REPORT DIGEST

 

REGIONAL OFFICE OF EDUCATION #48

 

PEORIA COUNTY

 

FINANCIAL AUDIT

(In Accordance with the

Single Audit Act and

OMB Circular A-133)

 

For the Year Ended:

June 30, 2008

 

Summary of Findings:

 

Total this audit                       8

Total last audit                       6

Repeated from last audit        4

 

Release Date:

July 23, 2009

 

 

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 and Full Report are also available on

the worldwide web at

http://www.auditor.illinois.gov

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

SYNOPSIS

 

·         The Regional Office of Education #48 did not have sufficient internal controls over the financial reporting process.

 

·         The Regional Office of Education #48 lacked adequate policies and procedures over certain administrative functions.

 

·         The Regional Office of Education #48 did not have sufficient internal controls over the financial statement preparation process.

 

·         The Regional Office of Education #48 paid for expenses from the Institute Fund which were not allowable by statute.

 

·         The Regional Office of Education #48 did not have adequate controls over fixed assets.

 

·         The Regional Office of Education #48 recorded and printed payroll checks in the month of June which were to cover salaries throughout the summer.  However, they did not accrue a payroll liability.

 

·         The Regional Office of Education #48 did not appropriately expend interest income during the fiscal year.

 

·         The Regional Office of Education #48 had unallowable expenditures to certain federal programs.

 

 

 

 

 

 

 

{Expenditures and Revenues are summarized on the reverse page.}

 

 

 

 

REGIONAL OFFICE OF EDUCATION #48

PEORIA COUNTY

 

 

FINANCIAL AUDIT

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

For The Year Ended June 30, 2008

 

 

 

FY 2008

FY 2007

TOTAL REVENUES

$6,751,520

$5,784,765

Local Sources

$990,172

$785,421

% of Total Revenues

14.67%

13.58%

State Sources

$2,613,656

$2,249,842

% of Total Revenues

38.71%

38.89%

Federal Sources

$3,147,692

$2,749,502

% of Total Revenues

46.62%

47.53%

 

TOTAL EXPENDITURES

$6,810,961

$5,801,015

Salaries and Benefits

$2,685,089

$1,993,971

% of Total Expenditures

39.42%

34.37%

Purchased Services

$1,848,301

$1,145,482

% of Total Expenditures

27.14%

19.75%

All Other Expenditures

$2,277,571

$2,661,562

% of Total Expenditures

33.44%

45.88%

 

TOTAL NET ASSETS

$1,358,098

$1,333,397

 

INVESTMENT IN CAPITAL ASSETS

$290,652

$292,547

 

Percentages may not add due to rounding.

 

 

REGIONAL SUPERINTENDENT 

During Audit Period:  Honorable Gerald Brookhart

Currently:  Honorable Gerald Brookhart

 

 

 

 

 

 

 

 

 

 

 

 

 

The Regional Office of Education #48 did not have sufficient internal controls over the financial reporting process.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


The Regional Office of Education #48 lacked adequate policies and procedures over certain administrative functions.  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


The Regional Office of Education #48 did not have sufficient internal controls over the financial statement preparation process.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


The Regional Office of Education #48 paid for expenses from the Institute Fund which were not allowable by statute.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


The Regional Office of Education #48 did not have adequate controls over fixed assets.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


The Regional Office of Education #48 recorded and printed payroll checks in the month of June which were to cover salaries throughout the summer.  However, they did not accrue a payroll liability.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


The Regional Office of Education #48 did not appropriately expend interest income during the fiscal year.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The Regional Office of Education #48 had unallowable expenditures to certain federal programs.

 

 

 

 

 

 

 

FINDINGS, CONCLUSIONS AND RECOMMENDATIONS

 

INADEQUATE INTERNAL CONTROLS OVER FINANCIAL REPORTING

 

         The Regional Office of Education #48 did not have sufficient internal controls over the financial reporting process.  The Regional Office is required to maintain a system of controls over the financial reporting process to be able to initiate, authorize, record, process and report financial data reliably in accordance with generally accepted accounting principles (GAAP). 

