Okaloosa County BOCC — October 23, 2014 — III.c. Expenditure Transactions — reading text

Expenditure Transaction Analysis September 2014 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”. 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 September 2014. TDC Recommendation to BCC For informational purposes only; no action needed. October 17, 2014 Tourist Development Department, Okaloosa County, FL SUNGARD PENTAMATION, INC. PAGE NUMBER: 1 DATE: 10/17/2014 OKALOOSA COUNTY BOCC AUDIT11 TIME: 14:37:38 EXPENDITURE TRANSACTION ANALYSIS SELECTION CRITERIA: transact.yr=’14’ and transact.period=’12’ and transact.fund=’104’ ACCOUNTING PERIOD: 1/15 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 12/14 09/04/14 21 V1408661 21200456 GAIL MORGAN 3,166.67 .00 FILM COMM AUG 2014 TOTAL CS−CONSULTING .00 3,166.67 .00 534018 CS−CHAMBER OF COMMERCE 12/14 09/30/14 21 1409346 002981 FWB CHAMBER OF C 5,000.00 .00 APR−JUN2014 TOTAL CS−CHAMBER OF COMMERCE .00 5,000.00 .00 534500 CS−PERSONNEL 12/14 09/04/14 21 V1408652 009350 KELLY SERVICES,I 132.23 .00 LATIMER 8/10 12/14 09/04/14 21 V1408652 009350 KELLY SERVICES,I 415.58 .00 MEGILL 8/17 12/14 09/11/14 21 V1408882 009350 KELLY SERVICES,I 363.72 .00 LATIMER 5/18/14 12/14 09/18/14 21 V1409062 009350 KELLY SERVICES,I 69.28 .00 REED−SALLAR 8/31/14 12/14 09/18/14 21 1409065 21101150 LANDRUM STAFFING 83.10 .00 HALSEY 8/16/14 12/14 09/19/14 19 AJESCD −265.24 RECLASS HOURS 12/14 09/25/14 21 1409228 21101150 LANDRUM STAFFING 116.34 .00 C HALSEY 9/06 12/14 09/30/14 21 V1409377 009350 KELLY SERVICES,I 151.12 .00 MEGILL 9/14/14 TOTAL CS−PERSONNEL .00 1,066.13 .00 542001 POSTAGE/FREIGHT CHARGES 12/14 09/04/14 21 1408706 008511 U S POSTMASTER 10,000.00 .00 PERMIT 252 BULK MAIL 12/14 09/11/14 21 1408903 009935 POSTMASTER 220.00 .00 PERMIT #252 TDD 12/14 09/30/14 21 V1409314 009109 CASS DATA & MAIL 34.30 .00 VACATION GUIDE 12/14 09/30/14 21 V1409314 009109 CASS DATA & MAIL 35.42 .00 VACATION GUIDE 12/14 09/30/14 21 V1409314 009109 CASS DATA & MAIL 39.20 .00 VACATION GUIDE 12/14 09/30/14 21 V1409314 009109 CASS DATA & MAIL 175.28 .00 VACATION GUIDE TOTAL POSTAGE/FREIGHT CHARGES .00 10,504.20 .00 545990 INSURANCE−OTHER 12/14 09/02/14 19 BUDGET−5 63.00 GENERAL LIABILITY TOTAL INSURANCE−OTHER .00 63.00 .00 547002 PRINTING & BINDING 12/14 09/26/14 21 V2140290 014799 BANK OF AMERICA 115.00 .00 SQ PRINTPRO LLC 12/14 09/26/14 21 V2140290 014799 BANK OF AMERICA 190.00 .00 SQ PRINTPRO LLC TOTAL PRINTING & BINDING .00 305.00 .00 548010 AGENCY BASE SVCS−MONTHLY 12/14 09/04/14 21 1408676 21300295 PETER A MAYER AD 304.35 .00 MAYER/CLARKE 12/14 09/25/14 21 1409247 21300295 PETER A MAYER AD 18,232.50 .00 JUNE 2014 BASE SVCS 12/14 09/25/14 21 1409247 21300295 PETER A MAYER AD 18,232.50 .00 JULY 2014 12/14 09/25/14 21 1409247 21300295 PETER A MAYER AD 18,232.50 .00 AUGUST2014 12/14 09/30/14 21 1409398 21300295 PETER A MAYER AD 778.73 .00 TRAVEL TOTAL AGENCY BASE SVCS−MONTHLY .00 55,780.58 .00 548011 AGENCY SVCS−OTHER 12/14 09/25/14 21 1409247 21300295 PETER A MAYER AD 2,990.00 .00 TO98 MEDIA PLANNING RUN DATE 10/17/2014 TIME 14:37:39 SUNGARD PENTAMATION, INC. − FINANCIAL ACCOUNTING SUNGARD PENTAMATION, INC. PAGE NUMBER: 2 DATE: 10/17/2014 OKALOOSA COUNTY BOCC AUDIT11 TIME: 14:37:38 EXPENDITURE TRANSACTION ANALYSIS SELECTION CRITERIA: transact.yr=’14’ and transact.period=’12’ and transact.fund=’104’ ACCOUNTING