Four of the seven exceptions require additional improvement. Three matters are pending year-end processes.

Transcription

1 EDGEWATER HIGH SCHOOL Four of the seven exceptions require additional improvement. Three matters are pending year-end processes. Audit Comment Audit Comment 1: Monies collected from outside the main office were not turned in to the school bookkeeper by the following day for certain collections. Management Response The bookkeeper will meet with all staff members during pre-planning and explain the OCPS policy for handling money and the expectations of money being turned in by the end of the business day. Follow Up Results We noted one monies collected form from those we sampled that was not forwarded to the bookkeeper in a timely matter. Audit Comment 2: A request for fund raising activity form was not approved for several fund raisers. In addition, sales reports were not completed for several fund raisers. Fundraising instructions are given by the bookkeeper at the beginning of the year during pre-planning week. We will continue to monitor this closely. A review of fundraisers indicated that those preparing the sales reports did not understand the need to identify the prices and quantities of items sold. Several reports were missing required documentation to explain losses that should be approved by the principal. Almost all of the reports reviewed had been prepared a day or two before our visit to the school, even though the fundraising events had taken place months prior. Sale reports should be prepared in a timely manner and should include all required documentation. Audit Comment 3: The June 2014 monthly reporting package did not contain a listing of inventory balances as of. Action will take place during the school year. Will report inventory on the end of the year reports. Pending: This procedure cannot be performed until year end.

2 Audit Comment 4: Assignment and accountability records were not completed properly. All missing receipts will have letter of explanation attached. Pending: Initial assignment records were noted. Final accountability occurs at year end. Receipts will be complete at year end. Audit Comment 5: Ticket sales reports were not completed for several football admission events. A ticket sales report, indicating the color and numerical sequence of tickets sold and the official receipt number must be completed for each admission event and be signed by the ticket manager and the bookkeeper. Audit Comment 6: There was no ticket inventory report for the athletic tickets. Currently all ticket sales reports are up to date. Currently all ticket inventory is up to date. We observed the ticket sales report for homecoming tickets. The report contained an error in the calculation of the number of tickets sold. In addition, the tickets were sold at 2 different prices. Different tickets should be used for each price point with the price printed on the ticket face. Pending: Beginning ticket inventory reports were reviewed. The summary of tickets sold and remaining ticket inventory cannot be completed until year end. Audit Comment 7: A check was not supported by a vendor invoice or receipt. Bookkeeper will make sure all staff return receipts or invoices. We noted one payment from those we sampled that did not have an invoice date. et

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5 Keene s Crossing Elementary School Eight of the ten findings showed improvement, one is deferred until year-end, one is still a finding and there is one new finding. Audit Comment Audit Comment 1: Subsidiary Receipts not in sequential order. Audit Comment 2: Fund raisers did not have sales reports generated. A sales report is required for each sales activity and is to be signed by the Principal. Audit Comment 3: Two of the twelve receipts sampled were late getting to the bank. They had at least a 10-day period between sub-receipt date and Official Receipt date; and at least a 6 day period between Official Receipt date and Bank Deposit date. Audit Comment 4: One group of Subsidiary Receipts was not completely filled out. The date was omitted when originally filled out. Audit Comment 5: One group of Subsidiary Receipts was not sequential. In Official Receipt 3090, the Subsidiary Receipt used were 38347, 38351, Management Response This was a huge confusion on my part as to exactly how the receipts should have been placed in order, I have consulted with Rose Denard and she has explained the proper way to file the receipts. We have conducted training to teachers on how to prepare a sales report-for fundraisers at their grade level meetings. Spoke with teachers about the importance of getting money to the bookkeeper in a timely manner, and holding money in their classroom is a violation and will result in discipline. Spoke with Teachers on filling out the subsidiary receipt completely before sending to the bookkeeper. Spoke with teachers that if they run out of one book of receipts they need to do two separate receipts in order for the receipts to remain in sequential order. Follow-up Results No exceptions were noted during the interim audit. No exceptions were noted during the interim audit. No exceptions were noted during the interim audit. Two of the sampled items did not have dates recorded on the Subsidiary Receipts. New Finding: Three of the Official Receipts did not list the Subsidiary Receipts number sequence accurately. No exceptions were noted during the interim audit.

