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

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State of GeorgiaAuditee’s Corrective Action PlansFor the Fiscal Year Ended June 30, 2012Finding Control Number: FA-826-12-02SPECIAL TESTS AND PROVISIONSFailure to Properly Comply with the Verification ProcessWe concur with this finding. Procedures for additional review of student verifications and documentation requirements willbe implemented. To ensure that all students selected for verification have verification completed in a timely manner a reportof names of all students selected for verification indicating the verification was completed for all students selected uponregistration and completed documentation which will be reviewed by the Executive Director or Assistant Director and anelectronic file stored on the shared financial aid R Drive, that can be reviewed by the auditor to see that this review wascompleted. A control to ensure that all required documents are scanned into Nolij will consist of a worksheet used by anyfinancial aid employee completing verifications certifying that all documents have been scanned, and this worksheet isscanned into Nolij and available to SFA Executive Director/Assistant Director and auditors. For any students where the taxinformation is required in verification, the employee performing the verification will sign off on the checklist that sourcedocuments matches what is in the Department of Education data base and Banner.Contact Person: Ms. Anna English, Executive Director of Financial AidTelephone: 770-537-5718 Fax: 770-537-7995 E-mail: anna.english@westgatech.eduFinding Control Number: FA-826-12-03SPECIAL TESTS AND PROVISIONSDeficiencies Over the Title IV Refunds ProcessWe concur with this finding. The Vice President of Academic Affairs is working with faculty to ensure that withdrawals,drops, and no-shows are submitted in a timely manner, to allow time for financial aid processing and reporting to take placewithin the required time frame. Late submissions of withdrawals, drops and no-shows by Full Time and Adjunct faculty willbe tracked by the Financial Aid Department and reported to the Vice President of Student Affairs and Academic Affairs forpossible disciplinary actions and or annual review performance evaluation. The financial aid specialist performing the Returnto Title IV calculations will ensure that lists are generated for all semesters at a minimum of bi weekly to ensure the 45 dayreporting time frame is adhered to for drops properly reported by faculty. At the end of every semester a random sampling ofwithdrawal students will be performed to insure that a R2T4 calculation was performed reviewed and approved. Thesampling results will be reviewed and signed by the Executive Director of Financial and the Vice President of StudentAffairs.Contact Person: Ms. Anna English, Executive Director of Financial AidTelephone: 770-537-5718 Fax: 770-537-7995 E-mail: anna.english@westgatech.eduFinding Control Number: FS-826-12-01EXPENDITURES/LIABILITIES/DISBURSEMENTSInadequate Segregation of DutiesWe concur with this finding. In FY12 we reviewed which employees had rights to create a PeopleSoft voucher and to setcheck runs. As a result of this review we removed both these rights from three employees. During this review we decided toallow the AP Technician that is the AP Supervisor s backup to retain both these rights so she could set checks runs whenthe AP Supervisor was on vacation and or out sick. This decision led to this FY12 Audit Finding. The right to set a check runwas removed from this AP Technician in September 2012. Currently the AP Supervisor is the only employee in theAccounts Payable Department that can set a check run. If this supervisor is unable to set a check run, the Executive Directorof Accounting, who does not have access to enter a voucher, will now set the check run. To document that these are the onlytwo employees setting the check runs, after each check run is set in PeopleSoft, they are printing a copy of the screen wherethe check run is initiated and signing and retaining it for future audit verification.Contact Person: Denise Thompson, Accounts Payable SupervisorTelephone: 706-845-4616 Fax: 706-756-4636 E-mail: denise.thompson@westgatech.edu344
State of GeorgiaAuditee’s Corrective Action PlansFor the Fiscal Year Ended June 30, 2012SOUTHWEST GEORGIA TECHNICAL COLLEGEFinding Control Number: FA-846-12-01SPECIAL TESTS AND PROVISIONSDeficiencies in Student Financial Assistance ProcessWe concur with this finding. The College has implemented procedures to ensure that student financial assistance refunds arereturned to the appropriate accounts in a timely manner. Effective Fall Semester 2012, reporting invoices will be submittedto COD on a bi-weekly basis. The College is implementing new Attendance and Withdrawal policies, effective SpringSemester 2013, which stipulate that any student who fails to attend a course for fourteen consecutive days will beAdministratively Withdrawn from the course by the instructor. The Vice President of Academic Affairs communicatespolicy requirements to instructors at faculty meetings and adjunct orientation sessions. The Financial Aid Director andRegistrar will continue to send reminders to all instructors regarding the timely submission of enrollment records.Contact Person: Amy Scoggins, Director of Financial AidTelephone: 229-227-2687 Fax: 229-227-2727 E-mail: ascoggins@southwestgatech.eduFIREFIGHTERS’ PENSION FUND, GEORGIAFinding Number: FS-950-12-01REVENUES AND RECEIVABLESEXPENSES/EXPENDITURES AND LIABILITIESFINANCIAL REPORTING AND DISCLOSUREAdmission of Ineligible Members to the Pension PlanWe concur with this finding. As noted in the "Condition" section of the finding, the Fund's management brought thiscondition to the attention of the State Auditor, reflecting that our internal controls are sound and effective, and we were awareof the condition and were in the process of correcting it. Our plan to correct the condition is to follow your recommendationof seeking legislation to address part time participation going forward and provide for participation since July 1, 2006. Thislegislation has been drafted and will be introduced this session. It will be fiscal in nature and must be dealt with from afunding perspective. If it fails, our plan is to rescind any pension creditable service granted unlawfully, refund any dues thuscollected and seek a refund of any pension benefits paid improperly. Finally, we will review our policies and procedures forimprovements in methods to insure compliance with changes in the Code as they occur or fail to occur.Contact Person: James R. MeynardTelephone: 770-388-5757 Fax: 678-413-4227 E-mail: jim@gfpf.org345
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Single Audit ReportFiscal Year Ende
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Report on Internal Control Over Fin
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Foundation, Incorporated, Georgia T
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Firefighters’ Pension Fund, Georg
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Greg S. GriffinSTATE AUDITOR(404) 6
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In our opinion, based on our audit
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Activities Allowed or UnallowedFA-4
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Findings and Questioned Costs
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State of GeorgiaSummary of Auditor
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Financial Statement Findings
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State of GeorgiaFinancial Statement
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State of GeorgiaSchedule of Expendi
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State of GeorgiaSchedule of Cluster
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Summary Schedule of Prior YearFindi
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