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Home My WebLink About[External]Mileage Audit - Documents_RedactedFrom:Aaron Petroff To:Alexandra Teahen; Shannon Buckley Cc:Laurissa Call Subject:[External]Mileage Audit - Documents Date:Thursday, January 5, 2023 12:48:58 PM Attachments:SWAG October 2022 Mileage Explanations.pdf SWAG August 2022 Mileage Explanations.pdf SWAG September 2022 Mileage Explanations.pdf Mileage Table (2).pdf reqtimecard (1).pdf August22Mileage.pdf Sept22Mileage.pdf Oct22Mileage.pdf Message from external sender. Use Caution. Good afternoon, Alex, We have reviewed the August, September, and October mileage that you have returned. We have thoroughly completed an audit on our end as well. We have attached a document with explanations for each trip. Most of the highlighted trips were accurate and related to client/outreach activities. We did notice that there was a small amount of errors on our end and have noted that on the document as well. We have submitted revised mileage for the employees that did have error's and will complete a price adjustment/subtraction accordingly on November's invoice prior to submission. In regard to the errors on our end- we have noticed that a few employees were tracking trips home. This often is due to their GPS not being turned off after/before work. This has been addressed with employees and will ensure these are caught and adjusted before processing. We would like to clarify a few points below. We hope that this broadens the understanding of how/when mileage is being tracked. GPS Tracking: Our outreach teams use a mileage tracking service that automatically captures their mileage based on their GPS locations. Majority, if not all, are all "Magic Trips" and not Manual entries. Therefore, the Magic Trips do not allow for "inflated" mileage. Manual entries can be entered if for example there was a service/reception failure and we can see when the entry was done manually. Amount of Miles: Outreach and client-related activities cover a wide range of services. These activities are highly field- based meaning that most trips will appear with several street names that are sidewalks, back of business, parking lots, etc. Our teams often conduct a search in Hot Spot areas surveying the area looking for priority clients, any potential new clients, and any encampments and/or other related items that the City may need to be aware of. This can look like our team leaving the Anchor (starting point) and driving in a circle and/or through various locations and ending back at the Anchor. This is one ongoing trip with the same start and end point. This type of trip can accumulate several miles. Though this appears to be "inflated", it is captured through GPS tracking and is an accurate depiction. Highlighted Addresses: Several of our clients are connected to emergency shelter opportunities (motels) from other providers. Our case managers are continuing case management and are working to ensure the clients documentation is being completed for further service and housing opportunities and do not return to the streets. You will often see different motels tracked on mileage such as the American Inn, Travelodge, etc. This too is accurate as these trips are client related. At times you may see "random" addresses. Oftentimes, we may have to drop a client back at their encampment or a requested location of their choice. Additionally, when conducting outreach we may have to park our vehicles in a parking lot and continue on foot. At times you may see an address that is related to a portion of the street, our team members oftentimes pull over on the side of the road to speak to a client and/or look for a client. At times you may see a location that the GPS labels as “unknown”. Outreach efforts often go to locations in back alleys, washes, etc or other known areas that clients frequent but that are not labeled on a map. In general, we have various service providers and medical appointments that are located out of the city and throughout Riverside and San Bernardino counties-we go wherever necessary to help our clients. To address your specific questions: 1. We do include PTO and sick time on the invoices. Staff have a set and limited amount of sick time available each year (24 hours); whereas, PTO is accrued per hour worked. 2. "Other hours" are hours not related to regular, overtime, PTO, or sick. Other hours include holiday pay and any missed meal violations due to outreach / client related activities. 2. When a dedicated staff member for this project calls out sick, we look at the schedule and tasks for the day. If the schedule is booked and the team requires assistance, then we ensure that there is coverage. However, any coverage that may be placed there is not billed for. As a reminder, we have ESG funding that supports the current and direct oversight of LE street outreach and Anchor (David), billing and administrative work (Laurissa), Data team, other outreach workers, and although I only bill one hour of my time a day to LE, I spend much more time than that on the LE and Anchor related items. I hope that offers clarity. Please reach out if you have any further questions or concerns. Thank you, -- Aaron Petroff Social Work Action Group MILEAGE AUDIT AUGUST 2022 Employee Previous Audit Updated Robert Henson $185.7 no change Charles Johnson $62.81 no change Jerry Jove $455.38 $441.08 Jason Juarez $313.81 no change Michael Ridley $465.38 $389.66 Clarysa Saldana $91.81 $91.28 Total Difference:$90.55 MILEAGE AUDIT SEPTEMBER 2022 Employee Previous Audit Updated Robert Henson $120.90 no change Charles Johnson $54.56 no change Jerry Jove $533.31 $526.31 Jason Juarez $214.25 no change Michael Ridley $374.56 $289.58 Clarysa Saldana $208.06 $204.98 Total Difference:$95.06 MILEAGE AUDIT OCTOBER 2022 Employee Previous Audit Updated Garrett Chism $161.88 $79.25 Robert Henson $124.12 $121.63 Charles Johnson $162.38 no change Jerry Jove $436.19 $403.43 Jason Juarez $437.88 $424.28 Clarysa Saldana $147.31 $133.81 Total Difference $144.98 Total Difference for all 3 months: $330.59 SWAG August 2022 Mileage Charles Johnson: 8/1/22 ● CA 92570 = Client/Outreach activities Michael Ridley: 8/4/22 ● Address: Lake Elsinore, CA 92530 = Client/Outreach activities 8/8/22 ● Address: , Lake Elsinore, CA 92530 = Client/Outreach activities 8/10/22 ● Address: SWAG August 2022 Mileage ● Address: CA 92530 = Client/Outreach activities 8/30/22 ● Elsinore, CA 92530 = Removed SWAG August 2022 Mileage 8/29/22 ● 92530 = Client/Outreach activities SWAG August 2022 Mileage 8/16/22 ● Elsinore, CA 92530 = Client/Outreach activities 8/29/22 ● 92530 = Client/Outreach activities ● SWAG August 2022 Mileage ● = Client/Outreach activities SWAG October 2022 Mileage Charles Johnson: 10/7/2022 Elsinore, CA 92530 = Client/Outreach activities ● CA 92530 = Client/Outreach activities Jerry Jove: 10/3/2022 ● , Menifee,CA 92584 = Removed SWAG October 2022 Mileage 10/ = Client/Outreach activities re, CA 92530 = Client/Outreach activities SWAG October 2022 Mileage 10/ = Removed SWAG October 2022 Mileage 10/ SWAG September 2022 Mileage Charles Johnson 9/1/22 ● Removed SWAG September 2022 Mileage ● 92530 = Client/Outreach activities SWAG September 2022 Mileage 9/ Client/Outreach activities SWAG September 2022 Mileage 9/8/ 92530 = Client/Outreach activities