6 Keene s Crossing Elementary School Eight of the ten findings showed improvement, one is deferred until year-end, one is still a finding and there is one new finding. and Each of these should have been given its own official receipt since they were not sequentially numbered. Audit Comment 6: One of the ten cash disbursements sampled did not have a Purchase Order/Purchase Requisition completed and approved before disbursement. Audit Comment 7: No Invoice or Receipt was found for one of the items tested. Audit Comment 8: The amount reimbursed to staff for end of year celebration included Florida sales tax. Audit Comment 9: The Assignment and Accountability form was not completed properly. The column totals were not calculated and it did not contain all the Subsidiary Receipts used for the year. Audit Comment 10: Journal Entries were not approved by the Principal. All journal entries need to be approved by Principal. Will make sure that we have a properly filled out requisition and invoice for each request. Will make sure that we have a properly filled out requisition and invoice for each requisition. Will make sure only to reimburse amount of charge and not sales tax. Starting off the new school year we made sure that all teachers signed out their receipts and properly added them to the accountability and assignment report. Make sure Principal signs all Journal Entries at the end of the day. No exceptions were noted during the interim audit. No exceptions were noted during the interim audit. No exceptions were noted during the interim audit. This test cannot be performed until yearend. The form was filled out for the beginning of the year. No exceptions were noted during the interim audit.

7 AUDIT RESPONSE MATRIX FISCAL PERIOD: 07/01/ /28/2015 DEPARTMENT/SCHOOL: ADMINISTRATOR/PRINCIPAL: DEPARTMENT HEAD/AREA SUPERINTENDENT: Exception Noted Management ResJ>onse Responsible Person (. Outcome Timeline What is? What should be? What needs to be done? Who needs to do it? When will the action be completed? What is the evidence of completion? Subsidian: ReceiRtS Not Although extensive training was Principal, bookkeeper, teachers The action will be completed ComRleted ProRerly done at the beginning of the year 4/30/15 and on going reminders Two of the sampled items did as well as a new bookkeeper via and staff newsletter not have dates recorded on the Subsidiary Receipts. hired, reminders will continued to be sent to teachers via , staff newsletter and in person. In addition, the bookkeeper has been reminded to review all record keeping prior to submission. Official ReceiRtS Not ComJ!leted Principal, bookkeeper, teachers ProRerly Teachers will be reminded of The action will be completed Three of the Official Receipts procedures as well as the 4/30/15 and on going reminders did not list the Subsidiary bookkeeper will be reminded to via and staff newsletter Receipts number sequence review all documents for accurately. accuracy.! IA092010

8 Liberty Elementary School 5 of 8 exceptions indicated improvement; 1 is pending end of year Audit Comment Audit Comment 1: A ticket sales report was not completed for the school dances. Audit Comment 2: Assignment and accountability records were not signed by the preparer. Audit Comment 3: The subsidiary receipts were not kept in sequential order. Audit Comment 4: Sales reports for the chocolate sale and Winter Dance were not signed by the principal. In addition, several sales reports did not indicate the corresponding official receipts. Audit Comment 5: Sales tax was not collected on concession sales. Concession sales are subject to state sales tax. Management Response A ticket sales report, indicating the color and numerical sequence of tickets sold and the official receipt number, will be completed for each admission event and be signed by the ticket manager and the bookkeeper. All assignment and accountability records will be signed by the person responsible for maintaining the records. Subsidiary receipts will be kept in sequential order to sequential order to provide an appropriate audit trail and inventoried at yearend. Sale reports will indicate the corresponding official receipts number. Each sales activity conducted will have a sales report and will be signed by the principal. Sales tax is computed on gross taxable sales and will be remitted to the Florida Department of Revenue. Follow-up Results No exceptions noted during interim audit. Pending: The Assignment and Accountability records were partially completed. This will be evaluated for completeness at year-end. No exception noted during interim audit. A review of nine Sales Reports for fundraisers and admissions/concession sales were signed appropriately. Sales tax was paid to the state of Florida but was not paid timely. Audit Comment 6: A ticket sales report for volleyball was not completed properly. In addition, completed ticket sales reports were not signed by the A ticket sales report will indicate the color and numerical sequence of tickets sold and the official receipt number will be completed for A review of four Ticket Sales reports were signed by the bookkeeper.

