Description of Finding: A disbursement made to a vendor was not supported with adequate
documentation to support the payment that was made.
Planned Corrective Action:
To address the lack of adequate documentation for vendor disbursements, YWCA New
Hampshire will implement the following measures:
1. Policy Update: Revise the Financial Management Policy to mandate that all
disbursements require supporting documentation, including invoices, purchase orders,
and approval signatures, before processing.
2. Training: Conduct mandatory training for all staff involved in procurement and payment
processes on proper documentation requirements by June 30, 2025.
3. Internal Review Process: Establish a pre-payment review checklist to be completed by
the Finance Manager to ensure all required documentation is present.
4. Document Retention: Implement a digital filing system, through Bill.com, to store and
organize all disbursement-related documents, ensuring easy retrieval for audits.
5. Monitoring: The CFO will conduct monthly reviews of a sample of disbursements to
verify compliance, with findings reported to the Executive Director.
Responsible Party: Finance Manager, overseen by Caroline Catlender, Executive Director
Anticipated Completion Date: July 31, 2025