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4.20 SCL – Individual Funds Audit

Purpose

Only an individual who has not made and/or recorded transactions in the account will complete a random audit or a special request audit.  The financial audit will include verification of the reconciliation of all individual funds (savings/checking account including debit card, petty cash account, food stamps, and personal lock box/space funds).  The financial audit will follow general accounting principles and all SCL policies and procedure.  The content of the individual financial audit will include but is not limited to:

  • Documentation of Financial Supports in the individual’s plan
  • Receipts
  • Deposits
  • Ledgers
  • Other Miscellaneous Issues

Procedure

1.         Audits

The SCL Program Manager (designee) will provide each individual location with an audit of the personal resources on a random schedule.  The assigned auditor will conduct the audit on all funds within their:

  • Petty cash
  • Savings account
  • Checking account
  • STABLE account
  • Joint petty cash
  • Food stamps
  • Debit cards

In addition, Audits will be conducted upon:

  • Substantiated financial loss
  • Individual request
  • If there have been any changes in staff or major disciplinary actions taken
  • Random schedule (monthly assigned locations) completed by Payee Coordinator

2.         Audit Results:

A report will be made of each audit and will be reviewed with the Individual/and or designee.  If audits reflect any discrepancy, an incident report will be completed, and Incident Hotline called immediately.

3.         Financial Discrepancies/Missing Money

If financial discrepancies, missing money or other serious issues are identified, the following steps should be taken.

  • Complete Incident Report
  • Contact Incident Hotline
  • Incident Line will Notify County Service Support Administrator and MUI department
  • Remove employee from financial responsibility, as appropriate
  • Secure all funds
  • Ensure individual has continued access to his/her funds
  • Conduct an investigation
  • Reimburse financial discrepancies immediately following the investigation as appropriate.
  • Take other corrective measures, per policy.

SCL will reimburse for financial losses if due to employees not following policy/procedure, not following the ISP, theft, or misappropriation.

Signed by:

Rebecca Sharp Porter
Chief Executive Director

Last Revised: 4/16/2024

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