9 Liberty Elementary School 5 of 8 exceptions indicated improvement; 1 is pending end of year bookkeeper and often did not indicate the corresponding official receipt numbers. Audit Comment 7: There was no ticket inventory report for the Dance and Talent Show events. Audit Comment 8: The requisition and purchase order form for the check number 5629 was completed after the goods or services were purchased. each admission event and be signed by the ticket manager and the bookkeeper. All tickets will be accounted for on a ticket inventory report. A requisition and purchase order form will be completed each time an individual requests to make a purchase and will be approved by the principal prior to the purchase. One Sales Reports did not have the corresponding Official Receipt number(s) recorded. A review of the Valentine Dance Sales Report showed the ticket sales inventory. No exception noted for other ticket inventory reports for other events during interim audit. All in our sample of 10 disbursements had the PO completed and approved before disbursement. No exception noted during interim audit.

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11 Maitland Middle School Seven out of seven findings showed improvement; two additional findings were noted. Audit Comment Audit Comment 1: The requisition and purchase order form was completed after goods or services were purchased. It was noted that the date of the principal's approval was altered from January 29, 2014 to November 20, A requisition and purchase order form must be completed each time an individual requests to make a purchase and must be approved prior to the purchase. Internal accounts records should remain intact and not be altered in any fashion. Audit Comment 2: Check numbers 5836 and 6037 were not signed by the principal. All checks are to be signed by the principal. Audit Comment 3: Our review found official receipt #1155 totaling $1,415 was not turned in to the school bookkeeper by the following day. When comparing the subsidiary receipts issued by the teacher to the official receipt recorded in the system, a $30 shortage was discovered for this receipt. Audit Comment 4: Subsidiary receipts were not always issued as required. Official receipt #1396 totaled $476 but the subsidiary receipts only totaled $368. Management Response All purchase orders should be completed by each individual before the purchase of any good or service and approved by the principal. If the principal notes a receipt is dated for after the original date of approval when payment is being processed the principal cannot return to the original purchase order and alter it. All checks signed by the principal and the bookkeeper. All collections made outside of the school office shall be turned in to the school office no later than the next business day. The school bookkeeper must count and verify funds immediately upon receipt and in the presence of the remitter. A subsidiary receipt Assignment and Accountability record must be executed for each individual series of receipts. The school bookkeeper must count and verify funds immediately upon receipt and in the presence of the remitter. Follow-up Results No exceptions were noted for PO s written after the invoice date during the interim audit. There were 2 checks that were written for more than the approved Purchase Order (PO) amount. No exceptions were noted during the interim audit. All sampled checks were signed by Principal and the Bookkeeper. No exceptions were noted during the interim audit. A sample of 10 Official Receipts found all to be submitted timely to the bookkeeper and found no discrepancies between the Official Receipts and the supporting documentation. No exceptions were noted during the interim audit. A sample of 10 Official Receipts found no discrepancies between Official Receipts and supporting documentation.

12 Maitland Middle School Seven out of seven findings showed improvement; two additional findings were noted. Audit Comment 5: Eight deposits totaling $5,294 were not deposited in the school safe in a timely manner. Audit Comment 6: A Ticket Inventory Report or Certification statement was not maintained for the Halloween dance and Movie night admission events. We also noted that the wristbands that were used for admission were not pre-numbered or pre-priced. Audit Comment 7: Cash in the amount of $100 was given to a student for being the top seller for the Chorus coupon book fundraiser. Funds collected from any source are to be deposited promptly the day collection with the school bookkeeper, along with required source documents. When the bookkeeper is not available, the administration must ensure that reasonable access to the safe is provided to other staff members for making deposits. Deposits should be processed promptly for the next scheduled pickup by the armored car. Admission events must use pre-numbered tickets with the price of the event on the ticket. A Ticket Inventory Report must be filed with the records for audit. School Board policy requires approved prenumbered checks to be used as the means of disbursing funds. No exceptions were noted during the interim audit. A sample of 10 Official Receipts found all to be submitted timely to the bookkeeper. Ticket Sales Report was generated for ticketed events. The Official Receipt number was not recorded on the Ticket Sales Report or the Sales Report for two admission events tested. No exception was noted during our interim procedures.

