Documentos de Académico
Documentos de Profesional
Documentos de Cultura
2009-10 2008-09
Material Weaknesses 13 15
Significant Deficiencies 19 25
Total 41 53
Corrective Action Matrix
Independent Audit Findings
2010-1
DISTRICT BUDGET MONITORING
• Annual Budget Prepared and Presented to Stakeholders within
Corrective Action Statutory Time-Line – On-Going Monitoring of Budget
• Responsible: Chancellor
Responsibility/Point • Point: Vice Chancellor For Finance & Administration
Systematic/Source • Completed. An annual financial activity calendar has been developed and was
taken to the Audit and Finance Committee meeting on 10/14. It will then be
Integration taken to the 10/26 Board meeting and updated on an annual basis.
2010-3
OVERSIGHT AND MONITORING
• Formal Comprehensive Review of the PeopleSoft Accounting
Corrective Action System
• Upon Receipt of Audit – 30, 60, 90, 120 day Status Report to Audit
Due Date Finance Committee and Board of Trustees
• This Corrective Action Matrix List Each 2009-10 Audit Findings and
Its Status. The matrix is being used as a tool to address each of the
Status current and prior year findings
• (Refer to VTD Audit Response)
Corrective Action • Receive, Review and Reconcile the Monthly Investment Activity
• Responsible: Chancellor
Responsibility/Point • Point: Vice Chancellor For Finance & Administration
• During the Month of July, the Board of Trustees and Audit and
Finance Committee were provided an update on the Investment
Status Activity
• (Refer to VTD Audit Response)
• Responsible: Chancellor
Responsibility/Point • Point: Vice Chancellor For Finance & Administration
•Completed
•Development of new policy, procedure, and SOP completed in January presented in
February
Systematic/Source •Draft investment policy and administrative procedure to the March 15, 2011 Board
meeting. 5/14/2011 – BOT approved Investment Policy and Administrative Procedure
Integration •SWAP policy to be developed by independent Retirement Board. In Process – At June
Retirement Board, Retirement Board will revisit investment policy.
•To be completed as part of a comprehensive OPEB restructure
2010-7 CASH IN COUNTY RECONCIIATIONS
2010-8 BANK ACCOUNT RECONCIIATIONS
• The PCCD is reviewing its policy regarding cash and bank account
Status reconciliation and is revising and implementing necessary changes
• (Refer to VTD Audit Response)
• Completed
Systematic/Source • SOP has been development and now being implemented. Cash
accounts currently being reconciled timely and reviewed by the
Integration Associate Vice Chancellor for Finance/ Vice Chancellor for Finance
and Administration.
2010-9
INTERNAL AUDIT FUNCTION
• Develop a Risk Assessment Program and Perform Regular Reviews of
Corrective Action Programs, Services and Activities
Systematic/Source • Completed
Integration • Individual started April 4, 2011
2010-10
CAPITAL ASSET ACCOUNTING
Corrective Action • Identify and Train Personnel in Accounting of Capital Assets
Systematic/Source • Completed
• Training has occurred.
Integration • Implementing asset management module within PeopleSoft.
2010-11
FINANCIAL ACCOUNTING SYSTEM PROCEDURES
• Responsible: Chancellor
Responsibility/Point • Point: Vice Chancellor For Finance & Administration
• Responsible: Chancellor
Responsibility/Point • Point: Vice Chancellor For Finance & Administration
• Responsible: Chancellor
Responsibility/Point • Point: Vice Chancellor For Finance & Administration
• Completed.
Systematic/Source • Training has been conducted. On-going training is being planned
Integration during the course of the fiscal year. Closing checklists have been
implemented for the fiscal year ending 6/30/2010.
2010-16
LOAD BANKING
• Revise Policies to Conform with Current Internal Revenue Service (IRS)
Corrective Action Section Regulations Regarding “Load Banking”.
• Responsible: Chancellor
Responsibility/Point • Point: Vice Chancellor For Finance & Administration and VC of HR
• The PCCD is reviewing and implementing the draft DRP. The System will be
tested by June 30, 2011. The DRP will include procedures that will ensure
Status recovery and restoration of the systems in the event of a disaster.
• (Refer to VTD Audit Response)
• The PCCD will review its procedures and format over the collection of data
Status to be included in the SEFA/SESA.
