| A.
Control Activities / Information and Communication |
| Yes |
N/A |
No |
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1. Is there
a formal organizational chart defining responsibilities for processing
and recording cash transactions? |
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2. If
annual payments are involved, do procedures exist to ensure that
previous years' records are properly updated for new registrants
and withdrawals? |
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3. Do
control procedures exist regarding the collection, timely deposit,
and recording of collections in the accounting records at each
collection location? |
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4. Are
checks identified on the deposit slip by maker and amount? |
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5. Do
the deposit slips used have an official depository bank number
preprinted on the document? |
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6. Are
procedures in place to establish a proper cut-off of cash receipts
at the end of the fiscal year? |
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7. Are
license and permit issuances reconciled to the cash receipts
journal or bank deposits? |
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8. Is
a mail receipts log maintained for mail receipts? |
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9. Is
the mail receipts log reconciled to: |
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a.
The cash receipts journal? |
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b.
Validation certification of deposit/deposit slips? |
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10. If
payments are made in person (seminars, workshops, etc.), are
receipts for payment used and accounted for and balanced to deposits? |
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11. Are
pre-numbered receipts issued for all cash collections and are
numbers of all receipts accounted for? |
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12. Are
logs of receipt book issuances maintained? |
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13. Are
petty cash/change funds at the minimum effective amount? |
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14. Are
all petty cash funds maintained on an imprest basis? |
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15. Are
unauthorized advances from petty cash funds to employees prohibited? |
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16. Are
all petty cash checks cashed promptly at the banks? |
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17. Are
petty cash vouchers or bills required for all petty cash disbursements
and are they pre-numbered? |
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a.
Are they signed by persons receiving cash? |
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b.
Are they approved in writing by department head or other responsible
official? |
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c.
Are they properly supported by vendor receipts? |
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d.
Are they typewritten or written in ink to preclude alterations? |
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18. Are
letters accompanying gifts, grants, donations, etc., retained
as part of the permanent records? |
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19. Are
the authorization records of the depository banks up to date? |
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20. Are
receipts deposited as often as required by General Statutes? |
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21. Are
the following duties generally performed by different people: |
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a.
Custodian of the fund, reconciliation of the fund and access
to cash receipts? |
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b.
Filling out the disbursement receipts, disbursement, and reconciliation? |
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c.
Making a deposit, billing, making General Ledger entries and
collecting? |
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d.
Collecting cash, placing a restrictive endorsement on the checks,
balancing cash, closing cash registers, making a deposit, maintaining
Accounts Receivable records and making General Ledger entries? |
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e.
Collecting of licenses, fines, and inspections and making General
Ledger entries? |
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f.
Collecting cash and reconciling the bank account? |
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g.
Closing cash registers daily by a person not involved in cash
collection? |
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22. Are
current year receipts compared to those for prior years and budgeted
receipts, and are explanations of variations reviewed by senior
officials? |
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23. Is
account distribution indicated on expense vouchers reviewed for
reasonableness by accounting personnel? |
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24. Are
licenses and permits sequentially numbered and satisfactorily
accounted for? |
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25. Is
there adequate physical security surrounding cashiering areas? |
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26. Are
employees prohibited from cashing personal checks at cashiering
areas? |
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27. Is
cash receiving centralized to the maximum extent possible? |
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28. Are
all employees handling cash receipts adequately bonded? |
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29. Are "audit
tapes" retained for cash registers? |
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30. Is
a restrictive endorsement placed on incoming checks as soon as
received? |
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31. Are
unused portions of receipt books required to be returned to the
issuance location? |
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32. Are
petty cash vouchers effectively canceled at the time of reimbursement
to the fund by an individual other than the custodian? |
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33. Is
a system of pre-numbered receipts with adequately controlled
copies in use wherever practicable? |
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34. Are
cash receipts controlled at the earliest point of receipt? |
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35. Are
cash registers used in locations making sales of goods? |
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36. Is
petty cash kept in a locked place, where only the custodian has
access? |
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37. Are
petty cash funds segregated from other cash? |
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38. When
funds cannot be deposited daily, are the funds transported to
a centralized location at the end of the workday and secured
overnight? |
| Comments for section
A. (please specify question number) |
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| B.
Monitoring |
| Yes |
N/A |
No |
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39. Has
the cash management plan and changes to it been submitted to
the Office of State Controller for approval? |
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40. Is
effective control maintained over receipts of gifts, grants,
donations, etc. and is a follow-up made by a responsible official
to see that they have been classified and recorded properly? |
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41. Are
funds periodically counted by a person other than the custodian
at unannounced times? |
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42. Does
management approve or spot check reconciliations? |
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43. Are
policies documented for changes is a new system or method for
accounting for cash? |
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44. Are
timely corrective actions taken in cash discrepancies? |
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.
