SFY2023-2024 06/22/2023 GV�GOURTQ
Kevin Madok, CPA
E coU�* Clerk of the Circuit Court& Comptroller s=Monroe County, Florida
DATE: June 22, 2023
TO: Alexsa Leto, Circuit Director
Guardian Ad Literrm
FROM: Pamela G. Hanca�&C.
SUBJECT: June 21"BOCC Meeting
Attaclied is an electronic copy of the following item for your handling:
C15 Agreement with Statewide Guardian Ad Litem Office for Reimbursement of Child
Advocate Manager services to provide funding for Clild Advocate Manager position, for time
period July 1, 2023 dirough June 30, 2024 (State FY 2023-2024).
Sliould you have any questions please feel free to contact me at(305) 292-3550.
cc: County Attorney
Finance
File
KEY WEST MARATHON PLANTATION KEY
500 Whitehead Street 3117 Overseas,Highway 88770 Overseas Highway
Key West, Florida 33040 Marathon, Florida 33050 Plantation Key, Florida 33070
AGREEMENT wiTH STATEWIDE GUARDIAN D t,t,rEOFFICE FOR.
F CHILDADVOCATE MANAGER SERVICES
THIS INTERLOCAL AG RE E N fie,made and entered into on the dates specified
;d
herein, by and. between the STATEWIDE UARDI LITEM OFFICE
E
(hereinafter" AU) and MONROE COUNTY, a political l subdivision of the State
of Florida (hereinafter"County"),vrpnicpn when referenced together shall be called "the
111'° ties".
WHERE AS Floridan cp ipdren iunnvcrpved in the State's dependency ncy system have long lbeen
aided. by the Guardian and Litern pmogrannnns located in the Staute's judicial circuits; and
WHEREAS the Statewide Ci'uandivan"a.ad ]Litem Office was created to provide oversight:
sa .d technical assistance to guardian ad piterrmn programs within the various circuit COU11S,
including but not limited to the Sixteenth Judicial Circuit uit: Guardian and Litern Program m for
Monroe C ouurrnty and
WHEREAS, Section 29,00 ( ), Florida Statutes,requires the Monroe County Board of
County unty Commissioners ("Board")to provide facilities, communications equuipnnnemat aund
:maintenance to the GAL program ramrn operating inn. onnoe County,unIlty, and.
WHERE AS, the 1 oaund:recognizes the benefit the Sixteenth Judicial Circuit Gip:.,
.Program provides to the C o unty's children involved in the dependency system and
desires to provide, within its discretion, additional personnel support ort to the local GAL
program as set forth herein, and
WHEREAS, in tine 2012 regular legislative session, the Florida legislature passed S13
1960, now codified in § 39. 297, F.S., which in pertinent part states that the Statewide
Guardian .Ad Litern C:Dffice may enter into an agreement by which the county agrees to
provide ftinding to the local guardian ad pitenn office in order to employ persons who will
assist in the operation of the MEAL program within the county,and that any such a reerrie nt,
at a3,minimum, must provide that the statewide office shall fully indemnify the County for
any liability for violation for state and federal laws by the Statewide Guardian Ad ILit m
Office, its agents or e:mn ployees as authorized. by § 76 e2 (p9), KS, to time extent snucl-.1
liability is the result of the anus on omissions of"the Statewide Guardian and ILitemnn Office or
its agents or employees; and
14EREAS the Board f'uurther desires the persormel services provided herein shall not
result in it or the County bearing employment liability risk as a result of the fact that the
County will not be able to manage, control, or oversee the pne:rso:nnnel funded under this
greemrnent, nnor the wank environment in which such personnel will work aunnd.
WHEREAS the Board desires to achieve these aims by entering Into this prat: local
Agreement; and
p.
WHEREAS this Interlocal Agreement. is entered. into pursuant to § 163.0.1, Horida
Statutes, and the Parties have the authority pursuant to § 163.01 to enter into said
Agreement conceming the provision of the GAI.., services under a joint exercise of power
hereinafter described, and, in particular, to spell. out the ma.nner of employing necessary
personnel pursuant to § 163.01(5)(g); and.