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14 PALM LAKE ELEMENTARY SCHOOL Twelve (12) of the fifteen (15) findings indicated improvement. One finding still needs improvement and (2) findings will be evaluated at year-end. Three additional findings were noted. Audit Comment Audit Comment 1: The monthly bank reconciliations for September 2013, October 2013, and November 2013 were not completed in a timely manner. Audit Comment 2: The fund balance appears excessive as of. Audit Comment 3: The KG-Lucas Butterfly Garden and the 5 th Grade FT accounts had deficit balances. Audit Comment 4: Several journal entries were not supported by a journal entry report and several journal entries were not signed by the Principal. Audit Comment 5: The bank reconciliation for bank reconciliation found 5 checks totaling $ that were outstanding for more than 6 months. Audit Comment 6: One official receipt was issued for collections from multiple sources. Management Response All bank reconciliations will be submitted in a timely manner. All money collected during the current school year will be expended on the students during the school year. All accounts will be kept in a positive balance during the school year. All journal entries will have back up support and signed by the Bookkeeper and Principal. All checks over six months will be followed up on or voided. Receipts should be issued for individual deposits. Follow Up Results All bank reconciliations during the July 2014 through February 2015 period were submitted to the Finance Department timely. Pending: The fund balance still appeared to be excessive as of February 28, The balance will be evaluated at fiscal year-end. A review of the Year to Date Report disclosed one deficit balance as of February 28, 2015, but this was cleared in March All Journal Entries that we reviewed were supported by a form that was approved/signed by the Principal. A review of the February 28, 2015 bank reconciliation showed no outstanding checks greater than 6 months. A review of the Receipts Register disclosed receipts were issued for individual collections.

15 Audit Comment 7: The subsidiary receipts were not kept in sequential order. Audit Comment 8: Deposit slips were not numbered. Audit Comment 9: Bank deposits were not deposited timely in the drop safe. Audit Comment 10: Twenty (20) Subsidiary receipts could not be located. Audit Comment 11: Assignment and Accountability records to account for pre-numbered subsidiary receipts were not completed properly. Audit Comment 12: During the period of February 13, 2013 through March 23, 2013, there were no deposits in the bank. Audit Comment 13: Request for fund raising forms and sales reports were not completed for any fund raising activities. Audit Comment 14: The requisition and purchase order form for 2 disbursements were completed after the goods or services were purchased. All subsidiary receipts will be kept in numerical order and filed under each book number issued. All deposit slips will be numbered as required. Money will be dropped in the drop safe in a timely manner. All subsidiary receipts will be accounted for and filed properly for auditing purposes. Any missing receipts will have the proper back up documentation. An Assignment and Accountability log has been completed to sign out receipt books to all teachers/staff. All money collected will be counted and batched and ready for Dunbar pick up when scheduled. All fundraisers will be approved by the Principal in advance. All purchases will be approved and have an attached quote before purchases are made. Purchases will not Subsidiary receipts were maintained in numerical sequence. Deposit slips that we reviewed were numbered. There was one instance in September 2014 where funds were not deposited timely to the school safe. Subsidiary receipts were available for review. Pending: Assignment and Accountability records for subsidiary receipts were partially completed. We will evaluate completeness at fiscal year-end. A review of the Bank Statements and Dunbar log showed deposits on a regular basis. A Request for Fund Raising Activity form and Sales Report were completed for an Art fundraiser. A review of 10 disbursements found 1 requisition and purchase order form that was approved by the Principal after the invoice date.

16 Audit Comment 15: Four disbursements were not supported by a requisition and purchase order form. be made without prior approval by the Principal. All checks will have supporting documentation and have prior approval before making the purchase. All disbursements that we reviewed were supported by a requisition and purchase order form. We noted an instance where state sales tax was paid on an exempt purchase. We noted two instances where monies collected by staff members were not deposited with the bookkeeper in a timely manner. A donor letter was not on file to support posting an OCPS Foundation check totaling $ to the Principal s Discretionary account.

17 ..., AUDIT RESPONSE MATRIX FISCAL PERIOD: _ DEPARTMENT/SCHOOL: ADMINISTRATOR/PRINCIPAL: DEPARTMENT HEAD/AREA SUPERINTENDENT: Exception Noted Management Response Responsible Person Outcome Tim eli ne What is? What should be? What needs to be done? Who needs to do It?. When will the action be completed? What is the evidence of completion? The fund balance still appeared Wlll evaluate at year end. Principal/Bookkeeper June 30, 2015 to be excessive as of February 28, The balance will be evaluated at year end. Assignment and Accountability Will be completed at year-end Bookkeeper June 30, 2015 records for subsidiary receipts when au receipts books are were partially completed. We returned. will evaluate completeness at iiscal year-end. A review of 10 disbursements All Purchases will be approved Bookkeeper Immediately I found I requisition and purchase by the Principal before orders order form that was approved by are placed. the Principal after the invoice date. We noted an instao.ce where state Sales tax on exempt purchases Bookkeeper Immediately sales tax was paid on an exempt will not be paid. purchase. IA092010

