1. (CoF) Investigates any suspected falsification, alteration, possible theft, or shortage noted on Transportation Fund Authorizations (Form 2366) or in count of cash box.
    1. Interviews all persons involved to determine if discrepancy is due to negligence, theft, or fraud.
    2. Examines and keeps all available evidence.
  2. (CoF) Immediately notifies the LOA/OM.
  3. (CoF) Files police report, if needed.
  4. (CoF) Prepares Corrective Action Plan and/or starts disciplinary action, as appropriate.
  5. (LOA/OM) Investigates shortages that occurs in safe balances.
  6. (LOA/OM) Prepares and sends a report of the shortages in safe balances or the cash box to the ERFU.
  7. (LOA/OM) Within 30 days of discovery, starts the investigatory process.
    1. If fraud or theft is suspected, prepares and sends report within 24 hours of discovery that includes:
      • investigatory process followed; and
      • copy of police report.
  8. (LOA/OM) If the CoF or Cashier is not responsible for the shortage, prepares a memo with the determination and attaches supporting documents and sends to ERFU for disposition.
  9. (ERFU) Reviews the documents, decides what action to take, and notifies the FCRC.
  10. (ERFU) Processes authorization to remove shortage from the fund's account.
    1. Prepares Transportation Fund Reimbursement Request (Form 1664):
      • show number of CTA Transit Cards on line C of Section I;
      • enter Adjustment Code 5;
      • references the attached memo of authorization;
      • show balances from last report;
      • deducts amount authorized for adjustment; and
      • enters new balances for CTA Transit Cards on hand in Family Community Resource Center.
  11. (ERFU) Enters transaction in Ledger under Credit column.
    1. Shows under Remarks that credit authorized per memorandum from ERFU.
  12. (ERFU) Sends to the LOA/OM a completed and signed Form 1664, with authorization memorandum for adjustment of fund attached.

The Custodian of Funds or Cashier is determined financially responsible for shortage:

  1. (LOA/OM) Authorizes the CoF or Cashier to directly purchase CTA Transit Cards to make up shortage and adds to fund.

    NOTE: ERFU ledger entry is not required. 

  2. (LOA/OM) Files memorandum stating method of adjustment and indicating approval.
  3. (LOA/OM) If reimbursement is made by check or money order (payable to the Illinois Department of Human Services), sends funds to ERFU, with memo of authorization for this method of adjustment.
  4. (ERFU) Receives payment instrument.
  5. (ERFU) Prepares Payment Transmittal Slip (Form 3021).
  6. (ERFU) Deposits funds to the Department's account.
  7. (ERFU) Prepares Form 1664:
    • shows the number of CTA Transit Cards on line C of Section I;
    • enters Adjustment Code 5;
    • shows that authorization memo is attached;
    • enters balances from last report;
    • deducts amounts authorized for adjustment; and
    • enters new balances for CTA Transit Cards on hand in Family Community Resource Center.
  8. (ERFU) Enters transaction in Credit column of Ledger and shows under Remarks that adjustment is per reimbursement.
  9. (ERFU) Sends the LOA/OM the signed Form 1664 with a memo approving the adjustment.