REPORT DIGEST

 

DEPARTMENT OF NATURAL RESOURCES

 

FINANCIAL AUDIT OF CAPITAL ASSET ACCOUNT

For the Year Ended

June 30, 2004

 

COMPLIANCE EXAMINATION

For the Two Years Ended:

June 30, 2004

 

Summary of Findings:

Total this audit                        29

Total last audit                        12

Repeated from last audit           9

 

Release Date:

April 28, 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

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

 

SYNOPSIS

 

·          The Department made payments for efficiency billings from improper line item appropriations

 

·          The Department’s preparation and submission of year-end accounting reports to the Office of the State Comptroller were not performed in an accurate manner.

 

·          The Department’s preparation and submission of year-end accounting reports to the Office of the State Comptroller related to the capital asset account were not performed accurately, causing financial reporting delays.  

 

·          The Department did not maintain accurate property control records.  Equipment and property totaled in excess of $1.035 billion at June 30, 2004.

 

·          The Department did not maintain accurate and complete commodity inventory records.  The Department did not record the value of paper or printed publications for sale as inventories and included postage amounts as commodity inventories rather than pre-paid postage.

 

·          The Department failed to consistently use its Programmatic Accounting System as outlined in its policies and procedures related to federal aid coordination. 

 

·          The Department-wide timekeeping system was not automated which resulted in inefficiencies and errors in reporting employee accumulated leave.  Each division within the Department maintained a manual timekeeping system for their several hundred employees.

 

·          The Department did not have adequate controls over its State vehicles.

 

·          The Department did not maintain adequate controls over processes related to telecommunications equipment and expenditure records.

 

·          The Department did not cancel telephone calling cards in a timely manner when use of the calling card was not justified.

 

·          The Department did not enter citations and written warnings issued by Conservation Police Officers into the TIPS in a timely manner.

 

·          The Department did not ensure adequate controls were implemented in the management of its petty cash funds and in accordance with State Comptroller requirements.

 

·          The Department did not prepare and file annual progress reports on the implementation and development of the Open Space Lands Acquisition and Development Act.

 

·          The Department did not submit quarterly accounts receivable reports in a timely manner and did not maintain a formal quarterly aging schedule for accounts receivable. 

 

·          The Department did not maintain time sheets for its employees in compliance with the State Officials and Employees Ethics Act.

 

 

Expenditures and Activity Measures are summarized on the next page.}


 

 

 

DEPARTMENT OF NATURAL RESOURCES

FINANCIAL AUDIT OF CAPITAL ASSET ACCOUNT
For the Year Ended June 30, 2004
AND COMPLIANCE EXAMINATION

For the Two Years Ended June 30, 2004

 

 

FY 2004

FY 2003

FY 2002

Total Expenditures (All Appropriated Funds).

 

      OPERATIONS TOTAL...............................

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

 

            Personal Services....................................

            % of Operations Expenditures.................

            Average No. of Employees:

                  Regular.............................................

                  Part-time...........................................

 

            Other Payroll Costs (FICA, Retirement)..

            % of Operations Expenditures.................

 

            Contractual Services...............................

            % of Operations Expenditures.................

     

            All Other Operations Items......................

            % of Operations Expenditures.................

 

            GRANTS, REFUNDS, OTHER.............

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

 

Cost of Property and Equipment (in thousands)........................................................

$284,600,500

 

$113,578,410

39.9%

 

$69,440,029

61.1%

 

1,816

329

 

$18,987,459

16.7%

 

$13,066,714

11.5%

 

$12,084,208

10.7%

 

$171,022,090

60.1%

 

 

$1,035,066

$326,297,574

 

$119,135,611

36.5%

 

$74,979,458

62.9%

 

1,882

291

 

$20,104,217

16.9%

 

$12,613,912

10.6%

 

$11,438,024

9.6%

 

$207,161,963

63.5%

 

 

$987,540

$362,139,630

 

$121,965,239

33.7%

 

$75,251,060

61.7%

 

2,067

341

 

$20,121,028

16.5%

 

$13,744,741

11.3%

 

$12,848,410

10.5%

 

$240,174,391

66.3%

 

 

$973,098

 

SELECTED ACTIVITY MEASURES

(Not Examined)

 

FY 2004

 

FY 2003

 

FY 2002

Acreage owned and managed..............................

Site Attendance...................................................

Protected Natural Area Acreage..........................

Hunting Licenses Issued.......................................

Fishing Licenses Issued........................................

Students Certified in Safety Education Classes.....

