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Internal Controls

Internal Control consists of... all the related methods and measures adopted

within a business to:– safeguard its assets

• Employee and external theft, unauthorized use

– enhance accuracy and reliability of accounting of its accounting records.

• Mistakes, errors, intentional misrepresentations

As of 2002, required by law in the Sarbanes-Oxley Act (SOX)

The 6 IC PRINCIPLES The 6 IC PRINCIPLES

1. Establish responsibility centers Make individuals or specific groups accountable

for specific tasks under their control

1. Establish responsibility centers Make individuals or specific groups accountable

for specific tasks under their controlExample:

• One cashier per register.

• At end of shift, agree cash received to register tape.

• If differences, cashier is responsible.

2. Segregate employee duties. Don’t allow only one person to have both:

- Physical custody of asset

- Record transactions related to asset Includes separating a series of related activities.

Goal is to have many employees involved so no one can execute and cover up an error or irregularity.

2. Segregate employee duties. Don’t allow only one person to have both:

- Physical custody of asset

- Record transactions related to asset Includes separating a series of related activities.

Goal is to have many employees involved so no one can execute and cover up an error or irregularity.

Example:

• Cashier forwards register tape to accountant.

• Accountant records in books but never has access to cash.

Cashier Accountant

3. Independent Internal verification Periodic management review Supervision of daily activities

3. Independent Internal verification Periodic management review Supervision of daily activities

Example:

• Supervisor agrees cashier’s tapes-cash-accounting entries

• Supervisor reconciles bank deposits to books

AccountantCashier

Review-verify

4. Documentation to provide an audit trail Provide verifiable evidence of transactions Pre-number and account for all items in sequence Originators and reviewers sign-off to indicate

responsibility Matching of related documents, time stamp and

secure after all transaction processing is complete

Examples: Sales and Purchase orders, invoices

Receiving & shipping, bills of lading

Change logs

Material transfer requests

4. Documentation to provide an audit trail Provide verifiable evidence of transactions Pre-number and account for all items in sequence Originators and reviewers sign-off to indicate

responsibility Matching of related documents, time stamp and

secure after all transaction processing is complete

Examples: Sales and Purchase orders, invoices

Receiving & shipping, bills of lading

Change logs

Material transfer requests

5. Physical, mechanical and electronic control over assets, Data security

Examples: Password access

Locks, guards, alarms

Data back-up

Virus protection

Anti-theft systems, scanners

Limited authorized check signers

6. Others

Examples: Bonding of employees, background checks, rotation of duties, required vacations, approved vendor lists and prices, internal and external independent audits, etc, etc

5. Physical, mechanical and electronic control over assets, Data security

Examples: Password access

Locks, guards, alarms

Data back-up

Virus protection

Anti-theft systems, scanners

Limited authorized check signers

6. Others

Examples: Bonding of employees, background checks, rotation of duties, required vacations, approved vendor lists and prices, internal and external independent audits, etc, etc

Reporting Cash• Cash and Cash Equivalents

– Readily convertible to known

amount of cash. Examples:

• Treasury bills

• Commercial paper

• Money Market Funds

Reporting Cash• Restricted Cash

- Cash set aside for special purpose

- Non-current asset if not to be used within a year

Use of a Business Bank account...• allows for better separation of business versus

personal transactions (especially sole proprietor)

• provides a double record of all bank transactions– one by the business– one by the bank

• Requires monthly reconciliation of bank account– Identifies errors, missing items on books or bank

BALANCE PER BANKBALANCE PER BOOKS

+ Deposits In Transit + Credit Memos

- Outstanding Checks - Debit Memos

+ - Other + - Other

ADJUSTED BALANCE ADJUSTED BALANCE

• Make journal entry based on items that haven’t been recorded yet (That is, the balance per books side).

• Balance sheet will show the Adjusted Balance.

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EXAMPLE:

Bank Statement Beginning Balance on 1/01/08 8700

Deposits: 1/1/08 = 1200, 1/6/08 = 3200, 1/15/08 = 2000,

1/23/08 = 2800, 1/28/08 = 1600 10800Checks: #123 500 #128 420 #124 1000 #130 125 #125 650 #133 800 #126 350 #134 445 -4290

Other: Bank Charges- Debit Memo 15. -15

Bank Statement Ending Balance on 1/31/08 15195

Cash in checking 1/1/08 Bal 8400

1/06/08 3200

1/15/08 2000

1/23/08 2800

1/28/08 1600

1/31/08 2200

#125 650#126 350#127 2000#128 420#129 60#130 125#131 750#132 440#133 800#134 454

Confirm cash debit last December

January DIT

1/31/08 Bal 14151

EXAMPLE:

Bank Statement Beginning Balance on 1/01/08 8700

Deposits: 1/1/08 = 1200, 1/6/08 = 3200, 1/15/08 = 2000,

1/23/08 = 2800, 1/28/08 = 1600 10800Checks: #123 500 #128 420 #124 1000 #130 125 #125 650 #133 800 #126 350 #134 445 -4290

Other: Bank Charges- Debit Memo 15. -15

Bank Statement Ending Balance on 1/31/08 15195

Cash in checking

1/31/08 Bal 14151

1/1/08 Bal 8400

1/06/08 3200

1/15/08 2000

1/23/08 2800

1/28/08 1600

1/31/08 2200

#125 650#126 350#127 2000#128 420#129 60#130 125#131 750#132 440#133 800#134 454

Confirm o/s checks last month. Also look for last month that are still o/s.

January outstanding

checks

Total = 3250

EXAMPLE:

Bank Statement Beginning Balance on 1/01/08 8700

Deposits: 1/1/08 = 1200, 1/6/08 = 3200, 1/15/08 = 2000,

1/23/08 = 2800, 1/28/08 = 1600 10800Checks: #123 500 #128 420 #124 1000 #130 125 #125 650 #133 800 #126 350 #134 445 -4290

Other: Bank Charges- Debit Memo 15. -15

Bank Statement Ending Balance on 1/31/08 15195

BANK 15195. BOOKS 14151.

+ DIT 2200.

- O/S Checks 3250. - Debit Memos 15.

+ Other 9.

ADJ BALANCE 14145.ADJ BALANCE 14145.Bank Fees Expense 15. Cash 15.Cash 9. XXXXXX 9.

Managing Cash• Budget for shortages

– See Cash Budget discussion• Minimize working capital needs:

– Speed up A/R collections– Delay A/P payments– Invest idle cash

• Consider long range needs– Investing activities such as

equipment replacement

Cash Budget• Planning the company's cash

needs is a key business activity.• Cash budget shows:

– Expected cash received– Projected cash spent– Anticipated shortages

(need to borrow)

Cash budget format: Usually prepared monthly, quarterly or annually

Period 1

Begin cash

+ Cash received

Available cash

- Cash disbursed

Excess(deficiency)

+ borrowing

- repayments

End cash

ExampleJune 09

Rs.120,000

+ Cash received

+ 890,000

Rs.1,010,000

Say sale terms are all n/30.

Look at May sales for June receipts.

Assume May sales = Rs. 890,000.

Cash budget format: Usually prepared monthly, quarterly or annually

Period 1

Begin cash

+ Cash received

Available cash

- Cash disbursed

Excess(deficiency)

+ borrowing

- repayments

End cash

ExampleJune 09

Rs.120,000

+ Cash received + 890,000

Rs.1,010,000

- Cash disbursed

Say ½ payments are due n/30. Other ½ are due upon receipt.

Look at May and June expenses.

Assume: May exp = Rs.1040,000, June exp = Rs.920,000.

½ x 1040,000 +

½ x 920,000

- 980,000

Cash budget format: Usually prepared monthly, quarterly or annually

Period 1

Begin cash

+ Cash received

Available cash

- Cash disbursed

Excess(deficiency)

+ borrowing

- repayments

End cash

ExampleJune 09

Rs.120,000

+ 890,000

Rs.1,010,000

- 980,000

Rs.30,000

+ 20,000

- 0

Rs. 50,000

Assume the company would like a minimum balance in cash of Rs.50,000.

Cash budget format: Usually prepared monthly, quarterly or annually

Period 1

Begin cash

+ Cash received

Available cash

- Cash disbursed

Excess(deficiency)

+ borrowing

- repayments

End cash

ExampleJune 09

Rs.120,000

+ 890,000

Rs.1,010,000

- 980,000

Rs.30,000

+ 20,000

- 0

Rs. 50,000

Period 2

Begin cash

+ Cash received

Available cash

- Cash disbursed

Excess(deficiency)

+ borrowing

- repayments

End cash

PETTY CASH• System used for items which can’t be paid by check

or it’s more convenient to pay cash.

• Uses IMPREST system:

- Establish a Fund with a fixed contribution.

- Replenish fund from checking account periodically

Petty Cash xxxxCash

xxxx TO SET UP FUND INITIALLY.

•Use cash to pay for items. Get receipts. No journal entries made at this time.

•As cash in fund gets low:Postage Expense xxxxSupply Expense xxxxTravel Expense xxxxEntertainment Expense xxxx

Cash xxxx TO REPLENISH PETTY CASH & RECORD EXPENSES.