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Table of Contents
Financial Management Review
Financial Management Review – Findings and Recommendation
Inactive Projects Review (Quarter 1)
Inactive Projects Review (Quarter 2)
Inactive Projects Review (Quarter 3)
Inactive Projects Review (Quarter 3)
Administrative Review
Administrative Review – Findings and Recommendation
Single Audit Follow-up
Single Audit Finding(s) and Management Decision(s)
FIRE Report – Annual Certification (As of June)
FIRE Report – Certification Validation (As of September)
Working Paper A-1
Financial Management Review
Key Process or System
Choose Process to be Review (Funds Management, Federal-aid Billing, Major Projects, Project Auth, Modification, Final Voucher, Locally Administered Projects, Other
Purpose:
Scope:
Description:
Summary of results:
Description:
Summary of results:
Source of Information:
Prepared by:
Date:
Working Paper A-2
Working Paper B-1-1
Working Paper B-1-2
Working Paper B-1-3
Working Paper B-2-1
Working Paper B-2-2
Working Paper B-2-3
Working Paper B-4-1
Working Paper B-4-2
Working Paper B-4-3
Working Paper C-1
| Internal Control Attributes: | Answer (Y)(N) | WP Reference |
|---|---|---|
1. Duties of authorizing, approving, and recording purchase orders, administrative contracts, and payment transactions are assigned to different individuals. | Y/N | |
2. Duties of receiving and recording receipts (cash and checks) are assigned to different individuals. | Y/N | |
3. Duties of creating, reviewing, verifying, and auditing transactions are assigned to different individualsoe. | Y/N | |
4. Desk procedures are available to staff that include accounting process intructions (including authorizing and approval requirements) | Y/N | |
5. Accounting staff has received training on accounting and information verification processes. | Y/N | |
6. Conformance with the foregoing has been verified through test of the following:. | Y/N | |
| Y/N | |
| Y/N | |
| Y/N | |
| Y/N | |
| Y/N | |
| Y/N |
Working Paper C-2
Administrative Review
Internal Control Description
| Purchase Orders, Administrative Contracts, and Payment Transactions | |
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| Receipt Transactions | |
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| Review of desk guides | |
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| Training review | |
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| Prepared by: Date | |
Working Paper C-3
| Doc Date | Reconciled to Formal Acct. Records | Properly Authorized & Approved |
Proper Expenditure | Documentation Supports Payment Amount |
Recorded in Proper Account |
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|---|---|---|---|---|---|---|
| Fund authority (Allotments) | ||||||
| Monthly reconciliaton performed: | Y/N | |||||
| Purchase orders, Administrative Contracts, Payments | ||||||
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Y/N | Y/N | Y/N | Y/N | ||
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Y/N | Y/N | Y/N | Y/N | ||
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Y/N | Y/N | Y/N | Y/N | ||
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Y/N | Y/N | Y/N | Y/N | ||
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Y/N | Y/N | Y/N | Y/N | ||
| Travel | ||||||
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Y/N | Y/N | Y/N | Y/N | ||
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Y/N | Y/N | Y/N | Y/N | ||
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Y/N | Y/N | Y/N | Y/N | ||
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Y/N | Y/N | Y/N | Y/N | ||
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Y/N | Y/N | Y/N | Y/N | ||
| Credit Cards (CC) and convenience checks | ||||||
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Y/N | Y/N | Y/N | Y/N | ||
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Y/N | Y/N | Y/N | Y/N | ||
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Y/N | Y/N | Y/N | Y/N | ||
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Y/N | Y/N | Y/N | Y/N | ||
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Y/N | Y/N | Y/N | Y/N | ||
| Property inventories and capitalized assets | ||||||
| Property List: | Y/N | |||||
| Disposal of Surplus Property (Form SF-120) | Y/N/NA | |||||
| Transfer of Property (Form FHWA-1363): | Y/N/NA | |||||
| Non-expendable Property Inv. Reports (FHWA 162) Submitted to CFO | Y/N | |||||
| Capitalized Items (>25,000)? | Y/N | |||||
| Regular Physical Inventories Conducted (Every two years) | Y/N | |||||
| Inventory Records Properly Adjusted for Loss, Disposal, Transfer, etc.? | Y/N | |||||
| Excess Inventory Provided to Individuals or Groups Adhere to FHWA Policy? | Y/N | |||||
| Different Individual for Conducting Site Inventory and Tracking Inventory | Y/N | |||||
| Collections and sensitive control documents | ||||||
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Y/N | Y/N/NA | Y/N | |||
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Y/N | Y/N/NA | Y/N | |||
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Y/N | Y/N/NA | Y/N | |||
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Y/N | Y/N/NA | Y/N | |||
