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Document Sample
OFFICE OF THE NEW YORK STATE COMPTROLLER
D IVISION OF LOCAL GOVERNMENT
& SCHOOL ACCOUNTABILITY
Bath
Central School District
Internal Controls Over
Payroll Processing
Report of Examination
Period Covered:
July 1, 2007 — November 30, 2008
2009M-44
Thomas P. DiNapoli
Table of Contents
Page
AUTHORITY LETTER 2
INTRODUCTION 3
Background 3
Objective 3
Scope and Methodology 3
Comments of District Officials and Corrective Action 4
PAYROLL PROCESSING 5
Recommendations 6
APPENDIX A Response From District Officials 7
APPENDIX B Audit Methodology and Standards 9
APPENDIX C How to Obtain Additional Copies of the Report 11
APPENDIX D Local Regional Office Listing 12
DIVISION OF LOCAL GOVERNMENT AND SCHOOL ACCOUNTABILITY 1
1
State of New York
Office of the State Comptroller
Division of Local Government
and School Accountability
May 2009
Dear School District Officials:
A top priority of the Office of the State Comptroller is to help school district officials manage their
districts efficiently and effectively and, by so doing, provide accountability for tax dollars spent to
support district operations. The Comptroller oversees the fiscal affairs of districts statewide, as well
as districts’ compliance with relevant statutes and observance of good business practices. This fiscal
oversight is accomplished, in part, through our audits, which identify opportunities for improving
district operations and Board of Education governance. Audits also can identify strategies to reduce
district costs and to strengthen controls intended to safeguard district assets.
Following is a report of our audit of the Bath Central School District, entitled Internal Controls Over
Payroll Processing. This audit was conducted pursuant to Article V, Section 1 of the State Constitution
and the State Comptroller’s authority as set forth in Article 3 of the General Municipal Law.
This audit’s results and recommendations are resources for district officials to use in effectively
managing operations and in meeting the expectations of their constituents. If you have questions about
this report, please feel free to contact the local regional office for your county, as listed at the end of
this report.
Respectfully submitted,
Office of the State Comptroller
Division of Local Government
and School Accountability
2 OFFICE OF THE NEW YORK STATE COMPTROLLER
Introduction
Background The Bath Central School District (District) is located in Steuben
County. The District is governed by the Board of Education (Board)
which comprises seven elected members. The Board is responsible
for the general management and control of the District’s financial and
educational affairs. The Superintendent of Schools (Superintendent)
is the chief executive officer of the District and is responsible, along
with other administrative staff, for the day-to-day management of the
District under the direction of the Board.
There are four schools in operation within the District, with
approximately 1,830 students and 400 employees. The District’s
general fund expenditures for the 2007-08 fiscal year were $27.4
million and the 2008-09 adopted budget includes $30.3 million in
expenditures. These are funded primarily with State aid, real property
taxes, and grants.
The District employs a full-time Business Administrator to oversee
the District’s business operations, and employs a District Treasurer
and a payroll clerk to carry out its payroll duties. The District’s
payroll clerk processes payroll for approximately 400 employees on
a bi-weekly basis. For the 2007-08 fiscal year, the District’s payroll
expenditures totaled $17.3 million.
Objective The objective of our audit was to examine the District’s internal
controls over payroll processing. Our audit addressed the following
related question:
• Are internal controls over payroll processing appropriately
designed and operating effectively to adequately safeguard
District assets?
Scope and Our overall goal was to assess the adequacy of the internal controls
Methodology put in place by officials to safeguard District assets. To accomplish
this, we performed an initial assessment of the internal controls so
that we could design our audit to focus on those areas most at risk.
Our initial assessment included evaluations of the following areas:
financial oversight, cash receipts and disbursements, purchasing, and
payroll and personal services and information technology. Based on
that evaluation, we determined that controls appeared to be adequate
and limited risk existed in most of the financial areas we reviewed.
