LOS ANGELES COUNTY
DEPARTMENT OF MENTAL HEALTH
  Policy 804.04 Issuance and Safekeeping of Transit Access Pass (TAP) Cards
 
  PROCEDURES
 
 
  1. Requesting and Replenishing TAP Cards
     
    1. Requisition TAP Cards from the Accounting Division.
       
    2. The TAP Cards should be secured in a locked file, box, or safe (hereafter referred to as the “Safe File”). Access to the Safe File should be limited to the Primary Designated Custodian and the Clinic Manager or designee.
       
    3. The Clinic Manager or designee updates the TAP Cards Log when TAP Cards are replenished following the steps listed below:
       
      1. Record the date TAP Cards are received.
         
      2. Record the TAP Cards book numbers issued in the Transferred/Replenished/Comments section.
         
      3. Record the name of Accounting Division's TAP Cards clerk/custodian in Transferred/Replenished/Comments Section.
         
      4. Record the name of the designated messenger picking up TAP Cards from Accounting Division.
         
      5. Record the total number of TAP Cards received in the IN column. Adjust balance accordingly.
         
      6. Add the quantity of TAP Cards by cent value issued by Accounting Division to the preceding line to receive the current Safe File balance.
         
      7. The total number of TAP Cards in the IN column and the Gross Total in the preceding line will give you a new gross total. (To double check, add the current inventory balance by cent value.)
         
      8. To determine the current gross total balance, add the Custodian’s Desk balance and the balance by cent value to determine the current TAP Cards on hand.
         
    4. The Clinic Manager or designee replenishes the Custodian’s file with TAP Cards from the Safe File on a weekly basis (or as needed). Only one week’s supply of TAP Cards should be maintained in the Custodian’s file. (The Custodian is generally the receptionist.) Record appropriate transitions to the logs.
       
      1. Record the date of transfer.
         
      2. Record name of Clinic Manager or designee transferring TAP Cards.
         
      3. Record name of Custodian receiving TAP Cards.
         
      4. Record the number of TAP Cards transferred to the Custodian’s file from the Safe File in the OUT column. Adjust balance accordingly.
         
      5. Record the amount of TAP Cards transferred from the Safe File to the Custodian’s file in the IN column. Adjust balance accordingly.
         
      6. The Gross Total column should remain the same as the balance recorded on the previous line since no external exchange of TAP Cards has taken place.
         
      7. Indicate in the Transferred/Replenished/Comments section of the Safe File that this transaction is replenishing the Custodian’s Desk file.

        NOTE: If the Custodian is low on TAP Cards at the time of replenishment from the Accounting Division, the above-mentioned steps must be followed.
         
  2. Issuance
     
    1. DMH issues TAP cards to indigent clients to support their transportation needs. TAP cards may be issued on an emergency basis as authorized by clinic managers, case managers, or their designees. TAP cards may also be issued to DMH employees for official County business, as approved by the employee's supervisor and manager.
       
    2. The TAP card file is kept in a locked drawer at the Primary Designated Custodian’s Desk.
       
    3. Require client to acknowledge receipt of the TAP Cards (by signing and dating at the bottom of the TAP Cards Authorization form).
       
    4. The Primary Designated Custodian or designee must sign the TAP Cards Authorization form upon transfer of TAP Cards from the clinic to the client.
       
    5. Maintain and update TAP Cards Log (Custodian’s Desk):
       
      1. Ensure the beginning balance is posted by cent value in the inventory Balance column.
         
      2. Record the date TAP Cards are issued.
         
      3. Record the name of Primary Designated Custodian or designee issuing TAP Cards.
         
      4. Record the name of client TAP Cards were issued to.
         
      5. Record the justification for issuance.
         
      6. Record the number of TAP Cards issued in OUT column. Adjust balance accordingly.
         
    6. Record “transfer of responsibility” for TAP Cards each time the Primary Designated Custodian transfers responsibilities to a secondary custodian. A record of the transfer should be made and kept on file. Likewise, each time the secondary custodian transfers responsibilities back to the Primary Designated Custodian, a record of the transfer should be made. (Example: breaks, lunches, days off, etc.) Each custodian will be held accountable for all TAP Cards activities occurring at the time of his/her custodial responsibilities. 
       
