White Plains, NY
United States
Ensure adequate records are maintained to document the mileage used on the company vehicles for both business and personal use. Records should include, at a minimum, dates of travel, origin and destination, as well as the purpose for travel.
Ensure the personal portion of the vehicles' use is accounted for as a fringe benefit in accordance with IRS regulations.
Ensure contracts are written, signed and maintained for all business arrangements. The contracts should fully document an adequate statement of work, the agreed upon terms, costs and payment terms and should be reviewed periodically to ensure that…
Ensure the process for each contract action is fully documented in writing such as sole-source justification and documentation of competition, if competitively bid.
Ensure a centralized filing system for all contracts is maintained and contains all pertinent documents related to the solicitation of bids, including receipt and evaluation of bids, sole source justification, vendor selection, a signed contract or…
Ensure vendors are paid according to the terms and descriptions of expected work to be provided and documented within the contract.
Ensure updates to the LSHV Accounting Manual include policies and procedures relating to various types of contracts, the documentation that should be maintained for contracts and the requirement that contracts be centrally filed. The updated policies and…
Ensure adequate supporting documentation is attached to all disbursements before funds are disbursed.
Ensure approvals are documented by an authorized individual before disbursements are paid.
Ensure proper, adequately referenced entries for disbursements are made to the general ledger, and that the source and detail documentation for disbursements can be easily traced to the general ledger.
Ensure the funding codes to which disbursements are allocated are coded in the accounting system and included with supporting documentation.
Ensure adequate segregation of duties over payment and posting to the general ledger is practiced, and access to check stock is appropriately controlled.
Ensure the grantee's Accounting Manual is updated to include policies regarding activation and deactivation of credit cards, handling impermissible charges, incurring late fees/finance charges, credit card user agreement forms, and cash advances/ATM…
Ensure employees adhere to written policies regarding prior approval of credit card transactions.
Ensure the grantee's credit cards are used only by authorized LSHV employees for whom signed cardholder agreements are on file in adherence with written policies and procedures.
Ensure all Expense Report Forms are completed including adequate support detailing the purpose of the credit card transactions and are submitted and approved by management.
Ensure updates to the LSHV Accounting Manual include policies and procedures regarding the grantee's current practice in tagging and disposing of electronic devices containing sensitive information.
Ensure updates to the LSHV Fixed Assets and Inventory Listing include accurate and complete information required by the Fundamental Criteria and that a physical inventory is conducted and reconciled with the listing.
Ensure all IT equipment is disposed of properly and that the grantee maintains disposition data thereof.
Ensure the grantee maintains cost allocation documentation for the recommended seven years. The documentation should be maintained so that the auditor, LSC, OIG, GAO and other applicable entities can easily understand, follow, and test the allocation…
Ensure the grantee updates its Accounting Manual to accurately describe the process followed by the grantee in calculating allocations throughout the year.
Ensure all management reports are prepared timely after month-end.
Ensure adequate controls are integrated in the accounting system so that users are granted rights by job function, job responsibility and only as needed.
Ensure segregation of duties are implemented over the master vendor list so that no individual simultaneously has both physical control and record keeping responsibility; and only users who are responsible for the maintenance of the master vendor list…
Ensure the grantee's Employee Handbook and/or Accounting Manual also includes the Student Loan Repayment Assistance Program policy.
Ensure the grantee's Employee Handbook and Accounting Manual to enhance and strengthen the Cell Phone Reimbursement policy. The Policy should include details on the positions allowed to be reimbursed for their personal cell phone use, the procedures…