 

          In testing, auditors noted the following deficiencies in internal control:

 

1.      In 1 of 40 general disbursements tested, the check written was not supported by the proper documentation.

2.      In obtaining our understanding of internal controls, we identified a payroll check where there was not a valid contract signed by the Regional Superintendent to support the payroll expenditure.

3.      In 1 of 40 disbursements tested, the expenditure was misclassified and the error was not caught by the independent reviewer.

4.      There was a lack of segregation of duties related to the cash receipts function.  The same individual opened the mail, posted cash receipts to the general ledger, initiated the bank transfers, and reconciled the bank accounts.  ROE personnel also did not prepare a listing of cash receipts for an independent reviewer to reconcile to the deposit slip.

5.      There were numerous accounting processes including bank reconciliations, direct deposits received from the State, summary payroll reports, and payroll tax returns where there was no documentation of review.

6.      We found a lack of segregation of duties in the payroll function.  The payroll clerk was not given positive confirmation of the salaries to pay out each pay period.  The payroll clerk also prepared and distributed all payroll checks.

7.      There were segregation of duties and internal control weaknesses in the cash disbursement function.  Copies of purchase orders were not maintained in order to agree what was actually received to what was ordered.  Also, the same person prepared and mailed checks once they had been signed.  In addition, there was no review of invoices for accuracy and appropriate account coding by a person independent of check preparation.

 

         Management or employees in the normal course of performing their assigned functions may not prevent or detect financial misstatements or possible fraudulent activity in a timely manner.  The ROE also may not be in compliance with laws, regulations, and contract provisions.

 

         The Regional Office of Education #48 did not consistently implement established internal controls.  Regional Office personnel were also not aware of what duties should be segregated in order to have a more effective process. (Finding 08-1, pages 12 a-c)

 

         The Regional Office had attempted to segregate some of the accounting responsibilities, but there were areas that should be improved.  In order to correct the deficiencies noted above, auditors recommended that the Regional Office personnel should do the following:

 

1.      Review the control processes that are currently in place with personnel so that they are well informed of their responsibilities to adequately document expenditures.

2.      Ensure that payroll contracts exist for all employees of the Regional Office and ensure they are current and in accordance with laws, regulations, and contract provisions.

3.      Review the control processes that are currently in place with personnel so they are well informed of their responsibilities for proper classification of expenditures.

4.      Review job descriptions to determine how to best segregate the duties within the cash receipts function.

 

5.      Develop procedures to have an independent review of bank reconciliations, direct deposits received from the State, summary payroll reports, and payroll tax returns.

6.      Review job descriptions to determine how to best segregate the duties within the payroll function.

7.      Review job descriptions to determine how to best segregate all duties within the cash disbursements function.

 

         Auditors also recommended that the Regional Office should ensure that either their in-house staff obtain the necessary skills with regards to defining and implementing internal controls or consider hiring a professional consultant or an individual with an appropriate level of accounting expertise and experience working with governmental and fund accounting to oversee the accounting and internal control system of the Regional Office of Education #48.

 

         The Regional Office responded that, as recommended by the auditor, the Peoria Regional Office of Education #48 will consider hiring an individual with an appropriate level of accounting expertise and experience working with governmental and fund accounting to oversee the accounting and internal control system of the Regional Office.  The Regional Office noted that they have, in fact, already contacted two individuals with such expertise who might be interested in acting in this capacity; however, the affordability of implementing this action may become a serious issue.  They have also contacted the Peoria County Auditor, on the other hand, who has agreed to share CPA personnel trained in these areas to help the Regional Office’s in-house staff define and implement internal controls. 

 

          Regional Office officials stated they have already begun a monthly process of reviewing and accomplishing each of the seven points listed above with all in-house staff and administrators.  The Regional Office noted that each of these points will be satisfactorily completed within the 2009 fiscal year.

