REPORT DIGEST

 

DEAF AND HARD OF HEARING COMMISSION

 

COMPLIANCE AUDIT

For the Two Years Ended:

June 30, 2003

 

Summary of Findings:

 

Total this audit                      1

Total last audit                      2

Repeated from last audit       1

 

Release Date:

March 2, 2004

 

 

 

 

State of Illinois

Office of the Auditor General

WILLIAM G. HOLLAND

AUDITOR GENERAL

 

To obtain a copy of the Report contact:

Office of the Auditor General

Iles Park Plaza

740 E. Ash Street

Springfield, IL 62703

(217) 782-6046 or TDD (217) 524-4646

 

 

This Report Digest is also available on

the worldwide web at

http://www.state.il.us/auditor

 

 

 

SYNOPSIS

 

  • The Commission did not maintain sufficient controls over the recording and reporting of its property.

 

 

 

 

 

 

 

 

 

 

 

 

 

{Expenditures and Activity Measures are summarized on the reverse page.}

 

                        DEAF AND HARD OF HEARING COMMISSION

                                            COMPLIANCE AUDIT

                                For The Two Years Ended June 30, 2003

 

EXPENDITURE STATISTICS

FY 2003

FY 2002

FY 2001

! Total Expenditures (All Funds)

$597,463

$624,049

$574,670

Personal Services

     % of Total Expenditures

     Average No. of Employees

$355,775

59.5%

7

$333,228

53.4%

7

$298,631

52.0%

7

Other Payroll Costs (FICA, Retirement)

     % of Total Expenditures

$76,127

12.7%

$70,599

11.3%

$62,529

10.9%

Contractual Services

     % of Total Expenditures

$87,109

14.6%

$98,016

15.7%

$85,544

14.9%

Lump Sums……………………….

     % of Total Expenditures……………………...

$22,440

3.8%

$48,929

7.8%

$63,607

11.0%

All Other Operations Items

     % of Total Expenditures

$56,012

9.4%

$73,277

11.8%

$64,359

11.2%

! Cost of Property and Equipment

$224,569

$218,868

$226,666

SELECTED ACTIVITY MEASURES

FY 2003

FY 2002

FY 2001

Public inquiries addressed

Web site hits

Monthly average subscribers to broadcast

      e-mail/bulletin board service

Materials distributed

Promotional items distributed

Complaints satisfactorily resolved

Library materials loaned

Newsletter subscribers

Workshops presented

11,327

71,635

 

164

131,986

38,381

25

457

12,306

55

9,755

9,836

 

125

31,289

27,639

54

733

8,342

60

7,965

2,500

 

100

10,408

11,691

80

250

3,840

58

AGENCY DIRECTOR

During Audit Period: Gerald Covell, Director

Currently: Janet Lambert, Acting Director

 

 

 

 

 

 

 

Equipment transactions were not timely recorded and properly reported

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

FINDINGS, CONCLUSIONS, AND RECOMMENDATIONS

 

INACCURATE REPORTING OF STATE PROPERTY

The Commission did not maintain sufficient controls over the recording and reporting of its property. We noted the following weaknesses:

  • The Commission did not timely record 7 of 18 (39%) equipment additions totaling $13,241 on its property records. These items were recorded between 104 and 173 days late. In addition, a printer purchased for $503 in December 2002 was not tagged or entered on the property records during the audit period.
  • The Commission did not properly complete the FY 02 and FY 03 Agency Report of State Property (C-15) sent to the Office of the State Comptroller. Property records and detailed support provided by the Commission did not agree to the figures reported on the C-15 for additions, deletions, and net transfers. The Commission reported total additions and deletions of $89,904 and $13,363, respectively, for the audit period.
  • The Commission did not file a required surplus furniture affidavit with the State Surplus Administrator prior to a new furniture purchase of $851. (Finding 1, pages 8-9)

We recommended that Commission personnel ensure all additions are timely recorded on property control records and C-15 reports. Also, Commission personnel should review applicable Statewide Accounting Management System (SAMS) procedures and maintain clearly documented detailed records to support additions, deletions, and net transfers included in each C-15 report. Further, the Commission should ensure that surplus property affidavits are filed before purchasing new furniture over $500.

Commission management stated that significant improvements were made in inventory controls over the prior audit period, and noted that physical inventories were accurate. Management further stated that the Commission is dedicated to full compliance in all aspects of its operations, and that management will implement appropriate procedures to correct the deficiencies.

 

AUDITORS’ OPINION

We conducted a compliance audit of the Commission as required by the Illinois State Auditing Act. The Commission had no locally held federal or State trust funds. Consequently, there were no financial statements requiring a financial statement audit leading to an opinion.

 

 

____________________________________

WILLIAM G. HOLLAND, Auditor General

WGH:LKW:pp

 

AUDITORS ASSIGNED

This audit was performed by staff of the Office of the Auditor General.