WHERLAS, in. YUD.e 2013 the Parties entered into an. interlocal agreement whereby the
County agreed to 1) ovide funding on a reinibursement basis for the Child. Advocate
Manager position on the temis, and conditions specified in the agreemerit; and
WHEREAS, the Interlocal Agreernent between the Parties on May 16, 2018, as amended.
January 23, 201.9, provided. reimbursement for the Child Advocate manager position, for
the Period July 1, 201.8, through June 30, 201.9, and.
WHEREAS the Parties wish to continue to provide funding :for the Child Advocate
Manager position under the s.,xne terms and conditions as the current Inter locall-Agreement
for tti(..-,period July 1, 2023 through June 30"', 2024
NOW,THEREFORE, i:ia consideration oftbe terms, con.ditions and.covemmuts
hereinafter provided., the Parties agree as follows:
SECIJON ONE- G(JARDIAN AD LITEM RESPONSIBILITIES
.A.. The G%AI, agrees to hire a 1. 0 FTE Other Personnel Services position with the title
C.hild Advocate Manager for the period of July 1, 2023 throughJune 30, 2024,
with the primary duties and responsibili ties of the position to include:
See Attachment"A" Position Description.
B. The GAL agrees to pay the individual Ii.ired.in this position at the rate of"$25.73
per hour al. forty hours per week. for a period of 52 weeks under the tenn of the
Agreement.
C. The GAT-, agrees to manage and. supervise the individual hired in this position
pursuant to GTAI., pen..-m-nel policies and procedures.
D., The parties ag.!ree that all.hiring, Rring, discipline, assigninienot of duties,
supervision, inariagement, and.control of this individual. will be the sole
responsibility of the GAL.
la,. The G'AL agrees to be responsible for the payment of salary, as well. as all FCA
taxes, withholding taxes, state and federal unemployment taxes, retirement
benefits, and insurance benefits, if applicable,related to the indi.vidLUal hired in.the
position.
F, The courAy is the employer ror purposes ofs. 4.4-0.10 and chapter 4.43.
2
SECTIONTWO: COUNTY RESPONSIBILITIES
A. The County agrees to reimburse flie GAL at 100%the actual cost of salary, as
wells as for any and all payment of FICA taxes,withholding taxes, state ai-.id
federal unemploy-i.ent taxes, retirement benefits, and insurance benefits, if
applicable related to the individual.hired in the position,not to exceed$83,000
over the term.of the Agreement (pro.-rated ifthe Agreement begins afterJuly
1, 2023).
B. T.1he County slr all.provide.payment under thisAgreement on.a cost
reimbursement basis. Reirr1bursement shall be made monthly based ort the
GAL's subrrd.ssion and the County's approval of a monthly invo.ice. Payrnent
shall be made in accordance with the Florida.l.,ocal Government.Prom pt
Payment Act. The GAL agrees to provide the County with.doeurnentation of
all costs represented on. the invoice if requested and the County may require
docurnentation.of expenditures prior to app roval. oft e invoice and may
withhold payment if services are not satisfactorily completed or the
documentatiori.is not sa-tisfied.. Any payinent due or any approval necessary
under the terms of the Agreement may be withheld until all evaluation and
documentation expenditures due from the GAL and necessary adjustinents
thereto, have been.approved by the County. However, th.e County agrees to
use due diligence in approving and to proceed with a sense of urgency and
priority in making reimbursement to the GAL.
C. The County shall. only reirriburse those reimbursable expenses fliat are
reviewed and approved as complying with.Monroe County Code of
Ordinances, state laws and regulations, which are submitted in accordance
with Attachment.1.3 Expen.se .Reir-nburseinent.IZequire.nients. Evidencir,- or
payment by the Statewide Gfuardiian ad Litern Office or the local guardian ad
fitem. office within.the 1.6 th Judicial. Circuit shall be in.the f.brin.of a letter,
summarizing expenses, with.sul-Tortin.g documentation.attached le lette:r.
should contain a notarized.certification statement. An example of'a
reimbursement request cover letter is included. as Allachment C.,
D. After the Clerk of the Board examines and approves the request flor
reimbursement, the Board shall reimburse the entity that submitted the
request. Tbe total. or said.reimbursement exj.,)enLse payments shall riot exceed
the total airnount mithorized by Monroe County Board ear County
Commissioners tl.irough the budgetary process.
