8.C  Appendix C - General Recordkeeping Requirements for Chief Fiscal Officers continued  Checklist for Review of Chief Fiscal Officer's Records  Determine the types of funds in use, and whether separate cash receipts and disbursements books are maintained for the various funds or whether a single cash receipts and single cash disbursements bookis  maintained. The following checklist can be used for cach fund maintained.  Cash Receipts  YES NO D D  Ist the cash receipts journal up-to-date?  Ist the cash receipts journal maintained in a manner that identifies the date subsidiary receipt records (e.g., water rents receipts register)? Are un-deposited cash receipts safeguarded? Are duplicate deposit slips kept? Do deposit amounts agree with cash receipt amounts? Are deposits made timely and recorded up-to-date? Last. Recorded Deposit: Date 2/21/20 Ist the cash receipts journal totaled and summarized monthly?  received, payer, purpose and the amount either individually or totals referenced to D D  a D B D B D B 0  Amouni 2,500.00  B D YES NO E a B D B D B D D M D D B D D D  Cash Disbursements  Is the cash disbursements journal up-to-date?  Ist the cash disbursements. journal maintained in a manner to identify amounts disbursed either individually or totals referenced to abstracts or payrolls? Are pre-numbered checks used for all disbursements (other than petty cash)? Are all checks signed by the chief fiscal officer and co-signed ifi required? Ifchecks are signed electronically, is the signature stamp or software in the Are canceled checks or check images returned with bank statements and Are all unused checks properly controlled (blank check stock)?  custody and control of the chief fiscal officer?  NIA  maintained on file?  Are checks recorded up-to-date?  Last Recorded Check: # 3107 Date Dpyfsmoamt S6B0E  Is the cash disbursements journal totaled and summarized monthly? Are payments supported by appropriate documentation? Consider comparing a sample of disbursements with supporting documentation.  E D D D  Office oft thes State Comptroller  26 Division of Local Government and School Accountability    Appendix C- General Recordkeeping Requirements for Chief Fiscal Officers continued  Cash Reconciliations Are bank accounts reconciled? By Whom? Annha Who Reviews/Verifies Them?  YES NO a U  How Often? Menthh Superviser  Ist the bank reconciliation performed by a person whose job duties do not include D B maintaining either the cash receipts or disbursements journals or receiving or Ist the bank reconciliation performed timely after the bank statement is received? D a  disbursing cash?  Last Bank Reconciliation for Each Bank Account  Bank Account Generel Fund  Date Performed 12-/31/20  Month Ending 12/31/20  Are reconciliations documented and available for review?   D 1 D YES NO E D  Does the reconciled bank balance agree with the cash balance recorded in the  accounting records? Receivables  Are receivable control accounts maintained?  Ist there indication that the receivable control accounts are reconciled to the detail a D  subsidiary records? Investment Records  YES NO D D D D YES NO E D  Is an investment record maintained? Ist the record complete and up-to-date?  Deposit Protection  Has the bank pledged adequate, eligible securities to protect deposits and investments (under the custody of the chief fiscal officer) that exceed FDIC  insurance protection?  Division ofl Local Government and School. Accountability 27  Officeof the State Comptroller    Annendlix C General Recordkeeping Requirements for Chief Fiscal Officers continued  Indebtedness Records  YES NO D D D YES NO D D D D B 0 B D YES NO B D B Da  (This record is maintained by the clerk in certain local governments)  T  indebtedness register maintained? Ist the register complete and up-to-date?  Property Records  Are property records maintained? Are the records up-to-date? Are all fixed assets included in the records?  Are physical inventories taken and compared to the records?  Financial Reporting  Are interim reports (budget/actual; trial balances; etc.) prepared? Are the reports distributed to the governing board and department heads?  Does total year-end recorded cash agree with that reported in the annual financial a D  report? Payrolls  YES NO B D B D a D  Are payrolls certihedapproved by the appropriate official? lawful employment contracts, or board resolutions?  