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Session Objectives
1. Provide an understanding of why an organization should have internal controls and the impact of not having adequate controls 2. Understand the key components of internal controls 3. Work hands on with participants to review examples of various policies
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Natl & Community Svc. Act of 1990 Code of Fed. Regulations (CFR) OMB Circulars (part of CFR) State & Local Regulations NOFO Notice of Grant Award
Segregation of duties
Are the various aspects of the accounting functions separated and performed by more than one person?
Adequacy of Records
Are adequate records maintained to provide a proper trail for the audit
Positive atmosphere in the work environment Existence of a code of conduct and code of ethics Written job descriptions Timely communications with board of directors Written policies to hire, train, promote and compensate employees Safeguards for employees related to whistleblowing (Sarbanes-Oxley) A clear chain of command
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Audit Findings
Two types of audit findings
A questioned cost is what is believed to be a violation of a provision of law, regulation, contract, grant, cooperative agreement or other agreement or document governing the expenditures of federal funds. A material weakness is a reportable condition in which the design or operation of one or more of the internal control components does not reduce, to a relatively low level, the risk that errors or irregularities, in amounts which would be material to the financial schedules. This is also known as a reportable condition.
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AmeriCorps:
Enrollment/exit of members not in WBRS or not submitted on time Inappropriate documentation for changes made to timesheets
Senior Corps:
FGP: No written improvement plan for students
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Maintains federal/non-federal matching funds separately from grant funds Records in-kind contribution as both revenues and expenses
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Documentation Information
Costs need to be:
Allowable Allocable Reasonable and Necessary
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Take it Home!
1. 2.
3. 4.
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Ensure accountability and transparency Know that internal controls affect every level in all organizations irregardless of size Creation and monitoring of internal controls is a continual process Strong internal controls allow an organization to achieve its goals effectively and efficiently Review current policies and procedures to be sure they will guide you to compliance
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