Title I Bookkeeper Internal Compliance. October 18, 2016

Transcription

1 Title I Bookkeeper Internal Compliance October 18, 2016

2 Internal Compliance Department Established within the Cobb County School District to verify compliance with laws and regulations, Board Administrative Rules and written department procedures Includes: Auditing & Assurance Local School Accounting Financial Analysis & Training Property Control

3 Auditing and Assurance Department Oversees outsourced local school audits Conducts training for Grant Administrators/Program Managers Identifies compliance issues requiring follow-up or investigation Conducts periodic internal reviews or audits to ensure District procedures are followed Monitors daily procurement card transactions Manages Property Control Department activities

4 Appropriate Expenditure Approvals Principal Approves all School Purchases Grant Purchases must have Grant Administrator or Designee Approval Purchase Order P-Card Timesheets Travel

5 Ensuring Responsible Vendors Every Vendor must be verified for use Service Product Cannot be used if on the Excluded Parties List System (EPLS) Accessed on SAM.gov Provide Due Diligence when Selecting Vendors Document at the Time of Contract

6 Employee Action Forms (EAFs) All employee actions must be submitted Hirings Terminations Job Changes Charge Code Changes Contact Budget Services for Correct Charge Code Ensure Employee knows that when Funding Ends, the Job may end

7 Periodic Certifications Completed by employees who are 100% funded by a Federal Grant Must be complete a Federal Periodic Certification four times a year Found on the Form Bank Detailed instructions on the Form Bank

8 Attendance Records Used by Employees not 100% Funded by a Federal Grant Must complete a Monthly: Timesheet for Federal Grant Personnel Found on Form Bank Under Grants Detailed instructions on the Form Bank

9 CCSD Policies/Procedures Travel Found on Financial Services University (FSU) P-Card Usage Registration Only No Flight, Food, Hotel Etc. Travel Reimbursement after 60 days IRS Regulation Taxable CCSD FICA cannot be charged to grant Must find different Funding Source

10 Documentation for Food Purchase during Open Houses and Parent Orientations Food cannot be purchased for normal day to day operations At times may be used for Open House or Parent Orientation Must have Dated sign in sheet Agenda All attendees must sign the sheet

11 Tagging CCSD Property All equipment with unit cost of $5,000 or more Five exceptions regardless of cost: 1. All computers (desktops and laptops) 2. All ipads 3. All student response systems (receivers) 4. All LCD projectors 5. All interactive white/smart boards

12 Inventory Definitions for Title I Inventory for all tangible property with a useful life of one year regardless of acquisition cost Pilferable (walkable) - items that may be easily lost or stolen

13 Inventory Definitions for Title I Enter information into Title I inventory listing Title I Director and School Principals are responsible for management and inventory of Title I equipment All equipment should be properly tagged and labeled for inventory tracking Label should mark equipment as Title I and include fiscal year of purchase

14 Inventory Listing Must include the following: 1. Description of equipment 2. Serial number, model number or other identification number 3. Funding source and percentage of funding source, under which equipment acquired 4. Source of property (vendor) 5. Acquisition date and unit cost 6. Use of equipment 7. Condition of equipment 8. Date information reported on inventory

15 Inventory Listing 9. Who holds title to equipment? 10.All pertinent information on final transfer, replacement or disposition of equipment (including date of disposal and sale price) 11. Inventory must be kept current 12.Physical inventory must be taken at least once every 2 years

16 CONTACT INFORMATION Debbie Randazzo Director Internal Compliance Suzanne Hatfield Manager Auditing & Assurance Rochelle Gross Internal Compliance Accountant Laura Hough Internal Compliance Technician