Internal Controls - Vanderburgh County
Internal Control Procedures for Vanderburgh County
Internal Control Policy and Required Certifications:
Internal Controls Ordinance
CO.06-16-006 was adopted by the Vanderburgh County Commissioners on June 7, 2016. It appears under county code in Title 2 Chapter 2.05. Click here to review.
Click on County Ordinances below for:
2.90.310 Discipline/termination/work rules.
2.90.315 Problem Resolution.
2.90.131 Use of Credit Cards.
2.90.135 Personal use of county property.
2.90.160 Timekeeping.
Internal Control Training
- Click on SBOA Webinar link for the training webinar.
- Once completed, click on the Certification Form link below to fill out and submit to Leslie Saiko in the Auditor's Office.
SBOA Documentation Internal Control Training
Internal Controls - Vanderburgh County Lease Policy
Internal Controls - Vanderburgh County Capital Asset Policy
Internal Controls - Grant Procedures
Grant Reporting - Department:
Step One:
The Department will submit the grant application to the "Grantor" for approval.
Step Two:
Once the Grant application is approved, the grant agreement is sent to the Auditor to be signed.
Step Three:
Once the final grant agreement is provided by the "Grantor", the Department will bring the grant to the Auditor's Office for execution.
Step Four:
The Auditor's Office will create a file for each grant.
Step Five:
The Department must return a copy of the Awards letter, grant agreement, and a New Fund Request to the Auditor's Office. If it is a Federal Grant, a Federal Grant Summary Form must also be submitted.
Step Six:
The Department must fill out a Grant Monies Requested Form each time the County is to receive grant funding. The claim vouchers and request for advances supporting the
distribution should be attached to the form.
Step Seven:
A copy of all documents will be kept in their own grant file by fund in the Auditor's Office.
Grant Reporting in Gateway:
Step One:
The Bookkeeper in the Auditor's Office will pull individual grant files and a working spreadsheet for each fund.
Step Two:
The Bookkeeper will run reports from our Financial System.
Step Three:
Compare financial reports to the Bookkeeper's spreadsheet verifying receipts, invoices, quietus, to make sure they balance.
Step Four:
Once the financials are balanced to the grant files, that information is entered into Gateway.
Step Five:
After entering everything into Gateway, run a Grant report out of Gateway to insure the balances match to our financial system and the Bookkeeper's detailed spreadsheet.
Step Six:
The Bookkeeper's spreadsheet is sent to the appropriate department to verify receipts, disbursements, award numbers, CFDA numbers, and pass through entity information.
Step Seven:
The departments will verify all information, and make any corrections if necessary. The Departments will have to INITIAL next to each:
- Receipt total,
- Disbursement total,
- Project Name and Description,
- Federal Program name and Project Title,
- Federal Agency,
- Pass Through Agency,
- CFDA Number,
- Award Name,
- Award Number
- and Grant Type.
Step Eight:
Then the Federal Grants will be submitted in Gateway, and the grant reporting will be completed to the best of the Auditor Office's ability.
| Back to Top |
- Useful Links
