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, 2012ALBANY TECHNICAL COLLEGEFinding Control Number: FA-820-11-01SPECIAL TESTING & PROVISIONSDeficiencies in Student Financial Assistance Refund ProcessIn order to curtail further errors where faculty fail to submit student withdrawals within the time frame associated withproper withdrawals and/or terminations, after a student has withdrawn or discontinued classes, the following procedureswill be implemented starting C Term Fall Semester 201312 (October 2012):1. Procedural Timelines for future terms will be constructed and disseminated to all faculty and staff prior to or no laterthan the first week of the term that outlines all pertinent deadlines for procedures taking place at the college, toinclude and not limited to: marking attendance, withdrawals, admissions, financial aid, disbursements, as well asstart and endings dates for each term.2. Faculty will adhere to faculty loads outlined in the Workload Policy for full-time and adjunct faculty. Only inextreme circumstances will faculty be allowed overloads beyond the stated ATC Workload Procedure.3. Faculty who fail to follow procedures and deadlines for NS’s, withdrawals and drops which trigger return to Title IVnoncompliance, could face sanctions as described in the Positive Discipline Policy for ATC.WEST GEORGIA TECHNICAL COLLEGEFinding Control Number: FS-826-11-03EXPENDITURES/LIABILITIES/DISBURSEMENTSInadequate Segregation of DutiesThe department will evaluate all job duties in relation to cash disbursements. Steps will be taken to modify the accountspayable processes and security of PeopleSoft financials to ensure that an employee creating an accounts payable voucher willnot be allowed to initiate check runs. The rights to initiate check runs will be removed from all accounts payable techniciansand only be given to the accounts payable supervisor and the Director of Accounting.292