardized guidelines to limit use of cellular telephones for official and emergency use only. (3) Cancellation: This Instruction is to remain continuously in effect unless specifically revised or cancelled. (4) Instructions: Utilization of County purchased cellular telephones and related equipment is for the purpose intended. A. It is the intention of the Board of County Commissioners to provide cellular telephones for official and emergency communication use only. The cellular telephones may be utilized for personal telephone calls BY EXCEPTION ONLY and must be documented. (5) Action: A. Monroe County issued cellular telephones shall be used for official county business and emergency communications use only. I ' M.C.A. Inst.4403, I August 1, 1998 Page Two B. Information Systems Department has developed and distributed Administrative Instruction 4401.2 Telecommunications Procedures which includes instructions for the limitation and utilization of County cellular telephones for official County business and emergency communication use only. Said instruction has been distributed to all Department Heads and Division Directors. All employees assigned or utilizing a County issued cellular phone shell be fully cognizant of the contents of Administrative Instruction 4401.2 James L. Roberts County Administrator Distribution: List III Originator: DIS - Review: AUGUST 1,2000 Exhibit E Sample Suncom Log CLERK OF TI-IE CIRCUIT COURT MONROE COUNTY Summary of Long Distance Phone Calls • Deputy Name Extension No. Date Number Person You Called Purpose of Call I hereby certify that the calls listed above were made for official county related business. Signature Date Carle LONG DISTANCE PHONE LOG.123 05/22/1998 Exhibit F Suncom Overcharge Analysis 00 0 0 UD O N O c000 0 000000 O U000000000 00 000 N 0 0000000 000000000000at 0 LO CD V CO O 10 N CO V CO (D0) 0 CO LO CO st O (O V V V 0 0 .- V' V 0h W N N. N O N (D N CO 0 r CD 000) (0 .- V V CO J (0 (O uS 0) 4 N CO r CO .- .- CO N 01 N .- 0)n O N st O C7 N N 0)LO M N s- N 0)N M ,- C] Cf) O N 0- V 0-CO UO 6 M N a0 O ui O ([) H .- .- ,- .- .- .- ,- CO 't N 0 F- CO N M CO N UO 0 V N (D 0) N CD N(() 0) N If) (f) N 0) .- 0 UO N a (n UO (0 0 V' C0 CO V LO 0 UO 0 0) CD V N 0 CO N CO Cl 0) O N UO CC V t` 0 O 0 0 O CA CO CO N 0) 0 0 V C` CO .t 0) .- 0 1` .- r .- CO 0) .- 0 0 0) 1` CO 0 0 V 0 0 0 0) N LC) 0) 1` 1`co .- (-.4 O .- V V M W UC .-- .- .- LO CO CD .- V' CD CD C) CD CD CD CD CD N .-- CO 0 0 0 N CO V V 0) CD 0 Ni 0- (O 0 0 0 O Ni O ui Cj 0) O .-- .- 0 <f N CD CA o .-- O F a W= Z C) F 0) rn CC U N 0 Q 2 U Z Z U N Q= U Q fX Z W <a O 7 c0 N c0 c0 CD c0 CO 0 CO c0 0 0 N U0 CO 0 0 c0 0 CO V 0 0 V O 'C 0 0 V' CO CO O 0 0 0 CC W 0 O CS O O O O O O O O O O O N O o W Ur O< Q v U O o 0 0 0 0 0 M 0) -- W} W o 0 0 0 0 0 UJ d LL Z W OW in • > iX iX 00) W Q m Z = N 0 U Z o oK Q> � O J <0 U U Z o 0 0 0 co 0 Q 0 O O O U Z 0 0 0 us 6 U) N 0 L 6 OF_ 0 0 0 0 0 0 0 m 2 __ 0 LL Z W CO CD N N U0 a CO O) N 0 CO V U0 CO V CD N(C) t N CO st N N st 1- CO st st at V CO N N N CO N U0 O N CO N CO O c0 N CO CO N O st O (,1 V .-- 0 CO 0 CO 0 CO st N 0 N (0 (A COCO 0) 1- N N O O V CA 0) CD CO CO st CO CO (O 0) (O .- C) M 0 CO C,- N CS N O) <t 0 coLL.• ,1� n CO N N ,_ o N d 0) CO 0 0 0 O N ,_(O 0 CO r CD M Ti 05 0 M 01 CA O .- 0 o 0 . 0 I,- N st N I,- P. ci 0 N 0 0 e5 .t r, Z .- V M o 06 0 N N(O O el V 4 O Cn (V N ui CO O 0 0 .- O 6 O M O .- 6 0 6 r. co 2 U CD rY N W • > 0 W UO 0 (O N o (O 0 CD C) co (n M M (r o 0 0 W- o Z 0 0 06 0 O O 0 0 0 0) COM a o s 00 0 H O 01 LL 0 Z_ 0 Z O J h 7 CO 0 N 0 V CO CO 0 st N 0 N .t CO .- CO (O CO CD CO 7 0 CO CO CD CO V 0 CO 0 CO 'C co co co .t 0 N N 0 'V CO 0 (NN U0 C` V' 0 O CO 0_ 0 CO 0 0 0 .- V N 0 CO N n a' CO d' .-co N N f` CO N 0)0) (O O O 0! a' co co u9 CO CO (O `7 O V 0 01 0 4'1 0 r N ti co r O o - la1/1 rL V 0 CO co O .-- N 6 O) O 0 UO N. V .- .- '.;N N.(O N st CD N CD .4 O N 4) V 0 M 0 M N .- .t .- 1- O1 co. O 0) V M N C CO O N O 0) .t 0 •t .i V .- CV .- N .- N � n CO co 0 1`C- C•) - N N r 6 O V 0) N 0- o 6 O (O O O 0 CO 0)V- . U .