Department of Environmental Quality Financial-Compliance Audit for the Two Fiscal Years Ended .. 1998

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The department receives checks and currency as payment for environmental impact statement studies, licenses and permits, and fines and forfeits. According to department records, it collected checks and currency of $7,756,840 and $7,199,580 in fiscal years 1996-97 and 1997-98, respectively.
State policy requires agencies to maintain appropriate control over these collection activities. After the mail is opened, one employee is responsible for custody of the cash, recording payments and updating
...accounts receivable on the department's computer database subsystem, preparing the required SBAS transactions and the treasury deposit ticket, and making the deposit. With one employee responsible for all these activities, the department cannot ensure all moneys received are deposited in the state treasury.
The department's current staffing level should allow it to adequately separate responsibilities in the cash collection process. If the department separated the duties of personnel who work in the cash receiving function as outlined in state policy (section 2-1210.90, Montana Operations Manual), it could significantly improve control over the collection, accounting, and depositing process.


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