5.3.3 – Fiscal Control and Monitoring Procedures
Standard: The agency shall have established procedures used for collecting, safeguarding, and disbursing funds. The procedures shall enhance security and accountability of all monies received by the agency.
Suggested Evidence of Compliance: Suggested Evidence of Compliance: Provide the fiscal control and monitoring procedures. The
fiscal control and monitoring procedures shall include:
a. Maintenance of an allotment system, if any, or records of appropriations among organizational components;
b. Preparation of financial statements;
c. Conduct of internal audits; and
d. Persons or positions authorized to accept or disburse funds.
COMMENT: Need: is there a more current internal audit than 2019?
RESPONSE: Yes, – EOC 6 has been added to include more recent internal audits
COMMENT: Need: Who are the persons or positions authorized to accept or disburse funds? Is this listed in either a job description or policy
RESPONSE: Positions authorized to accept funds include the Operations Assistant- – PRC, Golf Course Manager, Parks Superintendent I, Parks Superintendent II, Parks Superintendent III and Recreation Attendant. Those job descriptions, with relevant language highlighted, are now included as EOC 8. Positions authorized to disburse funds include the Coordinator – Fiscal Operations, Budget Specialist II and Budget Specialist III. Those job descriptions, with relevant language highlighted, are now included as EOC 9.
COMMENT: Question: is there any training that is documented on how to Prepare Financial Statements? Or proof that staff went through training on any of the steps referenced?
RESPONSE: Westchester County PRC does not prepare “financial statements” in the true sense of the term meaning we do not prepare Income statements, Cash flow statements, Statements of changes in equity, Balance sheets or Notes to financial statements. Any required financial statements are prepared by the Westchester County Department of Finance for County Operations as a whole and would thus include data from PRC. PRC’s internal cash controls and procedures detailed in EOC 3 are reviewed with staff annually during the financial procedures training. Sign in sheets from the 2024 training sessions are now attached as EOC 10.
Narrative:
Collecting, safeguarding and disbursement of funds and cash-handling are included in the PRC Administration Manual: Section 604 Fiscal Accountability/Handling of Money. Preparation of deposits are the responsibility of the site supervisor or manager, while preparation of financial statements are the responsibility of the PRC Finance Division.
Reimbursement and disbursement procedures for Petty Cash used by staff are outlined in the PRC Administration Manual: Section 608. PRC’s Budget Specialist III handles distribution of the petty cash fund and is responsible for all financial record keeping.
Persons who are authorized to handle cash are screened and trained according to County and PRC procedures.
Agency Evidence of Compliance:
5.3.3 – EOC 1 PRC Administration Manual:
5.3.3 – EOC 2 WC Petty Cash Form
5.3.3 – EOC 3 PRC General Cash Control and Procedures
5.3.3 – EOC 4 County Center Cashier’s Manual – 2023
5.3.3 – EOC 5 Sample Facility Audit
5.3.3 – EOC 6 Sample EZ Suite Point of Sale Closing Procedures