We did determine that risk existed in the payroll area and, therefore,
we examined internal controls over payroll processing for the period
July 1, 2007 to November 30, 2008.
DIVISION OF LOCAL GOVERNMENT AND SCHOOL ACCOUNTABILITY 3
3
We conducted our audit in accordance with generally accepted
government auditing standards (GAGAS). More information on
such standards and the methodology used in performing this audit is
included in Appendix B of this report.
Comments of District The results of our audit and recommendations have been discussed
Officials and Corrective with District officials and their comments, which appear in Appendix
Action A, have been considered in preparing this report. District officials
agreed with our findings and recommendations and have initiated
corrective action.
The Board has the responsibility to initiate corrective action.
Pursuant to Section 35 of the General Municipal Law, Section 2116-
a (3)(c) of the Education Law, and Section 170.12 of the Regulations
of the Commissioner of Education, a written corrective action plan
(CAP) that addresses the findings and recommendations in this report
must be prepared and forwarded to our office within 90 days. To the
extent practicable, implementation of the CAP must begin by the end
of the next fiscal year. For more information on preparing and filing
your CAP, please refer to our brochure, Responding to an OSC Audit
Report, which you received with the draft audit report. The Board
should make the CAP available for public review in the District
Clerk’s office.
4 OFFICE OF THE NEW YORK STATE COMPTROLLER
Payroll Processing
The primary objective for internal controls over payroll processing is
to ensure that employees are paid wages and salaries, and provided
benefits, to which they are duly entitled. An important component of
any internal control system is proper segregation of duties, ensuring
that no one person controls all phases of a transaction. Concentrating
key duties (i.e. authorization, recordkeeping and custody) with one
individual with little or no oversight weakens internal controls and
significantly increases the risk that errors and/or irregularities might
occur and go undetected and uncorrected in a timely manner. Internal
controls also require limiting user rights to only the people who are
involved in processing the payroll and need the access to perform
their job duties.
Internal controls over the District’s payroll processing are not
appropriately designed because the payroll clerk performs virtually
every phase of the payroll process. Specifically, the payroll clerk has
user rights to the District’s payroll module which allow her to enter
new employees, activate and inactivate existing employees and make
changes in employees’ hourly and annual salary rates without any
oversight. She is also responsible for setting up employee payroll
deductions and direct deposits, processing the payroll, maintaining
payroll records and distributing the payroll checks.
The payroll clerk processes the District’s payroll by entering data
into the payroll system from the daily attendance reports and the
employee timesheets that are signed by the individual employee’s
department head. After the data is entered, the payroll clerk sends the
payroll to the Treasurer to be printed. The payroll clerk forwards the
payroll register to the Superintendent, who reviews and certifies the
payroll. During the review, the Superintendent randomly selects five
employees and verifies that the payment amount listed on the register
is correct. However, this review does not include a comparison
against the actual printed checks. The approved payroll register is
returned to the payroll clerk. The payroll clerk files the register and
distributes the payroll checks. The payroll clerk’s incompatible duties
of recordkeeping, custody and distribution of payroll checks without
any significant mitigating controls increases the risk of unauthorized
changes or that errors may occur without being detected and
corrected in a timely manner.
We also found that the accounts payable clerk has user rights to the
payroll module in the District’s computerized financial system. This
employee does not have any payroll responsibilities and does not
need access to the payroll module in order to perform her job duties.
DIVISION OF LOCAL GOVERNMENT AND SCHOOL ACCOUNTABILITY 55
Based on these control weaknesses, we verified that 20 employees
were bona fide District employees by reviewing key supporting
documentation in their personnel file. We also compared the annual
payroll salary payments of an additional 20 employees, which
included key District officials,1 to salary and benefit entitlements that
were documented in written employee contracts, personnel records,
and Board-approved minutes. We then compared this information
to the salary information filed in the employees’ payroll records.