 

 

 

LACK OF ADEQUATE POLICIES AND PROCEDURES OVER CERTAIN ADMINISTRATIVE FUNCTIONS

 

         The Regional Office of Education #48 lacked adequate policies and procedures over certain administrative functions.  As a recipient of federal, State, and local funds from various grantor agencies, the Regional Office must incorporate certain administrative policies and procedures into their operations in order to comply with the grant agreements with these entities.  In addition, as an employer, the Regional Office must incorporate policies and procedures in its operations in order to meet the requirements of the Illinois Department of Revenue, the Illinois Department of Employment Security, and the Internal Revenue Service.  Finally, the Regional Office must have written policies and procedures for employees to follow in order to be in compliance with State statutes.

 

         In testing, auditors noted the following deficiencies in administrative functions:

 

1.      An employee file did not have the following required forms:  I-9, W-4, employment application, evidence of a background check, and authorization for deductions.  These files were obtained at the initial date of hire, but they have not been carried forward with the employee’s current file.  In addition, the employee personnel files were not kept in a locked area.

2.      The Regional Office did not have an employee manual or code of conduct for all employees.  In addition, the current operating manual was prepared in 1991 and has not been updated.  The Regional Office has undergone significant changes in both organization and compliance requirements since that time.

3.      There were also some employment contracts that were out-dated and were between the Education Service Region (ESR) and related employee.  ESRs no longer exist by statute.  ESRs and ESCs were merged into the Regional Offices of Education over 10 years ago.  In addition, the contracts state the employee is not an employee of the ESR when in fact the employee is an employee of the newer Regional Offices.

4.      The Regional Office was not reconciling expenditure reports submitted to the Illinois State Board of Education to the general ledger to determine that they were accurate.  This is a vital process that ensures the Regional Office is in compliance with respective grant agreement expenditure restrictions. 

5.      The Regional Office is required to account for each individual program’s activity as individual funds for accounting purposes.  The Regional Office created an additional fund to keep track of its portion of funds from the Title 1- School Improvement and Accountability program and the Coordination and Services Grant program and transferred $288,993 and $43,407, respectively, to this account.  Expenditure reports to ISBE were inaccurate because the ROE classified the transfer of these funds as “payments to subrecipients” rather than classifying the transactions in the specific expenditure categories where the funds were used.

         The Regional Office #48 receives federal funding from the State to support school improvement services for schools in academic difficulty.  A large portion of this money is given to other Regional Offices to support their activities within the program, and the rest is the Regional Office #48’s portion.  During the year, the Regional Office created an internal fund to account for their portion of this federal money.  This caused the Regional Office #48 to incorrectly report expenditures to the State because the Regional Office did not account for the money that was transferred to the internal fund correctly.  The money transferred was classified as “payments to subrecipients” when it should have been classified in the specific expenditure categories where the funds were used.  Auditors questioned costs of $288,993 for Title I School Improvement and Accountability.

 

         The Regional Office did not have adequate administrative policies and procedures in place to demonstrate compliance with grant agreements and State statutes.  (Finding 08-2, pages 12 d-f)

 

         The auditors recommended that the Regional Office of Education #48 personnel responsible for employee relations should review all guidelines issued by each agency they are required to comply with.  In order to address the reported noncompliance, the Regional Office personnel should:

 

1.      Review the Circular E published by the Internal Revenue Service to determine the appropriate documentation needed for every employee’s personnel file.

2.      Develop both an employee manual and operating manual that are current and address all of the compliance requirements applicable to the ROEs.

3.      Review all standard employee contracts for all programs and update them for the current ROE organizational structure.

4.      Implement a control procedure where all expenditure reports are compared to the general ledger to ensure accuracy before submitting them to the granting agency.

5.      Ensure that in future years that there are not any funds created that are not directly associated with a program.  Expenditure reports should accurately reflect the activity within a program.