• (Refer to VTD Audit Response)
Systematic/Source • Completed but additional time may be needed pending audit review.
During the fiscal year end closing process many grants/projects required
Integration substantial “clean up” that will impact the preparation of this report.
2010-19
COLLEGE BUSINESS OFFICE ACTIVITY
• Review Guidelines for Receipt and Use of General Fund Monies
Deposited within the Accounts. All Activity Reconciled and Provided
Corrective Action in a Timely Manner. Amounts within the Trust Fund Belonging to the
District Forwarded to District with a Full Reconciliation and
Accounting
• Responsible: Chancellor
Responsibility/Point • Point: Vice Chancellor For Finance & Administration
• The PCCD will review the current guidelines and all activity will be
reconciled in a timely manner. Trust funds will be forwarded with a
Status reconciliation and accounting.
• (Refer to VTD Audit Response)
• Responsible: Chancellor
Responsibility/Point • Point: Vice Chancellor For Finance & Administration
• Responsible: Chancellor
Responsibility/Point • Point: Vice Chancellor For Finance & Administration
• The PCCD will review and understand the disbursement policies and
procedures. AP staff will ensure that expenditures are classified and
Status all pertinent documents are present prior to disbursement of funds for
payment.
• (Refer to VTD Audit Response)
• Responsible: Chancellor
Responsibility/Point • Point: VC of HR/Vice Chancellor For Finance & Administration
• Responsible: Chancellor
Responsibility/Point • Point: Vice Chancellor For Finance & Administration
Systematic/Source • Completed - Budget and accounting procedures are being reviewed and
revised. Procedures regarding the creation, review and posting of budget
Integration transfers and journal entries have been completed and implemented.
2010-24
PAYROLL FINDING
• Implementation of new procedures to strengthen internal controls over
Corrective Action tracking, reporting, and payout of compensated absences.
• Responsible: Chancellor
Responsibility/Point • Point: Vice Chancellor for Finance and Administration and Vice
Chancellor of Human Resources
• Responsible: Chancellor
Responsibility/Point • Point: Vice Chancellor for Finance and Administration and Vice
Chancellor of Student Services
• Responsible: Chancellor
Responsibility/Point • Point: Vice Chancellor For Finance & Administration and VC of
Educational Services
• Responsible: Chancellor
Responsibility/Point • Point: Vice Chancellor of Educational Services
• Responsible: Chancellor
Responsibility/Point • Point: Vice Chancellor of Educational Services, Vice Chancellor
of Student Services and Vice Chancellor of Finance
• Responsible: Chancellor
Responsibility/Point • Point: Vice Chancellor of Educational Services and Vice
Chancellor of Finance
• The PCCD has identified individuals that will monitor State compliance
issues related to all compliance areas and ensure that deadlines are met
and reports are accurate and filed in a timely manner. In terms of internal
Status controls, PCCD has established a reporting calendar and hired an Internal
Auditor on March 15, 2011, whom will monitor and follow-up on
compliance related matters.
• (Refer to VTD Audit Response)
• Training of staff
Systematic/Source • Oversight by management to ensure knowledge of grants
Integration received, proper set up of grants and follow through
• Completed
2010-30
ENROLLMENT FEES REPORTING
• Careful Preparation of the Reporting Forms for the State
System’s Office. Reconciliation of Amounts to be Reported to
Corrective Action General Ledger Signed off by Supervisory Personnel Prior to
Submitting the Documents.
• Responsible: Chancellor
Responsibility/Point • Point: Vice Chancellor For Finance & Administration
• Responsible: Chancellor
Responsibility/Point • Point: Vice Chancellor for Finance and Administration
Systematic/Source • Completed
Integration • Procedures implemented
2010-32
50% LAW CALCULATION
• Job descriptions should be reviewed and clearly documented to
ensure only employees with instructional duties and under the
Corrective Action supervision of an instructor are charged to the 22XX object code
which is included in the 50% Law calculation.
• Responsible: Chancellor
Responsibility/Point • Point: Vice Chancellor for Finance & Administration
• The District is reviewing its procedures over the coding and reporting
Status of salary expenditures. These procedures will be revised to ensure
expenditures for salary and benefits for employees are accurate.
