Office of the Assessor-Recorder revolving fund, January 1, 1998 through May 26, 1999 PDF
Preview Office of the Assessor-Recorder revolving fund, January 1, 1998 through May 26, 1999
SAN FBANCISC )PUBLICLIBRAP.' I II I II I II II I II I 3 1223 07389 4553 and County of San Francisco ICE OF THE CONTROLLER ICE OF THE ASSESSOR-RECORDER: ghMay26, 1999 iciscoPublicLibrary lamentInformationCenter knciscoPublicLibrary IrkinStreet.5!hFloor pncisco,CA 94 02 1 ENCE BOOK DOCUMENTS DEPT \takenfrom the library OCT j s /oS9 PU BL/C LIBRARY Number98087 September27, 1999 352.387 5a578o City and County of San Francisco OFFICE OF THE CONTROLLER OFFICE OF THE ASSESSOR-RECORDER: Revolving Fund January 1, 1998 through May 26, 1999 DOCUMENTS DEPT. 0CJ I 8 1299 P(JBLIC LI8RARV - AuditNumber98087 September27, 1999 CITY AND COUNTY OFSAN FRANCISCO OFFICE OFTHE CONTROLLER EdwardHarrington Controller September27, 1999 DorisM. Ward,Assessor-Recorder OfficeoftheAssessor-Recorder CityHall, Room 190 1 Dr. CarltonB. GoodlettPlace SanFrancisco, CA94103 DearMs. Ward: TheController'sAudits Divisionpresentsitsreportconcerningthe auditofthecashrevolving fundoftheOfficeoftheAssessor-Recorder(Assessor). The Assessorusestherevolving fundto pay forminorofficeexpenses, mileage, parking, and subscriptions forprofessionalpublications. ReportingPeriod: January 1, 1998 throughMay26, 1999 AuthorizedAmount: $1,000 Results: • AsofMay26, 1999,theAssessor'scashrevolving fundtotalwas$1,007.12. However, the Assessormadesomeerrorsinaccounting foritsrevolvingfundandwillhave acashshortage of$43.63 onceitcorrectsitserrors. • TheAssessoralsoneedsto improve someofitsadministrativepracticesoveritsrevolving fund. WefoundthattheAssessordidnotprepare correctmonthlybankreconciliationsofits revolvingfundbankaccountanddidnotwrite-offtwochecks issuedandoutstanding for6 months. TheresponseofAssessorisattachedtothereport. Respectfully submitted. iDWARD M. H/ GTON Controller CityHall•1Dr.CarltonB.GoodlettPlace•Room316•SanFranciscoCA94102-4694 FAX415-554-746* INTRODUCTION The BoardofSupervisorsoftheCityand CountyofSanFrancisco(City) appropriatedacashrevolving fundof$1,000tothe OfficeoftheAssessor-Recorder (Assessor)underthe SanFranciscoAdministrativeCode(AdministrativeCode) Section 10.133. TheAssessorusestherevolving fundtopay forminorofficesupplies, mileage,parking fees,and subscriptions forprofessionalpublications. SCOPEAND METHODOLOGY ThepurposeofthisauditwastodeterminewhethertheAssessor'srevolvingfundassets agreedtotheamountauthorizedintheAdministrativeCodeandrecordedinthe Controller's Financial Accountingand ManagementInformation System (FAMIS). We alsodeterminediftheAssessorcorrectlyadministeredandused itsrevolvingfund. In addition, weassessedwhetherthe internal controlsoverthefundwereadequate,and whethertherevolving fundwassufficienttomeettheAssessor'soperationalneeds. Toconducttheaudit,wereviewedtheapplicableprovisionsintheAdministrativeCode, theController'sDepartmental InstructionNo. 1052, andthe Purchaser's Guideto Ordering GoodsandSen-ices. WeevaluatedtheAssessor'sprocedures forrecording, summarizing, andreportingtherevolving fundtransactions. WetestedtheAssessor'srevolvingfund transactionsduringtheauditperiodto determinewhetherthetransactionswereproperand valid. CONTROLLER'S AUDITS DIVISION Digitized by the Internet Archive 2013 in http://archive.org/details/officeofassessor271999san AUDIT RESULTS THEASSESSORMADE SOME ERRORS INADMINISTERING ITS REVOLVING FUND As ofMay26, 1999,theAssessor'scashrevolving fundtotaled$1,007.12. However,theAssessormadesomeerrors inaccountingforitsrevolving fundand will haveacashshortageof$43.63 once itcorrects itserrors. InJanuary 1995,the Assessoroverpaidaformeremployeeby $50.75 foranexpensereimbursed fromthe revolving fund. TheAssessorcould not findthe formeremployeetorecovertheamount. Insteadofwritingofftheamount,theAssessorreflectedthisamountasavoucherintransit onthereimbursement requests itsubmittedtotheController'sOffice. Sinceourrevolving fundcertificationshowedthattheAssessorhadafundtotalof$1,007.12 whenwe conductedourreviewonMay26, 1999,theAssessorwill haveanetfundshortageof $43.63 once itcorrects itserrors. Accordingtothe Controller'sDepartmental Instruction No. 1052,thedepartmenthead ispersonally liable forall shortages inadepartment's revolving fund. THEASSESSORNEEDSTO IMPROVE SOME OFITSADMINISTRATIVE PRACTICES We foundthattheAssessorusedtherevolving fundassetswithinthepurposeofthe fund andincompliancewiththeController'sdepartmental instruction. Also,theAssessorhas adequate internal controlsoveritsrevolving fundandtherevolving fundamountis sufficientto meetitsoperational needs. However,theAssessordidnotpreparecorrectly its monthlybankreconciliations. Wereviewedthebankreconciliationfortwomonthsinthe auditperiod,and foundthattheamounts shownonthebankreconciliationastheopening bookbalancesweredifferentfromtheactual amountsshown intheAssessor'scheck registerforitsrevolvingfundaccount. Accordingtothedeputyassessor-recorderfor administration,whenthepreparertookoverthereconciliationofthebankstatementthree yearsago,therewasnoestablishedbookbalancebecausenopreviousreconciliation existed. Thepreparerconstructedthebeginningbookbalanceandhas sinceusedthe carriedforwardbalancetoreconcilemonthlyto thebankbalance. However, ifthepreparerhadcorrectlyconstructedthe beginningbookbalancethreeyears ago,thereshouldbenodifference inanyofthebeginningbookbalances forthebank reconciliationswereviewed. Theerrorstill existsandwill continueuntilthebeginning bookbalanceiscorrectlyconstructed. Inaddition,theAssessordidnotwrite-offtwochecksoutstanding forsixmonths. The Controller'sDepartmentalInstructionNo. 1052 recommendsthatdepartmentswrite-off CONTROLLER'S AUDITS DIVISION
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