Transcript [PPT]

This lesson will help you learn best
practices for financial management
and apply them to the areas of:
 Ethical
Handling of Funds
 Collecting Funds
 Making Purchases
 Monitoring Financial Activity
 Ethics
are rules of conduct.
 Ethics
principles are guidelines that
help individuals know what is
expected from those handling funds
and what is and what is not
acceptable.
 Ethics
are based on the values of the
organization.
Lesson 1
 Principles
should be:
simple, understandable, concise and
active.
communicated to everyone who handles
or manages funds for the county.
reviewed periodically to identify any
adjustments that are needed.
 Using
ethical standards could result in
better community relationships as well as in
a higher trust level among those in the
organization.
Lesson 1
 Training
Class Fees
 Newsletter Subscriptions and
Publications
 Diagnostic Services: Plants, Soil and
Water Testing
 Fund Raising
 Food and Snacks
 T-Shirt Sales
 Other Items
Lesson 2
Cash Receipt Form
 Pre-Numbered
 Date of Payment
 Payee
 Amount
 Method of Payment
 Program (Purpose)
 Cashier’s Name

Lesson 2
Designate Custodian (different than
the person who collected funds)
Make Timely Deposits
Administrative
Verification
Lesson 2






Not depositing funds intact
Paying expenses out of collections before the
funds are deposited
Mixing change funds with revenue
No designated custodian
Not depositing funds timely
Deposits not independently verified
◦ Cash receipts not pre-numbered
◦ Cash receipts not used in numerical order
◦ No supporting records necessary to facilitate
verification
Lesson 2
Received in good condition
 Billed to appropriate unit
 Original invoice
 Fair price
 Math is correct
 Signature of employee
 Pre-approval (if required)
 Tax exempt

Lesson 3
 Voucher
 Invoice
or receipt
 Administrative approval
 Proper # of signatures
 Do not pre-sign checks
 No food or alcohol
 Not made out to “cash”
Lesson 3

No food or alcohol

Only card-holder or card-holder approval

Submit receipts in timely fashion
Lesson 3
 To
employees or pay registration,
airline tickets, etc. directly
 Approval
of administrator
 Employee
submits receipts within a
few days after returning
 Administrater
verifies advances in a
timely manner
Lesson 3

Pre-sign checks

Making checks payable to cash

Not independently monitoring expenditures

Not saving expenditure documentation
Lesson 3


Use standard computer accounting program
Administrator compares
bank statements with
computer printout
- monthly
Lesson 4

Types:
◦ In-kind
◦ Cash
 restricted
or unrestricted?

Reporting:
◦ In-kind
◦ Cash
◦ What are the benefits of reporting?
Lesson 5
 What
exactly is an audit?
 What
will an auditor be evaluating?
 Record
of audit filed
 What
are some benefits to using an
internal audit committee?
Lesson 6

DO NOT confront the suspected perpetrator

DO NOT investigate the case yourself

Work within your management chain of command,

Contact your supervisor