| “We recommend the District implement additional controls over the use of credit cards. To be effective, the performance of an internal control must be sufficiently documented to provide assurance the control was in place and functioning as intended. We recommend the District limit the use of credit cards and significantly decrease the number of open credit card accounts.” | The Treasurer/CFO receives the online credit card statement monthly for review, July 2014. Credit Card duties segregated between staff members, July 2014. | Recommending the Board annually review all employees issued credit cards, credit card accounts and number of cards issued. Board Finance Committee will review policies on credit card usage. |
| “We recommend duties be segregated to ensure no single individual has control over all phases of the accounting cycle. As a matter of internal control, different individuals should be responsible for collection, deposit, posting and review of revenue collection. Additionally, different individuals should be responsible for issuing disbursements, preparing checks and reviewing credit card activity. When duties cannot be segregated, it is vital for management to provide substantive oversight to ensure the appropriateness of all transactions.” | Added a system to alert us to potential fraud, duplicate payments, manual errors and compliance requirements, March 2015. Accounting duties segregated between staff members, September 2014 and additional measures, June 2015. Updated software so that no check may be issued and then deleted, January 2016. | Check reconciliation between processed and printed checks, February 2016. Update secure online access to allow continuous monitoring of daily district financial activity for administrators and support staff, February 2016. |
| “We recommend the treasurer’s office issue pre-numbered receipts for pay-ins from all District departments. The pay-in receipts should be retained by the departments as evidence of amounts remitted. We also recommend the treasurer’s office reconcile pre-numbered, duplicate receipts and pay-in receipts to deposits and the District’s revenue ledger to ensure all monies are accounted for and properly posted to the ledgers.” | Funds received in the office/ district-wide now require verification of second individual with receipt signature, June 2015. Funds received through the mail are recorded on a shared system where deposit verification can take place, June 2015. A ledger has been established to record and/or track anticipated payments, June 2015. Pre-numbered receipts are additionally numbered to correlate to our accounting ledger, June 2015. | Investigating and testing additional options for collecting money online, 2016. |
| “We recommend the District implement a written policy regarding depositing funds in a timely manner as described in Ohio Revised Code Section 9.38. The treasurer or his designee should monitor the District’s financial activity to ensure funds are deposited in accordance with the policy.” | Perrysburg School Board Policy 6600 Deposit of Public Funds: Cash Collection Points, adopted on 8/3/10, states: “Persons who receive monies at cash collection points in the District are required to deposit all monies received with the Treasurer on the next business day after the day of receipt.” | Administration will hold employees accountable for violation of policy. |