• Responsible: Chancellor
Responsibility/Point • Point: Vice Chancellor For Finance & Administration
• The district is reviewing all procedures and format over the collection of
Status data to be included in the SEFA and also review its existing format of SEFA
to ensure that it includes all required elements.
Systematic/Source • Completed but additional time may be needed pending audit review.
During the fiscal year end closing process many grants/projects required
Integration substantial “clean up” that will impact the preparation of this report.
2010-2
TIME AND EFFORT REPORTING
• Better Assess Compliance Risks to Better Develop Appropriate
Corrective Action Compliance Objects and Necessary Controls
• Responsible: Chancellor
Responsibility/Point • Point: Vice Chancellor of Educational Services
• Responsible: Chancellor
Responsibility/Point • Point: Vice Chancellor of Educational Services
• Responsible: Chancellor
Responsibility/Point • Point: Vice Chancellor For Finance & Administration
Systematic/Source • In process - A draft Board Policy and Administrative Policy has been developed that,
among other things, specifically requires inventory observations on a bi-annual basis.
Integration These draft policies are currently going through the shared governance process.
•Completed - 2011 physical inventory scheduled with American Appraisal in June 2011.
2010-6
PROCUREMENT, SUSPENSION, AND DEBARMENT
• Responsible: Chancellor
Responsibility/Point • Point: Vice Chancellor of Educational Services and Purchasing
Compliance Manager
• The PCCD has monitored the grant sub recipients for compliance with
program performance since December 2009. Signed MOUs have been
received from the five campuses that participated in the Tech-Prep grant.
Status Time and effort verification has been completed for all district-wide
awards.
• (Refer to VTD Audit Response)
• Responsible: Chancellor
Responsibility/Point • Point: Vice Chancellor For Finance & Administration
• With the migration to Federal Direct Loans (DL) the Financial Aid
SAFE system is now the method for DL reconciliation; no outside
Status mechanism is currently used; DL originations are submitted through
SAFE, origination records are accepted, funds are disbursed through
SAFE and reconciled directly to COD via FTP of SAFE DL files.
Systematic/Source • Completed – as of fiscal year end student financial aid cluster have
Integration been reconciled to general ledger.
2010-8
RETURN TO TITLE IV
• Annual Budget Prepared and Presented to Stakeholders within
Corrective Action Statutory Time-Line – On-Going Monitoring of Budget
• Responsible: Chancellor
Responsibility/Point • Point: Vice Chancellor For Finance & Administration and Vice
Chancellor of Student Services
• Responsible: Chancellor
Responsibility/Point • Point: Vice Chancellor of Student Services and Associate Vice
Chancellor of Finance
program.
2. Review Series C bond issuance assumptions,
which appear to include assessed valuation
increases when valuation was declining, and
adjust practices accordingly.
3. Evaluate its ability to issue remaining bond
authorization without exceeding the
maximum allowable tax levy for Proposition
39 bonds, and adjust bond program
planning accordingly.
Facilities Bonds - Issuance (cont’d)
rebate liability.
2. Prepare periodic calculations of
rebate liability and make any
necessary payments to the federal
government as required by the
Internal Revenue Code and related
regulations.
Bonds To Fund Other Post-Employment Benefits
electronic system.
2. Review vacation accrual limits in
collective bargaining agreements and
all other employment agreements, and
notify and implement a vacation
balance reduction plan for any
employee who has exceeded their
vacation accrual limit.
Fixed Assets
journal entry.
4. Ensure that correcting journal entries include the
reversal of the original incorrect entry to provide a
proper audit trail.
5. Ensure that all journal entries and financial source
documents are filed in a central location in the
business office and are accessible to all business
office personnel.
6. Develop systems that allow only the lead
accountant and/or supervisory accounting staff to
post entries to the district’s cash accounts.
Project Grants
1. Consider maintaining the original assigned project code
throughout the life of a funded project to facilitate
accounting issues, budget monitoring and ease of
Recommendations
data.
5. Review and update accounts payable procedures to include an
analysis and clearing of encumbrances and pre-encumbrances
as part of the year-end closing process. Valid purchase orders
should be closed if inactive, or disencumbered and re-
encumbered in the new fiscal year if active.
6. Develop and have its technology department implement a
standard format for financial reports that lists expenditures
and revenues in a single format.
7. Consider using a unique project number for ARRA funding to
make it easier to track the financial activity and help staff
complete the required expenditure reports.