18 ... We noted two instances where Faculty and staffwill be notified Princ:ipal will send out an Immediately monies collected by staff that all money collected during to all faculty and staff and talk members were not deposited the day must be deposited befor e about this during teacher with the bookkeeper in a timely leaving campus. meetings. manner A donor letter was not on file to PTA will issue a letter stating Bookkeeper Within the next week. support posting an OCPS that the check though originally Foundation check totaling was earmarked years ago for $ to the Prin cipal's tecbno.logy should be deposited Discretionary account. into the Principal's Discretionary account. ;~ ;;--ij, IA092010

19 ROSEMONT ELEMENTARY SCHOOL One of the five exceptions still requires attention. We also noted two new findings during our interim review. Audit Comment Management Response Follow Up Results Audit Comment 1: Deposit slips were not numbered. Make sure each Deposit slip is numbered. All deposit slips will be manually numbered and logged for each deposit. Our interim review of deposit slips revealed that deposit slips are being numbered as required. Audit Comment 2: Certain monies collected forms did not indicate the total cash collected and the total checks collected. Audit Comment 3: A purchase order register could not be located for the months of July through October Audit Comment 4: The requisition and purchase order forms for certain checks were not signed by the principal. Make sure each monies collected form should have each cash and checks collected on the appropriate area. For all cash collected and checks collected amounts are written in the proper area on each form(s) separately. Make sure each purchase order register is signed by principal prior to purchase. Requisition and purchase orders will be signed by the principal prior to purchase. A review of monies collected forms showed that procedures were not followed. Funds collected by staff members were delayed to the bookkeeper. New Finding: The school is putting form donation letters in its files. These letters are all identical and are not signed by the donor (there is a typed name in the signature section of the letter). Donation letters should be specific to the donor and conditions of the donation and should have an actual signature from the donor. We noted that a purchase order register is being maintained by the Bookkeeper. We noted no exceptions in our test of disbursements at the interim date. New Finding: Need to void checks over 180 days

20 Audit Comment 5: The invoice for a check could not be located. Each invoice will be attached to requisition and purchase orders for each purchase. We noted that invoices were on file for the purchases we tested at interim.

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22 TIMBER CREEK HIGH SCHOOL Six (6) of the seven (7) findings indicated improvement. One (1) finding still needs improvement. Five additional findings were noted. Audit Comment Audit Comment 1: Monies collected are not being turned in to the Bookkeeper in a timely manner. Audit Comment 2: A year-end inventory for locks was not completed. Audit Comment 3: Three official receipts for donations did not have supporting documentation. Audit Comment 4: A request for fund raising activity form did not have proper signature authorization. Audit Comment 5: Ticket inventory reports and ticket sales reports were not completed for Homecoming and Prom dances. Management Response All external collections should be turned in to the Bookkeeper by the end of the day. Teacher will be notified again of proper procedures. Teacher who is in charge of locks will complete an inventory yearly. All donations will have supporting documentation. Teacher will be notified again of proper procedures. All fund raising activity forms will be signed by an administrator prior to fund raising activity. A ticket sales report will be filled out for all ticketed school activities. Ticket reports completed were unacceptable by auditor this year. Follow Up Results A review of 10 receipts found: Three exceptions where monies collected by staff were not turned in to the Bookkeeper in a timely manner. Band collections were exchanged between individuals without proper receipting. An inventory report with beginning inventory and sales was available. All receipts that we reviewed had adequate supporting documentation. A cursory review found Request for Fund Raising Activity forms signed with proper signature authorization. Ticket Inventory and Sales Reports were completed for the Homecoming event. However, we noted the following exception:

23 Audit Comment 6: Goods and services were purchased before a purchase order was approved. A purchase order needs to be approved prior to any goods or services purchased. Teacher will be notified again of proper procedures. The ticket sales report showed $67,655 in sales but the SGA account shows only $65,167 deposited. No explanation for the $2,488 shortage was noted. We also noted that the same tickets were sold at 3 different prices ($65, $70 and $75) and were not prepriced. Prom event is scheduled for April 25, 2015 Our review of 10 disbursements found Purchase requisitions were approved before the invoice date. Two exceptions where a Prop-2 form was not completed for tangible personal property items with an acquisition value of $5,962. Exceptions: Staff welcome back breakfast paid from the Parking Decal account (7451) is an improper expenditure. A school employee was paid a $100 to be an Event Manager for an Athletic event. The Assistant Principal signs all Purchase Orders, Checks and Fundraiser documents. Audit Comment 7: A cancelled check could not be located. All cancelled checks will be filed in numerical order and accounted for. Cancelled checks were filed in an organized manner and were available for review.

