Internal Accounts Fiscal Year 2013 Year-End at a Glance Purchase Requisition Input - last day to input for: Petty Cash requisition District reimbursement All other requisitions Critial Needs Purchase Request- First day to submit Purchase Requisition Approval - last day to approve (noon) Encumbrance Review - Request to close PO s Blanket Purchase Orders - closed Unapproved Purchase Requisitions - deleted Purchase Order Close FY13 Last Day Critial Needs Purchase Request- Last day to submit (noon) Receiving in FY13 Bookkeeper - last day to receive in FY13 Crosspointe Access Change the Default Year to FY13 FY13 Closed FY13 Reopened for June Month End Close First Day Available for FY14 Last Day FY13 is available for update Purchase Order Roll - FY13 POs available for Rec in FY14. Month End Reports - due to School Accounting for: June 2013 month end approval General Ledger Roll Balances available in FY14 Fri Mon Fri Mon Mon Mon 6/21 6/24 6/28 7/8 7/15 7/22 SA; 6/3/2013
STANDARD FORM TO CONFIRM ACCOUNT BALANCE INFORMATION WITH FINANCIAL INSTITUTIONS CUSTOMER NAME We have provided to our accountants the following information as of Financial Institution s Name and Address the close of business on June 30, 2013 regarding our deposit and loan balances. Please confirm the accuracy of the information, noting any exceptions to the information provided. If the balances have been left blank, please complete this form by furnishing the balance in the appropriate space below.* Although we do not request or expect you to conduct a comprehensive, detailed search of your records, if during the process of completing this confirmation additional information about other deposit and loan accounts we may have with you comes to your attention, please include such information below. Please use the enclosed envelope to return the form directly to our accountants. 1. At the close of business on the date listed above, our records indicated the following deposit balance(s): ACCOUNT NAME ACCOUNT NO. INTEREST RATE BALANCE* 2. We are directly liable to the financial institution for loans at the close of business on the date listed above as follows: ACCOUNT NO./ DESCRIPTION BALANCE* DATE DUE INTEREST RATE DATE THROUGH WHICH INTEREST IS PAID DESCRIPTION OF COLLATERAL (Customer s Authorized Signature) (Date) The information presented above by the customer is in agreement with our records. Although we have not conducted a comprehensive, detailed search of our records, no other deposit or loan accounts have come to our attention except as noted below. (Financial Institution Authorized Signature) (Date) (Title) ECEPTIONS AND/OR COMMENTS Please send copy of signature card as of 6/30 and 7/15 Please return this form directly to our accountants: *Ordinarily balances are intentionally left blank if they are not available at the time the form is prepared. McGladrey LLP 7351 Office Park Place Melbourne, FL 32940 Approved 1990 by American Bankers Association, American Institute of Certified Public Accountants, and Bank Administration Institute.
STANDARD FORM TO CONFIRM ACCOUNT BALANCE INFORMATION WITH FINANCIAL INSTITUTIONS 1 School Name CUSTOMER NAME We have provided to our accountants the following information as of Financial 2 Bank Name & Address Institution s Name and Address the close of business on 3 June 30, 2013 regarding our deposit and loan balances. Please confirm the accuracy of the information, noting any exceptions to the information provided. If the balances have been left blank, please complete this form by furnishing the balance in the appropriate space below.* Although we do not request or expect you to conduct a comprehensive, detailed search of your records, if during the process of completing this confirmation additional information about other deposit and loan accounts we may have with you comes to your attention, please include such information below. Please use the enclosed envelope to return the form directly to our accountants. 1. At the close of business on the date listed above, our records indicated the following deposit balance(s): ACCOUNT NAME ACCOUNT NO. INTEREST RATE BALANCE* 4 5 Bank Account Name(s) Bank Account #(s) LEAVE BLANK LEAVE BLANK Examples: Gov t Adv. Interest Checking Money Market 2. We are directly liable to the financial institution for loans at the close of business on the date listed above as follows: ACCOUNT NO./ DESCRIPTION BALANCE* DATE DUE INTEREST RATE DATE THROUGH WHICH INTEREST IS PAID DESCRIPTION OF COLLATERAL 6 Bookkeeper Signature Date (Customer s Authorized Signature) (Date) The information presented above by the customer is in agreement with our records. Although we have not conducted a comprehensive, detailed search of our records, no other deposit or loan accounts have come to our attention except as noted below. LEAVE BLANK (Financial Institution Authorized Signature) (Date) (Title) ECEPTIONS AND/OR COMMENTS 7 Bookkeeper e-mail address Please send copy of signature card as of 6/30 and 7/15 ****DO NOT BRING THIS FORM TO YOUR BANK**** Complete and send to School Accounting no later than June 15th