- .- T- N c0 Z O3 0 0 O O O O 0 o N 0 0 0 0 0 0 0 0 0 0 CO 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 N 0 0 0 0 0 0 0 0 0 0 0 0 0 0 O 0 0 0 ..{.0 (O 0 (O C 0 0 (O N N M 0 0 V M CO 0) (O 0 M 0 V 0 lO V.t V O O .- .t st 0 W N C- N 0 N 0 N M 0 f` CD O O (D CO C t -- Q�W7 CO 0 0 0) V N 0 n Co .- .-co N co .- N .- CD n O N V O O N UO 0) M M N ^ N 0) N M .- O CO O N .- .-0 0 (O M N 6 O us Ov. .- .- .- .- .- .- N V CO V 0 < F- _ 0 CO(O M V UO 0) 0 CO 0) N N N co 01 M 0 V 1O O) On) 00) 00) 'C 0 0 0 0 0 0 Cr)O_ 0 � co n 03 to Ti-N 0 O) .t 0).t CO 0) 0 0) 0 0 0 CO(O 0) 0) 0) 0) 0) O 0 A .t .t ct N .Nt N M(O 0 N 0 C.pt t0 r r co 0 0 m 0)0 N N N co CO N M N M m M M M N M 01 c07 N c0) COO CO 01 CO V V V A A M V M V A UA7 UC N 8 CO M M 8 8 8 8 2 M U0j m 0 0 0 0 0 0 STATE ATTORNEYS OFFICE SUNCOM OVERCHARGE ANALYSIS JUNE 1998 TOTAL COST PER LONG DISTANCE OVER CHARGE 1-800 1-800 CELLULAR# BEEPER 411 OVER CANADIAN INCORRECT NET OVER TOTAL CHARGE SUNCOM INFO .026/MIN INFORMATION CALL CHARGE UNDER CHG. MATCH CHARGE 7027 24 80 18.338 1.50 4.862 0.10 6.46 24.80 7134 9.20 6.808 2.392 2.39 9.20 7170 9.08 6.776 0.30 1.924 0.08 2.30 9.08 7270 3.80 2.812 0.988 0.99 3.80 7309 3.90 2.886 1.014 1.01 3.90 7370 11.90 8.806 3.094 3.09 11.90 7470 4.70 3.404 1.196 0.10 1.30 4.70 664.84 486.95 10:20 148.25 3.50 0.90 0.30 1.60 6.40 (1.20) 7.94 177.89 664.84 OVER PAYMENT PERCENT 26.76% Exhibit G SFWMD Cellular Phone Acknowledgement Pinellas County Cellular Phone Procedures South Florida Water Management District Cellular Phone Acknowledgement I, the undersigned, acknowledge receipt of a Cellular Telephone and a copy of the guidelines I'm use of Cellular Phones. I have read and understand the stated guidelines foi use of the Cellular Telephone and agree to abide by these guidelines • Guidclincq for Ujc of Dijtrict Ccllylar Tcicuhonci • The telephone is to be secured at all times when not in use. • Call duration must be minimal. • Cellular telephones should not be used if other phones arc available or if delayed communications is not detrimental. • Users and their Supervisor will be required to review and certify the cellular bill monthly • Cellular telephones are for business use All personal charges will be reimbursed to the District upon receipt of the bill. • Unauthorized use may result in assumption of personal liability for associated costs or can lead to retraction of the cellular phone. • Cellular telephone bills will be subject to monthly audits. • Failure to adhere to District guidelines may result in revocation of use Signature of User Poet.lt"brand lax Iransmiltat mama 7671 J•of n•o•■ S1NDRA /OAT1HCNA t'►omko Rr 6-2AY Date - - - `°_MONHO Co. ca.p W 2 rt 1►L M6rD, o i(� uf1n1T QNAI AtanlehT:nv►) b©l-(v4(a5 rot 3o5)dg5_a (.W) FBA Sb�spgl' (oLfWit Cellular Phone Number Serial Number UU u!•_•1 I Run: ILLLI'IIUHL Lill o1UII IGI - -.1U11 IU:1-'J.J JI;IJU PIkiL-:Ud 2-0005 SECURITY OF MOBILE PHONES, TRANCEIVERS, AND PAGERS POLICY; General Services Department personnel shall appropriately manage access to County- issued mobile phones, 800 Mhz transceivers and pagers to prevent their misuse and to preserve the integrity of County communications. PROCEDURE: l. Mobile phones, transceivers and pagers are the property of General Services and shall remain at the work location during non-working hours. Exceptions may be made for employees who must be available to receive work-related communications at any time of day or night, or who are assigned to standby status. 2. At the end of the work shift, employees shall place mobile phones, transceivers and pagers in the designated storage location. Unless otherwise instructed, communications devices, or their batteries typically would be placed in a charger so that the device is ready for service upon the employee's return to work. 3. Employees specifically authorized to possess mobile phones, transceivers and pagers during off-duty hours shall either keep these items in their immediate possession, or shall secure them in a safe location. County-owned communications devices shall not be left unattended in public places or within the passenger compartment of vehicles. 