Office of the County Clerk : revolving fund, January 1, 2000 through July 30, 2001 PDF
Preview Office of the County Clerk : revolving fund, January 1, 2000 through July 30, 2001
SANFRANCISCOruBL,cL 1 '?,nniniT| 3 1223 07513 2747 -jrn 5 eW , OFFICE OF THE COUNTY CLERK: inciscoPublicLibrary Revolving Fund l^ernmentInformationCerrfer iFranciscoPublicLibrary January 2000, Through iLarkinStreet,5thFloor 1, iFrancisco,CA 94102 June 30, 2001 RENCE BOOK takenfrom the Library DOCUMENTS DEPT DEC - 7 2001 SAN FRANCISCO PUBLIC LIBRARY AuditNumber01023 December4,2001 REF 352.387 Sa578oc cso-S itliL .3 1 M 1 • *^B OFFICE OF THE COUNTY CLERK: Revolving Fund January 2000, Through 1, June 30, 2001 DOCUMENTS DEPT DEC - 7 2001 SAN FRANCISCO PUBLIC LIBRARY AuditNumber01023 December4,2001 CITY AND COUNTY OFSAN FRANCISCO OFFICE OFTHE CONTROLLER EdwardHarrington Controller MatthewH.Hymel ChiefAssistantController December4, 2001 AuditNumber01023 NancyAlfaro,Director OfficeoftheCountyClerk CityandCountyofSanFrancisco CityHall,Room 168 1 Dr. CarltonB. GoodlettPlace SanFrancisco, CA94102-4683 DearMs. Alfaro: TheController'sAuditsDivisionpresentsitsreportconcerningthe auditoftheCounty Clerk'srevolvingfund. TheCountyClerkusestherevolvingfundtopayforservices and minorpurchases. ReportingPeriod: January 1, 2000, ThroughJune30, 2001 Authorized Amount: S500 Results: TheCountyClerkcorrectlyadministeredanduseditsrevolving fund. TheauthorizedamountisadequatetomeettheCounty Clerk'soperationalneeds. TheCountyClerk'sresponseis attachedtothisreport. TheController'sAuditsDivision willbeworkingwiththeCountyClerkto followuponthestatusoftherecommendation madeinthisreport Respectfullysubmitted, IwardHarrim Controller CityHall•1Dr.CarltonB.GoodlettPlace•Room316•SanFranciscoCA94102-4694 FAX415-554-7466 Digitized by the Internet Archive 2013 in http://archive.org/details/officeofcountycl42001sanf INTRODUCTION BACKGROUND TheBoard ofSupervisorsoftheCityandCountyofSan Francisco appropriatedacashrevolvingfundof$500tothe CountyClerkunderthe SanFranciscoAdministrativeCode (AdministrativeCode) Section 10.159. TheCountyClerkusesthis fundtopayforservices andminorpurchases. SCOPE AND METHODOLOGY ThepurposeofthisauditwastodeterminewhethertheCounty Clerk'srevolvingfundassetsagreedtotheamountauthorizedin theAdministrativeCodeandrecordedintheController'sFinancial AccountingandManagementInformation System (FAMIS). We alsodeterminediftheCountClerkcorrectlyadministeredandused therevolvingfund. Inaddition,we assessedwhethertheinternal controlsoverthe fundwereadequate, andwhethertherevolving fundwas sufficienttomeettheCountyClerk'soperationalneeds. To conducttheaudit,wereviewedtheapplicableprovisionsofthe AdministrativeCode,theController'sDepartmental Instruction No. 1052, andthePurchaser's Guideto OrderingGoodsand Services. WeevaluatedtheCountyClerk'sprocedures for recording, summarizing, andreportingtherevolvingfund transactions. WetestedtheCountyClerk'srevolvingfund transactionsduringtheauditperiodtodeterminewhetherthe transactionswereproperandvalid. AUDIT RESULTS THE COUNTY CLERK'S REVOLVING FUND AGREED WITH THE AUTHORIZED AMOUNT As ofJune30,2001,wefoundthattheCountyClerk's revolvingfundbalanceof$500 agreedtotheamount authorizedintheAdministrativeCodeandasrecordedin FAMIS. TheCountyClerkusedthe fundassetswithinthe intendedpurposeofthe fundandincompliancewiththe Controller'sDepartmental InstructionNo. 1052. Further,we foundthattheCountyClerk'sinternalcontrolsoveritsrevolving fundwereadequateandtheexpendituresmadebytheCounty Clerkwerevalidandproperlysupported. Finally,wedetermined thattherevolvingfundamountwassufficienttomeettheCounty Clerk'soperationalneeds. TheCountyClerk'srevolvingfund consistsof $225 inabankcheckingaccount, and$275 whichis keptinasafe andused forchange. However,thebankchecking accountisrarelyused, andtheamountforthechangeisnot sufficienttomeettheCountyClerk'sneeds. RECOMMENDATION WerecommendthattheCountyClerkcloseitsbankaccountand increasethechangeamountfrom$275 to$500. Weconductedthisreviewaccordingto generallyaccepted governmentauditingstandards. Welimitedourreviewtothose areasspecifiedintheauditscopesectionofthisreport. Staff: BingJulian-Mantegna,AuditManager EdwinDeJesus
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