Name of Contact Person: Rita Huck
Corrective Action: The following are the procedures that we follow to segregate duties as much as possible:
The Board reviews all claims and the warrants that are written to pay those claims on a monthly basis. The Business Manager signs and dates the list of claims before they are given to the Board.
The Administrative Assistant checks all warrant listings (claims and payroll) to make sure that there are no gaps in the warrant numbers.
The Administrative Assistant types all purchase orders and checks in all ordered materials. The Business Manager pays all invoices. Once the warrants are printed, the Administrative Assistant attaches a copy of the warrant to each paid purchase order and prepares the warrants to be mailed the day after the Regular Board meeting.
The Superintendent or Activities Clerk verify the Clerk’s reconciliation of the School District’s accounting records. They will review the revenues and disbursement amounts. The Superintendent currently verifies any transfers. The monthly beginning and ending balances are reconciled monthly by the Superintendent or Activities Clerk.
The Board of Trustees receives an actual report of the budget quarterly. The report shows the original budget, what is spent to date, and the remaining balance. Included in this report is the actuals from the previous year to compare.
All time sheets are reviewed and signed by each employee. The time sheets are then reviewed and signed by the supervisors before going to the Business Manager for payroll preparation.
The Administrative Assistant reviews the payroll warrant list and the direct deposit listing. She also prepares all warrants to be distributed to employees on pay day.
Someone other than the Business Manager reviews the bank statement and correspondence before the Business Manager reviews it. We do periodically review any bank accounts that are not controlled by the County Treasurer. The Activity accounts are reviewed by each sponsor and the Board of Trustees every month. The sponsors must sign off on their individual accounts monthly.
Cash handling procedures: In the Business Manager’s office, we rarely deal with cash. We do receive checks that are receipted, recorded on a spreadsheet and deposited at the Yellowstone County Treasurer’s Office on a monthly basis. The lunch and activities cash and checks are receipted, recorded, and deposited daily at our local bank.
Hand-drawn checks are not written from the District funds. Occasionally, a hand-drawn check is written on the activities accounts. There is a dual signature on those checks. We do not sign blank checks.
Proposed Completion Date: Immediately.