4. Employees authorized to retain communications devices during off-duty hours should be assigned a charger or a spare battery that may be left on a charger. 5. Unless otherwise specified by the manufacturer, devices with nickel-cadmium batteries should be totally discharged at least once per month, and completely recharged to prevent memory effects in the battery. 6. The loss of a communications device shall be reported to a supervisor within 24 hours so that it may be disabled. 7. Each section and division shall maintain a current record of all communications devices issued to employees. This record shall be a standard format, subject to approval by the Departmental Administrative Manager. Supervisors shall ensure that all communications devices are recovered from employees who leave the section. -33- JHN-Ub yy U9:51 FRUI'l:l'LLEPHJNk. UjL11UN 72(-9bl-1071 TU:295 3660 PH1E 03 GENERAL SERVICES- TELEPHONE MANAGEMENT 1• ►WLI.LLS COUNTY COVC(urp16N7' „, I:ORID� SO9 Eau Aocnuc ••p,,,,..."�"'t Clastwatu.Flerida S77S6 ri onc:(717)a64.5d70 1'aa: (717)46 71071 Cad A°"°° CELLULAR TELEPHONE Orncter REQUEST i Date: all " DEPARTMENTS ARE RESPONSIBLE FOR ALL CHARGES INCURRED FROM PURCHASE OF A" CELLULAR PHONE.PLEASE READ INSTRUCTIONS ON REVERSE SIDE OF THIS FORM. • Circle Cellular Request: Circle Cellular Tyne: • New-Upgrade-Lost-Return TURN ON NEW SERVICE ONLY Mobile-Transportable-Portable /accessories_ Battery_ Charger_ Adapter_ Carrying Case_ Cellular Customer: _ Customers Title: Date Phone Requested Department: ' Customer Extension: Billing Address: Department Acc't Code: Department's Release Number: Cellular Phone Number: • Explain the nature of the requesting users job and justification: • • I ; In which area of the county(or beyond)will the service operate? • Estimate type of_Air Ttte: Within County Limits: 8:00 am-5:00 pm YES NO 5:00 pm- 12:00 am YES NO 12:00 am-8:00 am YES NO • Estimate type of Jr Time: Outside County Limits: 8:00 am-5:00 pm YES NO 5:00 pm- 12:00 am YES NO 12:00 am-8:00 am YES NO If Mobile Unit ONLY indicate where unit will be installed: Privately Owned Vehicle _County Owned Vehicle Tag# Vehicle# This order must be approved by the following authorized signatures,prior to processing Department Director: Assistant County Administrator: • County Administrator. -' Picked Up By/Date: • • •• 'f.�_t-� IVI II_ „ ♦ a_IA'..II I I I..1 IW I • PINELLAS COUNTY CELLULAR TELEPHONE REQUEST INSTRUCTIONS The Cellular Telephone Request is utilized to request the acquisition and installation of cellular telephones. The form is completed by the requestor and sent for signature to the Department Director/Assistant County Administrator/County Administrator DO NOT SEND TO THE TELEPHONE DIVISION BEFORE OBTAINING THESE SIGNATURES. Instructions' p. 1. Circle Cellular Request: -circle the appropriate type of service requested. Service indicates activation of a cellular phone. LE you already have a phone and ONLY need service only circle NEW and leave Cellular Type blank. 2. Circle Cellular Type:-circle the type of phone requested(indicate ONLY if you DO NOT have a cellular phone). Mobile are permanently installed in a specific vehicle;Transportable have a large battery power supply and may be used in a vehicle or at a temporary work location; Portable may be installed in a vehicle or can be removed and hand carried. 3. Accessories -when ordering a NEW phone all these accessories are included. ONLY select individually if you are replacing or never received an accessory item. 4. Cellular Phone Owner:-indicate who will be responsible for using the phone. 5. TitlelDate Phone Requested: -.indicate the phone owners title and the date when the phone is required. 6. Cellular Phone Number: -ONLY include if this is an upgrade, lost or return request. 7. Department-indicate the department of the cellular phone owner. 