456,039

41,086,927

82,957

321,998

754,767

20,248

450,814

43,819,584

76,179

318,164

743,947

26,740

440,465

41,781,000

71,163

326,570

793,034

25,848

 

AGENCY DIRECTOR

During Audit Period:   Brent Manning (July 1, 2002 through March 31, 2003); Joel Brunsvold

                                    (effective April 1, 2003 through June 30, 2004)

Currently:                     Joel Brunsvold

 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Department did not receive guidance or documentation with the billings from CMS

 

 

 

 

 

 

 

Efficiency initiative payments billed totaled $4,176,774

 

 

 

 

 


Efficiency initiative payments paid by the Department totaled $3,562,174

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Efficiency initiative payments made from two funds which could be considered illegal diversions of license revenues

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Numerous errors in preparation and submission of GAAP reporting packages noted

 

 

 

 

Significant adjustments and changes needed to agree Department records to actual expenditures

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Department officials disagree with auditor recommendations

 

 

 

 

 

 


Auditor Comment

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Year end capital asset information in accounting reports not prepared accurately, causing financial reporting delays

 

 

 

 


Auditors cannot determine if ending balances are reasonably stated

 

 


Amounts not substantiated

 

 

 

Failure to reconcile

 


Methodology used by Department resulted in overstatements

 

 

 

 


$26 million of bikeways not initially included on Department records

 

 

 

 


Approximately $37 million not included on property control records for Water Resources sites

 


All quarterly reports on property prepared by the Department and submitted to the State Comptroller were inaccurately prepared

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Auditor Comment

 

 

 

 

 

 

 

 

 

 

 

Inaccurate records over property and equipment totaling in excess of $1.035 billion

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Incomplete commodity inventory records maintained

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Auditor Comment

 

 

 

 

 

 

 

 

 

 

Department did not follow its policies and procedures related to federal aid coordination

 

 

 

Department unable to seek federal reimbursement of $63,992 due to lack of information

 

 

 

 

 

 


PAS not consistently used to record expenditures

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Auditor Comment

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Inefficiencies and errors in calculating employee accumulated leave due to manual timekeeping system

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Auditor Comment

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Inadequate controls over State vehicles

 

 

 

 

 

 

 


One employee authorized to use personal car reimbursed $2,851

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Phone records not available for FY03

 

 

 

Review of telephone calls not required

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Telephone calling cards not cancelled timely

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Citations and written warnings not entered into TIPS timely

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Inadequate controls over petty cash funds

 

 

 

 

 

 

 

 

 

 

 

 


Monthly reconciliations not performed or reconciled by Custodian

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Auditor Comment

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Annual progress report not submitted for FY03 and FY04

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Quarterly accounts receivable reports submitted late for 4 of 8 quarters

 

 

 

 

 

 


Centralized records not maintained to support accounts receivables

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Auditor Comment

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

FINDINGS, CONCLUSIONS, AND RECOMMENDATIONS

 

PAYMENTS WERE MADE FOR EFFICIENCY INITIATIVE BILLINGS FROM IMPROPER LINE ITEM APPROPRIATIONS

 

The Department made payments for efficiency initiative billings from improper line item appropriations.  Public Act 93-0025, in part, outlines a program for efficiency initiatives to reorganize, restructure, and reengineer the business processes of the State.  The State Finance Act details that the amount designated as savings from efficiency initiatives implemented by the Department of Central Management Services (CMS) shall be paid into the Efficiency Initiatives Revolving Fund.  The Act further requires State agencies to pay these amounts from line item appropriations where cost savings are anticipated to occur. 

 

The Department did not receive guidance or documentation with the billings from CMS detailing from which line item appropriations savings were anticipated to occur.  According to Department staff, they received no documentation or information from CMS detailing the nature and/or type of savings that CMS anticipated.  The only guidance received was the amount of payments that should be taken from General Revenue Funds versus other funds for the September 2003 billings. 

 

The Department did not make payments for billings from line item appropriations where the cost savings were anticipated to have occurred.  During FY04, the Department received three billings totaling $4,176,774 from CMS for savings from efficiency initiatives.  The Department prorated the amounts evenly across all non-federal and unrestricted federal funds, including those in lump sum accounts.  The Department paid $3,562,174 for efficiency initiatives from the following:

 

·        $2,702,700 from its personal services, employer paid retirement, contributions to SERS, contributions to Social Security, contractual services, travel, commodities, equipment, EDP, telecommunication, operation of auto and lump sum and other operational purposes line item appropriations to pay for the Procurement Efficiency billing. 

 

·        $587,675 from its lump sum and other operation purposes line item appropriation to pay for the Vehicle Fleet Management billing.

 

·        $271,799 from its personal services, employer paid retirement, contributions to SERS, contributions to Social Security and group insurance line item appropriations to pay for the Information Technology billing. 

