REPORT DIGEST

 

GOVERNORS STATE UNIVERSITY

 

FINANCIAL AUDIT AND COMPLIANCE EXAMINATION

(In accordance with the
Single Audit Act and OMB Circular A-133)

For the Year Ended:

June 30, 2004

 

Summary of Findings:

Total this audit                      6

Total last audit                      4

Repeated from last audit       3

 

Release Date:

February 17, 2005

 

 

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 TTY (888) 261-2887

 

This Report Digest is also available on

the worldwide web at

www.auditor.illinois.gov

 

 

 

 

SYNOPSIS

 

¨      The University’s property control records did not accurately reflect property and equipment at the University.

 

¨      The University had not established adequate controls over some aspects of its computer environment.

 

¨      The University failed to file the Fiscal Year 2004 State of Illinois GAAP Reporting Package on a timely basis with the Office of the Comptroller.

 

¨      The University did not comply with the University Faculty Research and Consulting Act.

 

¨      The University maintained deposits in excess of the Federal Deposit Insurance Coverage and pledged collateral.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

{Financial Information is summarized on the reverse page.}

 


GOVERNORS STATE UNIVERSITY

FINANCIAL AUDIT AND COMPLIANCE EXAMINATION

For The Year Ended June 30, 2004

FINANCIAL OPERATIONS (CURRENT FUNDS)

FY 2004

FY 2003

OPERATING REVENUES

     Student tuition and fees (net of scholarship allowances)...................

     Grants and contracts.................................................................................

     Auxiliary enterprises.................................................................................

     Payments on behalf of the University....................................................

     Sales and services of educational departments....................................

 Other operating revenues........................................................................

             Total Operating Revenues...............................................................

OPERATING EXPENSES

     Instruction..................................................................................................

     Research.....................................................................................................

     Public service.............................................................................................

     Academic support.....................................................................................

     Student services........................................................................................

     Institutional support.................................................................................

     Operation and maintenance of plant......................................................

     Auxiliary enterprises.................................................................................

     Depreciation...............................................................................................

             Total Operating Expenses...............................................................

Operating loss................................................................................................

NONOPERATING REVENUES (EXPENSES)

        State Appropriations..............................................................................

        Investment income.................................................................................

        Interest on capital assets and related debt.........................................

        Other nonoperating expenses...............................................................

        Net nonoperating revenues..................................................................

        Income before other revenues, expenses, gains and losses............

        Transfers from the Capital Development Board.................................

INCREASE IN NET ASSETS.......................................................................

Net assets, beginning of year.................................................

Net assets, end of year.........................................................

 

$13,997,573

5,991,087

1,535,253

22,351,412

5,966,323

958,854

$50,800,502

 

$34,382,971

1,122,751

9,402,083

1,911,897

3,779,458

11,687,457

6,965,754

1,790,411

     2,470,930

 $73,513,712

($22,713,210)

 

$23,709,622

43,326

(288,637)

        (19,666)

 $23,444,645

$731,435

  1,713,587

 $2,445,022

       $49,444,993

$51,890,015

 

$12,361,724

5,961,600

1,291,324

6,850,665

4,387,895

2,110,656

$32,963,864

 

$25,155,847

1,590,082

6,342,551

1,820,784

3,074,600

10,367,297

5,331,858

1,208,951

     2,249,840

 $57,141,810

($24,177,946)

 

$25,628,600

54,980

(223,592)

      (104,097)

 $25,355,891

$1,177,945

  12,710,712

 $13,888,657

       $35,556,336

$49,444,993

SELECTED ACCOUNT BALANCES (ALL FUNDS)

JUNE 30, 2004

JUNE 30, 2003

Cash and short-term investments..............................................

Capital assets..........................................................................

Accumulated depreciation........................................................

Accrued compensated absences................................................

Certificates of participation......................................................

$6,045,789

94,239,513

39,256,567

6,717,014

2,080,000

$3,937,549

92,016,091

37,026,720

7,018,664

2,150,000

SUPPLEMENTARY INFORMATION

FY 2004

FY 2003

Employment Statistics (Full Time Equivalent - Average Number)

Appropriated funds:

      Faculty/administrative...............................................................................

      Civil service.................................................................................................

      Student employees....................................................................................

Nonappropriated funds:

      Faculty/administrative...............................................................................

      Civil service.................................................................................................

      Student employees....................................................................................

            Total Employees..................................................................................

 

 

341.9

178.4

27.0

 

105.6

64.0

  38.8

755.7

 

 

367.3

192.3

35.9

 

97.1

71.2

  41.6

805.4

Selected Activity Measures

Annual full-time equivalent students – undergraduate...................

Annual full-time equivalent students - graduate...........................

 

1,888

1,878

 

1,966

1,785

UNIVERSITY PRESIDENT

    During Audit Period and Currently:  Dr. Stuart Fagan

 



 

 

 

 

 

 

 

 

 

Records did not accurately reflect property and equipment

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Adequate procedures were not in place to ensure that security controls were sufficient

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Accounting reports filed 27 business days late

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

13 faculty members performed outside research and/or consulting activities prior to receiving approval from the President

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Uninsured deposits totaled $1,732,700

FINDINGS, CONCLUSIONS, AND RECOMMENDATIONS

 

NEED TO IMPROVE EQUIPMENT AND PROPERTY CONTROLS AND RECORDS

 

      The University's property control records did not accurately reflect property and equipment at the University. 

 

      Several different types of exceptions were noted during our testing of property including problems with tagging, equipment that was missing or located in a different location in relation to the property control records and recorded at improper values.

