Audit Report on the Brooklyn Borough President’s Office’s Cash Controls over Transactions from the Topographical
AUDIT REPORT IN BRIEF
This audit determined whether the Brooklyn Borough President’s Office (BBPO) is complying with the cash control procedures as set forth in the Comptroller’s Directive #11, “Cash Accountability and Control” for its Topographical Bureau sales.
The Borough Presidents are the executive officials of each borough and are elected by the people of each of the five New York City boroughs for a term of four years. The BBPO has a Topographical Bureau that supplies the public with street maps, grade studies, and certificates related to building and development and issues house numbers. The BBPO accepts currency, certified checks, and money orders as payment for the fees it charges for these services.
In Fiscal Year 2011, the City of New York Comprehensive Annual Financial Report (Annual Report) prepared by the Comptroller’s Office reported that the BBPO had revenue from Sundries Sales (sales from the Topographical Bureau) of $217,400, which matched the amount recorded as deposited in the City’s Financial Management System (FMS).
Audit Findings and Conclusions
The BBPO generally complied with the cash control provisions over its Topographical Bureau sales as set forth in the Comptroller’s Directive #11, “Cash Accountability and Control,” except for the provision regarding the daily depositing of cash receipts. The BBPO did not ensure that cash receipts were deposited on a daily basis as required. Comptroller’s Directive #11, §3.4 states that, “the inordinate accumulation of in-office cash receipts is not acceptable and, generally, all funds received must be deposited in the bank on at least a daily basis.” The BBPO, however, deposits its cash receipts on a weekly rather than daily basis.
Audit Recommendations
Based on our findings, we make two recommendations. The BBPO should, to the extent feasible, ensure that cash receipts are deposited on a daily basis. Additionally, the BBPO should establish a dollar-value threshold for the maximum amount of cash receipts allowed to be maintained on site and ensure that the threshold is not exceeded.
Agency Response
In their response, BBPO officials stated that due to a shortage of staff, they are unable to implement the recommendation to ensure that cash receipts are deposited on a daily basis, but agreed to establish a dollar-value threshold for the maximum amount of cash receipts to be maintained on site.