Okaloosa County BOCC — February 11, 2013 — FAA AIP Grant Oversight Risk Assessment Sponsor Checklist w/attachments — reading text

deducted from the invoice, noting the Purchasing Buyer's name and phone number. Any questlons regarding freight charges should be directed to the Financlal Services Manager. If the vendor charges freight back to the County, the Invoica is sent to the Purchasing Buyer to be approved with a copy of the original purchase order, and an explanation of what occurred. The purchasing department should be notified by the Financial Services Manager when there is a recurring problem with freight charges involving a certain department or vendor. (e) All Invoices that are older than 35 days should be researched for previous payment before processing for payment. Instructions for keying invoices for payment: The goal for the Accounts Payable Section Is to pay all Involces by their due date, discount date if applicable, or within 30 days from the invoice date. By Florida Statute, to avoid a possible penalty, the invoices must be pald within 45 days from the date the Finance Department (the disbursing agent) receives them. The scheduled payment due date is the last day available to key invoices for payment on the following check issue date. The checks will be processed once a weak on Thursday. These checks will be for all purchase orders and Invoices received from the different departments by 5:00 pm Wednesday. The cutoff for involces entry will be Thursday at 10:00 am. When a voucher without a purchase order is being keyed, the post vendor payments with no encumbrance field is used. When the purchase order Is belng keyed against an encumbrance number, the post vendor payments with encumbrances field is used, A “P” is keyed in this field when the partlal payment ls made against the encumbrance number, and an “F” Is keyed when a final payment is made, Dale: February 21, 2013 Page 4 of 8 Direct Pay Vouchers pre-audit steps: (c) Verify authorized signatures from the “Signature Authorization’ sheet, Verify object codes from the Uniform Accounting System Manual are correctly classified and there Is sufficient budget to pay the expenditure. Verify extensions, totals, and any allowable discounts on Invoices. If proper documentation is not included or budget Is not avallable, the clerk should coordinate with the Budget Manager and department to resolve the shortfall, After all steps have been followed, the clerk must sign off on the voucher (b), Research of old Invoices, invoices, copies, opened encumbrances, etc: Whenever an invoice Is found to be unpald, the clark should make contact with department and/or vendor for each document being researchad (including invelces, statements, recelving reports, packing slips, atc), and notate the date and contact Information on the document. Each time a clerk makes an attempt to resolve the problem, the attempt Is documented on the document using dates, full contact names, phone numbers, resolutions, ete. The more documentation, the easier it will be to justify actions. Remember, someone else will have to read your notes, so write clearly, and make complete notes, The clerk should continuously work the unrasalved issue. If after two weeks the issue is’ not resolved, the Financlal Services Manager should be consulted. When the clerk turns the problem over to the Financlal Services Manager, (e) the Manager will deal directly with the Department Director to resolve the problem, When the employee (I), ragardiess of thelr position, feels the problem has been resalved, they document the resolution on the document, and gives It back to the clerk responsible, who retains It In the appropriate place in an open vendor file. The clerk is responsible for letting the Manager know the status of all pending problems. Statements: o Staternents are sorted on a daily basis, and distributed to the appraprlate clerk if no ‘invoices are over thirty days, Statements with Invoices over 30 days should be given to the Financial Services Manager for review. The Manger reviews the staternent, notates the delinquency on the statement, and gives the package to the clerk for research. The clerk must report back to the Manager within the timeframe stated, items more than 60 days ald on a vendor statement MUST be researched, even if the daily work has to be postponed. Research should be scheduled as part of the clerk’s weekly routine, to minimize the changes of a vendor putting a hold on a Board's account, due to nonpayment. The clerk utilizes the statement to keep track of the steps taken to resolve the statement. Statements that are current, less than 60 days, should be verifled for accuracy. Statements that have been researched, and adjustments requested from the