REPORT DIGEST

 

NORTHEASTERN ILLINOIS UNIVERSITY

 

FINANCIAL AUDIT AND

 COMPLIANCE EXAMINATION

(In accordance with the
Single Audit Act and OMB Circular A-133)

For the Year Ended:

June 30, 2007

 

Summary of Findings:

 

Total this audit                    8

Total last audit                    7

Repeated from last audit     5

 

Release Date:

January 24, 2008

 


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

(217) 782-6046 or TTY (888) 261-2887

 

This Report Digest and Full Report are also available on

the worldwide web at

www.auditor.illinois.gov

 

 

 

 

SYNOPSIS

 

 

¨      The University did not perform proper cut-off procedures for some of their expenses.

¨      The University did not properly monitor its disbursements to partner schools for grant programs.

¨      The University did not have adequate controls over its equipment acquired from grant funds.

¨      The University did not have adequate controls over its property and equipment.

¨      The University did not comply with certain required contracting procedures.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

{Financial Information is summarized on the reverse page.}


NORTHEASTERN ILLINOIS UNIVERSITY

FINANCIAL AUDIT AND COMPLIANCE EXAMINATION

For The Year Ended June 30, 2007

 

Statement of Revenues, Expenses, and Changes in Net Assets

FY 2007

FY 2006

 

   OPERATING REVENUES

Student tuition and fees (net of scholarship

allowances of $7,039,868 in 2007 and

$6,451,590 in 2006) ..........................................................................

Federal grants and contracts .............................................................

State and local grants ........................................................................

Nongovernmental grants and contracts..............................................

Auxiliary enterprises.........................................................................

Other operating revenues...................................................................

Total operating revenues...........................................................

   OPERATING EXPENSES

Instruction ........................................................................................

Research ...........................................................................................

Public service.....................................................................................

Academic support .............................................................................

Student services and programs..........................................................

Institutional support.........................................................................

Operation and maintenance of plant.................................................

Scholarships and fellowships............................................................

Auxiliary enterprises.........................................................................

Depreciation expense........................................................................

Other operating expenses..................................................................

    Total operating expenses...........................................................

Operating income (loss).........................................................

   NONOPERATING REVENUES (EXPENSES)

State appropriations – general revenue fund .....................................

Payments on behalf of the University ...............................................

Gifts and donations ...........................................................................

Investment income ............................................................................

Interest on indebtedness ....................................................................

Other nonoperating revenues ............................................................

Net nonoperating revenues..........................................

Income (loss) before other revenues,

expenses, gains and losses .......................................

Additions to permanent endowments ...............................................

Gain (loss) on disposal of capital assets ...........................................

Capital additions provided by State of Illinois .................................

Increase (decrease) in Net Assets

NET ASSETS

Net assets – beginning of year .........................................................

Net assets – end of year ..................................................................

 

 

 

 

$34,477,189

24,393,435

5,179,911

1,174,018

3,283,405

2,943,430

71,451,388

 

41,004,674

771,010

19,354,940

6,402,891

8,856,022

31,301,841

9,877,389

4,914,597

2,719,513

4,897,271

2,857,162

132,957,310

(61,505,922)

 

39,994,182

18,562,423

100,000

1,414,600

(1,600,052)

151,803

58,622,956

 

(2,882,966)

_

(22,007)

391,902

(2,513,071)

 

87,445,616

$84,932,545

 

 

 

 

32,821,397

21,046,482

4,133,940

1,402,805

3,297,405

2,664,272

65,366,301

 

40,342,794

158,458

15,223,591

6,435,117

8,233,391

28,299,628

10,097,128

4,905,792

2,481,931

4,169,179

1,607,214

121,954,223

(56,587,922)

 

39,168,216

16,207,855

100,000

557,334

(1,180,342)

586,370

55,439,433

 

(1,148,489)

_

10,908

616,636

(520,945)

 

87,966,561

87,445,616

 

SUPPLEMENTARY INFORMATION (UNAUDITED)

FY 2007

FY 2006

Employment Statistics

        Administration...........................................................................................

        Faculty.......................................................................................................

        Civil Service...............................................................................................

        Students.....................................................................................................

                Total Employees..............................................................................

Selected Activity Measures

Average annual full-time equivalent students....................................................

Full-time equivalent cost per student – Undergraduate....................................

Full-time equivalent cost per student – Graduate.............................................

