School Business Affairs November 2019

10 NOVEMBER 2019 | SCHOOL BUSINESS AFFAIRS asbointl.org members to update their documents, as well as to the auditors to access what they need. We formerly had one comprehensive document; however, we determined over time that it was too hard to update. So we broke down the document into the various areas specified for individ- uals who then knew which folders they were responsible for updating. Taking the time to document procedures and to update them regularly can help reduce the training time necessary for future staff members to learn how to get the job done. This process has worked well for us the past three years; we remind everyone in March that the auditors will be coming in June and to begin updating their pro- cedures as they find time. Cindy Reilmann is director of finance for Francis Howell School District in St. Charles, Missouri. Email: Cindy.Reilmann@ fhsdschools.org 5. Reconciliation variances are rigorously pur- sued promptly. 6. Documentation of the expenditure of petty cash advances is required (receipts returned by employees to show how advances were spent). Recommendations: Review accounts payable proce- dures to ensure adequate segregation of duties. Invest the Time Compiling internal control documentation that satisfies auditors and serves as a procedures guide for district staff can be a daunting task. The time necessary can vary from minutes to days; however, the long-term benefit cannot be minimized. Although the school business office is busy and time seems insufficient, ensuring the documentation of these procedures is in the best interest of the district and the department. Taking the time to document procedures and to update them regularly can help reduce the train- ing time necessary for future staff members to learn how to get the job done. Find What Works Work with your staff to create a system that works for your team. Our district maintains a shared drive folder where we save everything and make it accessible to staff SBA ANYWHERE Use your member login to read, download, print, or share relevant resources, case studies, and articles with the digital School Business Affairs (SBA) . asbointl.org/SBA Looking for a specific article? Access every issue since 2009 in the digital SBA archives.

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