 

Efficiency initiative payments were also made from two license and stamp funds which could be considered an illegal diversion of license revenues under federal law.  To be eligible for these federal funds, the State had to pass assent legislation to assure the U.S. Fish and Wildlife Service (USFWS) there would be no diversion of fish and wildlife license revenues.  Diversion of these funds through efficiency initiative payments could invalidate past and future funding from the USFWS.  (Finding 1, pages 12-15)

 

We recommended the Department only make payments for efficiency initiative billings from line item appropriations where savings would be anticipated to occur.  Further, we recommended the Department seek an explanation from the Department of Central Management Services as to how savings levels were calculated, or otherwise determined, and how savings achieved or anticipated impact the Agency’s budget. 

 

      Department officials agreed with our recommendation and stated they will make savings payments from appropriation lines for which they obtain savings.

 

INADEQUATE PREPARATION OF YEAR END ACCOUNTING REPORTS

 

      The Department's preparation and submission of year end accounting reports (Generally Accepted Accounting Principles GAAP Package Forms) to the Office of the State Comptroller were not performed in an accurate manner.  We noted:

 

·        Five adjustments totaling over $4 million were required to agree GAAP reporting packages to actual expenditures.

 

·        Significant changes were required for 10 federal programs.  Revisions were needed for receipts, expenditures, receivables, deferred revenues and subrecipient amounts. 

 

·        The Department used incorrect rates when calculating salary related costs to prepare the Compensated Absences Form (SCO 580).

 

·        The Statewide Accounting Management System (SAMS) to GAAP reconciliation – capital assets (SCO 537) and the Capital Asset Summary (SCO 538) were prepared incorrectly.

 

·        The Department had inadequate procedures to identify liabilities for capital projects and land acquisition costs payable to local governments from reappropriated accounts.  (Finding 2, pages 16-18)  This finding was first reported in 2000.

 

      We recommended the Department implement procedures to ensure year end accounting reports are prepared in an accurate and complete manner.  We further recommended the Department review and revise, as necessary, its current system of gathering programmatic expenditure information to improve the accuracy of its financial reporting, as well as devote sufficient personnel to the task. 

 

      Department officials disagreed with our recommendation and stated management must make informed estimates of the final figures since the GAAP packages are due in many instances prior to the availability of final financial data.  Management also stated that until the time issue is addressed, GAAP packages will always require adjusting entries, many of which may be substantial.  (For previous Department Response, see Digest Footnote #1.)

 

      In an auditor’s comment we noted this is a repeat finding and that in the prior audit, we noted similar problems with a failure to timely and accurately prepare the Department’s GAAP packages and identify liabilities.  Nevertheless, we found similar problems in the current audit.  Making informed estimates takes planning, effort and resources.  The Department also had two years to deal with its capital asset issues and liabilities issue and neither was resolved in this audit.  The proper use of its Programmatic Accounting System noted in finding 04-9 would help the accuracy of the Department’s GAAP forms submitted to the Office of the State Comptroller.

 

INADEQUATE CONTROLS OVER THE CALCULATION AND SUBMISSION OF CAPITAL ASSET INFORMATION FOR FINANCIAL REPORTING PURPOSES

 

      The Department’s preparation and submission of year end accounting reports (GAAP Package Forms) to the Office of the State Comptroller related to the capital asset account were not prepared accurately, causing financial reporting delays.  We noted the following problems with the Department’s Statewide Accounting Management System to GAAP Reconciliation – Capital Assets (SCO 537) and the Capital Asset Summary (SCO 538) submitted to the State Comptroller:

 

·        The Department had not agreed the June 30, 2002 ending recalculations with the Common Inventory System (CIS) as of June 30, 2004 although this had been noted in the prior audit. 

 

·        Due to the incompleteness of CIS records, the Department did not obtain ending balances for each capitalization category from property control records.  Without these amounts, it cannot be determined if ending balances are reasonably stated.

 

·        Accumulated depreciation was calculated incorrectly and individual transaction amounts were not substantiated. 

 

·        The Department calculated additions based upon expenditure amounts, and did not reconcile these additions to the CIS system transactions for the year.

 

·        The Department calculated deletions and transfers based upon CIS activity.  These amounts are overstated due to the manner in which the Department makes adjustments on the CIS system.

 

·        The Department did not consistently record historical treasures, works of art and other collections in their records.   

 

·        The Department did not include Department of Transportation managed projects, totaling approximately $26 million, related to bikeways on its property control records. 

 

·        The Department did not include Capital Development Board (CDB) managed state-wide projects, totaling approximately $900,000 on its property control records.

