Over the past several weeks, we have been introducing more controls and processes around protecting the integrity of our school finances. These best practices should have been part of our everyday controls from the beginning and we’re grateful that Interim Business Administrator Matt Angell is putting them in place and enforcing them now.

These controls are starting at the SAU level, but the implementation and benefits will be felt at both school districts as well. Claremont itself will benefit directly over the long haul, while Unity will be able to modify the protocols we are putting in place to best suit their needs. Between the immediate changes that Mr. Angell is putting in place and the guidelines that TMS will suggest following their operations review, the district will have the tools to manage finances successfully.

Dual Authorization

For instance, the business office has implemented dual authorization for every bank transaction for all three district entities – Unity, Claremont, and SAU 6. Every transaction that involves paying someone through our bank requires two people to sign off on it. This adds important accountability and a “paper trail” to follow in the event that we need to look at the history of the transaction. It also adds a checkpoint in which someone can ask “what is this for?” and “why is it X amount?” Knowing these questions can be asked also encourages proper, accurate bookkeeping.

Automated Accountability

In addition, we have added something known as “positive pay” to our banking. This is, effectively, an automated check and balance to the way we pay our bills.

When a manifest is created and digitally signed, a check file is uploaded to our bank with the information about the transaction. The checks are sent out as normal to our vendors to pay them for services, and when they are clearing our bank, every payment is compared to the check file.

If the information matches, the check clears as normal and the payment is made. But if anything in the file doesn’t match or is flagged, the bank automatically sends us an email to approve or reject the transaction. We have until noon of the next business day to take action. If we do nothing, it is automatically rejected.

We are also in the process of implementing ACH payments with all vendors. Going to an automated check clearing house will allow us efficiencies similar to direct deposit – they are faster and since they are no longer on paper, there is less room for manual error. Once it is fully implemented, we expect it will save us up to 12 days worth of time.

Self-Service for Employees

As mentioned in the past, we are rolling out the Employee Access self-service portal. Given that we have always had a small HR staff, giving employees direct access to their employment information was guaranteed to create more efficiency. Currently, they have access to tax forms, pay stubs, and future features will include time card and time tracking, access to their leave bank, and e-contracts.

Right now, this rolled out to the SAU employees. We are working on expanding that for Claremont and Unity employees.

Forensic Audit

All three district entities have voted to have the forensic audit move forward. The forensic audit, which would have a special focus on stipends, was recommended by the New Hampshire State Police and requested by Mr. Angell.

Once the audit commences, we will not have much information about it until it is completed.