HomeMy WebLinkAbout- - Results of Payroll Audit - 10/18/2011CITY COUNCIL AGENDA REPORT
MEETING DATE: OCTOBER 18, 2011
ITEM NUMBER:
SUBJECT: RESULTS OF PAYROLL AUDIT CONDUCTED BY LANCE, SOLL, LUNGHARD, LLP
DATE: OCTOBER 11, 2011
FROM: FINANCE DEPARTMENT /FINANCE ADMINISTRATION
PRESENTATION BY: BOBBY YOUNG, FINANCE AND I.T. DIRECTOR
FOR FURTHER INFORMATION CONTACT: BOBBY YOUNG, FINANCE AND I.T. DIRECTOR
(714) 754-5243
RECOMMENDED ACTION
Receive and file results of payroll audit and consider staff responses to the findings noted
by Lance, Soll, Lunghard, LLP.
BACKGROUND
As part of the FY 11-12 annual budget, City Council approved funding for an audit firm to
review the City's policies and procedures over Payroll. This review was to help ensure
the City is paying employees correctly based on current contracts and the amounts
reported on the Employee Compensation report are fair and accurate. Staff subsequently
issued the RFP and received responses from three qualified firms. Upon completing an
interview of each firm and determining their availability to complete such a review on the
City's schedule, staff recommended selecting the firm of Lance, Soll, Lunghard, LLP
(LSL).
ANALYSIS
LSL began three weeks of field work on August 15. They selected 50 employees and
each member of City Council to test payroll transactions within the last calendar year
(2010). This sample was determined using a risk based approach with factors including
the degree of complexity, level of compensation and the potential for fraud. LSL also
selected employees from the executive group and each of the bargaining groups. Their
tests covered a review of personnel files and hiring documents, Memorandum of
Understandings (MOU's), side letter of agreements, timecards, paychecks, pay journals,
leave balances, labor distributions, W-2 reporting, and verification of internal control
policies and procedures governing payroll transactions. In addition, LSL tested the
accuracy of the employee's total pay exclusive of pensions as reported in the 2010
Employee Compensation Report for the sample referenced above.
Attachment 1 is a copy of the final report issued by LSL noting the scope of their testwork
and the results to four (4) specific procedures. Attachment 2 are responses by staff to the
findings noted by LSL after the completion of testwork.
ALTERNATIVES CONSIDERED
Staff has not considered any alternatives at this time.
FISCAL REVIEW
Based on the recommendation action, there is no fiscal impact at this time.
LEGAL REVIEW
A legal review is not required for the recommended action.
CONCLUSION
The City contracted with auditors Lance, Soll, Lunghard, LLP to conduct a review of the
City's policies and procedures over Payroll. This review was to help ensure the City is
paying employees correctly based on current contracts and the amounts reported on the
Employee Compensation report are fair and accurate. Based on the final report
(Attachment 1), the findings are limited. However, staff believes each of the findings should
be considered and therefore prepared responses to each for the City Council to consider.
BOBBY YOUNG
Finance and I.T. Director
Attachment(s): 1 — Independent Accountants' Report on Agreed -Upon Procedures
on the Internal Control Policies and Procedures over Payroll
2 — Memo from Finance and I.T. Director Bobby Young, responding
to findings determined by Lance, Soll, Lunghard, LLP.
2