Single Audit Report Fiscal Year Ended June 30, 2012 - State ...

State of GeorgiaSchedule of Prior Year Findings and Questioned CostsFor the Fiscal Year Ended June 30, 2012Finding Control Number: FS-484-11-01ACCOUNTING CONTROLS (OVERALL)GENERAL LEDGERDeficiencies in Other Funds LedgersWe concur with the finding. The Department is writing new policies and procedures for the recording of Other Funds(including Local Participation Revenue) and Fund Source Redistribution (clean-up of fund source balances for OtherFunds/Reserves). In addition, the Department has hired a consultant to review existing fund source balances for OtherFunds/Reserves and make corrections to record Other Funds in accordance with the Accounting Procedures Manual of theState of Georgia. However, much of the prior year data has been stripped and archived by the State Accounting Office soclean-up efforts will take considerable time to complete.Finding Control Number: FS-484-11-05EXPENSES/EXPENDITURES AND LIABILITIESDeficiencies in Project Closeout ProceduresThe Department concurs with this finding. The Department will develop and implement monitoring procedures that enablemanagement to identify and investigate any delays in the completion of project closeout procedures and evaluate the statusof inactive projects in a timely manner.Finding Control Number: FS-484-11-09CAPITAL ASSETSInadequate Capital Asset Records - LandWe concur with the finding. GDOT currently maintains detailed actual cost for land, in an Access database. The source ofthis cost data is the accounts payable lines recorded in Teamworks, the state's financial accounting system. At the time thisfinding was issued, Teamworks did not provide the fields necessary to capture and record the description, location, parceland acreage, for the purchase of land at the time of payment. This information is available in paper form and is tracked inseparate databases.The Department is actively engaged in resolving this finding. The State Accounting Office adapted the Teamworks fixedasset module, to allow GDOT to utilize the statewide system for its capital asset inventory records. In order to utilize thisfunctionality, it was necessary for the State Accounting Office to make significant programming changes to Teamworks andprovide a data field to record the parcel number. This field was necessary to link the Department's systems with Teamworksfinancial data; our IT staff worked closely with the State Accounting Office to make this and other necessary changes. Inaddition, interfaces to data maintained in the Department's systems, will need to be designed and implemented to migrate thedata from the Department's existing capital asset system to Teamworks. We anticipate that the migration of the capital assetdata will be completed during the 2013 Fiscal Year, which will allow the Department to utilize Teamworks to account for itsCapital Assets and resolve these reporting issues.GEORGIA STATE UNIVERSITY RESEARCH FOUNDATIONFinding Control Number: FA-5092-11-02REPORTINGRequired Reports Not Filed or Not Submitted on TimeWe concur with the above finding. A new award report has been created which lists the award start date and the award enddate, which will list reports by Financial Officer, and alert them to the completion of a project and the requirement to submita financial report to the sponsor. Beginning December 2011, the report will be run each month, listing the awards that expirethat month. The Associate Director will review and distribute the report on a monthly basis. The Financial Officers willreview the award report each month and begin the process of preparing the final financial reports and submitting them withinthe required time frame. The Financial Officers will keep the Associate Director informed of their progress with the reports,and the Associate Director will sign-off on the final report to be submitted to the sponsor.289