Follow-Up Audit of Sarasota County Area Transit (SCAT) Bus Operations Cash Handling, December 2017

12 |  A u d i t o f S C A T B u s O p e r a t i o n s C a s h H a n d l i n g  N o v e m b e r 2 0 1 6 7. Timely submission of deposit documentation Observation  Accounting Policies and Procedures 9.2 Business Center Receipt, Balance, and Deposit of Cash  requires business centers to prepare a RFDCF no later than the next business day and to submit  the form, along with the yellow copy of the Bank Deposit Slip and supporting documents to the  Comptroller.     The Comptroller is responsible for reviewing bank deposits via the bank’s secure online portal  and for posting deposit information to the general ledger. The RFDCFs submitted by SCAT are  used for posting data to the general ledger.  The auditor was provided a system report by the Comptroller listing all RFDCFs received by the  Comptroller from SCAT Administration for May 1, 2016, through July 31, 2016. The data  included the date when the documents were received by the Comptroller and the date when  the corresponding deposits were observed on the bank transaction data. It was observed that  for the total 242 RFDCFs included on the report, there were seventy instances where the data  showed that the documents were received at least three working days after the deposit was  observed on the online bank transaction data. Of these seventy instances, twenty‐seven  showed seven working days or more between the two dates.  Untimely submission of deposit information results in untimely posting to the general ledger  and is not compliant with the Clerk of the Court and County Comptroller Accounting Policy and  Procedure.  Recommendation To ensure compliance with Accounting Policies and Procedures, RFDCFs should be submitted to  the Comptroller by the next business day as required.   Management Response  RFDCFs are now prepared immediately upon completion of counting cash in the vault and  submitted no later than next business day as required.