REPORT DIGEST

 

THE ASSOCIATION OF ALUMNI, FORMER STUDENTS AND FRIENDS OF SOUTHERN ILLINOIS UNIVERSITY (CARBONDALE)

 

FINANCIAL AUDIT

For the Year Ended:

June 30, 2008

 

 

Release Date:

January 8, 2009

 

 

State of Illinois

Office of the Auditor General

WILLIAM G. HOLLAND

AUDITOR GENERAL

 

To obtain a copy of the Report contact:

Office of the Auditor General

Iles Park Plaza

740 E. Ash Street

Springfield, IL 62703

782-6046 or TTY (888) 261-2887

 

This Report Digest and the Full Report are also available on

the worldwide web at

www.auditor.illinois.gov

 

 

 

 

 

 

 

SYNOPSIS

 

 

 

·        The Carbondale Alumni Association did not have proper segregation of duties over journal entry posting and review.

 

 

 

 

 


 

 

THE ASSOCIATION OF ALUMNI, FORMER STUDENTS AND FRIENDS OF SOUTHERN ILLINOIS UNIVERSITY (CARBONDALE)

FINANCIAL AUDIT

For The Year Ended June 30, 2008

 

FINANCIAL OPERATIONS (All Funds)

FY 2008

FY 2007

REVENUES

      Operating Revenues.............................................

 

EXPENSES

      Operating Expenses.............................................

 

            Operating Revenue in excess of expenses.......

 

NON-OPERATING REVENUES

      Investment gain (loss), dividends and interest, net

      Contributions.......................................................

 

            Net Non-operating Revenues.........................

 

            Increase (decrease) in Net Assets...................

 

NET ASSETS

      Net Assets-beginning of year................................

     

      Net Assets-end of year........................................

 

 

$2,032,734

 

 

1,875,358

 

$157,376

 

 

($405,657)

23,696

 

($381,961)

 

($224,585)

 

 

4,484,939

 

$4,260,354

 

$2,002,998

 

 

1,837,120

 

$165,878

 

 

$787,214

9,742

 

$796,956

 

$962,834

 

 

3,522,105

 

$4,484,939

OTHER SIGNIFICANT ACCOUNT BALANCES

At June 30, 2007

At June 30, 2007

Cash and investments...................................................

Total assets         

Deferred Revenue........................................................

Total Liabilities   

Net Assets-Invested in capital assets............................

Net Assets-Unrestricted..............................................

Total Net Assets 

 

$6,193,249

$6,508,881

$2,089,997

$2,248,527

$253,866

$4,006,488

$4,260,354

$6,528,982

$6,630,222

$2,033,628

$2,145,283

$4,511

$4,480,428

$4,484,939

 

 

ALUMNI ASSOCIATION DIRECTOR

During Audit Period:  Mr. Edward Buerger (through 12-31-07), Ms. Michelle Suarez (eff. 1-1-08)

Currently:  Ms. Michelle Suarez

 

 


 

 

 

 

 

 

 

 

 

 

Segregation of duties not adequate over journal entries

 

 

 

 

 

 

 

 

 

 

Mitigating controls in place not designed to detect unauthorized journal entries

 

 

 

 

FINDINGS, CONCLUSIONS, AND RECOMMENDATIONS

 

INTERNAL CONTROLS OVER JOURNAL ENTRIES

 

      The Association did not have proper segregation of duties in place over the general ledger system, given the current internal control structure over journal entry posting and review.  The Association has adopted internal control procedures which require all general ledger journal entries to be entered by an accounting staff member, and reviewed and approved by the Controller.  However, the Controller also has the ability to post general journal entries into the general ledger.  While our audit testing of a sample of current year journal entries did not note any instances where the Controller had posted journal entries, access to do so exists within the accounting software system.  This access presents a risk that unauthorized journal entries could be recorded.

 

      The Association is responsible for the development of internal controls and the monitoring of their operating effectiveness.  The Association relies on other internal control procedures to mitigate this significant deficiency in internal controls.  However, the other internal control procedures in place are not designed to detect the posting of unauthorized journal entries by the Controller.  (Finding 1, page 27)

 

      We recommended that the general ledger accounting system access rights be commensurate with the employee’s responsibilities.  The Controller should not have access to post journal entries into the general ledger, or a formalized review process should be established for journal entries initiated and posted by the Controller.

 

      Association officials accepted our recommendation and stated that due to a small staff size, the Controller must have access rights to enter, authorize, record, and process general ledger entries.  However, to prevent unauthorized journal entries, the Association will enhance its review process for all journal entries posted, by having the Executive Director review and approve all journal entries made each month.  In addition, the Association will continue enforcing its current mitigating controls, including having all journal entries approved by an individual separate of the person responsible for creating and/or entering the journal entry.

 

 

AUDITORS’ OPINION

 

Our auditors stated the June 30, 2008 financial statements of the Association are fairly presented in all material respects.

 

 

____________________________________

WILLIAM G. HOLLAND, Auditor General

WGH:KMA :pp

 

 

SPECIAL ASSISTANT AUDITORS

 

      Crowe Horwath LLP were our special assistant auditors for this audit.