Are pay rates in accordance with collective bargaining agreements and other  Isl leave time accounted for? Comments and Conclusions  Ay 14/Iz/R/  Office oft thes State Comptroller  28  Division of Local Government and School Accountability    Appendix C- General Recordkeeping Requirements for Chief Fiscal Officers continued  Checklist for Review of Chief Fiscal Officer's Records  Determine the types of funds in use, and whether separate cash receipts and disbursements books are maintained for the various funds or whether a single cash receipts and single cash disbursements book is  maintained. The following checklist can be used for each fund maintained. Gnuaty A 2020 Hasflscerbe 0020  December  Cash Receipts  YES NO M D  Ist the cash receipts journal up-to-date?  Ist the cash receipts journal maintained in a manner that identifies the date subsidiary receipt records (e.g., water rents receipts register)? Are un-deposited cash receipts safeguarded? Are duplicate deposit slips kept?  received, payer, purpose and the amount either individually or totals referenced to E D  E D E D E D D D  Do deposit amounts agree with cash receipt amounts? Are deposits made timely and recorded up-to-date? Last Recorded. Deposit: Date 12/21/20 Ist the cash receipts journal totaled and summarized monthly?  Amount 2500.00  E D YES NO E D E D E D D D 0 0 D D E D M D  Cash Disbursements  Ist the cash disbursements journal up-to-date?  Is the cash disbursements journal maintained in a manner to identify amounts disbursed either individually or totals referenced to abstracts or payrolls? Are pre-numbered checks used for all disbursements (other than petty cash)? Are all checks signed by the chief fiscal officer and co-signed if required? Ifchecks are signed electronically, is the signature stamp or software in the Are canceled checks or check images returned with bank statements and Are all unused checks properly controlled (blank check stock)?  custody and control of the chief fiscal offiçer?  NA  maintained on file?  Are checks recorded up-to-date?  Last Recorded Check: # 3107 Date 13-/3i/20 Amou568 Is the cash disbursements journal totaled and summarized monthly? Are payments supported by appropriate documentation? Consider comparing a sample ofdisbursements with supporting documentation.  D D  Office of the State Comptroller  26  Division of Local Government and School Accountability    Appendix C- General Recordkeeping Requirements for Chief Fiscal Officers continued  Cash Reconciliations Are bank accounts reconciled? By Whom? Anaika  YES NO D D  How Ofien?  Who Reviews/Verifes Them? Spaisr/larclya  Ay  Isthel bank reconciliation performed by aj person whose job duties do not include D maintaining either the cash receipts or disbursements journals or receiving or Is the bank reconciliation performed timely after the bank statement is received? M D  W  disbursing cash?  Last Bank Reconciliation for Each Bank Account  Bank Account  Date Performed  Month Ending December  General Fnd Chemmsk December 31,2000  Are reconciliations documented and available for review?  E D D D YES NO - D D YES NO D L D E YES NO V D  Does the reconciled bank balance agree with the cash balance recorded in the  accounting records? Receivables  Are receivable control accounts maintained?  Is there indication that the receivable control accounts are reconciled to the detail  subsidiary records? Investment Records  Is an investment record maintained? Ist the record complete and up-to-date?  Deposit Protection  Has the bank pledged adequate, eligible securities to protect deposits and investments (under the custody of the chief fiscal officer) that exceed FDIC  insurance protection?  Division ofl Local Government and School Accountability 27  Office of the State Comptroller    Appendix C- General Recordkeeping Requirements for Chief Fiscal Officers continued  Indebtedness Records  YES NO a D M D YES NO D D E D D D D D YES NO L D D  (This record is maintained by the clerk in certain local governments)  Isa an indebtedness register maintained? Ist the register complete and up-to-date?  Property Records  Are property records maintained? Are the records up-to-date?  Are all fixed assets included in the records?  Are physical inventories taken and compared to the records?  Financial Reporting  Are interim reports (budget/actual; trial balançes; etc.) prepared? Are the reports distributed to the governing board and department heads?  Does total year-end recorded cash agree with that reported in the annual financial D D  report? Payrolls  YES NO K D D M D  Are payrolls certifiedapproved by the appropriate official? lawful employment contracts, or board resolutions?  Are pay rates in accordance with collective bargaining agreements and other  Isl leave time accounted for? Comments and Conclusions  recors apeaL tobe done wlkep in oder,aad abe 6 Undeistind.  DmHGN- audit done IGRL  Office of the State Comptroller  28  Division of Local Government and School Accountability