REPORT DIGEST

ILLINOIS STATE TOLL HIGHWAY AUTHORITY

FINANCIAL AND
COMPLIANCE AUDIT

For the Year Ended:
December 31, 2000

Summary of Findings:

Total this audit 9
Total last audit 11
Repeated from last audit 6

Release Date:
December 4, 2001

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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
Attn: Records Manager
Iles Park Plaza
740 E. Ash Street
Springfield, IL 62703

(217)782-6046 or TDD (217) 524-4646
This Report Digest is also available onthe worldwide web at http://www.state.il.us/auditor

 

 

 

 

 

SYNOPSIS

 

  • The Illinois State Toll Highway Authority’s toll collection equipment and software did not maintain data necessary for reconciliation of cash receipts.
  • The Authority did not always report the total daily cash collected for all plazas and did not have adequate written procedures for resolution of cash balancing variance.
  • The Authority’s procedures were not adequate to monitor contractors' performance levels.
  • The Authority did not bill toll violators in a timely manner.

 

 

 

 

ILLINOIS STATE TOLL HIGHWAY AUTHORITY

FINANCIAL AND COMPLIANCE AUDIT

For The Year Ended December 31, 2000

FINANCIAL OPERATIONS (GAAP BASIS)

2000

1999

Operating Revenue

Tolls
Concessions
Other
Total Operating Revenue

Operating Expenses

Depreciation and Amortization
Services and Toll Collection
Insurance and Employee Benefits
Engineering and Maintenance of Roadway and Structures
Traffic Control, Safety Patrol, and Radio Communications
Administrative
Total Operating Expenses

 

$343,945,256
8,449,936
2,119,118
$354,514,310

 

$126,421,886
57,426,341
36,400,090
30,647,641
14,088,693
12,823,424
$277,808,075

 

$332,626,014
5,905,253
4,149,552
$342,680,819

 

$131,845,643
57,003,967
35,294,809
29,459,671
13,603,880
11,518,194
$278,726,164

SIGNIFICANT ACCOUNT BALANCES (GAAP Basis)

December 31, 2000

December 31, 1999

Cash (Unrestricted)
Cash (Restricted)
Accounts Receivable (net)
Investments (Restricted)
Property, Plant and Equipment (net)
Revenue Bonds Payable

$302,682,562
$22,353,420
$10,475,653
$102,013,321
$1,895,883,005
$835,666,299

$270,447,276
$19,618,438
$8,981,264
$98,742,424
$1,899,841,958
$867,979,493

AGENCY DIRECTORS
During Audit Period: Mr. Thomas Cuculich
Currently: Mr. Thomas Cuculich
 

 

 

 

 

 

 

 

 

 

 

There was an average of 715 toll plaza equipment resets a month, approximately 4.87% of all the lanes in the system

 

 

 

 

 

 

 

 

 

 

 

 

 

Cash deposits did not include receipts for all toll plazas, which resulted in daily variance between actual cash reported and the amounts computed by toll collection equipment

 

 

 

 

 

 

 

 

 

In Calendar Year 2000, the Authority paid over $7.2 million for toll equipment maintenance but did not assess any performance-related damage fees

 

 

 

 

 

 

 

 

 

 

The total number of toll violators in the system for June 2001 was 2,770

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

INTRODUCTION

These reports represent the results of our financial and compliance audit for the year ending December 31, 2000.

FINDINGS, CONCLUSIONS, AND RECOMMENDATIONS

FAILURE TO MAINTAIN DATA FOR CASH RECEIPT RECONCILIATION

The Illinois State Toll Highway Authority’s toll collection equipment and software did not maintain data necessary for reconciliation of cash receipts.

During testing, we noted in 7 out of 14 days (50%) selected for testing, equipment at toll plazas was reset 149 times in order to make repairs. Information on the amount of cash receipts and the number of vehicles passing through the plaza lane was lost in all instances. This information is necessary to reconcile cash receipts. There was an average of 715 resets per month for the year ended December 31, 2000. This equates to approximately 4.87% of the 14,670 lanes in the system being reset monthly.

