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COMPTROLLER POLONCARZ
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POLONCARZ RELEASES ERIE COMMUNITY COLLEGE AUDIT
Comptroller Completes Review of College's Payroll and Purchasing Functions
July 19, 2006
For Immediate Release
Contact: Timothy Callan 716-858-8801 or 716-858-8404
Erie County Comptroller Mark C. Poloncarz today issued an audit of Erie Community College's (the "College") payroll and purchasing practices for the period starting September 1, 2003 and ending August 31, 2005 (the "Audit").
"I am pleased to release this Audit to the public," said Poloncarz. "Our auditors have spent several months engaged in field work at the College and have conducted a thorough review of the College's payroll functions and its purchasing and procurement practices and systems."
Poloncarz noted that the intention of the Audit, like all audits and reviews, is to identify issues and offer suggestions for more efficient operations, as well as to recognize when County departments, agencies or related entities are operating efficiently.
The Audit's summary findings and recommendations are as follows:
- Some payroll payment errors went undetected, but after being notified of the errors the College recovered all overpayments.
- The College's computer system allowed duplicate checks to be run. As a result of the finding the College has instituted procedures to correct the problem.
- The Audit found undistributed payroll checks and payment advices (direct deposit pay statements). After being notified of the finding the College implemented procedures to ensure bona fide employees are receiving checks and advices.
- Errors and omissions in the processing of purchase orders and in the payment of vendor invoices were found. Since being notified of the finding the College has initiated steps to correct the deficiencies.
- The Audit found that the College's Datatel computer system allowed changes to be made to purchase orders after invoices were paid, meaning that data contained on a purchase order such as the items purchased, the quantity and price of each item, and the date of the order could be changed without obtaining proper approval. The College informed our Office that they will implement a software upgrade to correct the problem as soon as it becomes available.
- The Audit uncovered confusing and vague provisions in the College President's contract, amendments and related memorandum which resulted in an overpayment to the President. After being informed of our concerns, the President offered to return the overpayment.
- The President's contract, amendments and related memorandum are unclear on his employment status (as a member of the senior executive staff). Additionally, past assertions of the College conflict with the alleged, though undocumented, employment status of the President.
- The Audit found that the President received compensatory time that other members of the senior executive staff at the College are not entitled to receive. The Office of Comptroller has requested that the College President either document the compensatory time he received or pay back the College for any time erroneously used before August 31, 2004. Furthermore, this Office recommends his current compensatory time balance be reduced to zero.
- Poloncarz also noted that the Audit provides the College with suggestions on a combination of annual and one-time adjustments that could provide the College with savings and increased revenues that total more than $500,000.
Poloncarz concluded: "I am pleased that the College accepted many of our recommendations concerning payroll and procurement transactions and has already implemented a number of changes in their systems to correct the deficiencies our Audit uncovered."
In addition to the completed College audit, the Erie County Comptroller's Office is currently completing an audit of the Buffalo City Parks-Erie County Parks agreement and a major review of the County's forest management plan. The Comptroller also recently commenced an audit of the Erie County Sheriffs Office Division of Jail Management.
A copy of the audit report can be found the following site: http://www.erie.gov/comptroller/county_audits.asp
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Paid For by Friends of Mark Poloncarz
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Paid For by Friends of Mark Poloncarz.
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