Internal Controls Questionnaire - 2024 Audit * Name of Church: City * Audit Year * Treasurer * Have the recommendations of prior reports on internal controls been implemented? * Yes No Is a complete chart of accounts, listing of all accounts and their respective account numbers available? * Yes No Does the church have a Diocesan Accounting Policy and Procedure Manual? * Yes No Are signed, original vestry minutes available and read by auditors? * Yes No Have the findings of external auditors been reported to the vestry and recorded in vestry minutes? * Yes No Is approval of special funding, purchasing, and disposal of property noted in vestry minutes? * Yes No Besides the vestry, are other groups authorized to spend money? If so please list them: * Is the Church facing any lawsuits or potential lawsuits? * Yes No What are the safeguards to protect the collections from theft or misplacement from the time of receipt until the time the funds are counted and deposited? List below: * Do two different unrelated people count and deposit the cash each week? * Yes No Are the cash counters rotated on a periodic basis? * Yes No Do the cash counters have a standardized form for recording the deposit information and counting cash? * Yes No Are the counting sheets reconciled with actual deposits and any discrepancies investigated? (if applicable) * Yes No Are pledge or offering envelopes used? * Yes No N/A Are other cash receipts recorded and deposited on a regular basis? * Yes No Are checks endorsed with a stamped that says "For Deposit only" immediately upon receipt? * Yes No Are cash receipts deposited into the general operating account? * Yes No How many accounts does the church have? List below (savings, checking, bank or credit union) * Are there procedures that will highlight or call someone's attention to the fact that all receipts or income have not been received or recorded? What are they? See Internal Controls Questionnaire notes for examples and list in the notes at the end of this form. * Are quarterly statements provided to donors of record? * Yes No As per policy, are discrepancies investigated between deposits and cash counting sheets? * Yes No What is your procedure for making the deposit? Who makes the deposit and how often? * Are all disbursements made by check, credit card, debit card or electgronic payments (other than petty cash for small items)? * Yes No Are checks pre-numbered and used in sequence? * Yes No What is the approval process for disbursements? Who is authorized to approve disbursements (including petty cash replenishment)? * Are all voided checks cancelled and retained? * Yes No Are all checks made payable to specific payees and not to cash or bearer? * Yes No Are disbursements supported by original documentation and marked "Paid" with the check number and date on them? * Yes No Do the check signers see the original invoices? * Yes No Are all account signers authorized by the vestry? Have there been changes in the audit year and have any changes been noted in the vestry minutes? List the name of the check signers below: * Is more than one signature required for any check? (other than discretionary fund checks) * Yes No If not, do checks for more than $500 require more than one signature? * Yes No Are all disbursements requiring special approval of funding sources or from the vestry properly documented in the vestry minutes? * Yes No N/A If the church uses electronic transfers (ACH, debit cards) how are they monitored? How are duties segregated? * Do you make journal entries? (Bank fees etc.) If so, list types of entries and who approves them? * If you make journal entries, is there an adequate explanation and documentation accompanying each one? * Yes No Are all bank accounts reconciled within 10 days of receipt? By Whom? * Do two different people perform the task of opening and reconciling the bank or credit union statements? * Yes No Does someone besides the treasurer or bookkeeper complete the reconciliation? If so, list below: * Do the reconciliation procedures provide for: Comparison between the bank statement and cash receipts journal or register of dates and amounts of deposits? * Yes No Do the reconciliation procedures provide for: INvestigation of bank transfers to determine that both sides of the transactions have been recorded? * Yes No Do the reconciliation procedures provide for: Investigation of all bank debit and credit memos? * Yes No Do the reconciliation procedures provide for: Review of all ch ecks outstanding more than 90 days? * Yes No Are checks more than 180 days outstanding voided during the year end reconciliation? * Yes No Is the bank immediately notified of all changes of authorized check signers? * yes No None Is formal approval by the vestry required for all property and equipment purchases and disposals? * Yes No When was a review comparing actual property furniture, fixtures and equipment with the inventory listing done? Note Date below: * Is there a safe deposit box or in-house safe? * Yes No Who is authorized to enter it? * Is there an inventory of its contents? * Yes No None Are the keys/or passcodes maintained in a safe place? * Yes No None Look at articles of Incorporation and By-Laws. What are the dates on the documents? If the By-Laws are more than 5 years old, recommend a review of the By-Laws: Note the dates below for both the articles and the By-Laws: * Can you review deeds for land and buildings? * Yes No N/A Where are permanent records such as articles of incorporation, by-laws, and real estate deeds kept? * Review the annual incorporation report files with the Secretary of State. Is there a report on file for the year being audited? * Yes No Is there a periodic review of insurance coverage for: * Property? Yes No Liability? Yes No * Fidelity Bond? Yes No * Sexual Misconduct? Option 1 Option 2 * Directors and Officers liability? Yes No * Worker's Compensation? Yes No Is there a periodic review conducted to ensure that adequate controls are in place to prevent loss? * Yes No Note the names of those who work with children or at-risk adults. By providing this list to the diocesan office, the staff can check on whether or not those listed are in compliance with the background check and training requirements. * Does the church have any bequests, memorials, endowments or any other restricted gifts? * Yes No None If so, * Is the date, amount and donor of gift information on file? Yes No None * If there are restrictions or limitations, are they on file? Yes No None Does the vestry approve restricted gifts and grants? * Yes No Are written acknowledgements sent to donors for memorial gifts or endowments? * Yes No Are files backed up every time they are updated? * Yes No What type of backup system is used (Cloud, memory stick, etc.)? * If a physical backup is used, is it kept off premises? * Yes No N/A Is access to computers and programs limited to authorized users? * Yes No Name of person completing this form * Notes: Please provide any other or additional information. Thank you!