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TOURIST DEVELOPMENT DEPARTMENT MEMORANDUM
DATE: April 23, 2015
TO: Tourist Development Council
FROM: Ed Schroeder, Tourist Development Department Director
Charlotte Dunworth, Finance, Administration, & Compliance Manager
SUBJECT: Monthly Expenditure Transaction Analysis
STATEMENT OF ISSUE: Pursuant to Florida Statutes 125.0104(4)(e), “The council shall
continuously review expenditures… Expenditures which the council believes to be unauthorized shall be
reported to the county governing board and the Department of Revenue”.
BACKGROUND: One of the most comprehensive reports from the County’s accounting system is the
Expenditure Transaction Analysis, which lists the fiscal period, date, transaction type, check number,
vendor number, vendor name, dollar amount, and description for each tourist development tax
expenditure transaction. This report is being provided to assist the TDC in identifying possibly
unauthorized expenditures.
The following pages provide transaction detail for the month of March 2015.
OPTIONS: N/A
RECOMMENDATION TO BCC: N/A, for informational purposes only.
SUNGARD PENTAMATION, INC. PAGE NUMBER: 1
DATE: 04/15/2015 OKALOOSA COUNTY BOCC AUDIT11
TIME: 15:03:39 EXPENDITURE TRANSACTION ANALYSIS
SELECTION CRITERIA: transact.yr=’15’ and transact.period=’6’ and transact.fund=’104’
ACCOUNTING PERIOD: 7/15
FUND − 104 − TOURIST DEVELOPMENT FUND
DEPARTMENT − 1151 − 5TH TDT−TOURISM PROMOTION
ACCOUNT DATE T/C ENCUMBR REFERENCE VENDOR BUDGET EXPENDITURES ENCUMBRANCES DESCRIPTION
534003 CS−CONSULTING
6 /15 03/05/15 21 V1504035 21200456 GAIL MORGAN 3,166.67 .00 FILM COMM SVCS
TOTAL CS−CONSULTING .00 3,166.67 .00
534018 CS−CHAMBER OF COMMERCE
6 /15 03/12/15 21 1504131 002241 DESTIN AREA CHAM 5,000.00 .00 OCT−DEC2014
TOTAL CS−CHAMBER OF COMMERCE .00 5,000.00 .00
540005 TRAVEL LODGING EXPENSES
6 /15 03/25/15 21 V2150152 014799 BANK OF AMERICA −74.47 .00 HOLIDAYINNEXPRESSCONVENT
TOTAL TRAVEL LODGING EXPENSES .00 −74.47 .00
541010 COMMUNICATIONS SERVICE
6 /15 03/13/15 13 84.00 BT−CA−15−15
TOTAL COMMUNICATIONS SERVICE 84.00 .00 .00
542001 POSTAGE/FREIGHT CHARGES
6 /15 03/13/15 13 −84.00 BT−CA−15−15
TOTAL POSTAGE/FREIGHT CHARGES −84.00 .00 .00
545990 INSURANCE−OTHER
6 /15 03/02/15 19 BUDGET−5 118.00 GENERAL LIABILITY
TOTAL INSURANCE−OTHER .00 118.00 .00
548001 PROMOTIONAL ACTIVITIES
6 /15 03/18/15 13 4,000.00 BA−#81
6 /15 03/25/15 21 V2150152 014799 BANK OF AMERICA −169.58 .00 OFFICE DEPOT #206