 

·        The Department did not include Office of Water Resources sites, totaling approximately $37 million, on its property control records. 

 

·        The Department prepared the SCO 537 based upon incorrect quarterly reports (C-15’s) amounts.  All quarterly reports prepared during the examination period were prepared incorrectly.

 

·        Due to the complexity of the above issues, revised amounts related to capital assets and accumulated depreciations were not available until January 12, 2005.  (Finding 3, pages 19-21)

 

We recommended the Department implement procedures to ensure capital assets are reported in an accurate, complete and timely manner and reconcile the Common Inventory System to capital asset reporting amounts to ensure the property control system can be utilized for capital asset reporting.  We further recommended the Department review and revise, as necessary, its current system of gathering property control information to improve the accuracy of the Common Inventory System records and devote necessary personnel to these tasks. 

 

 

      Department officials agreed with our recommendation and stated they will continue to pursue solutions to the 30-odd years of previous management staff’s questionable practices for capital asset recording, the Capital Development Board’s misclassification of capital assets in its transfer reports and the Common Inventory System’s inability to provide reports on capital assets that do not require further analysis by Department staff. 

     

      In an auditor’s comment we noted the Department did not devote sufficient time and resources to properly address GASB 34 when it first became effective in fiscal year 2002 which exacerbated the problem on a go forward basis.  We also noted the Department is ultimately responsible for reviewing the information obtained from other State agencies and ensuring the information is properly classified and reported.

 

INACCURATE PROPERTY CONTROL RECORDS

 

      The Department did not maintain accurate property control records over its property and equipment totaling in excess of $1.035 billion at June 30, 2004.  We noted the following:

 

·        Five items were not properly tagged with a Department property control tag, five items were located at sites, but were not listed on the property control records, three items appeared obsolete or unusable, but still maintained on property control listings, and three items could not be located during our testing.

 

·        Inconsistencies in the manner the Department accounted for historical treasures, works of art and other collections.

 

·        All quarterly reports filed with the Office of the Comptroller were inaccurate.  (Finding 4, pages 22-23)  This finding was first reported in 2002.

 

      We recommended the Department remind employees of its property control procedures to ensure that such procedures are followed and that property control

 

supervisors be held responsible for accurate and complete property control records.

 

      Department officials agreed with our recommendation and stated they will remind all employees of property control and capital asset reporting responsibilities.  (For previous Department Response, see Digest Footnote #2.)

 

FAILURE TO MAINTAIN ACCURATE COMMODITY INVENTORY RECORDS FOR FINANCIAL REPORTING PURPOSES

 

      The Department did not maintain accurate and complete commodity inventory records for financial reporting purposes in accordance with Generally Accepted Accounting Principles (GAAP).

 

      During our review of fiscal year 2004 GAAP package submissions to the Office of the State Comptroller, we noted the Department did not record the value of paper or printed publications for sale as inventories and erroneously included postage amounts as commodity inventories rather than as pre-paid postage.

 

      We recommended the Department maintain a record of all printed material for sale as part of its commodity inventories and properly record and classify amounts on year end GAAP package submissions for financial reporting.  (Finding 5, pages 24-25)  This finding was first reported in 2002.

 

      Department officials partially agreed with our recommendation and acknowledged that although the inventories were not included in their GAAP reports, these items were counted and valued.  (For previous Department Response, see Digest Footnote #3.)

 

      In an auditor’s comment we noted this is a repeat finding.  In the prior audit, we noted the same issue that the Department did not maintain accurate and complete commodity inventory records for GAAP reporting purposes.  It is not the auditors’ responsibility to gather this information and post it to GAAP reporting packages submitted to the Office of the State Comptroller. 

 

FAILURE TO CONSISTENTLY USE PROGRAMMATIC ACCOUNTING SYSTEM

 

      The Department failed to consistently use its Programmatic Accounting System (PAS) as outlined in its policies and procedures related to federal aid coordination.  We noted the following:

 

·        The Office of Land Management did not properly use PAS to record all expenditures related to Federal Emergency Management Agency (FEMA) declared disaster areas at State Parks.  The Department failed to capture costs related to vendor payments and employees’ timesheets related to a disaster.  Initially, FEMA inspectors estimated disaster repairs to be $122,827, but PAS only captured $63,992 in costs associated with the repairs.  The Department is unable to seek reimbursement in excess of $63,992 due to the lack of information entered on PAS documenting actual work completed at various sites.