 

         The Peoria County Regional Office of Education #48 responded that it will comply with all the reporting requirements of the various State and federal regulatory agencies.  They will review the guidelines issued by these agencies with respect to employee relations, particularly regarding employee files, policy manuals and contracts. As noted in points 1-3 above, Regional Office officials stated that  have begun to update all operating manuals, contracts and employee files to comply with legal requirements and that this will be completed by the end of fiscal year 2009.  The Regional Office noted that a control procedure has been implemented where all expenditure reports are compared to the general ledger to ensure accuracy before submitting them to the State, as noted in point 4 above.  Also, beginning this fiscal year the ROE stated they will ensure that there are not any funds created that are not directly associated with a program, as noted in point 5 above.

 

 

Controls Over Financial Statement Preparation

 

         The Regional Office of Education #48 is required to maintain a system of controls over the preparation of financial statements in accordance with generally accepted accounting principles (GAAP).  Regional Office internal controls over GAAP financial reporting should include adequately trained personnel with the knowledge and expertise to prepare and/or thoroughly review GAAP based financial statements to ensure that they are free of material misstatements and include all disclosures as required by the Governmental Accounting Standards Board (GASB).

 

         The Regional Office of Education #48 did not have sufficient internal controls over the financial statement preparation process.  While the Regional Office maintains controls over the processing of some accounting transactions, there are not sufficient controls over the preparation of the GAAP based financial statements for management or employees in the normal course of performing their assigned functions to prevent or detect financial statement misstatements and disclosure omissions in a timely manner.  For example, auditors, in their review of the Regional Office’s accounting records, noted the following:

 

·         The Regional Office did not have adequate controls over the maintenance of complete records of accounts receivable, accounts payable, or deferred revenues.  While the Regional Office did maintain records to indicate the balances of accounts payable, accounts receivable, and deferred revenues, not all entries were made by the ROE to reconcile their grant activity, such as posting grant receivables and deferred revenues.

·         Numerous adjusting entries were required to present the financial statements in accordance with generally accepted accounting principles.

 

         According to Regional Office officials, they did not have adequate funding to hire and/or train their accounting personnel in order to comply with these requirements.  (Finding 08-3, pages 12 g-h)

 

         The auditors recommended that, as part of its internal control over the preparation of its financial statements, including disclosures, the Peoria County Regional Office of Education #48 should implement a comprehensive preparation and/or review procedure to ensure that the financial statements, including disclosures, are complete and accurate.  Such procedures should be performed by a properly trained individual(s) possessing a thorough understanding of applicable generally accepted accounting principles, GASB pronouncements, and knowledge of the Regional Office of Education’s activities and operations.

 

         The Peoria Regional Office of Education #48 responded that it will implement a comprehensive preparation and review procedure to ensure that the financial statements, including disclosures are complete and accurate.  Regional Office officials stated they are currently exploring the hiring of an individual with the necessary expertise to help accomplish this task, assuming finances are available for this purpose.  Further, they intend to use the aforementioned CPA personnel from the Peoria County Auditor’s office to help them in this area as well.

 

 

CONTROL OVER COMPLIANCE WITH LAWS

AND REGULATIONS

 

         The Regional Office of Education #48 paid for expenses from the Institute Fund which were not allowable by statute.  The Illinois School Code (105 ILCS 5/3-12) states that all certificate registration fees and a portion of renewal and duplicate fees shall be deposited into the Institute Fund and shall be used by the Regional Superintendent to:  a) defray expenses associated with the work of the regional professional development review committees;  b) to advise the Regional Superintendent, upon his or her request, and to hear appeals relating to the renewal of teaching certificates;  c) to defray expenses connected with improving the technology necessary for the efficient processing of certificates;  d) to defray expenses incidental to teachers’ institutes, workshops or meetings of a professional nature that are designed to promote the professional growth of teacher;  or e) for the purpose of defraying the expense of any general or special meeting of teachers or school personnel of the region, which has been approved by the Regional Superintendent.

 

         Auditors found that in 6 of 25 disbursements (24%) tested the expenditure was for items outside those allowable by statute.  Auditors also found one disbursement out of 40 from our general disbursements testing that was inappropriately paid from the Institute Fund.  The expenditures not in compliance with statute included:  $3,500 in consultant fees, $339 in travel costs, $485 in supplies, and $40 in unrelated meeting expenses. According to the Regional Office, they were not aware of the specific requirements of this statute.  (Finding 08-4, page 12 i)

 

         Auditors recommended that the Regional Superintendent and his staff should ensure that future expenditures from the Institute Fund are in compliance with 105 ILCS 5/3-12.

