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Division Director

Christina Smith

Assistant Director

Rick Sweet


Accounting and Auditing
200 East Gaines Street
Tallahassee, FL 32399-0318

(850) 413-5510
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November 19, 1992

COMPTROLLER'S MEMORANDUM NO. 08 (1992-93)

SUBJECT: AMERICANS WITH DISABILITIES ACT - DOCUMENTATION OF PURCHASES MADE PURSUANT TO THE ACT


The Americans with Disabilities Act (ADA), PL 101-336, requires that agencies, as employers, make several determinations when an applicant or employee requests "reasonable accommodation" for a disability and provide the "reasonable accommodation." The ADA provides that records related to an individual's disability must be kept confidential. In order to comply with the requirements of the ADA and still maintain some measure of accountability for State funds expended, the need for purchasing items necessary for an agency to comply with the ADA should be documented in the following manner.

When payment is requested for an item, pursuant to the ADA, the purchase of which would not otherwise be a lawfully authorized or appropriate use of State funds, the voucher must include a statement from the agency head or his designee certifying that:

  1. An employee of the agency or an applicant for a position has requested "reasonable accommodation" pursuant to the ADA, to assist him in performing his assigned duties or in applying for a position;

  2. The agency has determined that the individual is a "qualified individual with a disability" as defined in the ADA;

  3. The agency has determined that purchase of the item in question is a "reasonable accommodation" pursuant to the ADA for that employee or applicant; and

  4. The agency will maintain all records related to this purchase for seven years and make those records available for review by persons authorized to review such records.

Additionally, such vouchers should contain a file number or other code by which the voucher can be readily traced to the confidential records maintained by the agency. If you have any questions, please contact the Bureau of Auditing at 410-9194, Suncom 210-9194.