vendor, should be kept until the adjustments can be verified on the next statement, then the statements are kept in the dead file for future reference, Date, February 21, 2013 nium sal sisal mat Page 5 of 6 Working the files: Even after all the established procedures are follawed, there are documents that are not addressed, Therefore, every clerk must work avery vendor file weekly to resolve these documents, All documents in the files must be addressed to determine what needs to be done to process the payment or resolve the problem. The clerk notes actions taken on the face of the document. After three attempts to unsuccessfully resolve a problem, the clark will transfer their documentation over to the Financlal Services Manager. This fs an important process because it helps the Clerk's Office comply with the Prompt Payment Schedule, Dale; February 21, 2013 . Page 6 of 6 POLICY AND PROCEDURE MANUAL CLERK OF THE CIRCUIT COURT BCC’s FINANCE DEPARTMENT OKALOOSA GOUNTY, FLORIDA aa a SECTION: — Financial Reporting POLICY NO.: FR 001 SUBJECT: Bank Reconciliations EFFECTIVE DATE: 10-01-2006 SUPERGEDES: 10-01-2003 APPROVED BY: DATE: NR Raisin mm Aa RRR Backsround: A standard format is used for all bank reconciliations, This provides a uniform reconciliation of each element; beginning balance, deposits, withdrawals, and ending balance. Purpese/intent: To provide a standard method for raconelling all Board of County Commissioners bank accounts (h). The bank raconelliatlons performed every month on all accounts provides an audit-type trall for each account. This is an extremely helpful tool for not only the Finance Department but also other departments throughout the County. Internal Controls Used: (a) Tralied competent personne! (c) Separation of cuties (@) Supervisory review and monitoring (h) Comparing actual results to planned (k) Documentation of actions Procedure: The bank reconciliations are prepared by Accountants (a) in the Finance office (c). Ones the bank statament(s) are received, a spreadsheet, combinations of activities/functions reports through Cognos software packages, and prior month's reconciliation are used to prepare the actual reconciliation (k). All checks that have cleared during the month and all deposits made during the month are verified, Encoding errors, discrepancies In amounts deposited vs. actual amounts, interest earned (if applicable), bank charges, errors between actual statement received and the financial system and other problems are identified, Once all have been identified, the bank reconciliation is prepared for Manager review (e). Any discrepancies should be identified immediately and reported to the Manager to determine if a department or bank need to be contacted, or if a journal entry needs to be clone in the general ledger. The bank reconciliation is also used to track outstanding checks. This list Is used In conjunction with the procedures used for satisfying annual requirements for unclaimed property. The following is a listing of the various accounts held by the BCG and the reports necessary to reconcile each: CPM a a aah Date; February 21,2013 Page | of 2 Water & Sewer Account @ SunTrust ~ bank statement & an YTD General Ledger Audit on 441-1808001 from Pentamation. State Pool @ State Board of Administration - Participant Statement of Account & Cognos for accounts 1511100, 1811101, 1519100, 1609003, 1609004, 1609005 1609007 anc 1609008, FLGIT @ Florida Local Governmental Investment Trust ~ Monthly Statement, Monthly Invesiment Earnings Letter from the Trust Services Manager, & Cognos of accounts 1571300 & 1511301, ‘ * FLGIT @ Florida Local Government investment Trust - Monthly Activity Report Cognos of accounts 1511360, Workers Compensation Account @ SunTrust ~ bank statement, Outstanding check log, & current month check registers from Johns Eastern Inc. Inmate Account @ SunTrust ~ bank statement, Outstanding check log, & current month check ragister from Corrections software. Accounts Payable @ SunTrust ~ bank statement, current month Outstanding check list from-Pentamation, & prlor period cleared checks from Cognos. Payroll Account @ SunTrust — bank statement, outstanding check ist, ACH fax totals, current month check ragister from Cognos, ; Compensating Balance MMDA, & Cancentration @ SunTrust ~ bank statements, Workers Gotnpensation reconciliation, Inmate reconciliation, Accounts Payable reconailiation, Payrall reconciliation, monthly cash JEs from Cognos, monthly Accounts Receivable from Cognos, & Real Cash balances from Cognos (both current & prlor month), and Water & Sewer daily Reconelllation. SunTrust Money Market — Sun Trust Statement of Account, YTD General Ledger Aucit on account 1611201 nine ati Dato: February 21,2013 Page 2 of 2