CVTA upgrades financial systems, updates auditors and advances operations funding amid federal reimbursement delays
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Summary
CVTA staff told the finance committee they are implementing Jamis to replace multiple legacy systems and noted audit reporting changes with Plan RBA; the authority temporarily advanced operating funds to Plan RBA because federal reimbursement portals were closed during a federal shutdown.
Central Virginia Transportation Authority staff updated the finance committee on Nov. 12 about backend financial changes, audit reporting and a short‑term operating advance to their fiscal partner.
Mister Parsons described a new financial management system, Jamis, which will replace accounting, payroll and HR systems (QuickBooks, Paychex, BambooHR) and add grants management and integrated timekeeping. "The system provides an incredible amount of integration," Parsons said, noting Jamis is widely used by government clients and will allow real‑time timekeeping and clearer reporting across operating budgets.
Parsons also summarized audit treatment changes: Plan RBA provides back‑office services and staff processed through Plan RBA payroll; Plan RBA in its 2025 audit no longer reflects CVTA as a fiduciary fund because Plan RBA does not have control over CVTA’s assets. Staff framed this as an audit classification change rather than a change in operating relationships.
Separately, staff said they took temporary administrative action to advance operating funds to Plan RBA for November and December rather than wait for reimbursement requests. The move was to avoid cashflow issues caused by closed federal reimbursement portals during the federal shutdown; staff confirmed the action complies with current finance policies and is temporary. "Plan RBA as an entity has exposure right now given some of the impacts of the federal shutdown," Miss Shepherd said.
Finance committee members acknowledged the work of Chesterfield County as fiscal agent and asked staff to keep the committee apprised as implementation continues. Parsons said expenses are tracking to projections (about $150,000 in operations through Sept. 30) and the authority is coordinating with Chesterfield County and consultants (PFM) to model investment returns and decision tools.
Staff said no immediate policy change was taken; they will continue implementation and report any material changes back to the committee.