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When the segregation of accounting functions is not possible due to the size of the entity, management should constantly be aware of this condition. The concentration of duties and responsibilities in a single individual is not desirable from an accounting point of view. Additional internal control policies and procedures should be used to compensate for the lack of segregated duties.

Additional policies and procedures could include:

  1.  Minutes should include the claim number of bills approved for payment;

  2.  A formal, numbered receipt book should be used for all receipts;

  3.  Invoices should be canceled to ensure they are not paid twice;

  4.  Town supervisors or city council members should determine that reports are submitted promptly, and are in agreement with cash balances and grant expenditures; and

  5.  The town board or city council should adopt a formal conflicts of interest policy.

Date this Avoiding Pitfall was most recently published: 12/12/2014

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