Summary

October 2013 Accounts Outside the State’s Centralized Treasury System Processes Exist to Safeguard Money, but Controls for These Accounts Need Strengthening Report 2013-107 COMMITMENT INTEGRITY LEADERSHIP The first five copies of each California State Auditor report are free. Additional copies are $3 each, payable by check or money order. You can obtain reports by contacting the California State Auditor’s Office at the following address: California State Auditor 621 Capitol Mall, Suite 1200 Sacramento, California 95814 916.445.0255 or TTY 916.445.0033 OR This report is also available on our Web site at www.auditor.ca.gov. The California State Auditor is pleased to announce the availability of an online subscription service. For information on how to subscribe, visit our Web site at www.auditor.ca.gov. Alternate format reports available upon request. Permission is granted to reproduce reports. For questions regarding the contents of this report, please contact Margarita Fernández, Chief of Public Affairs, at 916.445.0255. For complaints of state employee misconduct, contact the California State Auditor’s Whistleblower Hotline: 1.800.952.5665. Elaine M. Howle State Auditor Doug Cordiner Chief Deputy October 15, 2013 2013-107 The Governor of California President pro Tempore of the Senate Speaker of the Assembly State Capitol Sacramento, California 95814 Dear Governor and Legislative Leaders: As requested by the Joint Legislative Audit Committee, the California State Auditor presents this audit report concerning state bank accounts that exist outside of the treasury system (outside accounts) and their oversight. This report concludes that funds in outside accounts generally serve valid purposes, such as safeguarding money held in trust or allowing for certain benefits and efficiencies that are not available through California’s Centralized Treasury System. As of June 30, 2012, the State’s departments, agencies, and other entities (state agencies) had approximately $9.3 billion in nearly 1,400 outside accounts. For most of this money, state agencies have properly created and maintained the accounts. Also, the California Department of Finance (Finance), the Office of the State Treasurer (state treasurer), and the California State Controller’s Office (state controller) each fulfilled its responsibility for authorizing and reporting on these outside accounts. Nonetheless, weaknesses in the control agencies’ tracking of these outside accounts have created potential problems. These weaknesses include the state controller’s failure to include all the state agencies that have outside accounts in its annual reporting on such agencies as well as the state treasurer’s uncertainty about the existence of sufficient collateral— safeguards in the form of securities deposited at outside institutions—for all of the balances in outside accounts. The state agencies we reviewed, with the exception of the California Department of Forestry and Fire Protection (Cal Fire), properly created and generally have adequate controls related to their outside accounts. However, as discussed in the report, we found that it is still possible for an agency to bypass state rules and its own policies. Cal Fire had $3.7 million in settlement payments for the cost of fire suppression and investigation (cost recovery revenues) deposited into an outside account—the Wildland Fire and Investigation Training and Equipment Fund (Wildland Fire Fund)—that was neither authorized by statute nor approved by Finance. Further, it did not subject the money in this outside account to its own internal controls, nor did it adequately track or monitor the account’s revenues. As a result, this portion of Cal Fire’s cost recovery revenue was not subject to Cal Fire’s normal internal controls or to oversight by the control agencies or the Legislature, leaving Cal Fire open to possible misuse of these revenues. Respectfully submitted, ELAINE M. HOWLE, CPA State Auditor 621 Capitol Mall, Suite 1200 Sacramento, CA 95814 916.445.0255 916.327.0019 fax www.auditor.ca.gov Blank page inserted for reproduction purposes only. California State Auditor Report 2013-107 v October 2013 Contents Summary 1 Introduction 5 Audit Results Funds in Accounts Held Outside the Centralized Treasury System Generally Serve Valid Purposes but May Present Some Risks 15 The State’s Control Agencies Have Generally Fulfilled Their Oversight Responsibilities but Have Not Always Adequately Tracked Outside Accounts 19 State Agencies Generally Complied With State Requirements for Establishing Outside Accounts but Did Not Always Completely or Accurately Report These Accounts 22 Cal Fire Had $3.7 Million Deposited Into an Unauthorized Outside Account 26 Recommendations 37 Responses to the Audit California Department of Finance 41 Office of the State Treasurer 43 California State Controller’s Office 47 California State University, Office of the Chancellor 49 California Department of Forestry and Fire Protection 51 vi California State Auditor Report 2013-107 October 2013 Blank page inserted for reproduction purposes only. California State Auditor Report 2013-107 1 October 2013 Summary Results in Brief Audit Highlights . . . As of the end of fiscal year 2011–12, the State’s departments, Our audit of state accounts that exist agencies, and other entities (state agencies) kept about $9.3 billion outside of California’s Centralized Treasury in nearly 1,400 outside accounts, state bank accounts that are System (treasury system) and their usually authorized by statute to hold money outside California’s oversight highlighted the following: Centralized Treasury System (treasury system) or, less commonly, » Weaknesses in the control agencies’ are approved by the California Department of Finance (Finance) for tracking of these state bank accounts state agencies that request to separate certain funds from treasury that exist outside the treasury system system money. For most of this money, state agencies have properly (outside accounts) have created created and maintained the accounts. Likewise, Finance, the Office potential problems. of the State Treasurer (state treasurer), and the California State Controller’s Office (state controller)—the control agencies tasked • The California State Controller’s with overseeing the outside accounts—have generally fulfilled their Office failed to include all the State’s respective responsibilities for authorizing and then reporting on departments, agencies, and other these outside accounts. Nonetheless, weaknesses in the control entities (state agencies) that have agencies’ tracking of these outside accounts have created potential outside accounts in its annual problems. These weaknesses include the state controller’s failure reporting on such agencies. to include all the state agencies that have outside accounts in its • The Office of the State Treasurer has annual reporting on such agencies as well as the state treasurer’s uncertainty about the existence of uncertainty about the existence of sufficient collateral—safeguards sufficient collateral—safeguards in the form of securities deposited at outside institutions—for all of in the form of securities deposited the balances in outside accounts. For example, for four of the last at outside