 

         The Peoria County Regional Office of Education #48 responded the Regional Superintendent and his staff will ensure that eligibility of future expenditures from the Institute Fund are in compliance with 105 ILCS 5/3-12 and upon advice of legal counsel.

 

 

INADEQUATE CONTROLS OVER PROPERTY AND EQUIPMENT

 

         The Regional Office of Education #48 did not have adequate controls over fixed assets.  Regional Office of Education (ROE) policy is to maintain detailed fixed asset records for both accounting purposes as well as insurance purposes for fixed assets costing $500 or more and that have a useful life of greater than one year.  Generally accepted accounting principles require that an inventory of all fixed assets and depreciation schedules for assets meeting the capitalization threshold for reporting be maintained.  In addition, the ROE is required to keep track of each asset by program in order to be in compliance with grantors.

 

         Numerous issues with fixed asset reporting were found by auditors during testing of the fixed assets within the Regional Office, including:

 

1.      The Regional Office disposed of 11 fixed assets totaling $11,828 that were not removed from the inventory listing.

2.      The Regional Office had not assigned useful lives to 428 assets.  Due to this omission, the Regional Office miscalculated depreciation on these fixed assets.

3.      Thirteen assets purchased in prior years did not have costs assigned.

4.      The fixed asset listing did not clearly label each of the assets as to the source of the program funds that were used.

 

         An incomplete fixed asset listing does not provide an adequate basis for physical control and losses may occur without being detected.  Inaccurate recording of the book value of fixed assets and depreciation expense can cause the financial statements to be materially misstated.  Also, any assets that are required to be returned to the grantor after the end of the program can not accurately be identified.

 

         Regional Office personnel had not been adequately trained to understand the standards associated with fixed asset reporting. (Finding 08-5, pages 12 j-k) This finding was first reported in 2006.

 

         Auditors recommended that the Regional Office of Education #48 maintain a separate listing of assets that are disposed of, and periodically update the fixed asset listing to eliminate the disposed assets.  The Regional Office should also ensure that each fixed asset addition is appropriately recorded in the listing and that each required attribute, such as useful life and cost, is included in the listing in accordance with the established policy.  If a purchase cost is not applicable to the asset, then the estimated fair market value at the date of acquisition should be recorded.  The Regional Office should also prepare listings of fixed assets by program.  Auditors also recommended that the Regional Office personnel involved with fixed asset reporting review the ROE Accounting Manual to learn and understand the standards involved with fixed asset reporting.

 

         The Peoria County Regional Office of Education #48 responded that it will, with assistance from CPA personnel from the Peoria County Auditor’s office, accomplish each of the recommended tasks listed above.  They are also researching appropriate fixed asset accounting system software, which they intend to purchase in order to reorganize the current records and properly record and maintain an inventory of all fixed assets and depreciation schedules in the future. (For previous Regional Office response, see Digest Footnote #1.)

 

 

ACCRUAL OF PAYROLL LIABILITIES

 

         The Regional Office of Education #48 recorded and printed payroll checks in the month of June which were to cover salaries throughout the summer.  However, they did not accrue a payroll liability.  According to generally accepted accounting principles, all employees’ wages, bonuses, and salaries for services rendered in the current fiscal year for which paychecks will be issued in the following fiscal year, must be accrued at the end of the current fiscal year.

 

         The Regional Office recorded and printed payroll checks totaling $25,181 in the month of June.  The checks were to cover salaries due for the months that school was not in session.  The Regional Office held these checks and distributed them throughout the summer months every two weeks.  A payroll liability should have been recorded in the financial statements rather than printing the checks early.  The Regional Office understated its cash balance and payroll liabilities by $25,181 at the end of the fiscal year. (Finding 08-6, page 12 l)

 

         Auditors recommended that the Regional Office of Education #48 should accrue a payroll liability at the end of the fiscal year to record the salaries owed for the summer months.  The Regional Office should also employ a controller with substantial training in and experience with governmental generally accepted accounting principles, to oversee the bookkeepers and prepare required journal entries.

