Review Procedure: Determine where unused checks are stored and whether or not security is adequate. The value of having a check-signing device is to reduce the time consumed in the signing of checks as well as provide increased security and control over the issuance of checks. Therefore, the only means available to the district to fund a deficit, absent legislative approval for obligations, is increased local taxes. If individual administrators are held responsible for controlling other than personal services appropriations for specific buildings or programs, are budget status reports provided on a regular basis to these individuals? Printed copies of this document may be outdated 15. Do the various governmental funds have positive fund balances at year end or a means funding any deficit that may exist? This offsetting control ensures that purchases are still approved somewhere in the purchasing system. Increases or decreases in rating usually indicate that the service believes that the entity has increased or decreased fiscal capacity. Transfers to be made between contingent expense codes.
The Budgeting Handbook may be found at:. Review Procedure: Review a sample of claims to determine whether signatures and dates are legible. Review Procedure: Review the board of education minutes and the policy manual to determine whether a travel policy has been approved. Review Procedure: See Question 49 above. Where such agreements have been used, review the agreements and procedures for compliance with the General Municipal Law.
In the event that the district or the individual reviewer wishes to pursue further evaluation the financial and business management functions, an expanded document entitled School Business Management Checklist is available at. The purchasing agent is the only person legally authorized to commit the school district for a purchase. Instead, it may use a written narrative description of internal controls or flowcharts. There are a few very important points to be heeded under this law including the fact that such contracts are subject to competitive bidding requirements; that the term of such contract cannot exceed the period of probable usefulness of the equipment, machinery or apparatus being financed under the contract; that the contract shall contain a clause limiting it to the extent of monies appropriated and available for the purpose of the contract; and that the authorization required for obligations to be issued to finance the equipment, machinery or apparatus is the same for entering into the contract itself. For example, if a signature plate is used to sign checks, this could be considered a control weakness, except that a formal approval is required upstream for every issued. Significant revisions are noted by blue text, with the item preceded by an asterisk.
It further aids in identifying line item accounts where unencumbered appropriations are available for transfer and in the forecast of year-end fund balance. Is there a sufficient separation of duties between the treasury and accounting functions of the district? The advantages of this type of purchase order are twofold: a. The policies should be complete and updated as necessary. In evaluating any capital projects fund with a deficit balance, ascertain if there are sufficient unissued bonds for the project to cover the deficit. Grammatical revisions are not noted. Mass encumbering of all known contractual expenses anticipated for the fiscal year should be accomplished by the end of the first quarter in September. Business owners can use external auditors' opinions to ensure lenders and investors that the company is properly safeguarding their financial information with internal controls.
Observing internal controls in the actual environment help auditors determine the effectiveness of each control in the company. The primary objective of the bidding law is to ensure cost effective, efficient management of the purchasing function and to increase competition by giving vendors equal opportunity to furnish the district's needs. Review Procedure: Review each finding and recommendation to determine if corrective action was taken and the reason for not taking action on specific recommendations. Sections 800-803 of the General Municipal Law provide guidance on conflict of interest situations. It is a valuable tool for budgeting purposes and should be used by the board. Review Procedures: Review bank accounts to determine whether or not cash from capital obligation has been co-mingled with operating cash. Section 1725-a of the Education Law authorizes boards of education to enter into lease-purchase agreements for instructional equipment but requires the prior written approval of the Commissioner of Education before such agreements can be executed.
Should the value of the district's purchases exceed the limits established by General Municipal Law, Section 103, the district's board of education must award the bid and the advertisement must appear in a newspaper having general circulation within the district. Review Procedure: Interview supervisors and staff to determine depth of knowledge of each supervisor and frequency with which work is reviewed. Added a test question to verify that permissions and access are reduced to the appropriate level when appointments are revoked. Set forth any circumstances when alternative proposals and quotations will not be in the best interest of the district. Is there adequate supervision of each of the financial and business management functions? Guidance regarding the agreements is available at.
Have copies of the manual been distributed to district officials and staff affected by the policies? Has the board of education by resolution or by policy established the amount of the faithful performance bond for the treasurer, tax collector, central treasurer of the extra-classroom activity fund and the internal claims auditor? The receiving copy and invoice are then checked for accuracy by the accounts payable clerk in preparation for audit by the internal claims auditor. Are open purchase orders with a fixed monetary limitation used for local purchases of small dollar value? Review Procedure: Use the document cited in the Standard to review the district's appropriations for the current year, if the district budget was rejected in whole or in part by the voters. A deputy treasurer is also authorized for the purpose of signing checks during the absence or the inability of the treasurer to serve. Interview district officials to determine types of leave included in the program. This regulation does not allow: a. Revised the reference for required refresher training from DoD Directive 7000.
Selecting a sample is a common process in internal and external audits. The responsibilities of the purchasing agent should be included in administrative regulations. Review Procedure: Review board minutes and the district policy manual to ascertain if such a policy has been adopted and whether the policy contains the elements listed in the standard. In addition review investments for the current year to determine whether or not they are consistent with the district policy. Review Procedure: Obtain record of trial balance for the most recent month from the treasurer or the account clerk.
The internal control checklist can be massive, and is tailored to the needs of the individual business. Policy governing the use of the check-signing machine should be developed by the board of education with the assistance of the superintendent and the treasurer of the district to include all the following safeguards: 1 The treasurer should retain a key to the machine and should not surrender or delegate that responsibility to any other individual. Review Procedure: Interview the school business official to determine whether a long-term financial plan exists and whether it is updated regularly. Hotel and Motel Fire Safety Act of 1990, Public Law 101-391 34. Review Procedure: Review budget status reports the final month of the previous fiscal year and for the latest complete month of the current fiscal year to determine whether revenues are consistently overestimated. Are treasurer's receipts issued in duplicate for all money received by the treasurer where no other adequate evidence of receipt is available? Clarified the test question concerning the premium class travel reporting requirement. It is the purchasing agent's responsibility to use this process in all cases where a potential savings for the district can be realized.