Financial Management: Audit of the Senate Stationery Room Revolving Fund for Fiscal Year 2010 Page: 3 of 10
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Cash Receipts for Fiscal Year 2010
Table 1 below presents the Stationery Room's recorded cash receipts by category for
fiscal year 2010 deposited into the revolving fund.
Table 1: Senate Stationery Room Recorded Cash Receipts by Category for
the Fiscal Year Ended September 30, 2010
Category Amount
Calendars and planners $35,732
Flags 692,696
Health and safety 52,350
Ink and toner 871,071
Metro Smartrip cards 1,735
Office supplies 659,207
Paper 207,150
Special order items 648,945
Technology 107,101
Total recorded cash receipts $3,275,987
Source: GAO, compiled from Senate Stationery Room records.
We found that recorded cash receipts were generally approved, accurately recorded,
and supported by appropriate documentation. Additionally, we found cash
accounting procedures to be generally accurate and up-to-date. However, our testing
identified instances where personnel either did not fully adhere to established
policies and procedures or the Stationery Room did not have sufficiently detailed
written policies and procedures covering certain activities. Effectively designed and
properly implemented policies and procedures are critical to identifying errors and
improving internal controls. Specifically, we found:
* Six of 29 cash receipt days tested did not have evidence of supervisory
review for individual registers. However, all 6 days had a cover sheet
indicating supervisory review of the entire day's receipts covering all
registers. Registers receiving cash for the day had a tally sheet signed by
the preparer, but the supervisor signature line was not always completed to
indicate review. Existing written procedures require this documentation.
* Not all weekly cash sheets, weekly deposit envelopes, and monthly cash
reconciliations contained documentation of review. Existing written
procedures did not require this documentation.
None of the issues noted above resulted in an incorrect receipt being deposited into
the revolving fund; however, they did indicate that personnel were not always
adhering to existing Stationery Room procedures regarding the processing of receipts
or existing procedures were lacking detail. Such procedural deficiencies were
primarily caused by Stationery Room personnel focusing on the operational aspects
of their jobs without updating written procedures to document activities being
performed. Complete and current policies and procedures are internal control
activities that provide important information to guide staff, particularly newGAO-11-204R Senate Stationery Room Revolving Fund FY 2010
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United States. Government Accountability Office. Financial Management: Audit of the Senate Stationery Room Revolving Fund for Fiscal Year 2010, text, April 6, 2011; Washington D.C.. (https://digital.library.unt.edu/ark:/67531/metadc298156/m1/3/: accessed March 28, 2024), University of North Texas Libraries, UNT Digital Library, https://digital.library.unt.edu; crediting UNT Libraries Government Documents Department.