         The Peoria County Regional Office of Education #48 responded that it will accrue a payroll liability at the end of the fiscal year to record the salaries owed for the summer months.  They intend to use CPA personnel from the Peoria County Auditor’s office to oversee their bookkeepers and help prepare required journal entries.

 

 

FAILURE TO ALLOCATE INTEREST EARNED

 

         The Regional Office of Education #48 did not appropriately expend interest income during the fiscal year.  Once interest earned on grant funds is allocated to the appropriate source of funds, certain rules apply to the expenditure of that interest.  Unless the grant agreement specifically addresses the interest issue and provides otherwise, the following rules would apply:

 

·         The Grant Funds Recovery Act (30 ILCS 705/1 et seq.) states that the interest earned on grant funds becomes part of the grant principal and is treated accordingly for all purposes unless the grant agreement and/or the grant regulations provides otherwise.  The Act further states that any grant funds not expended (or legally obligated) by the end of the grant period must be returned to the grantor.  This applies to State and federal grants.

·         Generally, federal rules supersede those of the state (for federal grants only).  If a federal rule allows different treatment of interest, then the federal rule would be followed.

·         US Department of Education regulations appear in 34 Code of Federal Regulations (CFR).  Part 80 of 34 CFR is titled “Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments.”  It is also known as the “Common Rule” because most federal agencies have adopted it in their regulations.  The “Common Rule” states that annual interest in excess of $100 on advances of funds must be submitted promptly to the granting agency.  The $100 may be spent on administrative costs.  Those administrative costs must be for that grant and within the grant period.  Some grants may be exempt from the “Common Rule.”

 

·         Interest earned on sources of funds that are not grants but are set up by statute must be allocated to the source of funds and expended for the same purpose.  However, unlike grants, this interest does not have to be expended within any given period of time unless statute, regulations, or contracts state otherwise.

 

         The Regional Office records interest earned in a separate General Fund account, and then distributes it out to the program fund that earned the interest.  This process began in February 2008.  Prior to that, no interest was allocated.  The expenditure detail, for transactions prior to February 2008, was reviewed for this General Fund account, and expenditures were made for administrative items such as bank fees and attorney costs that are not specifically related to the program that earned the interest.  In addition, the Regional Office did not appropriately monitor the interest allocated to its programs after the February 2008 change in procedure.  Numerous funds earned interest over $100, and no liability was recorded for interest due back to the State or the respective grantor.

 

         The portion of costs which should be questioned cannot be readily determined in whole due to the Regional Office of Education not preparing monthly interest allocations for the months of July 2007 through January 2008. 

 

        The Regional Office’s bookkeeping staff lacks the training and understanding of compliance rules in order to appropriately monitor any interest earnings from programs, expenditures paid with those earnings, and any refunds that are due back to the grantor. (Finding 08-7, pages 12 m-o)

 

         Auditors recommended that the Regional Office of Education #48 develop a plan to appropriately expend interest earned on programs in accordance with the contract regulations.  The Regional Office should also track interest earned over $100 for individual programs so that it can be returned to the appropriate granting agency.  The Regional Office should ensure that its controller has adequate and necessary training and experience with the various State and federal compliance requirements and will monitor interest income earned to ensure that it is being accounted for appropriately.

 

         The Peoria County Regional Office of Education #48 responded that it will develop a plan to appropriately expend interest earned on programs in accordance with the contract regulations and will track interest income earned over $100 for individual programs so that it can be returned to the appropriate granting agency.  The Regional Office noted that assuming they are successful in hiring an individual with appropriate experience in governmental and fund accounting, that person will monitor interest income earned to ensure that it is being accounted for appropriately.  Otherwise, the Regional Office will ask for assistance from CPA personnel from the Peoria County Auditor’s office for this purpose.