6 /15 03/25/15 21 V2150152 014799 BANK OF AMERICA 159.98 .00 OFFICE DEPOT #206
TOTAL PROMOTIONAL ACTIVITIES 4,000.00 −9.60 .00
548003 TRADE SHOW FEES
6 /15 03/25/15 21 V2150152 014799 BANK OF AMERICA −8.10 .00 IN GOBEN CONVENTION SERV
TOTAL TRADE SHOW FEES .00 −8.10 .00
548010 AGENCY BASE SVCS−MONTHLY
6 /15 03/12/15 21 1504169 21300295 PETER A MAYER AD 27,348.75 .00 JANUARY 2015
6 /15 03/19/15 21 1504324 21300295 PETER A MAYER AD 1,179.97 .00 FY15 TRAVEL
TOTAL AGENCY BASE SVCS−MONTHLY .00 28,528.72 .00
548011 AGENCY SVCS−OTHER
6 /15 03/19/15 21 1504324 21300295 PETER A MAYER AD 3,852.50 .00 TO142 MEDIA PURCHASIN
TOTAL AGENCY SVCS−OTHER .00 3,852.50 .00
548020 WEBSITE DEV & MAINTENANCE
6 /15 03/12/15 21 1504169 21300295 PETER A MAYER AD 3,076.25 .00 TO138 LEISURE WEBSITE
6 /15 03/25/15 21 V2150152 014799 BANK OF AMERICA 339.00 .00 IN REVIVE MEDIA SERVICES
6 /15 03/25/15 21 V2150152 014799 BANK OF AMERICA 1,017.00 .00 IN REVIVE MEDIA SERVICES
RUN DATE 04/15/2015 TIME 15:03:39 SUNGARD PENTAMATION, INC. − FINANCIAL ACCOUNTING
SUNGARD PENTAMATION, INC. PAGE NUMBER: 2
DATE: 04/15/2015 OKALOOSA COUNTY BOCC AUDIT11
TIME: 15:03:39 EXPENDITURE TRANSACTION ANALYSIS
SELECTION CRITERIA: transact.yr=’15’ and transact.period=’6’ and transact.fund=’104’
ACCOUNTING PERIOD: 7/15
FUND − 104 − TOURIST DEVELOPMENT FUND
DEPARTMENT − 1151 − 5TH TDT−TOURISM PROMOTION
ACCOUNT DATE T/C ENCUMBR REFERENCE VENDOR BUDGET EXPENDITURES ENCUMBRANCES DESCRIPTION
548020 WEBSITE DEV & MAINTENANCE (cont’d)
TOTAL WEBSITE DEV & MAINTENANCE .00 4,432.25 .00
548042 FALL CAMPAIGN
6 /15 03/05/15 21 1504051 21300295 PETER A MAYER AD 9,078.00 .00 TO148 LEISURE BRDCAST
6 /15 03/18/15 13 125,724.00 BT−15−24
6 /15 03/19/15 21 1504324 21300295 PETER A MAYER AD 2,689.00 .00 TO147 LEISURE PRINT
TOTAL FALL CAMPAIGN 125,724.00 11,767.00 .00
548043 CHRISTMAS CAMPAIGN
6 /15 03/05/15 21 1504051 21300295 PETER A MAYER AD 22,055.32 .00 TO149 LEISURE ONLINE
6 /15 03/19/15 21 1504324 21300295 PETER A MAYER AD 1.27 .00 TO149 LEISURE ONLINE
6 /15 03/19/15 21 1504324 21300295 PETER A MAYER AD 508.42 .00 TO149 LEISURE ONLINE
6 /15 03/26/15 21 1504485 21300295 PETER A MAYER AD 779.94 .00 TO149 LEISURE DIGITAL
TOTAL CHRISTMAS CAMPAIGN .00 23,344.95 .00
548044 SNOWBIRD CAMPAIGN
6 /15 03/05/15 21 1504051 21300295 PETER A MAYER AD 13,393.07 .00 TO149 LEISURE ONLINE
6 /15 03/19/15 21 1504324 21300295 PETER A MAYER AD 3.89 .00 TO149 LEISURE ONLINE
6 /15 03/19/15 21 1504324 21300295 PETER A MAYER AD 277.89 .00 TO149 LEISURE ONLINE