Failure to maintain adequate data results in the breakdown of the control function. We recommended the Authority establish alternative procedures to maintain data so that information will not be lost. (Finding 1, page 12). This finding is repeated from 1999.

Authority officials agreed with the need to maintain the data, but emphasized that no money was lost. They stated they were in the process of a major update to their toll collection equipment and in the interim, have reemphasized to maintenance technicians not to reset the equipment unless absolutely necessary.

INCOMPLETE RECORDING OF CASH COLLECTED AND LACK OF PROCEDURES FOR REPORTING CASH BALANCING DIFFERENCES

The Authority did not always report the total daily cash collected for all plazas and did not have adequate written procedures for resolution of cash balancing variances.

During testing, we noted cash deposits did not include receipts for all toll plazas, which resulted in daily variances between the actual cash reported and the amounts computed by toll collection equipment. Also, according to the Authority’s Internal Audit Department, existing internal control procedures in the money room were not adequate because they were not documented or always followed.

We recommended money room procedures be documented, communicated to employees, and include specific instructions regarding cash reporting and reconciliation issues. (Finding 2, pages 13-14) This finding is repeated from 1999.

Authority officials agreed with our recommendations and stated the money room policy and procedural manual is in draft format and will be finalized immediately. The Authority’s response also stated that every attempt will be made to pull full and partially full vaults and deliver them to the money room for counting when operationally feasible.

INADEQUATE MONITORING OF CONTRACTOR'S PERFORMANCE LEVEL

The Authority’s procedures were not adequate to monitor contractor's performance levels.

During testing, we noted that contracts for the repair of toll equipment included performance standards but the Authority did not have adequate procedures to monitor the contractor’s actual performance against those standards. The contract establishes precise time limits to repair toll equipment, which vary by type of malfunction. If the contractor does not repair a malfunction in the allotted time, the Authority can assess damage fees. In Calendar Year 2000, the Authority paid $7,236,332 for toll equipment maintenance but did not assess any damage fees because of inadequate monitoring procedures.

According to the Authority, this condition existed due to the inability of its computer system to provide on-line monitoring and reporting of equipment malfunctions. We recommended the Authority make every effort to monitor contractors' performance levels and to assess appropriate penalties. (Finding 3, page 15) This finding is repeated from 1999.

Authority officials agreed with our recommendation. The Authority stated that effective April 2001, the new Maintenance On-Line Management System (MOMS) was implemented and is being used for monitoring purposes.

FAILURE TO BILL TOLL VIOLATORS TIMELY

The Authority did not bill toll violators in a timely manner.

Toll violators were not being billed on a regular basis. Invoices were sent to toll violators for 5 of the 12 months in Calendar Year 2000. During Calendar Year 2000, the actual amount billed for violations was $247,563. The Authority was unable to determine the amount of the billings for months missed because the existing database maintained cumulative records for violators that were difficult to sort by previous months. The Authority collected $270,024 during the year from toll violators. Accounts receivable for toll violators at December 31, 2000 was $1,095,445 with an allowance for doubtful accounts of $972,330. The total number of toll violators in the system for June 2001 was 2,770.

When there is a lag time between the violation occurring and a bill being sent, the likelihood of collecting the full amount billed at a later date decreases. We recommended the Authority produce a billing and send invoices on a monthly basis to toll violators. (Finding 7, page 20).

Authority officials agreed that violators were not billed timely during 2000. The Authority stated that billing information has been compiled for future notification and collection efforts. The Authority also stated that it is currently negotiating with contractors to outsource the violator billing and collection process.

OTHER FINDINGS

The remaining findings are being given attention by the Authority. We will review the Authority’s progress toward implementation of all our recommendations during our next audit.

AUDITORS’ OPINION

Our auditors stated the Illinois State Toll Highway Authority’s financial statements as of December 31, 2000 and 1999 present fairly, in all material respects.

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WILLIAM G. HOLLAND, Auditor General

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SPECIAL ASSISTANT AUDITORS

Our special assistant auditors for this audit were FPT&W, Ltd.