E. Reimbursement by the County shall be made to the GAI, at the floll owing
address:
Statewide Guardian ad.[,item Office
Financial Resources
.P.O. Box 1.0628
,rallahassee,17L 32302
3
K
The payments from the County to the GAL made pursuant to this Agreernent
are(i) sourced fi-om income of a revenue nature received from taxes and fees
levied by the County, a.political si,ibdivision to tt.ie State of Florida; (nib are
intended for the exclusive use of the GA I...; and (iii)pursuant to 215.22(2) f.s.,
are exempt from the apl.,nopriation and service charge referenced.in 21520 f.s.
SECTIONTijizEE: PUBLICIRF....,CORDS AND HOLD HA.RM LESS
A. All records and contracts required by this Agreement shall be available for audit,
inspe(.-,tiOD or copying during norm.al bUSiness hours and as often as the County
through their emp oyecs or agents may deem necessary and appt.-opriatc., ex(.,,.ept.
for those records that are confidential and exempt from disclosure pursuant to
Florida law. Sucb.re(-:)rds shall. be maintained puny tine G.M. in accordance with the
State retention. schedule. I.'he Courity ,.-;hall have the right to obtain.and inspect
any audit pertaining to the performance oftbis Agreement as permitted by law.
.B. 'rhe GAI... shall maintaiii.i.at the Program office within the SixteenthJudicial
Circuit the complete and accurate records and supporting docurneritation.of the
work,and/or services provided by this position, as well. as expenses, costs,
invoices, and.materials provided and performed and chargeable [)y the GA.], to the
County..
C. The Statewide GAL Office is responsible for compliance with all reqiairements of
federal and state eml)loyment laws, and,to the extent set forth in F.S. 768.28,
shall. :fully i ndemnif: the county from any Habi I i ty under s ach laws, as authorized
Icy s. 768.28(l 9), F.S.,to the extent such liability is the result of the acts or
...........................—
omissions of'the Statewide Guardian Ad Litem Office or its agents or eiriployees,
including but not limited to claims arising underTitle VI I ofthe Civil Rights Acts
of 1964; Title ] of the Americans with Disabilities Act, 43 U.S.C. § 1983; the
Family Medicall..,eave Act-- the Fairl...,al-)or Standards Act; chapters 440, 443, 44.7
and 760, 11orida Statutes; Section. 1123187, F.S.; and the Age Discriminati(,:)n in
Employment Act, as amended from time to b.i.T.n.e.
SEcTi0N F01JR: TERM/E.FFECIIVE DATE
The position provided for in. Section.One shall. com.-mience July 1, 2023 and continue
through-June 30, 2024,- At the conclusion of this term., the Parties may agree to renew
this agreem.erant for the 1161lowing fiscal year. Absent written agreement to continue the
terms of this.Agreement by July 1, 2023, this Agreement shall lapse and/of.--autornaticatly
terrviinate. Continuation.Of U."Ids: Agreement is sttb.iect to annual. appropriation by the
Board.
SECIJONFIVE-, BUDGET
............
4
i
Any and all funds provided by the County shall be used for the position described herein
and any unused portions of funds shall be returned to the,County within thirty (30)days
of the end of the state fiscal year 2023 -2024, with an accounting summary to reflect how
and to what extent funds wer..used.
SECTION SIX: PUBLIC RECORDS
The Parties acknowledge that this Agreement and any related financial records, audits,
records,plans, correspondence, and other documents related to this agreement may be
subject to public disclosure pursuant to Chapter 119,Florida Statutes. In the event a
party fails to abide by the provisions of Chapter 119,Florida Statutes,the other party,
without prejudice to any right or remedy, and after giving that party five(5)days�written
notice and that party fails to allow access to such documents within that period,;May W
terminate this Agreement. c-)
r
SECTION SEVEN : COMPLETE AGREEMENT 0
;
This document incorporates and includes all prior negotiations, correspondence*�',�% 3
conversations,agreements, or understandings applicable to the matters contained herein, a o
and the parties agree that there are no commitments, agreements, or understandings p- ;Tj
concerning the subject matter of this Agreement that are not contained in this document.
Accordingly, it is agreed that no deviation from the terms hereof shall be predicated upon
any prior representations or agreements, whether oral or written.