In addition, we verified that these 20 employees’ mandatory
withholdings were being deducted. Lastly, we reviewed the audit
logs from the payroll module for the audit period to check for any
unauthorized access by employees who are able to access and make
changes in the payroll module. Our audit did not identify any material
deficiencies. However, to prevent manipulation of payroll records in
the future, District officials need to strengthen internal controls over
the payroll process.
Recommendations 1. District officials should segregate the payroll processing duties
to ensure adequate safeguarding of District assets. If segregation
of duties is not feasible, District officials should implement
sufficient mitigating controls over payroll processing.
2. District officials should ensure that employees are assigned user
rights that are consistent with their job descriptions.
1
We selected seven District central office staff persons and judgmentally selected
the remaining 13 employees from various departments.
6 OFFICE OF THE NEW YORK STATE COMPTROLLER
APPENDIX A
RESPONSE FROM DISTRICT OFFICIALS
The District officials’ response to this audit can be found on the following page.
DIVISION OF LOCAL GOVERNMENT AND SCHOOL ACCOUNTABILITY 7
7
8 OFFICE OF THE NEW YORK STATE COMPTROLLER
APPENDIX B
AUDIT METHODOLOGY AND STANDARDS
Our overall goal was to assess the adequacy of the internal controls put in place by officials to
safeguard District assets. To accomplish this, we performed an initial assessment of the internal
controls so that we could design our audit to focus on those areas most at risk. Our initial assessment
included evaluations of the following areas: financial oversight, cash receipts and disbursements,
purchasing, and payroll and personal services and information technology.
During the initial assessment, we interviewed appropriate District officials, performed limited tests
of transactions and reviewed pertinent documents, such as District policies and procedures manuals,
Board minutes, financial records and reports. In addition, we obtained information directly from
the computerized financial databases and then analyzed it electronically using computer-assisted
techniques. This approach provided us with additional information about the District’s financial
transactions as recorded in its databases. Further, we reviewed the District’s internal controls and
procedures over the computerized financial databases to help ensure that the information produced by
such systems was reliable.
After reviewing the information gathered during our initial assessment, we determined where
weaknesses existed, and evaluated those weaknesses for the risk of potential fraud, theft and/or
professional misconduct. We then decided on the reported objective and scope by selecting for audit
those areas most at risk. We selected the payroll for further audit testing.
We focused our payroll testing on segregation of duties. Based on the lack of segregation of duties, we
tested for fictitious employees by reviewing the personnel records for 20 employees and verifying that
they were District employees. We selected the 20 employees based on hire date and using computer-
assisted analysis techniques for fictitious employee testing. In addition, we selected an additional 20
employees, and compared actual payroll earnings to Board-approved or negotiated contract salaries
and verified withholding amounts. We examined the following records to determine the effectiveness
of internal controls pertaining to the payroll function and to identify any associated deficiencies found
in those controls:
• Employee personnel files
• Collective bargaining agreements and individual employment contracts
• Payroll registers and employee earnings records generated from the District’s computerized
financial system
• Board minutes.
We also reviewed user rights and access permissions to the payroll module for our audit period to
determine if the assigned user rights and access were appropriate. We interviewed employees in
the District’s Information Technology Department and the District Business Office concerning the
administrative rights to the computerized financial system.
DIVISION OF LOCAL GOVERNMENT AND SCHOOL ACCOUNTABILITY 9
9
We conducted this performance audit in accordance with generally accepted government auditing
standards (GAGAS). Those standards require that we plan and perform the audit to obtain sufficient,
appropriate evidence to provide a reasonable basis for our findings and conclusions based on our audit
objective. We believe that the evidence obtained provides a reasonable basis for our findings and
conclusions based on our audit objective.