Fiscal Year Audit: 6/30/2013 School: SCHOOL BOARD OF BREVARD COUNTY BANK SIGNATURE AND SAFE COMBINATION AUTHORITY Describe the procedures you would take to change the safe combination / key: List the individuals who currently have authority to sign internal funds checks: NAME TITLE List the individuals who have the combination / key to the safe and / or vault: NAME TITLE List the individuals who are currently in the following positions along with the date they started in this position: Name Date Principal Bookkeeper List the individuals who were previously in the following positions and the date the position was vacated only if turnover occurred during FY13: Principal Bookkeeper Name Date Signature of Principal: Date: Comments: Reference - Safe Procedures (Internal Funds Manual Chapter 4)
Manatee & AS400 - FY13 Year-End Checklist Manatee Reports - no later than MAY 17, 2013 Reports from MANATEE (ECLUDES GO LIVE 7/1/12 group) Print and send a copy of the following journals/reports to School Accounting NO LATER THAN MAY 17, 2013 (print these journals/reports from July 1, 2012 through the last day of the last month you were in Manatee) Principal's Report (signed) Bank Statement Bank Reconciliation Cash Receipts Journal Disbursements Journal Transfers Journal Adjustments Journal Purchase Order Status Report (signed) Voided Check List 1-time Vendor Check Report Public Relations General Ledger School Store General Ledger All Rental General Ledgers (example: band uniform rentals, orchestra rentals, strings rentals, etc.) INTERIM AUDIT SCHOOLS - No Later than June 10, 2013 Reports from AS400/CrossPointe Print and send a copy of the following registers/reports to School Accounting (print these reports from July 1, 2012 through May 31, 2013 - periods 1-11) Principal's Report (signed) Purchase Order Report (signed) Deposit Register Check Register Void Register Journal Entry Report (Transfers & Adjustments) Public Relations General Ledger School Store General Ledger All Rental General Ledgers (example: band uniform rentals, orchestra rentals, strings rentals, etc.) Prior to June 15, 2013 Other Send a completed Bank Signature and Safe Combination Authority Form to School Accounting Prior to June 21, 2013 Requisitions ALL requisitions for FY13 must be entered by the close of business on June 21, 2013 Prior to June 28, 2013 Receivers - F822 Receive on all P.O.'s with items received on or before 6/28/13 Un-posted Invoices Review unposted invoices in AS400 on the F201 panel Encumbrance Review Contact Purchasing to close all outstanding purchase orders that need to be closed Deposits Verify all deposits are taken to the bank by Friday June 28th before the bank's cutoff time GSF - General Service Fund projects Send a check to Sharon Hartford, Accounting Services, for all monies deposited in project #607030 - #607033 and #607035 Send a check to ESF, Attn: Louise Joyal, School Aged Child Care, for all monies deposited in project #607034 Rev 5/1/13 SA2013 page, 1 of 3
Manatee & AS400 - FY13 Year-End Checklist cont. Returned (NSF) Checks If you prefer to start the new fiscal year with a zero balance: Verify the proper attempts have been made to collect on any returned checks still outstanding and create adjustments to write off the checks (with principal approval) If you prefer to start the new fiscal year with a balance and still try to collect on these checks: Verify that the Accounts Receivable - NSF account total in AS400 matches with the actual check total on hand and that you have proper documentation to show the collection attempts being made Petty Cash / Change Fund Replenish the petty cash Redeposit any change funds that will be idle during the summer Negative Balances Clear up any negative balances in AS400 Other Send a completed Standard Form to Confirm Account Balance Information with Financial Institution Interest Verify all interest is recorded in AS400 (checking, savings, money market, and CDs) Deposits Verify all deposits/monies collected forms have been entered and posted in AS400 Balance June Bank Statement After receiving your bank statement(s) - balance in AS400 as you normally would Send BALANCED Bank Reconciliation sheet and appropriate documents to School Accounting Send the following additional copies to School Accounting: 2 copies of the bank reconciliation (including Outstanding Check Report & Outstanding Deposit Report 2 copies of the signed bank statements for all accounts (checking, savings, CD's, etc.) (Call or e-mail School Accounting ASAP if you are unable to balance) After balancing the June bank statement: Checks and Balances Print the first seven reports on the Monthly Financial Report Checklist and complete month-end process. Send checklist with attached reports to School Accounting by Monday, July 15, 2013 Principal's Report Send one (1) additional signed copy to School Accounting Reports Prior to June 28, 2013 cont. July 8, 2013 thru July 15, 2013 cont. Print and retain in your files all reports normally printed at the end of the month YEAR-END AUDIT SCHOOLS - No Later than July 10, 2013 Reports from AS400/CrossPointe Print and send a copy of the following registers/reports to School Accounting (print these reports from July 1, 2012 through June 30, 2013 - periods 1-12) Principal's Report (signed) Purchase Order Report (signed) Deposit Register Check Register Void Register Journal Entry Report (Transfers & Adjustments) Public Relations General Ledger School Store General Ledger All Rental General Ledgers (example: band uniform rentals, orchestra rentals, strings rentals, etc.) Rev 5/1/13 SA2013 page, 2 of 3
