Presented by: Carol Oman Director of Internal Audit 12/05/20141

Internal Audit Responsibilities  Determine if internal controls (checks & balances) are in place to safeguard assets.  Determine if procedures are being followed.  Provide an independent / objective perspective.  Conduct investigations of fraud.  Uncover problems and concerns before they become material. 12/05/20142

Reporting Structure & Projects Reports functionally to the Board of Trustees. Reports administratively to the Superintendent. Prepares an Annual Audit Plan that includes high risk areas, requested audits, projects performed annually, and special projects. 12/05/20143

Audit Process Contact Principal about the audit (unless a surprise audit). Petty cash is always a surprise audit. Document procedures and processes. Perform testing. Discuss results of the work. Draft report, Principal reviews report, and receive responses if concerns are noted. Issue final report. 12/05/20144

CFISD Compliance Course Financial Section Money Handling Procedures Purchasing Procedures Fund-Raisers Conflict of Interest 12/05/20145

Financial Audit - Schools Money Received All money received should be: receipted or documented on a Cash Receipt Sheet, counted in front of the person turning in the money (face-to-face count), and delivered to the Financial Secretary daily for deposit. 12/05/20146

Financial Audit - Schools Money Handling  Money should not be kept in a desk, filing cabinet, or other location. All money should be kept in the school’s safe.  Activity funds are centralized; therefore, no bank accounts, except those set up by the Finance Office, should be used. 12/05/20147

Financial Audit - Schools Money Handling  All money received must be submitted to the Financial Secretary daily. Money cannot be held to make change and cannot be used to make purchases.  Money received cannot be used to cash personal checks.  All petty cash funds or change funds must be approved by the Principal and the Finance Office. 12/05/20148

Financial Audit - Schools Face-to-Face Count When money is to be placed in the safe and a face-to- face count (verification) cannot be done at that time: Money should be put in a sealed courier bag with the name of the person turning in the money, the date, the club or reason money was collected. Financial Secretary should also sign and date the sealed courier bag and then secure the bag in the safe. The sealed courier bag should not be opened unless the person turning in the money and the Financial Secretary are present. 12/05/20149

Financial Audit - Schools Purchases Money expended should be: Approved prior to order being placed, paid to appropriate vendors, for school-related expenses, and paid through the District’s Accounts Payable Department or reimbursed through Petty Cash. 12/05/201410

Financial Audit - Schools How to select a Vendor for a Purchase 1) Distribution Center 2) Bid or Contract Vendors 3) If not in bid or contract, then estimate annual district purchases of type of item. a) Less than $5,000 – No Quotes b) $5,000 to less than $25,000 – Written Quotes c) $25,000 or more – Competitive Bids / Proposals by Purchasing Dept. 12/05/201411

Financial Audit - Schools Purchases Bid or Contract Use the bid or contract price. Document bid or contract # on PO. Quotes - $5,000 or more and less than $25,000 Receive written quotes. Complete quotation form. Indicate quote # on the PO. Submit the quotation form and written quotes to the Finance Office. 12/05/201412

Financial Audit - Schools Petty Cash Money on hand plus receipts must equal the petty cash amount allocated for your school. No cash advances should be made. No personal checks should be cashed. 12/05/201413

Financial Audit - Schools Fund-Raisers Fund-Raising Activity Report Permission to hold fund-raiser Account for the fund-raiser School / School Group Fund-Raisers Financial Secretary - Verify the deposits and expenditures reported on the Operating Report. PTO / Booster Club Fund-Raisers Treasurer – Verify Operating Report information. 12/05/201414

Financial Audit - Schools Fund-Raisers – IRS Prohibitions Cannot require anyone to participate in a fund-raiser. Cannot require that a certain amount be sold or that a certain amount be donated in lieu of fund-raising. Cannot penalize anyone for not participating in a fund- raiser. Cannot use individual accounts.  Cannot credit an individual based on revenues raised to offset that individual’s expenses.  Amount raised must benefit a campus / organization as a whole. 12/05/201415

Financial Audit - Schools Collections for Specific Individuals & Families Service projects or fund-raisers cannot be held at the school or in the name of the school for individuals or families for death or injuries in tragic accidents, major illnesses, fires, or similar situations. Family can establish a special account at a bank or credit union. Donations can be sent by individuals or businesses to the bank or credit union. Donations are not tax deductible. 12/05/201416

Financial Audit - Schools Reconciliations Financial secretary must reconcile the school’s accounting records with the general ledger balances monthly. Document the reconciliations. Principal should review and approve the monthly reconciliations. 12/05/201417

Financial Audit - Schools Spot Checks by Principal Suggest that the Principal check the contents of the school safe periodically to ensure that money is being deposited timely. Suggest that the Principal do surprise counts of petty cash periodically. Have the financial secretary and another person present when these counts / checks are done. Maintain a log of when these counts / checks are conducted and have pertinent people initial the log. 12/05/201418

Websites Finance – Financial Procedures Manual Sales Tax Tips Purchasing – Requirements for Competitive Quotes and Bids Bid and Contract Awards 12/05/201419

Websites Fund-Raisers – Fund-Raiser Guidelines Word Version of Fund-Raising Activity Report Approved Fund-Raiser Vendors List PTOs – involvement/community-engagement/pto-guidelines/ involvement/community-engagement/pto-guidelines/ Booster Clubs – involvement/community-engagement/booster-clubs-guidelines/ involvement/community-engagement/booster-clubs-guidelines/ 12/05/201420

Internal Audit Staff  Carol Oman, CPA, CIA Director of Internal Audit  Pat Stefan Internal Auditor III  Janett Tapia-Gonzalez Internal Auditor II /05/201421

Contacts  Audit, Fraud, PTO & Booster Club Questions Internal Audit  Financial Questions Karen Smith Assistant Supt. / Business & Financial Services Mable Isles Director of Financial Services /05/201422

Contacts  Accounts Receivable and Sales Tax Sharla Sheffield Accounts Receivable Specialist  Fund-Raisers & Booster Clubs Kristi Giron Director of General Administration /05/201423

Contacts  PTOs Leslie Francis Director of Marketing & Business Relations /05/201424

Handouts Budget Reconciliation and Detail Finance Webpage Purchasing Webpage Requirements for Competitive Quotes and Bids Fund-Raiser Information Webpage Fund-Raising Activity Report Example Excerpt from Financial Procedures Manual Fund-Raisers Community Service Projects Collections for Needy Families Collections for Specific Individuals and Families PTO and Booster Club Webpages 12/05/201425

Questions??? 12/05/201426