 

·        The Office of Land Management (OLM) did not properly use PAS to record all expenditures related to its Agriculture Lease program.  Because the majority of expenditures had not been properly recorded on PAS, OLM had to separately accumulate all expenditures for each applicable cost center, match the list of centers with a list of eligible federal aid sites, and determine total expenditures.  (Finding 9, pages 30-31)

 

      We recommended the Department educate field staff of policies and procedures regarding the Programmatic Accounting System and enforce these procedures to ensure all applicable costs are captured for the federal reporting process. 

 

      Department officials generally agreed with the recommendation that the Office of Land Management did not consistently use PAS, but did not believe this caused the loss of federal reimbursements.  Department officials also stated the Agriculture Lease program is not a federal program. 

 

      In an auditor’s comment we noted the Department’s policies and procedures require the Department to use the PAS system for billings for federal programs.  Since the Department did not consistently follow their own policies and procedures, the auditors were unable to determine if all time was captured and claimed.  The issue with FEMA was one example of this problem.  In addition, although the Agriculture Lease Program is not a federal program, the Department is required to report all Agriculture Lease Program expenditures to the federal government for all sites purchased with federal funds, and we still contend PAS should be used to properly accumulate this information. 

 

TIMEKEEPING SYSTEM IS NOT AUTOMATED

 

      The Department-wide timekeeping system is not automated, resulting in inefficiencies and errors in accurately calculating employee accumulated leave.  The Department employs over 1,800 employees and each division within the Department maintains a manual timekeeping system.  We noted the following weaknesses:

 

·        The Department calculated accrued leave incorrectly for 11 of 60 (18%) employees selected for testing.  One of these errors resulted in accrued vacation being overstated at the end of the month by 19 hours for an individual.

 

·        The Department’s timekeeping process is not universal throughout the Department.  The Division of Mines and Minerals uses the CMS Timekeeping System and the Illinois Waste Management Resource Center and the Illinois State Water Survey have their own timekeeping systems; however, most of the divisions use the DNR Manual Timekeeping System which is paper intensive allowing for human errors.  (Finding 12, pages 36-37)  This finding was first reported in 2000.

 

We recommended the Department implement an automated timekeeping system to strengthen internal controls and eliminate the multiple timekeeping systems currently used by the Department.

 

      Department officials partially agreed with our recommendation.  Department officials stated they are not aware of any authoritative State requirement to implement an automated timekeeping system; however, they will seek to make available to timekeepers currently owned and licensed software that can minimize calculation errors.  (For previous Department Response, see Digest Footnote #4.)

 

      In an auditor’s comment, we noted this is a repeat finding and that in the prior audit we noted the same issues with the Department being unable to properly calculate accrued leave and incurring a large number of manual errors.  The Department agreed with our prior recommendation to implement an automated system.  We again emphasize that due to the size and decentralization of the Department and the continued errors noted, it would be prudent business practices to implement an automated timekeeping system, even as simple as a spreadsheet or database system. 

 

INADEQUATE PROCEDURES REGARDING STATE VEHICLES

 

      The Department did not have adequate controls over its State vehicles.  We noted the following:

 

·        4 of 60 personally assigned vehicles were not approved in writing by the Director as required;

 

·        A regular review of vehicle assignments to determine whether the assignments are in the best interest of the State did not occur;

 

·        4 of 264 employees reported driving their assigned vehicle less than 1,000 miles during a three-month period.  Personally assigned vehicles were not evaluated annually to determine the assignment was still justifiable and in the best interest of the State;

 

·        1 out of 10 employees did not effectively utilize the Department’s vehicle fleet.  This traveler was approved to use his personal vehicle for 7,810 miles, resulting in reimbursement totaling $2,851;

 

·        12 out of 117 accidents involving State vehicles were not reported in a timely manner.  The reports were submitted between 1 and 124 days late;

 

·        Odometer readings were not maintained; and

 

·        Documentation to ensure personally assigned vehicles were adequately maintained was not readily available. (Finding 15, pages 41-44)  This finding was first reported in 2002. 

 

      We recommended the Department strengthen its controls regarding State vehicles for the items noted. 

 

      Department officials agreed with our recommendation and stated the Department’s Offices of Administration and Fiscal Management will co-lead an initiative to reenergize and further enhance the evaluations of the Department’s vehicle fleet management which were initially completed in 2003 and implement as many of the recommendations as is determined viable within existing resources.  (For previous Department Response, see Digest Footnote #5.)

 

INADEQUATE CONTROLS OVER TELECOMMUNICATIONS EXPENDITURES AND RECORDS

 

      The Department did not maintain adequate controls over processes related to telecommunications equipment and expenditure records.  We noted the following:

     

·        The Department failed to maintain records of phone calls for fiscal year 2003 and the Department is currently unable to access electronic back ups of the information. 

