The 21st Minute

School Districts

CaseWare IDEA Applications

Schools have many of the standard ledgers, payroll and accounts payable can be key concerns. Typical test areas include:

Asset Management

• Identify fully depreciated items and assets higher than replacement cost
• Recap asset values, in value order, by net or cost amount
• Recalculate expense and reserve amounts using replacement costs
• Compare useful lives of assets by category
• Extract assets with useful lives or depreciation rates beyond set norms.

Kickback or Conflict-of-Interest Schemes

• Look for vendor prices greater than the standard
• Identify price increases greater than acceptable percentages
• Check for continued purchases in spite of high rates or returns, rejections, or credits
• Look for high volume purchases from one vendor

Phantom Vendor Schemes

• Match names, addresses, and phone numbers between employee and vendor files
• Check vendor addresses against marketing address lists

Policy Compliance

• Monitor the retention of various records and documents to ensure compliance with government (Federal State) and/or local regulations
• Extract transactions by funding code, fiscal year, and obligation control level and then compare to encumbrances
• Analyze rates and license fees on licenses to determine bylaw compliance
• Match vendor address files with employee address files to ensure compliance with vendor restrictions
• Extract purchase orders below the dollar amount requiring compliance with sealed bids
• Extract transactions of assets funded by federal grants to ensure compliance with grant requirements
• Sort contracts databases by contract or cost types to test compliance with government contract terms

Questionable Invoices

• Identify invoices without a valid purchase order
• Look for invoices from vendors not in the approved vendor file
• Find invoices for more than one purchase order authorization
• Identify multiple invoices with the same item description
• Extract vendors with duplicate invoice numbers
• Look for multiple invoices for the same amount on the same day
• Find invoice payments issued on non-business days (e.g., Saturdays and Sundays)
• Identify multiple invoices at or just under approval cut-off levels