District Resource Guide - Polk County School District

fundraiser, the boosters must sign the contract, deposit the money in
their bank account, be sure the invoice is in their name, pay the
invoice from their bank account and their members must do all of
the collection of money.
5. Procurement Card
a. Insufficient receipts to support purchases. You want to be sure you
have invoices that prove what you purchased.
b. Split purchases exceeding the $500 limit ($250 for Title I). This is
circumventing policy.
c. User’s name/signature and/or date not on the monthly report. This
is part of the district’s internal controls over the use of procurement
cards.
What can go wrong?
Ultimately the use of the procurement card could be limited or the card could be
cancelled.
6. Payroll
a. Payroll entries on SAP not approved by the principal. Principal
is responsible for approving his staff’s payroll.
b. SAP posting errors and omissions
1) Absences not recorded in SAP
2) Wrong date or type of leave posted to SAP
3) Excess Compensatory time recorded in SAP- Secretary
enter the hours, SAP calculate time and a half when
appropriate.
4) Excess leave charged to employee on SAP, i.e. employee
was at work, but charged leave.
5) Absence code for leave without pay not entered in SAP
resulting in employee receiving a paycheck, so employee
was overpaid.
6) Absences not posted timely to SAP. Often, when
absences are not routinely posted as they occur, they
are never posted.
7) Compensatory time earned and used not posted to SAP.
c. Employees working outside their normal work time.