It is further agreed that no modification,amendment, or alteration in the terms or
conditions contained herein shall be effective absent a written document executed by the
Parties hereto.
The foregoing sets forth the terms and conditions of the Agreement between the GAL and
the County. This Agreement takes effect on the date last signed below.
IN WITNESS WHEREOF, the Parties hereto have executed by signature their
a reement herewith on this 21st day of_— June , 2023
ss 'Z3 ED. BOARD OF COUNTY COMMNISSIONERS
t in Madok, Clerk :OF MONROE COUNTY,FLORIDA
eputy Clerk Mayor Pro Tern
I'Vogl count N '
STATEWIDE GUARDIAN AD LITEM OFFICE MONROE COUNTY ATTORNEY'S OFFICE
Approved for form and
�alegal sufficiency
lid
5 Cynthia Hall, Sr.Assistant County Attorney
6-21-2023
w
6
AT"I'ACHMEN17B
Expense Reimbursement Req,#ireruents
This document is intended.to provide basic I;Uidelines to lAuman Service and Coinirrunity&,,ised
Organizations, county travelers, and contractual parties who hav-e reimbursable expenses
associated witli Monroe County business. These guideliri.es, as they rtfl ate to travel, areforn the
Monnoe(_'ounty Code of0rdinances and State laws arid regulations,
A,cover letter(see Attachrmait B)suniniarizing the major line iterins on the reirribursable expense
request needs to also contain the R.Alowing notarized oertified staten-lent-
"I certify, fluatlw above check's have been subrifilled to tf:ie vendors as rate and that the
attached e spans es are acurate and in ag;reen-ient with the records of this organization.
Furthernriore, thieve expenses Eire in conipliance with this org,,mizafion"s contract with the Monroe
,:toasty Board of County Cornmissjont.�,rs and will not be SUbmitted `or ttie reim.bursernent to ariy
otlierfurkding source,,."
Invoices should be billed to the contracting agency, Third party payments will not be considered
for reimbtirsernent. Remernber, the ea pens should be paid prior to requesting reimbursement.
Only current charges will be considered, no previous balances,
Reiinbursement requests will be nionitor W-, in w.,,cordam',;e with the level o['detafl in the contract,
This dt,,)cuiuent should not be cor�sidered all-inel usive.1"he Clerk's Fiiiance Departi-nent reserves
the riLjit toivvie'w reirnbursenient requests on tiara hulividual basis. Any questioris regarding these
guidefines should be directed to 305292--3534.
Data Processing, PC Time, etc.
The veridor i1flVoriC ,is required for reinilbursement, Inter-cornpany allocations,acre;not considered
reimburs,,ablc expenditurestafless appropriate payrofljotirnals .fear the chargdn g departnient our
attached mid cerfified.
Payroll
A certified stateinent verit'ying the a(,,'curacy and authf,ariticity ofthe payroll expense is needed, If
aPayroll JOLIFlUJI is provided, it should inelude: dates,eiril'Aoyee narne, salary, or hourly rate,
total hours ivofkcd, withholdirig information and payn)II taxes, che cic. numberand ch.eck ainount.
If a Payroll Joumal is not provided, the fbilowing ini-b'zination naust be provided- pkky J.)eriod,
check arnount, cheek date, payee, and support for applicable payroll taxes.
Postage,Overnight Deliveries, Courier,etc.
A log of all postage exr,,ienses as L,iey relate to the Courity contract is required for as
reirnbursement. For overnigbt or expressdefiveries..the vendor invoice must be included.
Rents, L,eases,etc.
A copy of the rtntal or lease agreernent is required. Deposits and advance payinents are not
allowable expenses.
Reproductions,Copies. etc.
A 1c)-of copy expenses as they relate to the County contract isrequired for reimb arse rnen.t. The
log must define the date,number oftopies track, sourtx doew-mitnt, purpose, and recipient, A
reasonable fee for copy expcmses will be allowable. For vender ser%erices,the vendor invoice and
a gm1ple of the-firiished product are required.
Supplies, Services,etc.
For,supplies or scrvis;es ordered, a vendor invoice is i-tx'juired,,
Tell efax, Fax,etc.
