School Bookkeepers

School Bookkeepers

1. How are the bookkeeping related duties and responsibilities defined and separated between the teacher or club sponsor, bookkeeper, and the school board office staff? (This relates to the separation or segregation of duties accounting principle)
2. Are there written procedures for recording transactions and for identifying receipts and expenditures?
3. Does the accounting system allow for the accumulation of multiple years of revenues and expenditures as compared with budgets?
4. Are there policies/protocols established (and documented) for controlling expenditures and approving financial transactions?
5. Are there timelines for reporting club activities, and are there monthly bank reconciliations as compared to bank statements? Are these reconciliations reviewed by school board office staff and do they include an outstanding check list? (This relates to the prevention of kiting/ stealing)
6. What receipting procedures and forms are used for cash movement between students and teacher/club sponsor, between teacher/club sponsor and bookkeeper, and between bookkeeper and bank?
7. Who actually completes the bookkeeper’s job evaluation? Does the school bookkeeper report to the school principal or to the school board staff (finance officer, director of finance, CFO)? Who actually hires the bookkeeper? (This relates to direct/supervisory control versus adjunct/advisory roles)
8. Does management (school principal or school board office staff) ever override internal controls governing the bookkeeper’s position? How and why? Are the reasons sufficient and well documented? (This relates to potential conflicts of interest)
9. Does the bookkeeper have the authority and ability to contact the internal/external auditors directly with questions prior to executing a purchase/transaction or posting/recording an entry into the accounting system? (This relates to transparency, empowerment/efficiency, and trust, all predicated upon adequate training/experience/knowledge and effective internal controls)
10. Are errors treated as learning moments? Is there open and obvious communication between bookkeepers, principals, school board staff, and external auditors?

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