Knoxville, TN
United States
The Executive Director should ensure that LAET personnel are fully trained and implement LSC Regulation CFR 45 Section 1609.4(a) requirements related to the allocation of income derived from attorneys' fees.
The Executive Director should implement controls that ensure Vacation Buy-Back hours are deducted from applicable employees' vacation accruals timely and properly.
The Executive Director should deduct the Vacation Buy-Back hours identified by the OIG and any other past Vacation Buy-Back hours that have been taken by existing employees from their accrued vacation time.
The Executive Director should, to the extent consistent with law, attempt to recover funds from terminated employees that were overpaid.
The Executive Director should enhance the confidentiality agreement to ensure it contains: the terms of the volunteer engagement; the duties to be undertaken by the volunteer; the requirement that the volunteer abide by the organization's rules of…
The Executive Director should evaluate the current duties assigned to LAET's volunteer, the Director of Finance's father, ensure duties assigned to him do not cause a conflict of interest, appearance and likelihood of collusion, or a deficiency in…
The Executive Director should ensure that LSC funds are not used for unallowable purchases.
The Executive Director should ensure that duties involving maintenance of the master vendor list and vendor payment processing are adequately segregated, and that the master vendor list is regularly purged and maintained to reflect active vendors'…
The Executive Director should ensure that documentation supporting miles claimed on monthly travel logs, original invoices, receipts, and all travel related documents are maintained with disbursements, Electronic documentation should be printed out and…
The Executive Director should ensure that approvals are documented (whether on invoice, check request form, request for expense/purchase forms or travel reimbursement forms) by an authorized individual before invoices are paid to ensure funds are being…
The Executive Director should ensure that the grantee streamlines and enforces its policies and procedures regarding requests for expense/purchase forms to be completed by the requestor.
The Executive Director should require each debit cardholder to sign a written user agreement form stipulating that it is the individual's responsibility to use the card for business purposes only and the cardholder will be held accountable for any…
The Executive Director should ensure bank reconciliation duties are segregated so that debit cardholders with accounts payable functions are not performing their own reconciliations.
The Executive Director should reevaluate the $5,000 daily debit card spending limits for each cardholder to ensure the cap is reasonable given the business purpose.
The Executive Director should ensure that all receipts and supporting documentation are maintained and filed with the debit card statements. Additionally, ensure that requests from non-cardholders are documented and approved by the cardholder and…
The Executive Director should develop written policies and procedures related to debit or credit cards. Specifically, the policies and procedures should detail: the issuance of credit or debit cards; activation and deactivation of credit or debit cards;…
The Executive Director should ensure the Accounting and Internal Control Manual is updated to include oversight requirements for consulting, personal service, and sole-source contracts, as well as the procedures required for different types of contracts…
The Executive Director should ensure that actual practices regarding the maintenance of contracts conform to the policies described in the Accounting and Internal Control Manual as well as the LSC Accounting Guide.
The Executive Director should establish and maintain a centralized filing system for all contracts that contains all pertinent documents related to the solicitation of bids including receipt and evaluation of bids, sole-source justification, vendor…
The Executive Director should ensure contract agreements, especially those recurring in nature, are written, signed, dated and maintained for business arrangements. The contracts should fully document the agreed upon terms, price, and payment terms.…
The Executive Director should ensure the process for each contract action is fully documented in writing such as sole-source justification and documentation of competition, if competitively bid. Contracts should receive the appropriate approvals as…
The Executive Director should ensure that: (1) a cost allocation methodology is formulated, implemented and updated in the grantee's Accounting and Internal Control Manual. This updated cost allocation methodology should be adequately documented with…
The Executive Director should ensure that written policies and procedures for fixed assets include the list of elements required by LSC's Fundamental Criteria for property records, procedures for tracking electronic devices containing sensitive…
The Executive Director should ensure that the Accounting and Internal Control Manual reflects the property record system procedures that are currently implemented in practice: including the tagging system for relevant assets, tracking of IT equipment,…
The Executive Director should ensure that all relevant devices are reconciled to the current IT equipment record.
The Executive Director should ensure that electronic devices containing sensitive information are easily traceable with a location for each relevant item included in the IT equipment record.
The Executive Director should ensure authorization to sign checks is promptly canceled when an employee leaves the organization.
The Executive Director should ensure duties are segregated within the organization's accounting system so that no individual can initiate, execute, and record a transaction without a second independent person being involved in the process.
The Executive Director should ensure grantee personnel adhere to the grantee's written policy of voiding outstanding checks after six months.
The Executive Director should ensure bank statements are reconciled monthly to the general ledger by an employee who has no access to cash, is not a regular check signer, and has no cash bookkeeping duties; in addition, a single employee should not have…
The Executive Director should ensure the bank reconciliation process is performed timely, reconciled to the general ledger, and documented on the reconciliation sheet by signature and date.
The Executive Director should ensure LAET's Accounting and Internal Control Manual is updated to reflect the current $25,000 threshold for expenditures requiring prior LSC approval. Furthermore, the Accounting and Internal Control Manual should be…