| A.
Control Activities / Information and Communication |
| Yes |
N/A |
No |
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1. Is there a formal
organizational chart defining responsibilities of preparing bills,
recording their payment, collecting the accounts and follow up
of accounts not paid? |
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2. Does the agency
have written credit and collection policies that meet the requirements
of the Statewide Accounts Receivable program and the policies
and procedures established by OSC and the Attorney General? |
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3. Do procedures exist
to prepare and send billings as soon after the sale of goods
or performance of service as possible, but at least within the
month? |
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4. Have procedures
been documented to collect monies due within the established
payment terms? |
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5. Have procedures
been adopted to notify the Attorney General's office and follow
through the collection after 90 days? |
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6. Are remittance
advices and billings retained to support entries to accounts
receivable records? |
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7. Do procedures exist
to prevent the interception or alteration by unauthorized persons
of billings or statements after preparation but before they are
mailed? |
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8. Does the agency
have established policies and procedures concerning refunds of
overpayments, issuance of billing adjustments? |
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9. Are subsidiary
accounts receivable and notes receivable records maintained? |
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10. Are subsidiary
accounts reconciled at least monthly with the general ledger
control account? |
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11. Are billings and/or
statements prepared at least within the month of furnishing the
goods or services? |
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12. Are the following
amounts properly recorded: |
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a. Amounts due
from local governments? |
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b. Amounts due
from federal agencies? |
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c. Amounts due
from other departments/divisions/agencies? |
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d. Amounts due
from other funds? |
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e. Interest Receivable? |
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f. Trade Receivables? |
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g. Taxes Receivable? |
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13. Does the agency
charge interest at the rate established pursuant to G.S. 105-241.1(I)
on a past-due account receivable from the date the account receivable
was due until it is paid? |
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14. Are all services
or goods provided to individuals or other governmental units
billed when goods are provided or services rendered? |
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15. Are payment terms
30 days after billing, unless contractual requirements specify
otherwise? |
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16. Are individual
receivable records posted only from authorized documents |
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17. Are data bases
and , where appropriate, usage records accurately maintained
to ensure that amounts due are billed correctly? |
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18. Are charges for
goods or services based on authorized rates and approved by the
appropriate State/Federal authorities? |
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19. Are statements
of account balances mailed at least once a month? |
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20. Has an allowance
account been established for doubtful accounts to reflect the
amount of the agency's receivables that management estimates
will be uncollectible? |
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21. Are accounts written
off the agency's financial accounting records when all collection
procedures have been exhausted without success? |
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22. Are reasons for
writing off an account adequately documented? |
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23. After write off,
does the agency continue to submit the account(s) to the Department
of Revenue for debt setoff proceedings? |
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24. Is the accounting
department notified directly and in a timely manner of billings
and collection? |
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25. Are collections
on accounts receivable deposited daily, rather than held for
posting to detail records? |
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26. To aid in collection,
does the agency obtain the following minimum prescribed information
on prospective debtors: |
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a. Full name and
any previous name(s) if applicable? |
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b. Home and office
address(es) for the past two years? |
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c. Telephone numbers
for home and place of employment? |
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d. Federal Employer
Identification Number? |
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e. Social Security
Number for individuals or sole proprietorships contracting
with the State? |
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f. For other individuals,
Social Security Number and/or Drivers License Number? |
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g. Date of Birth? |
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h. Place and type
of employment and employers address, and previous employer
if less than two years in present job? |
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i. A credit bureau
report may be required depending on the amount of the potential
receivable and the guidelines of the agency or institution? |
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27. Are the following
duties generally performed by different people: |
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a. Billing, collecting,
and cash application of accounts receivable funds? |
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b. Maintaining
detail accounts receivable records, collecting, and general
ledger posting? |
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c. Writing off
or adjusting to accounts receivable and the maintenance of
accounts receivable records? |
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d. Investigating
disputes with billing amounts and the maintenance of accounts
receivable records? |
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e. Reconciling,
investigating reconciling items and posting detail accounts
receivable records? |
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28. Do write-offs
or adjustments have proper authorizations? |
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29. Are all collections
on accounts receivable posted to individual receivable accounts? |
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30. Is access to the
accounts receivable accounting system limited only to authorized
individuals? |
| Comments for section A. (please specify
question number) |
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| B.
Monitoring |
| Yes |
N/A |
No |
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31. Are corrections
and adjustments to cash receipts documented and approved by a
manager? |
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32. Are all non-cash
credits, such as credit memos, allowances, and bad debts properly
authorized? |
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33. Are there controls
to ensure that individuals with delinquent accounts are not receiving
additional credit? |
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34. For institutions
of higher education, are there controls to ensure that no student
having any outstanding past-due accounts is allowed to enroll
for the next terms? |
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35. Is an aging schedule
prepared monthly and is it reviewed by a responsible manager? |
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36. Are delinquent
accounts followed up? |
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37. Are all legal
remedies followed to collect write-offs or uncollectible accounts
with the Attorney General? |
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38. Are rates reviewed
at least annually for billed services or goods? |
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39. Are accounts periodically
reviewed for propriety of transactions and balances by a person
independent of cash and accounts receivable accounting? |
By clicking the Submit button, I do hereby certify, to the best of my knowledge,
that the answers provided in this self-assessment of internal control is
a true representation of the operations of this department.