PERIOD: 1/15 FUND − 104 − TOURIST DEVELOPMENT FUND DEPARTMENT − 1151 − 5TH TDT−TOURISM PROMOTION ACCOUNT DATE T/C ENCUMBR REFERENCE VENDOR BUDGET EXPENDITURES ENCUMBRANCES DESCRIPTION 548011 AGENCY SVCS−OTHER (cont’d) TOTAL AGENCY SVCS−OTHER .00 2,990.00 .00 548020 WEBSITE DEV & MAINTENANCE 12/14 09/26/14 21 V2140290 014799 BANK OF AMERICA 19.00 .00 SERVERSTADIUM.COM TOTAL WEBSITE DEV & MAINTENANCE .00 19.00 .00 548040 PUBLIC RELATIONS 12/14 09/04/14 21 1408676 21300295 PETER A MAYER AD 1,257.00 .00 TO137 PRESS KIT TOTAL PUBLIC RELATIONS .00 1,257.00 .00 548041 RESEARCH 12/14 09/04/14 21 1408676 21300295 PETER A MAYER AD 22,080.00 .00 TO117 HAAS CTR RESRCH TOTAL RESEARCH .00 22,080.00 .00 548042 FALL CAMPAIGN 12/14 09/04/14 21 1408676 21300295 PETER A MAYER AD 4.53 .00 TO 115 PASS THRU ONLI 12/14 09/04/14 21 1408676 21300295 PETER A MAYER AD 15,000.00 .00 TO126 OKAT JAN−SEPT 12/14 09/04/14 21 1408676 21300295 PETER A MAYER AD 24,999.00 .00 TO125 OKAT JAN−SEPT 12/14 09/30/14 21 1409398 21300295 PETER A MAYER AD 59.88 .00 TO115 MEDIA PASS THRU TOTAL FALL CAMPAIGN .00 40,063.41 .00 548044 SNOWBIRD CAMPAIGN 12/14 09/11/14 21 1408901 21300295 PETER A MAYER AD 4,976.00 .00 TO118 CANADIAN TRVLER TOTAL SNOWBIRD CAMPAIGN .00 4,976.00 .00 548046 SUMMER CAMPAIGN 12/14 09/04/14 21 1408676 21300295 PETER A MAYER AD 6.53 .00 TO 115 PASS THRU ONLI 12/14 09/04/14 21 1408676 21300295 PETER A MAYER AD 2,070.00 .00 TO104 FAM TRIP 12/14 09/30/14 21 1409398 21300295 PETER A MAYER AD 1.91 .00 TO115 MEDIA PASS THRU 12/14 09/30/14 21 1409398 21300295 PETER A MAYER AD 4,454.00 .00 TO114 RADIO PASS THRU TOTAL SUMMER CAMPAIGN .00 6,532.44 .00 548047 NON−SEASONAL 12/14 09/04/14 21 1408676 21300295 PETER A MAYER AD 161.08 .00 TO 115 PASS THRU ONLI 12/14 09/04/14 21 1408676 21300295 PETER A MAYER AD 10,800.00 .00 TO113 JAN−SPT LEISURE 12/14 09/11/14 21 1408901 21300295 PETER A MAYER AD 29,254.55 .00 TO115 ONLINE MEDIA 12/14 09/17/14 13 3,500.00 BT−14−55 12/14 09/30/14 21 1409398 21300295 PETER A MAYER AD 26.24 .00 TO115 MEDIA PASS THRU TOTAL NON−SEASONAL 3,500.00 40,241.87 .00 548051 CAMPAIGN PRODUCTION 12/14 09/25/14 21 1409247 21300295 PETER A MAYER AD 4,801.25 .00 TO100 CAMPAIGN PROD TOTAL CAMPAIGN PRODUCTION .00 4,801.25 .00 548090 PROMOTIONAL RESERVES 12/14 09/17/14 13 −3,500.00 BT−14−55 RUN DATE 10/17/2014 TIME 14:37:39 SUNGARD PENTAMATION, INC. − FINANCIAL ACCOUNTING SUNGARD PENTAMATION, INC. PAGE NUMBER: 3 DATE: 10/17/2014 OKALOOSA COUNTY BOCC AUDIT11 TIME: 14:37:38 EXPENDITURE TRANSACTION ANALYSIS SELECTION CRITERIA: transact.yr=’14’ and transact.period=’12’ and transact.fund=’104’ ACCOUNTING PERIOD: 1/15 FUND − 104 − TOURIST DEVELOPMENT FUND DEPARTMENT − 1151 − 5TH TDT−TOURISM PROMOTION ACCOUNT DATE T/C ENCUMBR REFERENCE VENDOR BUDGET EXPENDITURES ENCUMBRANCES DESCRIPTION 548090 PROMOTIONAL RESERVES (cont’d) TOTAL PROMOTIONAL RESERVES −3,500.00 .00 .00 549906 BACKGROUND CHECKS 12/14 09/17/14 13 70.00 BA−#146 TOTAL BACKGROUND CHECKS 70.00 .00 .00 552800 COMPUTER SUPPLIES 12/14 09/30/14 21 V1409314 009109 CASS DATA & MAIL 1,173.02 .00 DIAMOND SERIES AQUEOU TOTAL COMPUTER SUPPLIES .00 1,173.02 .00 554001 BOOK/PUB/SUB/MEMBERSHIPS 12/14 09/11/14 21 1408867 014431 FILM FLORIDA INC 250.00 .00 APR2014−3/2015 TOTAL BOOK/PUB/SUB/MEMBERSHIPS .00 250.00 .00 599090 RESERVE FOR CONTINGENCIES 12/14 09/17/14 13 55,280.00 BA−#146 TOTAL RESERVE FOR CONTINGENCIES