Los Angeles, CA
United States
Update the relevant manuals to establish an approval process requiring:(1) specific pertinent documentation prior to approving LSLRs and (2) a signature and date from the personnel assigned to review and approve the LSLR Applications.
Implement enhanced processes to ensure that the LSLR files are complete, including but not limited to the Application and Supporting Documentation, for all employees currently receiving reimbursements.
Update the language on the CBA so that the guidance is clear as to whether the amount to be reimbursed is the required monthly loan amount not to exceed $500 per month, as long as the accumulated payments are not higher than the loan amount.
Review LSLR transactions from January 1, 2020, through February 28, 2022, including but not limited to obtaining complete Applications, verifying the minimum loan repayment amounts based on Supporting Documentation, and verifying reimbursement amounts…
Implement a new policy to adequately document any deviation from CBA § 7.7.2.
Reconcile the general ledger record with the LSLR tracking spreadsheet to ensure accurate accounting and recording of law school reimbursements.
Update the Accounting Manual to include procedures for periodically reconciling the LSLR tracking spreadsheet and accounting records.
Formalize and document the process for requesting and approving Vacation Loans.
Review all documentation, including but not limited to written requests, to ensure that proof of expense as well as approvals, from the Executive Director or Designee, are obtained for all active Vacation Loans.
Implement written policies and procedures, as stipulated in the Accounting Manual, that "No loans shall be charged to LSC" and reallocate Vacation Loans to funding sources other than LSC.
Update the Accounting Manual to sufficiently detail procedures for maintaining a log of outstanding loans, including recording, reconciling, and accounting for loan repayments in the general ledger or subsidiary ledgers.
Reconcile the loan repayments deducted from payroll to each employee’s Vacation Loan to ensure accurate accounting records.
Update manuals, including but not limited to the Accounting Manual, Employee Handbook, and CBA to include policies and procedures for cell phone stipends issued to non-management and non-attorney employees.
Enhance procedures to ensure that supporting documentation, including statements, receipts, and invoices, are maintained on file to support all credit card purchases.
Review and sign each credit and store card statement per the Accounting Manual, documenting validity of the transactions.
Work with the Board President to enhance or implement procedures to ensure that the Board President reviews, approves, and adequately documents their approval of the Executive Director’s credit card expenditures with a signature and date.
Finalize and implement the credit card user agreement form, and centrally file signed forms.
Update the Accounting Manual to include the following:• A policy requiring managerial approval for credit card charges above a certain dollar threshold; and • A policy prohibiting cash advances and ATM withdrawals.
Develop a plan and schedule for a physical inventory to be conducted every two years and ensure documentation supporting the physical inventory is maintained.
Implement controls to ensure that IT equipment or properties that fall below the capitalization threshold and may contain sensitive information are tracked and accounted for.
Review the grantee’s current practices and procedures over recording equipment and laptop purchases which may fall below the capitalization threshold and incorporate those practices in the grantee’s Accounting Manual.
Create written policies over the use of the company vehicle, to include but not limited to policies over:• personnel authorized to use the company vehicle,• mileage log usage, and• documentation to be maintained when using the vehicle, such as fuel…
Develop a formal and comprehensive contract procurement process including "needs" requests, approvals, required documents, and documentation of any deviation from the procurement process to be kept on file that is centrally located and readily…
Review the following active contracts to obtain and file the required documentation as follows:• Contract for the Architect Design Service. • Documentation of "needs" requests and approvals for all 12 contracts.• Current contracts for three…
Update the procurement policies similar to the Procurement Policy Drafting 101: Guidance for LSC Grantees including but not limited to the following:• A requirement of certification of best value or price comparison for procurements between $X to $X.• A…
Update the Micro-Purchases section of the Accounting Manual to clearly state that the employees authorized to incur costs on behalf of LAFLA require approvals prior to purchasing.
Establish and implement the updated procurement policies per the LSC Program Letter 16-3, Procurement Policy Drafting 101: Guidance for LSC Grantees (attachment), including a requirement for periodically re-competing recurring purchases and long-standing…
Update user access rights to the accounting system so that accounting staff have access based on their roles, responsibilities, and only as needed.
Strengthen practices so that bank reconciliations are performed monthly, in accordance with the LSC Accounting Guide, and that those reconciliations are documented.
Enhance controls to ensure that checks outstanding for more than 120 days are investigated and resolved.
Implement procedures departmentally to ensure that disbursements are not made without review of adequate documentation and verification of the receipt of the goods or services purchased.
Strengthen controls so that the finance staff follow the written policies, and that voided checks are defaced, recorded appropriately in the accounting system, and filed.
Strengthen controls to ensure that invoices and disbursements are appropriately tracked with documentation in a reliable manner.
Strengthen procedures to ensure that client trust bank reconciliations and associated individual client trust ledgers are reconciled monthly and timely.
Implement procedures to ensure salary adjustments and authorizations are maintained in the employees' personnel files and corroborate the information maintained by both the Finance Department and HR Department within a prescribed number of days or…