A fax,log is rcquired, The log must define the sender, the int(.:�,nded recipient, the date, the number
called, and the reason for sending the fax,
Travel and Meal Expenses
Travel ext:wnses tnust,be sulmnitted on a State of Florida Voucher fbr Reirxibursement orrravel
Expenses, Travel reimburseynent requests rnust be submitted a p
nd will be aid in ac<,ord ance with
Monroe County C.'ode of Or,dinances and States laws ar.id regulations, Credit card statements are
not acceptable documentation fbr reimbixsetnent. If attending a cont�rvrce or,ineefing a Q01)Y Of
the agenda is needed, Airfarereinibursemeat requires the original passenger receipt portion of
the airline ticket, A travel itinerary is appreciated to facilitate the audit tr,ail. Auto rental
reirnbursemerit reqUires the vendor invoice, Fuel purchases should be documented with paid
receipts, "ra'KiCS arr'C not reinibursed if talken to arrive al rr departure point: fbr exalriple, taking a
taxi from one"s residence to tht° airport fur a J)usirjess trip is not reinibursable. Parking is
considered a reimb'ursable travel expertse at the destination. Airport parkii1b,during a busiriess
trip is not,
A detailed Hst cr)f charges is required on the lodgirig invoice. Balance due must be zero—Roo 'na
MUSt be rq dstered and paid fim-by traveler. The Cou-nty,will only reirribun.;e the actual room and
related bcd vain, Rooin service,,P inovies, and per,;(mial telephone calls are nc,4 allowable expenses.
Mileage reirribursement shall be at the rate established by AR'n(-,L,E XX'Vl, 'rRAVI..,El,,, PER
DIEM ME-,,ALS, AND MILEAGE POLJCY of the Monroe CotmtY Code cull Ord der aricer. An
odoine-tcr reading rnust be incJudc on tn.4,,strtte travel vouch.er for vicinit,'y traveL Niflezige is not
allowed frn'll o a residence or office to a point of departure. Dearer exarn;:Ae, driving t'i'om one"s hoare
tau the airport R)r a business trip is not a reirnbursable expense,
Meal reirribursement shall bet at 'he rates cstak)lishcd by ARTICLE XXV1,TIZAVEL PER DIEM,
MEAL, AND MILEAGU." POLICY of fli(.,. -Monroe County Code of Ordirwances. Meal Lg'tfidelirles
state t,hat travel nnist begin pior to 6 a.m. f(,,)r breakfast reirnbursement, bef(,,)t-(-,,noon and end
after 2 p.m. fc r and be f6re 6 p,tn. and end afler 8 pm]. for dinner
reirribursenient,
Attachment A
8401
CHILD ADVOCATE MANAGER I
DISTINGUISHING CHARACTERISTICS OF WORK
This is a highly independent, responsible child welfare position focused on achieving the Guardian
ad Litem's primary mission: advocating for the best interests of children involved in the dependency
court system. In this position, you may work directly with children, as a Staff Advocate, or work with
children in collaboration with assigned volunteers, as a Child Advocate Manager, or by a
combination of the two roles.
The Child Advocate Manager/Staff Advocate works on a multi-disciplinary team with a Guardian ad
Litem Attorney,volunteer Guardian ad Litem and or Pro Bono attorney to represent the legal and
best interests of children.The Child Advocate Manager/Staff Advocate will perform the following
duties in collaboration with the Guardian ad Litem multidisciplinary team members to ensure
compliance with all Circuit and Statewide administrative and operational standards, policies,
procedures, and initiatives in order to achieve consistent, effective best interest advocacy for
children assigned to the Office. The Child Advocate Manager will monitor an assigned child
regularly, including visiting the child in-person and/or contacting the child once every month at a
minimum (unless a child specific exception is approved by your Circuit Director). Visits/contact can
happen in the home, school and other places as appropriate in order to get to know their strengths,
needs, and wishes and documents correctly in case file.
The Child Advocate Manger engages in case planning,gives recommendations, and provides written
reports in order to represent and advocate for the best interests of each child. Particular emphasis is
given to safety, permanency, and normalcy for all children. Uses evidence based and best practices
when performing case management activities.The incumbent will collaborate with the
multidisciplinary team to ascertain the child's desire and willingness to participate in dependency
proceedings, determine if it is in the child's best interests to participate, and support the child's
participation as appropriate.