 

·        The Department did not require supervisors to adequately review and verify a monthly itemized listing of local and long distance calls.  10 of 25 calls selected were not approved in writing by the supervisor.

 

·        Telecommunication records are not updated for changes in assignments of equipment, such as cell phones and pagers.  We noted 6 instances where cell phones or pagers were either lost, unnecessary or not currently used by the persons listed by the Telecommunications Coordinator.  (Finding 18, pages 48-49)  This finding was first reported in 2002.  This finding is revised from the previous finding.

 

We recommended the Department modify the record retention policy to ensure all required information is properly retained and available for review.  Also, the Department should document its review of telecommunications charges and phone calls and insure such review is performed in a consistent manner throughout the Department.  We further recommended the Department incorporate specific documentation procedures in the Department’s Policies and Procedures Manual.

 

      Department officials agreed with our recommendation and stated the Offices of Administration and Fiscal Management will collaborate on an extensive and exhaustive review of the Department’s telecommunications functions as a whole and will develop and implement policies and procedures as well as modify pertinent existing procedures to achieve an adequate level of management control to the extent possible within existing resources.  (For previous Department Response, see Digest Footnote #6.)

 

TELEPHONE CALLING CARDS NOT CANCELLED ON A TIMELY BASIS

 

      The Department did not cancel telephone calling cards in a timely manner when use of the calling card was not justified.  We noted 3 of 25 (12%) calling cards assigned to individuals were not cancelled when the employee’s use of the calling card was no longer necessary.  (Finding 19, page 50)  This finding was first reported in 2002.

 

      We recommended the Department implement procedures to cancel all telephone calling cards immediately when an employee no longer needs the calling card.

 

      Department officials agreed with our recommendation and stated they will reevaluate their need for telephone calling cards and will promptly cancel all cards of former

 

employees as well as all calling cards.  (For previous Department Response, see Digest Footnote #7.)

 

STATE POLICE TRAFFIC INFORMATION PLANNING SYSTEM (TIPS) NOT UPDATED IN A TIMELY MANNER

 

      The Department did not enter citations and written warnings issued by Conservation Police Officers (CPO) into the TIPS in a timely manner.  We noted that as of November 12, 2004, citations dated June 1, 2004 to present were not entered into TIPS.  Also written warnings dated from July 1999 to present were not entered into TIPS.  (Finding 21, pages 53-54)  This finding was first reported in 2002.

 

      We recommended the Department enter all past and future tickets and written warnings issued by CPO’s into TIPS in a timely manner.

 

      Department officials agreed with our recommendation and stated the Department has now made substantial progress in addressing the back-log and believes they will be reasonably current in the near future.  (For previous Department Response, see Digest Footnote #8.)

 

INADEQUATE CONTROLS OVER PETTY CASH FUNDS

 

      The Department did not ensure adequate controls were implemented in the management of its petty cash funds and in accordance with State Comptroller requirements (SAMS Procedures 9.10.40).  We tested 15 of the Department’s approximate 190 petty cash funds maintained in Springfield and at sites throughout the State and noted the following:

 

·        The Department did not ensure the authorized amounts assigned to each petty cash fund were turning over approximately six times a year.  We noted that 8 out of the 15 (53%) funds tested had annual turnover rates for the year that ranged from 0.836 to 4.8.  We also noted 1 of the 15 (7%) funds did not submit an annual petty cash turnover report for the year ended 12/31/02. 

 

·        The Department did not conduct monthly reconciliations in 3 out of 15 of their petty cash funds tested.  We noted 3 out of the 15 (20%) funds tested did not have petty cash reconciliations performed every month.  One fund was not reconciled for 7 months from 7/1/02 to 1/31/03.  Another petty cash fund was not reconciled for the month of March 2003.  Also, 4 out of the 15 (27%) funds were reconciled by the Custodian.  (Finding 28, pages 58-59)

 

      We recommended the Department comply with SAMS procedure 9.10.40 and implement controls to ensure petty cash funds’ authorized amounts result in annual turnover rates of approximately six or document within the Petty Cash Turnover Report submission why the current level of the Fund is necessary.  We also recommended the Department implement controls to ensure petty cash funds are reconciled on a monthly basis by individuals other than the Custodian.

 

      Department officials disagreed with our recommendation and stated the low turnover rates are historically characteristic of the Department’s petty cash funds due to the nature of the Department’s programs, particularly seasonality and, the remoteness of many petty cash fund locations.  Department officials also contend the Comptroller is aware of this issue and provided tacit approval. 

