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New Mexico State School Boards Association Annual Conference Albuquerque December 4-5, 2009

New Mexico State School Boards Association Annual Conference Albuquerque December 4-5, 2009. Financial Oversight and Internal Controls for School Board Members. Board Responsibilities. Develop policy Recruit and evaluate administrative team Communicate with stakeholders

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New Mexico State School Boards Association Annual Conference Albuquerque December 4-5, 2009

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  1. New Mexico State School Boards Association Annual ConferenceAlbuquerqueDecember 4-5, 2009

  2. Financial Oversight and Internal Controls for School Board Members

  3. Board Responsibilities • Develop policy • Recruit and evaluate administrative team • Communicate with stakeholders • Provide oversight of district operations • Determine risks and risk tolerance

  4. Audit Committee Concept • New York Stock Exchange, 1939 • AICPA Executive Committee 1967 • NYSE Independent Audit Committee 1977 • Foreign Corrupt Practices Act 1977 • COSO 1985

  5. Sarbanes Oxley • Sarbanes Oxley Act, 2002 • Oversee financial report • Assess risk • Secure expertise • Oversee compliance • Evaluate internal controls

  6. Job Description • Noses in - Fingers out • Review financials • Understand operations • Ensure compliance • Establish ethical standards

  7. Job Requirements • Knowledgeable • Good Judgment • Independent • Available • Committed

  8. Responsibilities • Oversee auditor selection • Oversee audit process • Review risk assessment • Monitor corrective plans

  9. Functions • Evaluate accounting issues • Evaluate auditors • Interpret audit reports

  10. Financials • Investment decisions • Interim budget versus actual reports • Cash flow and projections • Debt rates and maturities

  11. Financials(continued) • Transfers • Journal entries • Performance

  12. Portfolio Considerations • Investment policies • Diversification • Credit ratings • Securities custody

  13. Portfolio Considerations(continued) • Collateral requirements • Collateral valuation • Pooled investments • Legal investments

  14. Internal Controls • Control process • Inventory and testing • Separation of duties • Conflict of interest

  15. Internal Controls(continued) • Disaster recovery • Cash transactions • Payment systems • Hot Line

  16. Verification • Bank reconciliation • Claims • Payroll • Salary changes

  17. Verification(continued) • Signature security & check stock • Dual signatures • Vendor approval

  18. Budget Review • Payment timing • Fund balance • Travel, meals & conferences

  19. Budget Review(continued) • Receivables • Contingency plans • Reserves

  20. Monitor Projects • Construction expenses • Change orders • Insurance • Student safety

  21. Program Monitoring • Teacher licenses • Driver certifications • Mechanical licenses • Residency

  22. Procurement • Code of ethics • Conflict of interest • Deliveries • Cumulative purchases

  23. Procurement (continued) • Cooperative agreements • Bidding • Right to audit

  24. Information Technology • Information security • Offsite backup • Hot site • Software licenses

  25. Information Technology(continued) • Access • Payroll access • Financial accounts • Hardware disposal

  26. Food Services • Cost allocation • Separate Receipts • Discounts, Rebates & Kickbacks • Right to audit

  27. Transportation • Cost allocation • Repairs • Right to audit

  28. Human Resources • Background • Files & attendance • Bonding • Equipment

  29. Human Resources(Continued) • Ghost employees • Exit payments • Fingerprinting • Retiree benefits

  30. Audit Evaluation • Institute of Internal Auditors • American Institute of Certified Public Accountants - AICPA Audit Committee Not-for-Profit toolkit

  31. Resources • American School Board Journal, MONEY Column www.asbj.com • Institute of Internal Auditors, www.theiia.org • Association of Certified Fraud Examiners, www.acfe.org • America Institute of Certified Public Accountants, www.aicpa.org • Management Audit Consultants, Inc., www.mgmtaudit.com

  32. Contact Information Charles K. Trainor, CIA, CFE Management Audit Consultants, Inc. Voice: 914-954-5069 Fax: 914-945-0191 www.mgmtaudit.com

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