Report 2018-301 Recommendation 6 Responses

Report 2018-301: Judicial Branch Procurement: Some Superior Courts Generally Followed Requirements but Could Improve Their Procurement Practices (Release Date: January 2019)

Recommendation #6 To: Superior Court of California, County of Monterey

The Monterey court should revise its guidance regarding invoice approval limits to include a description of circumstances under which it will allow exceptions to such limits, and it should inform court staff of the revisions.

60-Day Agency Response

The court revised Section 4 - Signature Authority on page 3 of the LCM to add Accounts Payable Approval signatories to the Authorization Matrix and update the signatories. As there are more than one allowed signatory for invoices up to $50,000 and to limit confusion and/or enhance clarity on these authorities, no allowance was provided for exceptions to the stated signatory authority. As noted previously, the court had already communicated to relevant court staff in November 2018 to remind them of the current invoice approval limits pending revision of the LCM and have also been informed of the approval limits now that the LCM revision has been finalized. The court has developed a PowerPoint-based procurement training and will initiate regular annual trainings in May 2019 for all relevant court staff as well as as-needed trainings for new relevant court staff to communicate these revisions, as well as maintain staff awareness of these policies in the future.

California State Auditor's Assessment of 60-Day Status: Fully Implemented

All Recommendations in 2018-301

Agency responses received are posted verbatim.