Policies and procedures related to the preparation and review of the financial statements and the SEFA are being reviewed for efficacy. Participants within the College’s Finance and Accounting functions that participated in the year-end reconciliation process and completion of audit related materials, were new to their roles this audit season. Given the challenges encountered this year, the requirements for timely completion of monthly and annual financial reporting efforts has been reinforced with all personnel involved with financial statement and audit preparation activities.
The Vice President of Finance/CFO (VPCFO) has met with the team to create a financial statement calendar for each monthly close and related tasks. Each party responsible, from the Controller to the Accounting Clerks have specific responsibilities during the preparation process with assigned dates for completion of such tasks. This calendar has been discussed with, and distributed to, the Accounting/Finance team to ensure timely financial statement production. The Controller will be responsible for holding individuals responsible to meet the deadlines. The process begins with report running to begin the compilation process of monthly financial statements and supporting schedules and ends with the production of the final monthly Board Package. The Controller will meet with the Director of Accounting on an ongoing basis during each production cycle to confirm necessary reports are completed and summarization of the financial statements are on time. The Controller will be responsible for final review and distribution of Package to the VPCFO for monthly Board review.
This same process will take place for the year end audit. The VPCFO has also met with the team to update the year end close schedule for a timely annual close and audit completion. Finance and Accounting staff are currently reviewing and updating the existing year-end process to ensure that all significant tasks and duties are documented and assigned. This effort will be completed by May 1, 2025, with the updated closing and audit procedures being utilized for subsequent audits. The procedure review and update process will be completed annually.
The drafting of the SEFA will be completed by the Restricted Funds Accountant and reviewed for accuracy by the Director of Accounting and the Controller. The procedure is being updated within the process outlined above and will also be completed by May 1, 2025. These instructions include the process to be used for summarization of restricted funds monthly and annually for the SEFA compilation.
Further, the Board of Trustees Finance Committee has mandated that a meeting with management and auditors in September will be held each year to review the College’s audit preparedness status and the timeline ensures the timely and accurate preparation of the financial statements and SEFA by management.
Finally, the College’s Human Resources department has streamlined hiring processes to minimize position vacancy thereby enhancing process efficiency and continuity. Additionally, there is an increased focus within the Finance area to expedite hiring for vacant positions to minimize future occurrences of turnover-related issues