 

290

423

464

368

1,545

 

8,481

$7,539

$10,398

 

268

431

467

369

1,535

 

8,669

$7,525

$10,340

UNIVERSITY PRESIDENT

        During Audit Period:  Dr. Salme H. Steinberg (07-01-06 thru 01-31-07) Dr. Sharon Hahs (02-01-07 to present)

        Current: Dr. Sharon Hahs

 

 



 

 

 

 


               

 

 

 

 

 

 

 

 

$975,387 of FY2007 expenses were originally recorded in FY2008

 

 

 

 


$606,101 of FY2007 expenses were not properly accrued

 

 

 

 


$64,734 of expenses should have been accounted for in FY2007 as prepaid expenses

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Supporting documentation was not obtained from the partner schools

 

 

 

 

 

 

 


Errors were noted on the Schedule of Expenditures of Federal Awards

 

 

 

 

 

FY2007 Expenditures of $866,057 were not recorded in the proper fiscal year

 

 

 


FY2007 Expenditures of $425,372 were not initially recorded in the University’s general ledger

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Refurbished computers were donated, however they were not supported with the proper paperwork

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

8 items were not found

 

 

 

 

 


The property listing was not updated

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Surplus property not found

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Certain contracts were not filed with the Comptroller

 

 

 

 

 

 

 

Some grant contracts were not approved and executed prior to performance of services

 

 

 

 

 

 

 

 

 

 


Purchase orders did not show the justification for the sole source purchases

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

FINDINGS, CONCLUSIONS, AND RECOMMENDATIONS

 

IMPROPER CUT-OFF PROCEDURES FOR EXPENDITURES

 

      The University did not perform proper cut-off procedures for some of their expenses.

     

We noted the following in our audit of the financial statements originally submitted by the University to the Office of the State Comptroller:

 

·        Six (6) vouchers paid subsequent to June 30, 2007 totaling $1,213,104 were initially reported as fiscal year 2008 expenses.  These invoices were for professional services performed and supplies and services received of $975,387 and $237,717 during fiscal years 2007 and 2008, respectively.

 

·        Three (3) unpaid invoices as of June 30, 2007 totaling $666,962 were for professional services of $606,101 and $60,861 performed during fiscal years 2007 and 2008, respectively.  The fiscal year 2007 expenses were not properly accrued in the University’s general ledger.

 

·        The University paid the maintenance fee for the Enterprise Resource Planning (ERP) system totaling $97,101 for the period March 2007 to February 2008.  A portion of the maintenance fee for fiscal year 2008 amounting to $64,734 was expensed during the current year instead of being recorded as a prepaid expense.

 

      The University subsequently revised the financial statements and submitted revised accounting reports to the Office of the State Comptroller to include the adjustments necessary to properly record the transactions. (Finding 1, Pages 50-51 of the Financial Statement Audit Report)

 

      We recommended that the University establish procedures to ensure that detailed invoices from partner schools are promptly obtained and reviewed.  In addition, year-end cut-off entries for accruals should be reviewed to ensure that they are complete and that they are charged to the proper account and to the correct fiscal year. 

      University officials agreed with the finding and stated that it will require its project directors to request invoices from partner schools in a timely manner to facilitate fiscal year cut-offs and allow the University to properly recognize expenses.

 

INADEQUATE MONITORING OF DISBURSEMENTS TO PARTNER SCHOOLS FOR GRANT PROGRAMS

 

      The University did not properly monitor its disbursements to partner schools for grant programs.

 

      The University was the recipient of various federal grants.  To carry out the objectives of the different grants, the University entered into contracts with different schools (partner schools) to render professional services.

 

      During our review of vouchers and other supporting documentation we noted the following:

 

·        The University did not obtain supporting detailed documentation for invoices submitted by the partner schools. 

 

·        The University did not monitor the timely billing of grant expenditures by these partner schools and was not monitoring the submission of required quarterly expenditure reports.

 

·        Seven vouchers paid to five partner schools for 3 grant programs were for professional services totaling $653,859 and $511,500 performed during fiscal years 2006 and 2007, respectively.  All of these vouchers, totaling $1,165,359, were initially reported in the Schedule of Expenditures of Federal Awards as 2007 expenditures.

 

·        Five vouchers paid subsequent to June 30, 2007 to four partner schools for two grant programs were for professional services totaling $866,057 and $237,717 performed during fiscal years 2007 and 2008, respectively.  All of these vouchers totaling $1,103,774 were initially recorded as fiscal year 2008 expenses.