    7. Custodians may perform a reconciliation/verification of TAP Cards anytime the “transfer of responsibility” occurs.
       
  3. Verification and Reconciliation
     
    1. On a monthly basis and upon receipt of TAP Cards from the Accounting Division, the Clinic Manager or designee must perform a verification of the quantity of TAP Cards on hand. The TAP Cards Log must be initialed by the Clinic Manager or designee to indicate that this verification has been made.
       
    2. The TAP Cards Authorization and the TAP Cards Request forms should be reconciled to the Gross Total on a monthly basis to ensure the accuracy of the information reported by the Clinic Manager or designee to indicate that this verification has been made.
       
    3. The Clinic Manager or designee should perform a reconciliation of TAP Cards transactions to the ending balance monthly, at the completion of each TAP Cards Log, or when TAP Cards must be replenished. The Clinic Manager or designee should initial logs when reconciliation is complete.
       
  4. Other Requirements
     
    1. Missing or stolen TAP Cards must be investigated. Clinic Manager must submit a letter of explanation to their Deputy Director and the Accounting Division Chief. After a proper investigation, the Accounting Division may report to Auditor Controller's Department to receive direction how the reimbursement shall be recovered.
       
    2. Any operational questions should be directed to the Accounting Division. The Accounting Division reviews the requests for compliance with replenishing procedures. Clinics will be notified by the Accounting Division when an error is discovered and corrective action is required.
       
    3. The Compliance, Privacy, and Audit Division shall review (by sample review) the clinic’s compliance with distribution procedures during the on-site Internal Control Certification Program review. Any deficiencies are reported to the Clinic Manager as well as the Deputy Director for corrective action.
       
  5. TAP Cards Requisition Procedures:
     
    1. Complete the TAP Cards Request (in duplicate):
       
      1. Record the date of the request.
         
      2. Record the name of the facility or division making the request.
         
      3. Record the appropriate Cost Center Code.
         
      4. Record the total number of TAP Cards requested by denomination.
         
      5. Calculate the dollar value of the request (total number of TAP Cards multiplied by the denomination).
         
      6. Specify justification for the request.
         
      7. The primary designated custodian must sign the request.
         
      8. Indicate a phone number where the primary designated custodian may be reached.
         
      9. Obtain approval of the request from the Clinic Manager or Deputy Director.
         
      10. Indicate the date on which the request was approved.
         
      11. The Accounting Division will complete the remainder of the TAP Cards Request form. 

        NOTE: The Accounting Division will return any incomplete or improperly completed TAP Cards requests to the facility to be corrected and resubmitted.
         
    2. Clinics may request no more than 500 TAP Cards or a three-month supply (whichever is less).
       
    3. Submit the TAP Cards Request form (in duplicate) and the original TAP Cards Logs to:

      Los Angeles County Department of Mental Health
      Accounting Division
      510 S. Vermont Ave.15th Floor
      Los Angeles, CA 90020
       
    4. Copies of the TAP Cards Request, completed log, and TAP Cards Authorization forms should be filed in a secure location.
       
    5. Only a messenger with written authorization, duly approved by the Clinic Manager, may pick up the requested items.
       
    6. Upon receipt of the TAP Cards from the Accounting Division, messenger should ensure that the bottom portion of the TAP Cards Request form has been completed correctly. Messenger signs the request to verify receipt of the TAP Cards.
       
    7. Clinic Manager ensures that the Annual Signature Update Sheet is reviewed and submitted to the Accounting Division at least once a year or when a change in Clinic Manager, primary designated custodian, et al. occurs.
       
  6. Clinic Closures
     
    1. When a DMH facility, section, or unit that has TAP Cards ceases operation, the following must be observed: 
       
      1. Prior to closure, the custodian must secure the TAP Cards and report the status to the Accounting Division.
         
      2. All TAP Cards must be returned intact to the Accounting Division Custodian by the close of the same or next business day.