6 /15 03/26/15 21 1504485 21300295 PETER A MAYER AD 12,412.91 .00 TO149 LEISURE DIGITAL
TOTAL SNOWBIRD CAMPAIGN .00 26,087.76 .00
548046 SUMMER CAMPAIGN
6 /15 03/05/15 21 1504051 21300295 PETER A MAYER AD 1,409.76 .00 TO149 LEISURE ONLINE
6 /15 03/19/15 21 1504324 21300295 PETER A MAYER AD 32.49 .00 TO149 LEISURE ONLINE
6 /15 03/19/15 21 1504324 21300295 PETER A MAYER AD 24,389.05 .00 LEISURE BROADCAST
6 /15 03/26/15 21 1504485 21300295 PETER A MAYER AD 12,387.70 .00 TO149 LEISURE DIGITAL
TOTAL SUMMER CAMPAIGN .00 38,219.00 .00
548051 CAMPAIGN PRODUCTION
6 /15 03/26/15 21 1504485 21300295 PETER A MAYER AD 809.47 .00 TO158 TRADE BOOTH
6 /15 03/26/15 21 1504485 21300295 PETER A MAYER AD 5,189.94 .00 TO158 TRADE BOOTH
TOTAL CAMPAIGN PRODUCTION .00 5,999.41 .00
548060 SPECIAL EVENTS
6 /15 03/24/15 21 21500304−01 20700079 DESTIN FISHING M .00 −2,250.00 SPECIAL EVENT AND SPONSOR
6 /15 03/30/15 17 21500763−01 21001488 SOUTHERN EVENTS 12,367.00 SPECIAL EVENT AND SPONSOR
TOTAL SPECIAL EVENTS .00 .00 10,117.00
549904 JOB LISTING EXPENSES
6 /15 03/25/15 11 .00 ESTABLISH PER PCARD
6 /15 03/25/15 21 V2150152 014799 BANK OF AMERICA 29.99 .00 PROHUB INC
TOTAL JOB LISTING EXPENSES .00 29.99 .00
599146 RESERVE−PROM ACTIVITIES
6 /15 03/18/15 13 −43,017.00 BA−#80
RUN DATE 04/15/2015 TIME 15:03:40 SUNGARD PENTAMATION, INC. − FINANCIAL ACCOUNTING
SUNGARD PENTAMATION, INC. PAGE NUMBER: 3
DATE: 04/15/2015 OKALOOSA COUNTY BOCC AUDIT11
TIME: 15:03:39 EXPENDITURE TRANSACTION ANALYSIS
SELECTION CRITERIA: transact.yr=’15’ and transact.period=’6’ and transact.fund=’104’
ACCOUNTING PERIOD: 7/15
FUND − 104 − TOURIST DEVELOPMENT FUND
DEPARTMENT − 1151 − 5TH TDT−TOURISM PROMOTION
ACCOUNT DATE T/C ENCUMBR REFERENCE VENDOR BUDGET EXPENDITURES ENCUMBRANCES DESCRIPTION
599146 RESERVE−PROM ACTIVITIES (cont’d)
6 /15 03/18/15 13 −125,724.00 BT−15−24
TOTAL RESERVE−PROM ACTIVITIES −168,741.00 .00 .00
TOTAL 5TH TDT−TOURISM PROMOTION −39,017.00 150,454.08 10,117.00
RUN DATE 04/15/2015 TIME 15:03:40 SUNGARD PENTAMATION, INC. − FINANCIAL ACCOUNTING
SUNGARD PENTAMATION, INC. PAGE NUMBER: 4
DATE: 04/15/2015 OKALOOSA COUNTY BOCC AUDIT11
TIME: 15:03:39 EXPENDITURE TRANSACTION ANALYSIS
SELECTION CRITERIA: transact.yr=’15’ and transact.period=’6’ and transact.fund=’104’
ACCOUNTING PERIOD: 7/15
FUND − 104 − TOURIST DEVELOPMENT FUND
DEPARTMENT − 1152 − 2ND TDT−ADMINISTRATION
ACCOUNT DATE T/C ENCUMBR REFERENCE VENDOR BUDGET EXPENDITURES ENCUMBRANCES DESCRIPTION
512010 SALARIES/WAGES−FULL−TIME
6 /15 03/04/15 22