Efficiency and Paper Reduction with Online Revenue Certification Form

About the Program

Category: Financial Management (Best in Category)

Year: 2017

By Texas statute, County Auditors are required to certify certain types of revenue that are not included in the adopted fiscal year budget. The Travis County Auditor’s Office internally created and implemented an online fillable revenue certification request form in May 2015 and updated the form with electronic signatures in 2016 to streamline the entire revenue certification process. Before the form’s rollout, the process was very manual and included re-creation of redundant information. Departments created a “packet” containing a request memo and supporting documentation. The department head signed the request memo, which was then scanned and emailed along with the supporting documentation to the appropriate Auditor’s Office division. Auditor’s staff printed out the packet and audited it to verify certification requirements were met. Then, staff created a Revenue Certification Memo (“Memo”) for the Auditor’s signature, restating information from the department’s memo. Staff sent the paper Memo and department packet to the Auditor to review and sign. The Auditor reviewed the packet, signed the Memo, and returned the packet to staff for archival and distribution. Staff scanned the signed Memo and emailed it to relevant parties. They filed the paper packet and stored the scanned packet electronically. The fillable Adobe form has streamlined the process, eliminating steps associated with creation of signed memos. The certification request and approval by the Auditor is “paperless” and signatures are expedited. Departments complete the form online and use the form’s email button to electronically direct it to the Auditor’s Office. Auditor staff audit the supporting documentation and electronically “sign” the form (indicating requirements are met). They email the entire packet to the Auditor, eliminating the need to scan documents. The Auditor reviews the electronic form and packet online, affixes her digital signature, and emails it back to staff for archival and distribution.