 

 

UNALLOWABLE COSTS CHARGED TO FEDERAL PROGRAMS

 

         The Regional Office of Education #48 had unallowable expenditures to certain federal programs.  To be allowable under federal awards, costs must meet the following general criteria under Circular A-87:

 

1.      Be necessary and reasonable for the performance and administration of federal awards.

2.      Be allowable to federal awards under the provisions of A-87.

3.      Be authorized or not prohibited under State or local laws or regulations.

4.      Conform to any limitations or exclusions set forth in A-87, federal laws, terms and conditions of the federal award, or other governing regulations as to types or amounts of cost items.

5.      Be consistent with policies, regulations, and procedures that apply uniformly to both federal awards and other activities of the governmental unit.

6.      Be adequately documented.

 

         Auditors tested two specific federal programs as major programs for fiscal year 2008.  As part of the compliance audit testing, auditors selected 40 disbursements for each program (for a total of 80 tested) and reviewed the invoices for compliance with the programs.  The Regional Office received a total of $1,281,012 for Title I – School Improvement and Accountability and a total of $250,301 for Title I – Reading First Part B SEA funds.   Auditors found:

 

·         One disbursement that was not authorized according to Circular A-87;

·         Four disbursements did not have adequate documentation; and

·         Seven disbursements were incurred during the fiscal year of 2008, but were not recorded as accounts payable in accordance with generally accepted accounting principles.

 

         Auditors questioned costs for the following reasons, amounts and programs: 

 

·         Unauthorized under A-87 in the amount of $43 for Title I – School Improvement and Accountability;

·         Inadequately documented in the amount of $3,919 for Title I – School Improvement and Accountability;

·         Inadequately documented in the amount of $2,336 for Title I – Reading First Part B SEA funds; and

·         Improper period in the amount of $12,185 for Title I – School Improvement and Accountability.

 

         The Regional Office of Education #48 personnel did not have adequate training and knowledge to establish sufficient internal control procedures that would detect noncompliance with their programs. (Finding 08-8, pages 13 a-b)

 

         Auditors recommended that the Regional Office of Education #48 develop and implement procedures that will ensure compliance with their federal programs.  We recommended that Circular A-87 be reviewed by all personnel involved with charging costs to federal programs.  The ROE should ensure its controller has adequate and necessary training and accounting background to review invoice support for proper classification, proper support, compliance with federal award requirements and compliance with generally accepted accounting principles.

 

         The Peoria County Regional Office of Education #48 responded that it will implement and develop procedures that will ensure compliance with their federal programs.  The administrators and bookkeepers involved with charging costs to federal programs will review Circular A-87.  Regional Office of Education officials noted that they are currently exploring the hiring of an individual with the necessary expertise to help accomplish this task, assuming finances are available for this purpose.  Further, they intend to use the aforementioned CPA personnel from the Peoria County Auditor’s office to help them in this area as well.

 

 

AUDITORS’ OPINION

 

         Our auditors state the Regional Office of Education #48’s financial statements as of June 30, 2008 are fairly stated in all material respects.

 

 

 

_____________________________________

WILLIAM G. HOLLAND, Auditor General

 

WGH:KJM

 

 

SPECIAL ASSISTANT AUDITORS

 

         Our special assistant auditors were Kemper CPA Group LLP.

 

 

DIGEST FOOTNOTE

 

#1:  INADEQUATE CONTROLS OVER PROPERTY AND EQUIPMENT – Previous Regional Office Response

 

In its prior response in 2007, the Regional Office of Education #48 responded that it currently has a fixed asset listing that includes all the details required by the Regional Office of Education Accounting Manual.  The listing will be updated and checked for accuracy and existence through an annual physical inventory.  A reconciliation will be performed between the fixed asset listing and the recorded capital outlay expenditures for each year.  In addition, the Regional Office will implement procedures to track the location of property items maintained at other locations and items that are temporarily used off of ROE property.  The Regional Office notes that personnel will attempt to compute depreciation using the straight line method for each asset in order to record depreciation expense for each year.