 

      In an auditor’s comment we stated the Department’s response that low turnover is due to seasonality and remoteness of petty cash fund locations is inaccurate.  All 8 funds noted were maintained at the Central Office.  There does not appear to have been any effort to evaluate these funds’ usage once the Department was consolidated into the new building.  In addition, the Department did not document on the Petty Cash Turnover Report submission their reasoning why the current funding level of the petty cash funds was necessary.  Lastly, the Department did not address our recommendation to ensure petty cash funds are reconciled on a monthly basis by an individual other than the custodian.  

 

 

REPORTS NOT SUBMITTED TO THE GOVERNOR AND GENERAL ASSEMBLY

 

      The Department did not prepare and file annual progress reports on the implementation of the Open Space Lands Acquisition and Development Act.  The reports due for fiscal years 2003 and 2004 were not submitted at all.  The most recent report was submitted for fiscal year 2001.  (Finding 26, page 60)  This finding was first reported in 2000.  The current finding is revised from the previous finding.

 

      We recommended the Department comply with the Open Space Lands Acquisition and Development Act by preparing and submitting required annual reports to the Governor and General Assembly.

 

      Department officials agreed with our recommendation and stated they will reexamine the statute to verify the requirements and prepare an annual report as soon as fiscal year ending data is available for fiscal year 2005 and each year thereafter.  (For previous Department Response, see Digest Footnote #9.)

 

WEAKNESSES IN ACCOUNTS RECEIVABLE REPORTING

 

      The Department did not submit quarterly accounts receivable reports to the Office of the State Comptroller in a timely manner.  In addition, the Department did not maintain a formal quarterly aging schedule for accounts receivable.  We noted the following:

 

·        The Department is required to submit 4 separate accounts receivable reports (Forms C-97, C-98, C-99, and C-99A) no later than the last day of the month following the end of the quarter to the Office of the State Comptroller.  These reports were submitted late 4 of the 8 quarters (50%) during the audit period.  In addition, another quarter was submitted after the initial due date, but with an extension granted by the Comptroller’s Office.  The reports were submitted from 1 to 21 days late, averaging 5.3 days late.

 

·        The Department’s Fiscal Office did not maintain centralized records supporting accounts receivable and aged accounts receivables submitted to the Comptroller.  (Finding 28, pages 62-63)

 

We recommended the Department implement procedures to file all required accounts receivable reports with the Office of the State Comptroller in a timely manner as required by SAMS.  Further, the Department should maintain a current aging schedule of accounts receivable for each quarter of the fiscal year.

 

Department officials disagreed with our recommendation and stated the information cited in the finding failed to consider whether or not extensions of time to file had been granted.  The Department also feels the due dates established by the Office of the Comptroller are arbitrary.  In addition, the Department contends they do have files of records supporting its receivable reports from the Division where they originate.  Lastly, the Department contended the collectibility estimate is of use to the Department only at year end.

 

In an auditor’s comment we noted we did consider extensions and added suggested language to the first bullet of the finding addressing the extension.  No other documentation was given to the auditors noting any other extensions.  It is the Fiscal Office’s responsibility to file accounts receivable reports with the Comptroller and to maintain all necessary support for the information on the forms.  The Department’s audit liaison did not provide documentation to support the Department’s accounts receivables numbers, and it is not the auditor’s responsibility to search the Department to find documentation to support the Department’s accounts receivable numbers.

 

 

NEED TO COMPLY WITH STATE OFFICIALS AND EMPLOYEE ETHICS ACT

 

      The Department is not maintaining timesheets for its employees in compliance with the State Officials and Employees Ethics Act (Act).

 

      The Act requires the Department to adopt personnel policies consistent with the Act.  The Act (5 ILCS 430/5-5(c)) states, "The policies shall require State employees to periodically submit timesheets documenting the time spent each day on official State business to the nearest quarter hour."

 

      We noted the Department's employees (other than senior management) did not maintain timesheets in compliance with the Act.  Department management stated they relied on advice from the Governor's Office staff which initially stated that agencies using the Department of Human Services payroll system would be in compliance with the Act.  (Finding 29, page 64)

 

      We recommended the Department amend its policies to require all employees maintain timesheets in compliance with the Act.

 

      Department officials agreed with our recommendation and stated that its Ethics Officer will confirm with the Governor's Office the actions necessary to fully comply with the Act.

 

 

OTHER FINDINGS

 

      The remaining findings are reportedly are being given attention by the Department.  We will review progress towards the implementation of our recommendations in our next compliance engagement.

 

      Ms. Ann Sundeen, Chief Fiscal Officer for the Department, provided the responses.