24 ~ Audit Response Matrix Department/School:Timber Creek High School Administrator/Principal: Dr. Gabriel Berrio {/~ _,-_;C\ ~ Area Supervisor/Assoc. Superintendent: Dr. Anna Diaz c A-?7 / { ~ ';( J Fiscal Period: 2014~2015 ~ ~ \_'--' Exception Noted Management Response Responsible Person Outcome Timeline I What is? What should be? What needs to be done? Who needs to do it? When will action be completed? What is the evidence of completion? Monies collected forms were not All money collections should be Teachers,Sponsors, and Immediately. Principal has drafted turned in to the Bookkeeper in a turned in to the Bookkeeper by Bookkeeper. a directive letter that the Teachers or timely matter. the end of the day. Sponsors are required to sign indicating their error. Band collections were not receipted All collections need to have Teacher,Sponsors and Immediately. The receipts are being properly by sponsors. proper receipting by sponsors. Bookkeeper. submitted with proper signatures. Prop 2 forms were not filled out. Prop 2 forms need to be Teacher,Sponsors and Immediately. Prop 2 forms have already Prop 2 forms need to be filled out for submitted to receive an Bookkeeper. been completed and control tags issued. L-. items over $1, inventory control tag ~

25 Audit Response Matrix Department/School: Timber Creek High School - Administrator/Principal: Dr. Gabriel Berrie ( L\ 1\ \ Area Supervisor/Assoc. Superintendent: Dr. Anna U1ai' ( (:;;t/ if lv\ l Fiscal Period: '-----i_ l7 \J ~ Exception Noted Management Response Responsible Person Outcome Timeline What is? What should be? What needs to be done? Who needs to do it? When will action be completed? What is the evidence of completion? Ticket Sales Report for Homecoming An accurate account of all Teachers,Sponsors, and Immediately. Principal has Tickets showed a discrepancy. monies received needs to be Bookkeeper. drafted a letter for Sponsor to sign. completed daily. Staff breakfast was was paid out Need to be aware of the OCPS Bookkeeper and Principal Immediately. Bookkeeper has re-read the of an improper account. policies regarding staff OCPS policies regarding expenditures expenditures. from accounts. A school employee was paid out of No OCPS employee is to ever Bookkeeper Immediately. No OCPS employee internal accounts for services. be paid out of internal accounts shall be paid out of internal accounts for services. for services rendered

26 Audit Response Matrix Department/School: Timber Creek High School Administrator/Principal: Dr. Gabriel Berrio { A L 7 L-.=- //1 /'l Area Supervisor/Assoc. Superintendent: Dr. Anna Diaz ( (.A'( /// ~ \.._..., Fiscal Period: Exception Noted Management Response Responsible Person Outcome Timeline What is? What should be? What needs to be done? Who needs to do it? When will action be completed? I What is the evidence of com!)letion? I Assistant Principal signed all Principal must sign all Bookkeeper and Principal Immediately. Principal has signed all ~ ~ ~----- I Purchase Orders, Checks and Purchase Orders, Checks and Purchase Orders, Checks and I Fundraiser documents. Fundralser documents. Fundraiser documents. -- I I ' ~-....;i\ ~:

27 UNIVERSITY HIGH SCHOOL Six (6) of the seven (7) findings indicated improvement. One finding still needs improvement and (1) additional finding was noted. Audit Comment Audit Comment 1: A request for fund raising activity form was not approved for several fundraising activities. A sales report was not completed or was not completed properly for several fundraising activities. Audit Comment 2: State sales tax was not paid to the vendor or remitted to the Department of Revenue. Management Response A request for fund raising activity form will be prepared for all fund raising activities conducted by the school. A sales report will be required for each sales activity conducted and will be signed by the Principal. Sales tax will be computed and remitted to the Florida Department of Revenue. Follow Up Results The Request for Fund Raising Activity forms were approved. The AVID candy sale had a loss in sales potential of $1, complimentary units from the vendor were not considered in the inventory and sales calculation. The Girls Volleyball chocolate fundraiser receipts were not posted in the accounting system promptly. Official Receipt #10325 totaling $257 received on March 16, 2015 was not recorded until April 2, We noted one instance where sales tax was not remitted to the vendor for the International Baccalaureate Poinsettia sale. Tax was subsequently transferred to the Sale Tax account. The school is calculating and remitting state sales tax to the Department of Revenue each month. Audit Comment 3: Monies collected from outside the main office were not turned in to the school bookkeeper by the following day. All external collections will be turned in to the bookkeeper by the following day, regardless of amount. A review of 10 receipts found collections were turned in to the Bookkeeper in a timely manner. Monies were not deposited in the School Safe in a timely manner.

28 Audit Comment 4: The monies collected form for official receipt #4861 and #6446 were not dated by the teacher/sponsor. Audit Comment 5: Annual passes for athletic events were sold, printed, and issued daily at the beginning of each athletic season. The passes were not accounted for with pre-numbered tickets or subsidiary receipts. Audit Comment 6: There were no ticket inventory reports for tickets. Audit Comment 7: The requisition and purchase order for check #8899 was completed after the goods or services were purchased. Monies Collected forms will be completed with official receipt numbers, subsidiary receipt numbers, total cash and total checks collected and will be signed by the Bookkeeper and the Teacher/Sponsor. A receipt will be issued and a sales report will be completed. All tickets must be accounted for on a ticket inventory report. A requisition and purchase order form must be completed each time an individual requests to make a purchase and must be approved by the principal prior to the purchase. A review of 10 receipts found 1 instance where the monies collected form was not dated by the Teacher. A cursory review of other monies collected forms indicated that they were dated by the teacher. Subsidiary receipts were issued for all Athletic Passes collections. Ticket Inventory reports were available for review and were partially completed with beginning inventory information. Complete reports will be prepared later in the year. Our review of 10 disbursements found all Purchase Order Requisitions were approved by the Principal or Assistant Principal before the goods or services were purchased.

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30 WOLF LAKE MIDDLE SCHOOL FOLLOW-UP REPORT One exception requires additional attention. Audit Comment Management Response Follow Up Results Audit Comment 1: There was no ticket inventory report for the athletic tickets. All tickets must be accounted for on a ticket inventory report. Audit Comment 2: A ticket sales report was not fully completed for the FFA Dinner, Volleyball or the Basketball Game admission events. A ticket sales report must be completed for each admission event and be signed by the ticket manager and the bookkeeper. Audit Comment 3: The requisition and purchase order forms for the following checks were completed after the goods or services were purchased. A requisition and purchase order form must be completed each time an individual requests to make a purchase and must be approved by the principal prior to the purchase. Audit Comment 4: A certification statement was not completed for the tickets produced in house. The sponsor of the event and principal must sign a certification statement indicating the series and price of the tickets produced in house. Audit Comment 5: Use tax on the items held for resale was not calculated and remitted to the Department of Revenue. Use tax is computed on the cost of The ticket inventory report will be completed and turned in to the bookkeeper after all games. At the time of every game or activity where tickets are used a ticket sales report must be turned in to the bookkeeper. The approval date must be prior to the purchase order date. Signed and dated by the principal. If in house tickets are used for an event, a signed certification statement must be signed by the sponsor and the principal. Tax needs to be paid upfront on the merchandise or added to the cost per item sold. A review of ticket inventory reports revealed that reports were prepared, however a revised report is requested from the ticket manager to verify the series reflected on reports. The ticket sales reports we reviewed were prepared in compliance with procedures. A review of seven purchase orders indicated that the approval for the purchases occurred on the same date as the purchase. One invoice was received prior to approval of the purchase requisition. Not applicable as no in house tickets were used. Florida Department of Revenue account was established; no sales to report as of the interim date of our review.

31 untaxed items for resale and should be remitted to the Florida Department of Revenue as required. Audit Comment 6: Check number 5815 for $87.00 was an improper expenditure made from the General account for select students. All expenditures from the General account should be for the benefit of the entire student body. Make sure that if General funds are used for students, that all students are included. We noted no expenditures from the General account during our interim review that were not for the benefit of the entire student body.

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