8H Consent 2013 0701 - Laserfiche WebLink

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CITY OF SAN LEANDRO MEMORANDUM ON INTERNAL CONTROL JUNE 30, 2012 SCHEDULE PRIOR YEAR OF OTHER MATTERS Review Draft 6/18/2013 5:11:57 PM Current Status: Staffs is continuously monitoring the timesheets signature requirements including department head time sheets and strive to adhere with the requirements that employees and supervisors have properly approved and reflect the correct hours to be paid for each pay period. Staffs is also looking at online timesheet reporting and attempting to be on-line by 13/14 . In the meantime, signatures will be monitored. 2011-05 Super-User Rights Criteria: Accounting staff should not normally be allowed to have Super-User rights in the City’s general ledger system. Condition: We noted that one City employee; an Accountant II has super-user rights to the Eden Accounting Software System. Effect: When accounting staff have super-user rights, there is a potential risk of restricting or allowing access to other user’s abilities to access the different modules in the accounting system (i.e. unauthorized adjustments can be made to the general ledger). In addition, unauthorized transactions could be processed without proper review and approval. Cause: The City believes that it has a small Finance Department and therefore the people within Finance need to have access to be able to change the system administration functions. Recommendation: While we understand the City has a limited number of staff available to provide system administration functions, the City should consider restricting super user rights to as few employees as possible. Current Status: As mentioned above that Finance Department has few accounting staff and the super user rights are being reviewed for any changes made by the supervisor.