Mercedes, TX
United States
Ensure that the Accounting Policies and Procedures Manual is updated to reflect a methodology that (1) complies with 45 CFR § 1630.5(f), and (2) allocates common expenses in a fair, consistent, and equitable manner to individual cost centers, and funds.
Ensure that staff and management have training and an understanding of the cost allocation methodology, especially those responsible for reviewing and approving journal entries.
Ensure that updates are made to the TRLA Accounting Policies and Procedures Manual to specify cash advances and ATM withdrawals as unallowable uses of credit cards, and to require that credit cardholders sign receipts for purchases under $100 that do not…
Ensure that a Credit Card User Agreement Form is developed for authorized credit cardholders and users to read, acknowledge, and sign. The agreement may include, but is not limited to, repayment terms and conditions for personal use or misuse of the card…
Ensure that only individuals formally authorized to use a credit card have access to the card information required to complete a purchase.
Ensure that a reasonable spending limit is set on the American Express credit cards.
Ensure that all expenditures over $100 are supported by purchase orders, in accordance with TRLA’s policies and procedures.
Ensure that a purchase order is completed and approved for all applicable costs prior to the initiation of the purchase.
Ensure that LSC unallowable costs are charged to funding sources other than LSC.
Ensure that updates to the TRLA Accounting Policies and Procedures Manual include correct the removal of references to the PAMM, and a policy specifying authorized individuals who may enter into a contract on behalf of the grantee.
Ensure that contracts fully document an adequate statement of work, the agreed upon terms, costs, and payment terms, and are reviewed periodically to ensure that written terms are defined and current. All fields relevant to the contract agreement should…
Ensure that evidence of sole source justifications is documented and maintained in a central file.
Ensure that competitive bidding documentation is obtained for vendors subject to the competitive bidding threshold and maintained in a central file.
Ensure that documentation of contract amendments is obtained and maintained for all contracts.
Ensure that contracts and/or contract amendments are approved prior to the effective start date of the agreement.
Ensure that contracts are only entered into by authorized and appropriate individuals.
Ensure that adequate segregation of duties is maintained within the accounting system and that user access is granted based on user responsibilities. In the event that certain restrictions are not feasible within the accounting system, user access rights…
Ensure that general ledger reports, with relevant bank account balances, are utilized and attached to the bank statement prior to review.
Ensure that bank reconciliations are signed and dated when the reconciliation was actually performed.
Ensure that all appropriate information is entered on the reconciliation to ensure that outstanding checks can be investigated and resolved according to grantee policy of 90 days.
Ensure that the Accounting Policies and Procedures Manual is updated to include a process to follow the Texas escheatment laws for outstanding checks.
Ensure that TRLA documents policies and procedures regarding the budgeting process in the TRLA Accounting Policies and Procedures Manual. The policies should adequately describe the processes and controls in sufficient detail and adhere to regulations…
Ensure that the TRLA Accounting Policies and Procedures Manual is updated to include a specific deadline or prescribed number of days after month-end for the preparation of monthly management reports.
Ensure that monthly management reports are reviewed by the Executive Director prior to distribution to the Finance Committee every month and the Board of Directors quarterly. Approvals of each monthly management report should be documented when the…
Ensure that assumptions used to create the budget are documented.
Ensure that TRLA’s Employee Handbook is updated to reflect the current policies described in the Collective Bargaining Agreement.
Ensure that employees receiving LRAP benefits submit all required documentation in accordance with TRLA’s policies and procedures.
Ensure that adequate segregation of duties is established to ensure that employees with the ability to sign checks do not have access to the check stock.
Ensure that the accounting system has controls in place to limit an individual’s access to modules based on their job duties.