 

 

 

AUDITORS’ OPINION

 

      We conducted a financial audit of the Department’s Capital Asset Account for the year ended June 30, 2004 and a compliance examination of the Department for the two years ended June 30, 2004 as required by the Illinois State Auditing Act.  Our special assistant auditors stated that the Department’s capital asset account as of June 30, 2004 is presented fairly in all in all material respects.   

     

 

 

 

____________________________________

WILLIAM G. HOLLAND, Auditor General

 

WGH:JSC:pp

 

 

AUDITORS ASSIGNED

 

      Our special assistant auditors for this engagement were Sikich Gardner & Co. LLP.

 

 

DIGEST FOOTNOTES

 

#1 – LACK OF TIMELY INFORMATION REPORTED AND INADEQUATE PREPARATION OF GAAP PACKAGES – Previous Department Response

 

2002:  We concur.  During FY 2003 the Department will establish new methodologies to gather information to improve the timeliness and accuracy of our financial reporting.  These methodologies will specifically address the concerns identified by the auditors regarding the reporting of capital assets and payables for capital projects and grants.  The Department also will strive to assign additional personnel to the preparation of our annual GAAP reports.

 

#2 - INACCURATE PROPERTY CONTROL RECORDS – Previous Department Response

 

2002:  We concur.  The Department will immediately remind all location supervisors of the Agency’s property control procedures to ensure that such procedures are followed and will follow-up on the specific instances noted by the auditors to ensure that such instances are corrected in FY 2003.

 

 

#3 – FAILURE TO MAINTAIN ACCURATE COMMODITY INVENTORY RECORDS FOR GAAP REPORTING PURPOSES – Previous Department Response

 

2002:  We concur.  The Department will implement procedures to ensure that paper and printed publications for sale are included in the Agency’s commodities inventory reported in our GAAP submissions for FY 2003 and future years.  In addition, in FY 2003 the Department will implement procedures to reconcile the delivery of publications shipped to multiple sites.

 

#4 – TIMEKEEPING SYSTEM IS NOT AUTOMATED – Previous Department Response

 

2002:  We concur.  The Department will evaluate existing timekeeping systems available to the Department at minimal cost.  Subject to staffing and funding levels, the Department will work toward implementing an automated system in calendar year 2004.  In the meantime, the Department will immediately remind all timekeepers and supervisors of their responsibility to confirm all timesheet calculations prior to signing such documents.

 

#5 – INADEQUATE PROCEDURES REGARDING STATE VEHICLES – Previous Department Response

 

2002:  We concur.  In accordance with Executive Order #2, 2003, the Department has initiated a thorough evaluation of our vehicle management processes which will be completed in March 2003.  As part of this evaluation, we are reviewing all assignments of vehicles to individual employees to ensure that such assignments are in the best interest of the State and that documentation of the Director’s approval of vehicle assignments is retained in Agency files.

 

 

#6 – INADEQUATE CONTROLS OVER TELECOMMUNICATIONS EXPENDITURES AND RECORDS – Previous Department Response

 

2002:  We concur.  The Department’s current written procedures requiring supervisory review of monthly telephone statements will be revised in FY 2003 to incorporate specific documentation procedures for this review process.  In addition, all Department offices have been reminded of their responsibility to review their monthly statements to ensure the proper use of the Agency’s telecommunication resources.

 

#7 – TELEPHONE CALLING CARDS NOT CANCELLED ON A TIMELY BASIS – Previous Department Response

 

2002:  We concur.  In January 2003, the Department’s Telephone Coordinator reviewed the listing of employees with assigned calling cards with each Agency office to ensure that such cards were cancelled for all employees who have retired, transferred or left the Department.  The Department’s existing written procedures for the cancellation of calling cards will be revised in FY 2003 to clarify responsibilities and ensure that in the future these cards are cancelled in a timely manner.  The Department has reviewed our billing records for the past two years and has confirmed that the nine calling cards identified by the auditors were not used during this time period.

 

 

#8 – STATE POLICE TRAFFIC INFORMATION PLANNING SYSTEM (TIPS) NOT UPDATED IN A TIMELY MANNER – Previous Department Response

 

2002:  We concur.  The staff of the Department’s Office of Law Enforcement is working overtime to enter citations into TIPS and has initiated action to fill the vacant position assigned responsibility for entering TIPS information.

 

#9 – REPORTS NOT SUBMITTED TO THE GOVERNOR AND GENERAL ASSEMBLY INA TIMELY MANNER – Previous Department Response

 

2002:  We concur.  Legislation (P.A. 92-690) was enacted in 2002 which revised the submission date for future energy assistance and weatherization reports from March 15 to September 30.  This change will facilitate the collection and analysis of information provided by utility companies and ensure that future reports are submitted to the Governor and General Assembly by the statutory due date.