Laserfiche WebLink
Update and Enforce Policies and Procedures <br /> Condition and Cause <br /> DWS' 2010 cashier procedures were outdated and incomplete and not followed and enforced. <br /> Effect of the Condition <br /> DWS was unable to enforce compliance with incomplete and outdated policies and procedures. <br /> Recommendation 6 <br /> "We recommend the Department of Water Supply management clarify and enforce internal <br /> controls in County policy and procedures to ensure consistency throughout the department and <br /> with industry best practices, including but not limited to: <br /> • Provide clear guidance on independent review and monitoring procedures. <br /> These procedures may include: <br /> ✓ reconciling adjustments in PUBS with approved debit/credit memos; <br /> ✓ reconciling cash receipts in PUBS to the general ledger system; <br /> ✓ reviewing manual receipts posted in PUBS for accuracy and <br /> ✓ completeness; <br /> ✓ independently reviewing the bank reconciliation; and <br /> ✓ performing surprise cash counts at all locations. <br /> • Provide guidance and clarification on individual job duties to ensure adequate segregation <br /> of duties exists. <br /> • Clarify or add policies regarding any updated procedures to reflect current processes. <br /> Updated policies should also include: <br /> ✓ endorsing checks immediately upon receipt; <br /> ✓ require all adjustments are supported with an approved debit/credit <br /> memo; and <br /> ✓ fraud reporting guidance." <br /> Department Action <br /> DWS said existing policies and procedures are currently being revised and streamlined to <br /> incorporate Northstar CIS system. <br /> Audit Activity <br /> To verify status, we conducted a site visit to observe cash receipting activities, compared DWS' <br /> Revised Cashier Procedures dated January 2010 to Internal Guidelines - Cash Receipts (draft) <br /> policy dated July 2022, and found policies and procedures have not been updated by <br /> management in twelve years. <br /> To strengthen policies and procedures, DWS should clarify: <br /> • Deleting receipts <br /> • Making change for payment overages <br /> • Providing ongoing training when policies and procedures have been updated <br /> To meet this recommendation, DWS should review policies and procedures at least annually, <br /> update accordingly, disseminate, provide training, and have staff acknowledge receipt to ensure <br /> employees who handle revenue understand and comply with written policies and procedures. <br /> Status: Partially Implemented <br /> 13 1 Status of Recommendations <br />