Report No. 2009-56
June 2009
Complete Audit Report

Findings in the audit of County Collector, Miller County

Bank Reconciliations
Formal bank reconciliations are not prepared and retained. In addition, monthly lists of liabilities are not prepared and reconciled to cash balances. As a result, differences have occurred and not been corrected or resolved. As of February 28, 2009, the reconciled bank balance exceeded the identified liabilities by $8,770. An attempt should be made to determine the proper disposition of the differences.

Receipts
Receipts are not deposited intact. During our cash count, we noted nine checks that could not be traced to a subsequent deposit. The County Collector’s Chief Deputy indicated checks received are sometimes withheld from deposits and returned to the payer if they are written for the wrong amount, but no documentation is maintained to indicate checks were returned.

Annual Settlements
The annual settlement for the year ended February 28, 2009, was not filed as of May 4, 2009. In addition, the County Collector's annual settlements for the years ended February 28 (29), 2008 and 2007, contained numerous errors and inconsistencies in amounts reported. Untimely, incomplete, and/or inaccurate annual settlement information reduces the effectiveness of the settlement as a mechanism for accounting for all monies the County Collector was charged with collecting.

Review of Annual Settlements
While the County Clerk and the County Commission indicated they perform a review of the annual settlements, their review was not documented and did not detect the errors in the County Collector’s settlements. The County Clerk does not maintain an account book or other records summarizing property tax transactions.

Budgets
The Collector's Tax Maintenance Fund budgets included in the consolidated county budget for 2008 and 2007 were not complete. Beginning cash balances, budgeted receipts, and prior year actual receipts and disbursements were not always included. A complete and well-planned budget, in addition to meeting statutory requirements, can serve as a useful management tool by establishing specific cost expectations for each area.

Complete Audit Report
Missouri State Auditor's Office
moaudit@auditor.mo.gov