8. Billing Address -indicate where the bills will be sent(this may be different than work address). 9. Department Account Code-include fund,account and cost center. 10. Department's Release Number-indicate Release number to be used for purchase ORDER CANNCT BE PROCESSED WITHOUT THIS NUMBER. • 11. Can Be Reached Number - a telephone number where the cellular phone owner can be reached to advise when telephone will be available for pickup, training,questions,etc. 12. Explain nature of requesting usoes job and justification-indicate why a cellular phone is necessary since there are less expensive options such as pagers,voicemail,etc. 13. Service area-Indicate the service area the cellular phone will be used in i.e., Pinellas County,State of Florida, etc. 14. Estimate Air Time-circle the appropriate times,both within the county and outside the county,when the telephone will be used. 16. Mobile Unit Installation-ONLY complete if the unit ordered is a mobile unit. 16. Signature-these signatures MUST be obtained prior to sending to the Telephone Division. Qualifications; 1. Cellular phone service may be considered for employees who are: Directors; Managers; Supervisors or Personnel meeting one of the following criteria: •user regularly spena large percentage of the business day in transit and can,quantify a meagalpvings or increase productivity through the use of cellular service; • roulinely works in the field and must have immediate access to a telephone or be immediately accessible; • duties which involve emergency and/or security operations; • duties which involve direct responsibility for the operations and/or maintenance of critical county services and/or resources. Payments: 1. The requestors department is responsible for payment of all purchases. 2. The cost of personal calls shall be reimbursed to the County and will be detailed and referenced on each monthly invoice prior to submission for payment, along with a personal check. Make checks payable to Board of County Commissioners and reference your department's cost accounting codes for deposit. Send Requests To: eneral Services/F hone Syst Division 509 t Av ue South Clearw L 33756 In es: (8 464-5470 • ax; (813)464 71 VII. Auditee Responses BOARD OF COUNTY COMMISSIONERS MAYOR Wilhelmina Harvey, District I OUNTY o MON ROE �, I�!� �� Mayor Pro tem Shirley freeman,District 3 KEY WEST FLORIDA 33040 r� �. �.*1�+ , .:�•�•• George Neugent,District 2 (305)294-4641 i • • . ; r " 'tti► '• Nora Williams,District 4 � Mary Kay Reich,District 5 Monroe County �, . ,19 Office of Management & Budget . • NY 5100 College Road /' .4% Key West , FL 33040 At(5 .` ; voice: (305) 292-4470 -' %� fax: (305) 295-4320 �',4 '�°"%,Ei46, MEMORANDUM Date: • June 2, 1999 To: Danny L. Kolhage, Clerk of the Circuit Court From: James Roberts, County Administrator Subject: Preliminary Audit Report - Preliminary Draft Audit of Suncom & Cellular Telephone Charges Per Sandra Mathena's letter dated April 12, 1999, responses to the audit findings are as follows: Some general background is necessary to understand the nature of our long-distance and cellular phone tracking and logging. The Suncom system that the County uses to supply long-distance services provides a monthly bill that does not identify individual extension numbers that originate long-distance calls. Until recently, telephone call data captured by the private branch exchange (PBX) used by the County was done by a computer loaded with a commercial software program. This program trapped real-time call data which tracks originating individual telephone extensions. Although this software worked reasonably well, it was prone to randomly "dropping" call data records. The resulting reports of call activity were therefore incomplete and chronically under-billed each extension. This software includes a database of information about each of over 1,000 County extensions. This database must be kept updated and the process is labor intensive and requires that the telephone