 

      Inaccurate property control records result in incorrect accounting information and could cause unnecessary equipment expenditures and inaccurate financial reporting. (Finding 2, pages 15-16) This finding was first reported in 2003.

 

      We recommended that the University adhere to its procedures to ensure that the property and equipment records are properly maintained.

 

      University officials responded that there have been substantial moves related to new facilities and internal reorganization in the last few months and the University is in the process of updating all property control records as well as changing the recording process. (For the previous agency response, see Digest footnote #1.)

 

NEED TO IMPROVE CONTROLS RELATED TO COMPUTER SECURITY

 

      The University had not established adequate controls over some aspects of its computer environment.

 

      We reviewed the University’s computer environment and noted the following weaknesses:

 

·        No formal computer policies or standards exist to provide staff, faculty or students with guidance regarding security, backup, software copyright laws, user responsibilities, and remote access.

 

·        Effective password controls were not uniformly applied.

 

      The University has over five million dollars invested in computer software and hardware.  Many of the University’s systems, such as financial aid, financial aid packaging, purchasing, accounting and student records are critical to its daily operations.  (Finding 3, pages 17-18) This finding was first reported in 2003.

 

      We recommended that the University establish comprehensive policies and standards that outline general security provisions, appropriate use of computer resources, backup and care of data, remote access, and other appropriate policies to ensure that effective controls exist.  The policies and procedures should be communicated to all users and monitored for compliance.  The University should ensure appropriate password security parameters are uniformly enforced.

 

      University officials responded that their policies are currently in draft form and that implementation is anticipated in fiscal year 2005. (For the previous agency response, see Digest footnote #2.)

 

 

NEED TO TIMELY FILE ACCOUNTING REPORTS WITH THE OFFICE OF THE STATE COMPTROLLER

 

      The University failed to file the Fiscal Year 2004 year end accounting reports on a timely basis with the Office of the State Comptroller.

 

      The University filed its year end accounting reports prepared in accordance with generally accepted accounting principles (GAAP Reports) 27 business days late.

 

      By not submitting the GAAP accounting reports on a timely basis, the University could affect the State’s ability to timely complete the State of Illinois’ Comprehensive Annual Financial Report. (Finding 4, Page 19)

 

      We recommended that the University review procedures and staffing to ensure timely reporting of the GAAP Reporting Package to the Office of the Comptroller.

 

      University officials responded that there is new leadership in the Business Office and that a full review of policies and procedures is underway.

 

NEED TO COMPLY WITH THE UNIVERSITY FACULTY RESEARCH & CONSULTING ACT

 

      The University did not comply with the University Faculty Research and Consulting Act.

 

      The University’s Office of the President requests that all faculty complete a form stating whether or not they intend to perform outside research and/or consulting services. Faculty members who intend to perform outside research and/or consulting are required to obtain approval from the University President prior to performing any outside services. 

 

      During our testing we examined all requests that were submitted and noted that 13 faculty members performed outside research and/or consulting activities prior to receiving approval from the President.  The approvals were noted to be from 1 to 406 days subsequent to the date that services were to begin.   In addition, one faculty member never obtained approval for two specific consulting engagements performed. (Finding 5, page 20) This finding was first reported in 2003.

 

      We recommended that the University ensure that faculty members comply with the University Faculty Research and Consulting Act.

 

      University officials stated that they will continue to support faculty in their compliance with the Act. (For the previous agency response, see Digest footnote #3.)

     

UNCOLLATERALIZED DEPOSITS

 

      The University maintained deposits in excess of the Federal Deposit Insurance Coverage (FDIC) and pledged collateral.

 

      During our audit we noted that the University’s deposits at two financial institutions totaled $5,796,247 at June 30, 2004.  The FDIC insurance plus pledged collateral coverage for these accounts totaled $4,063,547, which left uninsured and uncollateralized deposits of $1,732,700.

     

      Failure to obtain collateral puts State funds at risk in the event that the financial institution should incur financial difficulties.  (Finding 6, Page 21)

 

            We recommended the University obtain sufficient collateral to cover its deposit accounts.

 

            University officials stated that they corrected the oversight during the audit process.

 

OTHER FINDING

 

      The remaining finding is less significant and is reportedly being given attention by University officials.  We will review progress toward implementation of our recommendations in our next audit. 

 

      University responses to the findings were provided by the Vice President for Administration & Planning, Mr. John Tuohy, in a letter dated December 20, 2004.

 

AUDITORS' OPINION

 

      Our auditors state the University’s financial statements as of June 30, 2004 and for the year then ended, are fairly presented in all material respects.

 

 

_____________________________________

WILLIAM G. HOLLAND, Auditor General

 

WGH:TLK:pp

 

SPECIAL ASSISTANT AUDITORS

 

        Our special assistant auditors for this audit were Nykiel Carlin & Co., LTD.

 

 

 

 

DIGEST FOOTNOTES

 

#1 INACCURATE EQUIPMENT AND PROPERTY CONTROL RECORDS – Previous University Response

The University agrees that improvements to the property control record-keeping system are necessary and has already begun implementation of a centralized plan for improvement.

 

#2 COMPUTER SECURITY WEAKNESSES – Previous University Response

The University agrees that user access passwords should be better controlled and will do so.  It will also establish more complete written policies to provide users with guidance regarding security, backup, contingency planning, software copyright laws, user responsibilities, and remote access.

 

#3 UNIVERSITY FACULTY RESEARCH & CONSULTING – Previous University Response

The University will revise its current policies and procedures with the object of promoting a more effective institutional  policy to ensure compliance with the Faculty Research and Consulting Act.