Financial Management:

Audit of the Senate Stationery Room Revolving Fund for Fiscal Year 2010

GAO-11-204R: Published: Apr 6, 2011. Publicly Released: Apr 6, 2011.

Additional Materials:

Contact:

Steven J. Sebastian
(202) 512-9521
contact@gao.gov

 

Office of Public Affairs
(202) 512-4800
youngc1@gao.gov

In a letter dated July 22, 2010, Congress requested that we conduct an audit of the Senate Stationery Room's cash receipts and cash disbursements recorded in the Senate Stationery Room Revolving Fund for the fiscal year ended September 30, 2010. In the letter, Congress also requested that we review the inventory accounting procedures of the Stationery Room. The Senate Stationery Room provides for the sale of stationery to members of the Senate, Senate offices, and other Senate committees and authorized organizations. This includes the sale of office and administrative supplies, personalized stationery, flags, and special order items such as business cards. All sales receipts are taken to the Senate Disbursing Office for deposit into the Senate Stationery Room Revolving Fund in the U.S. Treasury. The Stationery Room then uses the cash receipts to purchase inventory items and emergency supplies for resale, and to pay for other services expenses. The Senate Disbursing Office maintains the money and makes payments on behalf of the Senate Stationery Room Revolving Fund. Salaries and benefits of Senate employees who work in the Stationery Room are not paid from the revolving fund; rather, they are paid from the "Salaries, Officers, and Employees" appropriation account of the Senate. Additional costs of the Stationery Room such as rent and utilities cannot be readily determined and are covered by other appropriated Senate funds.

We found that recorded cash receipts and cash disbursements of the Senate Stationery Room for the fiscal year ended September 30, 2010, were consistent with the purpose of the Senate Stationery Room Revolving Fund and supported by documentation approved by authorized management of the Stationery Room. However, our testing identified instances in which personnel either did not fully adhere to established policies and procedures or the Stationery Room did not have written policies and procedures covering certain activities. We found that the Stationery Room's physical inventory procedures provided reasonable assurance that it appropriately accounted for physical quantities on hand and that items were safeguarded from theft and loss. However, our testing identified instances in which Stationery Room personnel either did not fully adhere to established policies and procedures, or written policy and procedures were not sufficiently detailed for certain control activities. Therefore, we are making a recommendation that management update the Stationery Room's existing written accounting and inventory procedures to cover all its activities. We are also making a recommendation that Stationery Room management disseminate the updated procedures, train personnel as necessary, and review subsequent activities for compliance. In commenting on a draft of this report, the Secretary of the Senate agreed with our recommendations and stated that Stationery Room management is in the process of implementing our recommendations.

Status Legend:

More Info
  • Review Pending-GAO has not yet assessed implementation status.
  • Open-Actions to satisfy the intent of the recommendation have not been taken or are being planned, or actions that partially satisfy the intent of the recommendation have been taken.
  • Closed-implemented-Actions that satisfy the intent of the recommendation have been taken.
  • Closed-not implemented-While the intent of the recommendation has not been satisfied, time or circumstances have rendered the recommendation invalid.
    • Review Pending
    • Open
    • Closed - implemented
    • Closed - not implemented

    Recommendations for Executive Action

    Recommendation: The Secretary of the Senate should direct Senate Stationery Room management to update existing written policies and procedures for cash receipts and cash disbursements, to include: (1) requiring and documenting reviews of weekly cash sheets, weekly deposit envelopes, and monthly cash reconciliations; (2) retaining electronic documentation of signed purchase orders before shredding; and (3) incorporating multiple procedural documents into a comprehensive manual.

    Agency Affected: Secretary of the Senate

    Status: Open

    Comments: When we confirm what actions the agency has taken in response to this recommendation, we will provide updated information.

    Recommendation: The Secretary of the Senate should direct Senate Stationery Room management to disseminate updated policies and procedures, train personnel as necessary, and establish a mechanism to provide for subsequent review of activities for compliance.

    Agency Affected: Secretary of the Senate

    Status: Open

    Comments: When we confirm what actions the agency has taken in response to this recommendation, we will provide updated information.

    Jul 30, 2014

    Jul 9, 2014

    Jun 19, 2014

    May 30, 2014

    May 15, 2014

    May 13, 2014

    May 12, 2014

    May 2, 2014

    Mar 27, 2014

    Looking for more? Browse all our products here