manager notify a computer analyst who must modify the database for each change in telephone data, i.e. department, employee name, and location. This information must be manually updated in response to organizational changes and depends entirely on some regular, timely notice being sent to the telephone manager. Further complicating this issue is the fact that the Suncom invoice, which contains thousands of call records, is sorted in chronological order, not in extension order, and begins and ends on odd dates, not at the beginning or end of calendar months. Although the Suncom long- 1 distance rates are relatively stable, they are subject to change, without advance notice, making it impossible to precisely track the internally generated call data to the Suncom bill. For these reasons, it is not possible to make the internal software billing accounting to precisely track the external, or Suncom bill. Information Systems has worked with the Finance department to allocate the inevitable differences between the internal call data bill and the Suncom bill to each department based upon each department's prorated call activity. The allocation procedure is reasonable, in keeping with GAAP and the differences are not material. We believe that recent improvements in telephone technology may make it possible to have the BellSouth central office computers trap originating long-distance extension numbers. This makes possible a third-party billing arrangement that eliminates the need for internal billing software. Information Systems is exploring this possibility, which would also eliminate the time-consuming and expensive reconciliation between the internal software billing and the "real", external bill. Until that time, we will do everything reasonably possible to minimize the internal billing inaccuracies. Finding(s): Section A.1. Documentation (logs) of Suncom calls and written approval of Suncom invoices. Answer: 1. Information Systems and the Administrator has informed departments many times of their obligation to document long-distance phone calls, including the need for written approval of each internal phone bill. It is not entirely clear what actions the County Administrator can take if independent agencies or Constitutional officials decline to complete phone logs or sign internal invoices for whatever reason. 2. Information Systems will continue to remind departments and independent agencies of the requirement of written approval of Suncom invoices. Finding(s): Section A.2. Incomplete and nonexistent phone telephone logs. Answer: 1. Handled by Finance Department. 2. Information Systems requires a telephone log, which identifies the caller, party called, business purpose and signature of employee. This was implemented in 1996. 3. I-Iandled by Internal Audit. Finding(s): Section A.3. Overcharges on extension call detail reports generated by Information Services. Answer: 1. The internal billing rate has been changed to match the Suncom rate. See general comments. 2 2. Information Systems will change the internal rate to match the latest reported Suncom rate, with the exception of international calls, as soon as we are notified of the rate change. These international calls are billed at a slightly higher rate and it is not feasible to track these separately with the existing dual billing system. Finding(s): Section A.3. Overcharges on extension call detail reports generated by Information Services. Answer: 1. The internal billing rate has been changed to match the Suncom rate. 2. Information Systems will change the internal rate to match the latest reported Suncom rate, with the exception of international calls. These international calls are billed at a slightly higher rate and it is not feasible to track these separately with the existing dual billing system. Finding(s): Section A.4. Suncom calls made from vacant positions . Answer: 1. Information Systems will request that long-distance calling ability be blocked on un- attended