As a community member, it is important you know how the Lynbrook School District is safeguarding your tax dollars through tight internal financial controls. This system of checks and balances protects school district resources against waste, abuse and mismanagement. The controls in our district are frequently reviewed and improved, and our school board considers the financial management of our district to be a primary concern and responsibility. Some of the procedures that are currently utilized by our district are:
Segregation of Duties - Different members of the district, particularly business office employees, are assigned different responsibilities and duties. This division of labor prevents any one employee from being able to solely approve purchases, select vendors and write checks for payment. No single person controls all aspects of the business operation.
Software program - The software program used in Lynbrook has a multi-level purchase order approval system where security access codes are required at every level.
Purchasing - All purchases are reviewed for compliance with policy. The majority of our purchases are from standard competitive bid lists or state contracts in accordance with general municipal law. For merchandise totaling over a certain amount that is not being purchased from a bid, a written quote from at least three vendors is required. All purchase orders over $10,000 require two signatures.
Purchase Orders are required for school district expenditures and must be approved by the purchasing agent. Any expenditure submitted on a claim form must be approved and coded by the building level administrator before it is processed in the business office and approved by the purchasing agent. Claims made by building and central office administrators are reviewed and approved by the Superintendent and/or the Assistant Superintendent for Business.
Internal Claims Auditor - The district employs an internal claims auditor whose role includes monitoring the purchasing process from the origination of the purchase order through payment. Nothing is rubber stamped and each payment is reviewed individually by the internal claims auditor prior to payment.
Bank statements are reconciled in house in addition to being reconciled by the treasurer.
Warrants are generated by the accounts payable clerk, reviewed by the treasurer, approved by the internal claims auditor and reviewed by the Board of Education.
External auditors review activities of the district for adherence to General Municipal Law 103 and to Lynbrook policies and procedures.
All conference expenses are pre-approved and then reviewed and approved after conference attendance. Conference expenses for food and mileage reimbursement are capped according to district practice, IRS rate per mile for automobile travel and meals and tips. If meals are provided as part of the conference program, no meal allowance is permitted.