Internal Controls

Internal Controls

1. Provide adequate safeguards over access to and use of assets and records, such as secured facilities and authorization for access to computer programs and data files.

2. Independent checks on performance and proper valuation of recorded amounts, such as clerical checks, reconciliations, comparisons of assets with recorded accountability, computer-programmed controls, administrative review of reports that summarize the detail of account balances, and user review of computer-generated reports.

3. Reviews of expenditures to ensure allowability of costs for the fund being utilized (as described in the grant document and in the SDE annual Funding Manual), reasonableness of purchase and receipt of goods and/or services for achieving the program objectives, and availability of funds as planned in the budget. This includes reviews of salary expenditures to ensure appropriate staff are being utilized for achieving program objectives and as planned in the budget. This review is documented by sign-offs by the appropriate fund manager on forms and reports such as: a. Purchase orders b. Check requests c. Purchasing card transaction summaries d. Expense reports e. Time sheets f. PARs and certifications g. Invoices h. Employee Positions and Pay reports i. Contractor services contracts j. Other forms and/or reports may be required in addition to those listed above.

4. Maintain an Equipment management system that includes a. Detailed property records b. Documentation of periodic physical inventory c. Controls to prevent loss, theft and damage