 

·        Two unpaid invoices as of June 30, 2007 from two partner schools totaling $486,233 were for professional services of $425,372 and $60,861 performed during fiscal years 2007 and 2008, respectively.  The fiscal year 2007 expenditures were not initially recorded in the University’s general ledger.

 

      The University subsequently recorded the expenditures for fiscal year 2007 to reflect the proper balances in the financial statements and on the Schedule of Expenditures of Federal Awards. (Finding 3, Pages 15-17 of the Compliance Examination Report)

 

      We recommended that the University ensure that invoices are not processed for reimbursement until detailed supporting documentation is obtained from the partner schools and reviewed by the project director.  We also recommended that the University ensure that invoices from partner schools are obtained on a timely basis and that partner schools submit their quarterly reports on the required due dates.

 

      University officials agreed with the recommendation and stated that they will establish procedures to ensure the timely submission of invoices and appropriate supporting detail from the partner schools so that expenditures can be recorded accurately and in a timely manner.

 

 

INADEQUATE CONTROLS OVER UNIVERSITY EQUIPMENT ACQUIRED FROM GRANT FUNDS

 

      The University did not have adequate controls over its equipment acquired from grant funds.

 

      Part of the University’s work plan for the Gaining Early Awareness and Readiness for Undergraduate Programs (GEAR-UP) is the Parent Programs.  In this project, parents of GEAR-UP students participate in the parent development sequence wherein participants who completed all three technology class series annually will earn a refurbished computer to maintain their computer skills, support their child’s education using technology, and have a resource to use in the college application and financial aid process.

 

      During our testing of 60 equipment vouchers we noted that 22 refurbished computers with a total value of $6,446 were donated to grant participants but were not supported with the Grant Transfer of Property forms. 

 

      During our review of deletions made during the fiscal year, we noted a projector valued at $11,239 was donated but the University could not provide the Grant Transfer of Property form to evidence the transfer. (Finding 4, Pages 18-19 of the Compliance Examination Report)

 

      We recommended the University adhere to its procedures to ensure that transfers of equipment acquired from grant funds are properly documented.

 

      University officials agreed with the recommendation and stated that they will strengthen procedures to document the appropriate transfer of equipment from grant funded accounts and improve coordination between the project directors and property control.

 

INADEQUATE CONTROLS OVER UNIVERSITY PROPERTY AND EQUIPMENT

 

The University did not have adequate controls over its property and equipment.

 

During the audit we performed various tests on the property records.  Some of the items that we noted are as follows:

 

In our physical identification of 108 items in the property records:

·        5 items, with a total value of $35,113 were not tagged with the University decal.

 

·        8 items, with a total value of $21,675 were not found.

 

·        3 laptops, with a total value of $7,147 assigned off-campus to employees were not supported with Off-Campus Equipment Use forms.

 

In our review of the Property Listing as of October 31, 2006 submitted by the University to the Department of Central Management Services (DCMS) on November 13, 2006, we noted that 8 items with a total value of $30,051 purchased before October 31, 2006 were not reported. 

 

 

In our detailed testing of 60 equipment vouchers, we noted:

·        Equipment purchases before October 31, 2006 from 18 vouchers tested, with a total value of $139,543, were not included in the Property Listing as of October 31, 2006 submitted by the University to DCMS.  12 of the 18 vouchers with a total value of $52,230 were not included in the June 30, 2007 Property Listing.

·        Equipment purchases from November 1, 2006 to June 30, 2007 from 5 vouchers tested, with a total value of $53,542, were not included in the Property Listing as of fiscal year-end. 

·        Four vouchers representing purchases of new furniture with a total value of $22,777 were not supported with a state property surplus-new furniture affidavit that is required to be filed with the state surplus administrator.

 

During our review of surplus equipment as of fiscal year-end, we noted the following:

·        Thirty (30) items with a total value of $429,064 reported in the property listing as surplus were not found.  These items consisted of: a laser link, a router, 16 servers, a piece of storage equipment, 4 projectors, a water purifier, 2 printers, a laptop, 2 computers, and a stage platform. (Finding 5, Pages 20-26 of the Compliance Report) (This finding was first reported in 2004)

 

We recommended the University: a) Adhere to its procedures to ensure that the property and equipment records are accurately maintained and updated; b) Conduct periodic physical inventories and update property records with the results of the inventory; c) Improve its controls over off-campus use of property and equipment by reviewing the forms submitted by employees for completeness and accuracy; d) Ensure submission of a complete Inventory of Equipment with DCMS and establish and maintain internal control records over items valued less than $500; and e) Ensure that staffing is adequate to accomplish the other recommendations.