The Child Advocate Manager will implement and adhere to all Circuit and Statewide volunteer
management procedures and practices as means to develop effective working relationships with all
local agencies, primarily the Department of Children and Families and its contracted agencies, as
well as service providers involved in the child welfare system. Extensive contact is made with the
Department of Children and Families, community based care lead agencies, local law enforcement
agencies, schools,teachers, doctors, attorneys, psychologists, psychiatrists, social workers, and a
variety of other social service agencies and professionals. Work is performed under the general
supervision of the Child Advocate Manager II, Assistant Circuit Director or Circuit Director.
EDUCATION AND TRAINING REQUIREMENTS
Must possess a valid Florida Driver's License
Bachelor's degree from an accredited college or university with a major in sociology, social work,
psychology, child development, education, juvenile justice, communications, or a related social
science is preferred but prior experience will be considered to meet the degree requirement.
Experience could include time as Child Protective Investigator, Dependency Case Manager, Juvenile
Probation Officer, Law Enforcement, Military, Educators, or other professional experiences working
with children and families.
Two years of experience in a program focusing on child welfare, social service, counseling, teaching,
managing people or supervising volunteers is desired but not required. Experience with critical
decision making, planning, organizing, coaching, leading, or supervising will be helpful to a successful
candidate. All individuals hired after February 1, 2020, must be able to obtain a Child Advocate
Manager Certification offered by the Florida Certification Board within 12 months of hire date.
Maintain Child Advocate Manager certification during the duration of employment. Agency pays costs
of certification.
(Please note: The Executive Director or designee may grant an exception for the required education
and experience.)
Effective: October 1, 1993
Revised: October 1, 2002
Revised: January 1, 2004
Revised: January 5, 2015
Revised: August 25, 2017
Revised: July 1, 2020
Revised: October 1, 2022
Guardian ad Litem Pay Grade 119
ATTACHMENT B
Expense Reimbursement Requirements
This docurrient is intended to provide basic guidelines to HUMall Service and Con-imunity-Based
Organi zat ions, COUrIty fi-1.1VOers, and contractual parties who have reimbursable expenses
associated with Monroe County business. These guidelines, as they relate to travel, are from the
Monroc County Code, of'Or-dinances ancl State laws and regLdations.
A cover letter(see Attachrrient 13) sunirriarizing the imtjor fine items on the reimbursable cxpense
request needs to also contain the fbHowing notarized certified statement:
"I certify that the above eliecks have been submitted to the vendors as noted and that the
attached expenses are accurate and in agreement with the records of this organization,
Fu rtherm ore, drese expenses are in compliance with this organization's contract with the Monroe
(-'(:aunty Board of County Commissioners and will 110t be SUbmitted for the rein-ibursenient to any
other funding source.-
Invoices should be billed to the contracting agency. Third party payments will not be considered
for 1-01111)UrsLrnent, Ren)ember, the expense should be paid prior to requesting reirnbursernent.
Only current charges will be considered, no previous balances,
Reirriburseinent requests will be monitored in accordance with the level of detail in the contract.
This docurnent should not bc,, considered all-inclusive. The Clerk's Finance Departnient reserves
the right to review reinibursernerit reClUeStS on an individual basis, Any questions regarding these
guidelines should be directed to 305-292-3534,
Data Processing, PC Time, etc.
'ne vendor invoice is required for reirnbursenicrit. Intcr-company allocations are not considered
reimbursable cxpenditures unless appropriate payroll journals for the charging department are
attached and certified,
Payroll
A certified statenient verifying the accuracy and authenticity ofthe payroll expense is necded. If'
a Payroll Journal is provided, it should include: dates, employee name, salary, or hourly rate,
total hoiirs worked. withholding information and payroll taxes, check number and check aniount,
If a payroll Journal is not provided, the f'ollowing information must be provided: pay period,
check arriount, check number, date, payee, and support for applicable payroll taxes,
Postage, Overnight, Deliveries, Courier, etc,
A log of all postage expenses Lis they relate to the County contract is required for as
reirnbursemcn.t. For overnight or express deliveries, the vendor invoice must be jnClUde(L
Rents, Leases, etc.
