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<br />o <br /> <br />RECORD KEEPING AND REPORTING <br /> <br />DOCUMENTATION - ADMINISTRA TIVE <br />Ceres has on staff a FEMA reimbursement liaison officer who is a former U.S. Department of Homeland <br />Security - FEMA Project Officer. He provides expertise to Ceres in order that all Project Worksheet <br />activities and other reimbursement documentation is filed successfully. <br /> <br />Tickets and Truck Logs are the foundation of the major expenses on most projects. Tickets may be in <br />several formats such as dump tickets that record cubic yardage or "leaners and hangers" tickets that <br />record units such as tree quantity. Ceres supplies these 5-part carbon less ticket books if the customer <br />wishes. These are critical records that must be kept accurately. FEMA requires signed truck logs for every <br />vehicle hauling on the project and a signed dump ticket for every load. Ceres has developed a <br />sophisticated system to track and record this information. <br /> <br />Ceres has developed a custom database that links the project truck log database, the ticket database, <br />and a database containing all of the images of each individual ticket. The general procedure is that first <br />the truck log database is populated from the truck certification logs; next the tickets are received and <br />mechanically scanned whereby an image of the ticket is created in a database and automatically saved <br />under the ticket number. Next Ceres' data entry staff input the information from the ticket including the <br />truck number. The database will not allow entry of a ticket without a corresponding truck in the log or if the <br />ticketed yardage exceeds the yardage capacity of the truck. <br /> <br />Ceres' ticket database has been in use for more than 10 years and is easily modified to meet the needs <br />of our Clients. The database is designed to make it easy to use, yet it is very powerful. One data entry <br />person, with minimal on-site training, can enter over 700 tickets per day. The system does not allow <br />duplicate tickets to be entered thus prohibiting duplicate billing (Figure 4.2-1). <br /> <br />o <br /> <br /> <br />" <br />Dbase , <br />, Verification <br /> <br /> <br />" <br />li <br /> <br />",~ <br />,~" <br /> <br />Figure 4.2-1. Ticket Database Entry <br />An eight-page "Data Entry/Accounting Procedures" booklet is used to train and provide guidance to our <br />data entry personnel to ensure all data is entered in the same manner to insure data integrity. All <br />activities, including stump removal, hourly rate equipment, recording personnel hours, and other activities, <br />are recorded by our operations staff and the records are audited by our financial department to make <br />certain records of all potentially-reimbursable activities shall be acceptable and auditable to FEMA. The <br />data entry procedures include a double entry system whereby the truck number and amounts hauled are <br />first entered from the tickets and later re-entered at the time of subcontractor (or inter departmental) <br />invoice. <br /> <br />o <br /> <br />Ceres' ticket, truck log, and image databases (images include both tickets and truck logs) are available as <br />password protected read only files over the internet. Internet access to our databases is provided to all <br /> <br />Cf;.B';S <br /> <br />Tab 0 Technical Information <br />Section 0.6 Recordkeeping and Reporting <br />Page 1 of 4 <br />