positions. Finding(s): Section A.S. Suncom calls not matched with extensions. Answer: 1. The Northern Telecom SL 1 PBX's used by the County have the ability to track originating extension call data and the internal billing software currently does likewise by registering the first extension number(bottom button) on all calls originating from that station. Finding(s): Section A.6. Overcharges due to extension listing errors. Answer: 1. The finding cited three listing errors for over 1,000 phones or about 0.3% error rate. Information Systems is reviewing the information flow from departments to telephone manager to computer programmer necessary to update the internal call database. • Finding(s): Section A.7.Suncom reimbursements for personal calls. Answer: 1. Information Systems has sent numerous memos reminding employees that Suncom can only be used, on a reimbursement basis, in the case of an "emergency" and that all calls, including personal calls, are to be logged. There is some difference of opinion as to what constitutes an "emergency." Administration will clarify what defines an"emergency" and include this definition in the Administrative Instruction and subsequent training/education. Finding(s): Section A.B. Local calls within County dialed incorrectly. Answer: 3 1. Information Systems has sent numerous memos regarding this issue. We will explore the possibility of reminder stickers for the phones, new employee orientation training and computer enforcement through the PBX. Finding(s): Section B.1. Cellular telephone logs. Answer: 1. The inherent utility in cell phones is in their mobility. Cell phones are frequently used while driving or walking. Furthermore, a significant amount of cell phone traffic is in receiving calls, rather than originating calls. It may be impractical to require pen-and-paper logging under these circumstances. Additionally, newer technology combines paging, e-mail and voice telephony in a single device, further complicating logging requirements. Information Systems and Administration will investigate possible flat-rate cell phone billing and/or other options to pen-and-paper documentation and promulgate rules accordingly. Finding(s): Section B.2. Reimbursement for personal calls on County cellular phones. Answer: 1. It may be possible to secure flat-rate cellular phone billing, obviating the need for individual call reimbursement (see answer to B.1.). For example, logging of calls and reimbursement of per-minute charges are not necessary on ordinary business lines used in the County. However, until flat-rate billing can be arranged, Administration will change Administrative Instruction 4403 to clarify that cellular phones can only be used in "emergencies" and eliminate the "EXCEPTION" wording. Finding(s): Section B.3. Medical Examiner's Office personal use of cellular phones. Answer: 1. This is a contract issue. The County Attorney's office will examine the Medical Examiner's contract with the County for this issue. 2. Same as B.3.1. Finding(s): Section B.4. Incomplete cellular phone policies and procedures. Answer: 1. Information Systems maintains a database of all cellular phones, the user, and location. All requests for cellular phones are reviewed by Information Systems and approved by the County Administrator. This procedure will be reinforced by specific procedural changes in Administrative Instruction 4403. Finding(s): Section B.S. Florida Prompt Payment Act compliance. Answer: 1. Information Systems currently date-stamps cellular invoices received. 2. We will include an acknowledgement document, signed by all employees receiving cell phones. 4 Finding(s): Section B.6. Taxes on Medical Examiner's cellular telephone bills. Answer: 1. The Medical Examiner purchased his cell phone in his own name, not the County's. Therefore, BellSouth treats this as a taxable account. The County Attorney will review the Medical Examiner contract for this issue. 2. This is also a contract issue and will be reviewed by the County Attorney. 5