10 OFFICE OF THE NEW YORK STATE COMPTROLLER
APPENDIX C
HOW TO OBTAIN ADDITIONAL COPIES OF THE REPORT
To obtain copies of this report, write or visit our web page:
Office of the State Comptroller
Public Information Office
110 State Street, 15th Floor
Albany, New York 12236
(518) 474-4015
http://www.osc.state.ny.us/localgov/
DIVISION OF LOCAL GOVERNMENT AND SCHOOL ACCOUNTABILITY 11
11
APPENDIX D
OFFICE OF THE STATE COMPTROLLER
DIVISION OF LOCAL GOVERNMENT
AND SCHOOL ACCOUNTABILITY
Steven J. Hancox, Deputy Comptroller
John C. Traylor, Assistant Comptroller
LOCAL REGIONAL OFFICE LISTING
BUFFALO REGIONAL OFFICE GLENS FALLS REGIONAL OFFICE
Robert Meller, Chief Examiner Karl Smoczynski, Chief Examiner
Office of the State Comptroller Office of the State Comptroller
295 Main Street, Suite 1032 One Broad Street Plaza
Buffalo, New York 14203-2510 Glens Falls, New York 12801-4396
(716) 847-3647 Fax (716) 847-3643 (518) 793-0057 Fax (518) 793-5797
Email: Muni-Buffalo@osc.state.ny.us Email: Muni-GlensFalls@osc.state.ny.us
Serving: Allegany, Cattaraugus, Chautauqua, Erie, Serving: Clinton, Essex, Franklin, Fulton, Hamilton,
Genesee, Niagara, Orleans, Wyoming counties Montgomery, Rensselaer, Saratoga, Warren, Washington
counties
ROCHESTER REGIONAL OFFICE ALBANY REGIONAL OFFICE
Edward V. Grant, Jr., Chief Examiner Kenneth Madej, Chief Examiner
Office of the State Comptroller Office of the State Comptroller
The Powers Building 22 Computer Drive West
16 West Main Street – Suite 522 Albany, New York 12205-1695
Rochester, New York 14614-1608 (518) 438-0093 Fax (518) 438-0367
(585) 454-2460 Fax (585) 454-3545 Email: Muni-Albany@osc.state.ny.us
Email: Muni-Rochester@osc.state.ny.us
Serving: Albany, Columbia, Dutchess, Greene,
Serving: Cayuga, Chemung, Livingston, Monroe, Schenectady, Ulster counties
Ontario, Schuyler, Seneca, Steuben, Wayne, Yates
counties
SYRACUSE REGIONAL OFFICE HAUPPAUGE REGIONAL OFFICE
Eugene A. Camp, Chief Examiner Jeffrey P. Leonard, Chief Examiner
Office of the State Comptroller Office of the State Comptroller
State Office Building, Room 409 NYS Office Building, Room 3A10
333 E. Washington Street Veterans Memorial Highway
Syracuse, New York 13202-1428 Hauppauge, New York 11788-5533
(315) 428-4192 Fax (315) 426-2119 (631) 952-6534 Fax (631) 952-6530
Email: Muni-Syracuse@osc.state.ny.us Email: Muni-Hauppauge@osc.state.ny.us
Serving: Herkimer, Jefferson, Lewis, Madison, Serving: Nassau, Suffolk counties
Oneida, Onondaga, Oswego, St. Lawrence counties
BINGHAMTON REGIONAL OFFICE
Patrick Carbone, Chief Examiner NEWBURGH REGIONAL OFFICE
Office of the State Comptroller Christopher Ellis, Chief Examiner
State Office Building, Room 1702 Office of the State Comptroller
44 Hawley Street 33 Airport Center Drive, Suite 103
Binghamton, New York 13901-4417 New Windsor, New York 12553-4725
(607) 721-8306 Fax (607) 721-8313 (845) 567-0858 Fax (845) 567-0080
Email: Muni-Binghamton@osc.state.ny.us Email: Muni-Newburgh@osc.state.ny.us
Serving: Broome, Chenango, Cortland, Delaware, Serving: Orange, Putnam, Rockland, Westchester
Otsego, Schoharie, Sullivan, Tioga, Tompkins counties
counties
12 OFFICE OF THE NEW YORK STATE COMPTROLLER
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