 

University officials concurred with the finding and stated that they believe the University has improved property control since this finding was first reported and will continue those efforts in the coming year. (For previous University response, see Digest Footnote #1.)

 

NONCOMPLIANCE WITH REQUIRED CONTRACTING PROCEDURES

 

      The University did not comply with certain required contracting procedures.

 

      Some of the problems noted during our tests of contractual service expenditures follow:

 

·        Nine of 30 contracts (30%) were not filed with the Office of the State Comptroller as of fiscal year end.  Four of the 9 contracts were executed in the current fiscal year and were incurred against appropriated funds.  The remaining 5 contracts were executed in the current fiscal year and were incurred against locally held funds.

 

·        One of 21 contracts (5%) was not filed within 15 days of execution.  The contracts were filed 41days late.  The late filing affidavit was not on file.

 

·        Two grant contracts totaling $650,066 were not approved and executed prior to performance of services.  An affidavit was not filed together with the contract.

 

·        Seven of 30 contracts (23%) were not properly signed or dated by the vendor or the University representative.

 

·        The contract obligation documents for four contracts totaling $477,484 were not on file.

 

In our detailed testing of vouchers, we also noted the following:

 

  • Payments for computer purchases to a single vendor covered by a purchase order totaling $40,189 and payments for the purchase of library books from a single vendor covered by a purchase order totaling $35,000 did not show the justification for the sole source purchase.

 

·        Contracts were not executed for the purchase of some computers, cameras, and a car totaling $63,127.  Purchase orders relating to those purchases were above the threshold which required a contract. (Finding 7, Pages 29-32 of the Compliance Examination Report) (This finding was first reported in 2005)

 

      We recommended the University adhere to its procedures to ensure all contracts over $10,000 are filed with the Office of the State Comptroller in accordance with State statutes and regulations.  We also recommended that an Affidavit for Late Filing should be completed for any contract liability not filed within thirty (30) days of execution and that contract requirements and signatures, sole source justification, and disclosure statements must be obtained in all instances.

 

      University officials concurred with the recommendation and stated that they are taking the necessary steps to ensure compliance with all required contracting procedures. (For previous University response, see Digest Footnote #3.)

 

OTHER FINDINGS

 

      The remaining findings are reportedly being given attention by the University.  We will review the University’s progress toward the implementation of our recommendations in our next audit.

 

AUDITORS' OPINION

 

      Our auditors stated the University’s financial statements at June 30, 2007 and for the year then ended are fairly presented in all material respects.

 

 

___________________________________

WILLIAM G. HOLLAND, Auditor General

 

WGH:TLK:pp

 

SPECIAL ASSISTANT AUDITORS

 

Our special assistant auditors were E.C. Ortiz & Co., LLP.

 

DIGEST FOOTNOTE

 

#1  INADEQUATE CONTROLS OVER UNIVERSITY PROPERTY AND EQUIPMENT – (Previous University Response)

 

2006: “The University concurs with the recommendation that we should adhere to our procedures to ensure that the property and equipment records are accurately maintained and believes that the University has improved the property control since this finding was first reported.  The University instituted two forms for the use of equipment off-campus – the Off-campus Use of Property and Equipment Form and the Laptop Equipment Agreement (which includes off-campus use).  The revised forms and additional review will improve control in the noted area.”

“The University concurs that periodic physical inventories should be performed and property records updated.  The University also agrees that additional staffing likely is needed to accomplish this.  The University has submitted a complete Inventory of Equipment with DCMS in the time frame given to the University by DCMS.  The University has also instituted the tagging of items valued at less than $500 with a “Property of  the State of Illinois Northeastern Illinois University” tag.  Purchase orders of all equipment are kept on file with property control.”

 

#2 NONCOMPLIANCE WITH REQUIRED CONTRACTING PROCEDURES – (Previous University Response)

2006: ”The University concurs with the recommendation that it adhere to its procedures that ensure all contracts over $10,000 are filed with the Office of the State Comptroller in accordance with State statutes and regulations.  It is noted that mitigating circumstances can potentially delay timely filing and, accordingly, an Affidavit for Late Filing must be filed within thirty (30) days of execution.”

 

“The University also concurs with the recommendation to obtain required vendor quotations, and perform competitive solicitation procedures and advertisements.  The University Purchasing Department will review its internal bidding procedures and revise where appropriate to meet requirements and the rules proscribed by the State of Illinois Procurement Code.”