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Y/N | Y/N/NA | Y/N | |||
Prepared by: |
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Working Paper C-3-1
Working Paper D-1
| Requirement | Required Actions | Conclusion | |
|---|---|---|---|
| State is required to file its Single Audit Report within 9 months after its fiscal year end | Obtain a copy of the report | Determine that the Sate filed the report within the required timeframeor that it received an extension from its cognizant audit agency. |
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| State is required to develop a plan to resolve findings | Determine whether there are findings (see Schedule of Findings and Questioned costs) relating to FHWA funded programs | Obtain a copy of the State's corrective action plan. | The State Transportation Agency has completed a corrective action plan to address findings: Yes/No/NA |
| Issue a management decision on audit findings within 6 months | Obtain an understanding of the findings | Issue management decision signed by the DA | Where there is one or more findings, describe the finding(s) and the management decision on Working Paper D-1-1 |
| Follow-up to determine that the State Transportation Agency is taking timely corrective action to address findings | Work with State to resolve audit findings | Determine that the State is taking timely corrective action to address findings | Where there are findings, describe in brief the State Transportation Agency's corrective actionson Working Paper D-1-1 |
| Prepared by: Date: |
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Working Paper D-1-1
Working Paper E-1
FIRE Report – Annual Certification (As of June ________)
As Division Administrator, I am pleased to report on the Division's assessment of whether management controls and supporting financial management systems in the State of__________________ and within this office in effect from ( ) to ( ) provide reasonable assurance that the following objectives of Sections 2 and 4 of the Federal Managers' Financial Integrity Act are achieved: (i) obligations and costs are in compliance with applicable law; (ii) funds, property, and other assets are safeguarded against waste, loss, unauthorized use, or misappropriation; (iii) revenues and expenditures applicable to agency operations are properly recorded and accounted for to permit the preparation of accounts and reliable financial and statistical reports and to maintain accountability over the assets; and whether the agency's accounting system conforms to the principles, standards, and related requirements prescribed by the Comptroller General. Please select one of the two statements.
_______ Based on the reviews, I certify that management controls related to the activities of the Division Office and the administration of the Highway Planning and Construction Program PROVIDE reasonable assurance that the foregoing objectives are achieved.
_______ There are no instances of material non-conformance.
_______ There are instances of non-conformance. Explain below.
| Finding | Corrective Action | Target Date |
|---|---|---|
Based on the reviews, I certify that management controls related to the activities of the Division Office and the administration of the Highway Planning and Construction Program are not operating effectively and DO NOT PROVIDE reasonable assurance that foregoing objectives are achieved. Explain below.
| Finding | Corrective Action | Target Date |
|---|---|---|
Division Administrator: ___________ | Approved: Yes/No |
Date: ___________ | |
** The Financial Manager must retain a copy of the DA's original signature in the Division Office. | |
Working Paper E-2
FIRE Report – Certification Validation (As of September ______)
As Division Administrator for the _________ Division, I am reporting that the management controls and financial management systems certified in June as providing assurance that we are meeting the management, financial, and accounting objectives of Section 2 and Section 4 of the FMFIA have remained in effect over the past three months.
As Division Administrator for the _________ Division, I am reporting on the instances of non-conformance in design or operation found in the annual certification of the management controls and financial management systems. Corrective action has been completed to provide assurance that we are meeting the management, financial, and accounting objectives of Section 2 and Section 4 of the FMFIA.
As Division Administrator for the __________ Division, I am reporting that instances of non-conformance in design or operation have been identified in the management controls and financial management systems since the annual certification in June and no longer provide assurance that we are meeting the management, financial, and accounting objectives of Section 2 and Section 4 of the FMFIA.
| Finding | Corrective Action | Target Date |
|---|---|---|
Division Administrator: ___________ | Approved: Yes/No |
Date: ___________ | |
** The Financial Manager must retain a copy of the DA's original signature in the Division Office. | |
Fire Tool Kit Table of Contents | Order 45601a.htm