A copy of the rental or lease agreeirient is required. Deposits and advance payments are not
allowable expenses,
Reproductions, Copies, etc,
A lcrg of copy expenses as they relate to the County contract is required fi,':)r reimbursement. The
log must d0ine the date, number of copies rr)ade, source document, puq")osc, arid recipient. A
reasonable fee for copy expenses will be allowable, For vender services, the veridor invoice and
a sainple oCthe finished pro duct are required,
Supplies, Services, etc.,
For supplies or services ordered, a vendor invoice is required.
Telefax, Fax, etc.
A, flax,to is required, I I 11C IOg MUst define the sender, the intended reciplent, the date, the number
called, and the reason fbi- sending the fax.
Travel and Meal Expenses
Travel eXPCIISCS MUst be SUbmitted on a State ofTlorida Voucher f6r Reimbursement of Travel
Expenses, Travel reimbursenient requests n-rust be submitted and will be Imid in accordance with
Monroe County Code ol'Ordinances and States Jaws arid regulations. Credit card statements are
not acceptable documentatiori for reirribUI-SCITICrit. If attending a conference or MeefirIg a COI)y Of
the agenda is needed, Airfare reirribursernent requires the original passenger receipt portiort of
the airline ticket. A travel itinerary is appreciated to facilitate the audit trail. Auto rental
reimbursement reqUirCS thC 'VCndor invoice, f°Uel purchases should be documented with paid
receipts. 'Taxies are not reirribursed iftaken to arrive at a depaTtUre point: 17or example, taking as
taxi from one's residence to the airport for a business trip is not relinbUrsabic. Parking is
considered a reimbursable travel expense at the destination. Airport parking during a bUSinCSS
trip is not.
A, detailed list of charges is required on the lodging invoice. Balance due must be zero, Room
rriust be registered and paid for by traveler, ""I'lie County will only refinbUI-SC the actual room and
related bed tax. Room service, movics, and personal telephone calls are not allolmrable expenses,
Mileage reimbursernerit shall be at the rate establis.hed by AWTICLE XXV1, TRAVLEL, PER
I'AEM, MEALS, AND Mll-EAGE POLK Y ofthe Monroe ('ounty Code of'Ordinances, An
odonicter reading rnust be included on the state travel voucher for vicinity travel. Mileage is not
allowed fi-om as residence or of to a point of'departure. F"or example, driving frorn onCs honle
to the airport for a business trip, is riot a reimbursable expense.
Meal reirnbursement sli all be at the rates established by AR"FICL.E XXVI, TR., W"L PER, DIEM,
MEAL, AND MILEAGE POLK.Y of the Monroe ounty Codc of'Ordinances. Meal guidelines
state that travel must begin prior to 6 am'i, t1or breakfiast reiml)ursement, bel'ore noon and end
after 2 f-i.in. f(:)r IWIch reimbursenient, and be fibre 6 p.irj, and end after 8 p ni, fim.- dinner
rcinftf-Seffient,
A,i",r.A(..'IIAI ENTC
ORGANIZATION
LETTERHEAD
Monroe County Board of County 'onimissioners
Finance Department
500 Whitehead Street
Key West, H, 33,040
Date
The l'oflowing is a surnmary ofthe expenses Ibr (L)jg C flat- the time period of
to
..........
Check 0 Payec Reason Aniount
I
101 Cornpany A Rent sx,.xxx.xx
102 Cornpany B I.Affities xxx.xx
a 04 Empfoycc A P/R cnding 05/14/01 XXXAX
105 Eniployee B, P/R ending 05/28/01 xxx.xx
(A) Total
(B) Total prior payments SX,XXXAx
(C) Total reqUested and pald (A F B) fin: xXxAX
(D) Total contract amOUIlt sx,xxx,xx
Balance of'Contract (D C) $X,XXX,XX
I cer-tify that the above checks have been subrnitted to the w,endor as noted and that the expenses
are accurate and in agreement with the, records of this organiZation,
Furthern'rore, these expenses are in coop hance with this organization's contract with the Monroe
County Board of County Commisski nicrs and will not be submitted for reimbUl"SCInCtIt to any
other fundhIg SOUI-CC
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Executi�/e Director
Attachinents (SUpporting dOCLIMCIItS)
Sworn to and subscribe before me this 20 b)
who is personally known (o nre.
Notary Public Notary Stanip