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NYS Comptroller

THOMAS P. DiNAPOLI

Audits of Local Governments and School Districts

Salem Central School District – Internal Controls Over Extra-Classroom Activity Funds (2013M-394)


Released: March 28, 2014 -- [read complete report - pdf]

Purpose of Audit

The purpose of our audit was to assess internal controls over extra-classroom activity funds for the period July 1, 2012 through June 30, 2013.

Background

The Salem Central School District is located in Washington County and is governed by the Board of Education which comprises five elected members. The District’s budgeted expenditures for the 2012-13 fiscal year totaled approximately $11.1 million.

Key Findings

  • The Board and District officials did not adopt and implement appropriate policies and procedures for the extra-classroom activity fund.
  • The audit identified that no training was provided to the central treasurer or faculty advisors outlining their job duties.
  • Reviewed remittances were not properly documented by both parties.
  • Duplicate press-numbered receipts for the remittances received from the student treasurers and faculty advisors were not provided.
  • The student treasurers’ records were lacking one or more of the following items: profit and loss statements, up-to-date activity ledgers, and inventory control forms when needed to control inventory.

Key Recommendations

  • Establish and adopt adequate policies and procedures for extra-classroom activity funds, including procedures for recordkeeping, closing out inactive clubs and the remittance of cash in a timely manner.
  • Ensure the central treasurer and faculty advisors are properly trained and maintain adequate and appropriate accounting records.
  • Ensure that all extra-classroom activity fund cash receipts are supported by appropriate documentation.
  • Use pre-numbered receipts for all extra-classroom activity fund receipts.
  • Ensure that student treasurers maintain appropriate accounting records for all receipts.

Local Government and School Accountability Contact Information:

Phone: (518) 474-4037; Email: localgov@osc.state.ny.us
Address: Office of the State Comptroller, Division of Local Government and School Accountability
110 State Street, 12th Floor; Albany, NY 12236