Manatee & AS400 - FY13 Year-End Checklist cont. After balancing the June bank statement and completing the checks & balances General Ledgers Print the 4th quarter general ledger from periods 1-12 for all accounts in AS400 (Principal signs all accounts unless sponsors are available to sign) Verify all 3 previous quarters are printed, signed, and on file GO LIVE July 1, 2012: 1st thru 4th Quarter general ledgers will be printed from AS400 If your GO LIVE date was after July 1, 2012 be sure to have the general ledger(s) printed from Manatee as well. GO LIVE September 1, 2012: 1st Quarter general ledger: Manatee GL for period 7/1/12-8/31/12; AS400 GL for period 9/1/12-9/30/12 2nd Quarter general ledger: AS400 GL for period 9/1/12-12/31/12 3rd Quarter general ledger: AS400 GL for period 9/1/12-3/31/13 4th Quarter general ledger: AS400 GL for period 9/1/12-6/30/13 GO LIVE November 1, 2012: 1st Quarter general ledger: Manatee GL for period 7/1/12-9/30/12 2nd Quarter general ledger: Manatee GL for period 7/1/12-10/31/12; AS400 GL for period 11/1/12-12/31/12 3rd Quarter general ledger: AS400 GL for period 11/1/12-3/31/13 4th Quarter general ledger: AS400 GL for period 11/1/12-6/30/13 GO LIVE February 1, 2013: 1st Quarter general ledger: Manatee GL for period 7/1/12-9/30/12 2nd Quarter general ledger: Manatee GL for period 7/1/12-12/31/12 3rd Quarter general ledger: Manatee GL for period 7/1/12-1/31/13; AS400 GL for period 2/1/13-3/31/13 4th Quarter general ledger: AS400 GL for period 2/1/13-6/30/13 GO LIVE April 1, 2013: 1st Quarter general ledger: Manatee GL for period 7/1/12-9/30/12 2nd Quarter general ledger: Manatee GL for period 7/1/12-12/31/12 3rd Quarter general ledger: Manatee GL for period 7/1/12-3/31/13 4th Quarter general ledger: AS400 GL for period 4/1/13-6/30/13 All items highlighted in gray MUST be sent to School Accounting by their respective due dates Rev 5/1/13 SA2013 page, 3 of 3
Audit Checklist School: Date: 1 Transfers and Adjustments Filed in numerical order Entry Number Signed by Principal Supporting Documentation attached Properly done as either Transfer or Adjustment 2 Monies Collected Forms / Cash Receipts / Deposits MCF signed by sponsor/teacher Date money collected by sponsor/teacher MCF signed by bookkeeper Date money received by bookkeeper AS400 Cash Receipt # listed Cash or Check selected for each item listed and check # listed for each check Source/purpose of collection listed Total for deposit listed Official cash receipt attached or official cash receipt # written on MCF $ amt on bank deposit slip matches MCF(s) Yellow copy of deposit slip and bank receipt attached 3 Disbursements / Purchase Orders Check stubs are in numerical order Purchase order: attached to check stub approved by principal when amount changed by 20% or more Invoices and/or other supporting documentation attached 4 Ticket Sales All tickets are accounted for on a Ticket Control Sheet A separate Ticket Control Sheet is used for each roll of tickets on hand Report of Tickets Sold forms: on file for every time tickets are sold signed by ticket seller signed by bookkeeper include cash receipt # include date received attached to corresponding monies collected form Excess tickets are easily locatable 5 General Ledger Review (quarterly) 1st Quarter All pages have been signed by the sponsor and are accounted for 2nd Quarter All pages have been signed by the sponsor and are accounted for 3rd Quarter All pages have been signed by the sponsor and are accounted for 4th Quarter All pages have been signed by principal / sponsor and are accounted for
Audit Checklist School: Date: 6 Voided Checks Signature block removed on all voided checks Filed in numerical order 7 Returned Checks Returned checks on hand equal balance on Principal's Report, Trial Balance, Balance Sheet and NSF spreadsheet An effort is being made to collect on all returned checks All efforts to collect are being notated At least three attempts are being made before checks are written off 8 Capitalized Assets Property purchase forms were filled out and sent to property control for all Capital purchases from internal funds of $1,000 or more 9 Fundraisers Authorization forms: on file for each fundraiser signed by principal signed by teacher/sponsor Reconciliation form: on file for each fundraiser signed by principal signed by teacher/sponsor reviewed by bookkeeper for accuracy general ledger attached 10 Yearbooks Reconciliation form: on file signed by principal signed by teacher/sponsor signed and reviewed by bookkeeper for accuracy general ledger attached balance to zero Yearbooks on hand are easily locatable 11 Interest (posted at least quarterly) Savings interest has been recorded in AS400 Money market interest has been recorded in AS400 Certificate of Deposit interest has been recorded in AS400 AS400 balances on all investments match bank balances 12 Safe Logs Safe Accountability Log completed and located near safe Safe Combination Changes Log completed and located near safe
Audit Checklist School: Date: 13 Petty Cash / Change Fund Petty Cash is in a locked box in the safe Change Fund is in a locked box in the safe 14 Logs Safe Accountability Log Safe Combination Changes Log Mail Receipts Log Official Receipt Books Log 15 PTO/Booster For each outside PTO/Booster the Principal has on file: Cooperative Organization Annual Report By Laws IRS Tax Exemption Status Corporate Charter (if applicable) 16 Outstanding Checks Copy of outstanding check letter on file for checks more than 6 months outstanding A second copy on file for checks more than 1 year old