institutions—for all the five fiscal years, the state controller failed to note that the California balances in outside accounts. Public Employees’ Retirement System did not submit required annual reports for its outside accounts, resulting in understatements » About $8.9 billion of the reported of the amounts in outside accounts that averaged $4.7 million each $9.3 billion in outside accounts as of year. Although the control agencies have recently taken steps to June 30, 2012, belonged to accounts correct such problems by developing an action plan and improving authorized under state laws and reporting forms and instructions, they need to further strengthen generally serve valid purposes. their tracking of and reporting on state agencies holding these funds. » With the exception of the California Funds in outside accounts generally serve valid purposes, such as Department of Forestry and Fire safeguarding money held in trust. Of the reported $9.3 billion in Protection (Cal Fire), the state outside accounts as of June 30, 2012, about $8.9 billion belonged agencies we tested segregated key to accounts authorized under state laws. In some outside accounts accounting and reporting duties to with significant balances, state agencies hold money to comply with safeguard collecting, recording, and specific provisions in bond contracts. For example, the California reporting revenue. Housing Finance Agency (CalHFA) has outside accounts that » Although the state agencies we tested fulfill the requirements of its bond funds’ contracts by holding generally have adequate controls over bondholders’ money in trust and by investing that money to ensure outside accounts, an agency may still that CalHFA can pay the bonds’ interest. Other outside accounts bypass state rules as well as its own serve as trust accounts for such funds as the ScholarShare Trust, policies such as Cal Fire did when it had which allows California families to save for college by making $3.7 million deposited in an unauthorized tax-advantaged contributions. Additionally, some statutorily outside account. authorized accounts are established to increase operational efficiency. Specifically, the California State University (CSU) 2 California State Auditor Report 2013-107 October 2013 system established its outside accounts to streamline its accounting processes, expedite its annual financial reporting, and obtain a better return on its investments. As of June 30, 2012, CSU’s largest account, the Statewide Investment Fund Trust, held $1.8 billion. Additionally, specific statutory authority allows state agencies to seek approval from Finance to open outside accounts that have benefits and efficiencies not available through the treasury system, such as the ability to process credit card receipts. Of California’s nearly 1,400 outside accounts, about 225 received approval from Finance, including the California Raisin Marketing Board (raisin board), which had about $5.6 million in outside accounts as of June 30, 2012. The raisin board conducts fairs and other commodity-promoting activities, and the ability to pay its obligations promptly, afforded by outside accounts, allows it to obtain first-class services and rates and to pay temporary workers on their last day of work. On the other hand, the State must weigh the benefits of allowing state agencies to establish and use these accounts against the possibility of state agencies mismanaging them, for these funds are subject mainly to controls within the state agencies, with fewer statewide controls over them than over funds in the treasury system. Fortunately, state agencies have generally complied with state requirements for establishing outside accounts. The state treasurer’s staff recently reviewed the authorities that state agencies cited for establishing the various outside accounts they have created and found that it agreed with these authorities for most of the accounts. Furthermore, the agencies that established eight of the 11 accounts we tested cited appropriate statutory authority, and two others had received Finance approval. However, the remaining account, discussed later, was established without statutory authority or Finance approval. Also, the internal controls over the handling of revenue at the state agency level were generally adequate for 10 of the 11 accounts we tested. Specifically, with the exception of the California Department of Forestry and Fire Protection (Cal Fire), the state agencies we tested, such as the raisin board, segregated key accounting and reporting duties to safeguard collecting, recording, and reporting revenue. Although the state agencies we tested during our audit generally have adequate controls over outside accounts, an agency may still bypass state rules as well as its own policies. For instance, Cal Fire had $3.7 million in settlement payments for the cost of fire suppression and investigation (cost recovery revenues) deposited into an outside account, the Wildland Fire and Investigation Training and Equipment Fund (Wildland Fire Fund), that was neither authorized by statute nor approved by Finance. Further, California State Auditor Report 2013-107 3 October 2013 it did not subject the money in this outside account to its own internal controls, nor did it track or monitor the account’s revenues adequately. Specifically, the management of Cal Fire’s law enforcement unit bypassed Cal Fire’s accounting and budgeting processes by failing to submit a request to its accounting office to establish the account and by diverting and spending cost recovery revenues without submitting the appropriate request to increase its budget appropriations. As a result, this portion of Cal Fire’s cost recovery revenue was not subject to Cal Fire’s normal internal controls or to oversight by the control agencies or the Legislature, leaving Cal Fire open to possible misuse of these revenues. Additionally, we found that Cal Fire lacks adequate controls to safeguard cost recovery revenues. As the result of a decentralized process, staff at regional and local program offices collect these payments without adequate oversight; therefore, Cal Fire cannot ensure that these payments are deposited to the correct account. Finally, Cal Fire approved the purchase of equipment costing $1.7 million, but did not follow state policies for accounting for, or safeguarding the equipment. Specifically, Cal Fire did not maintain a list of equipment, tag equipment, or conduct periodic inventories. As a result, Cal Fire cannot be certain that the equipment has not been lost or stolen. Recommendations To improve the State’s control over outside accounts, the control agencies should take the following steps: • Within the next 60 days, Finance, the state treasurer, and the state controller should implement the policies and procedures they developed to ensure the receipt of outside account reports in each reporting period and to enhance monitoring efforts. • Within the next six months, the state treasurer and the state controller should develop policies and procedures to each maintain a list of all outside accounts and should annually reconcile these lists with one another. For the State to better monitor outside accounts, the Legislature should consider requiring the state controller to expand its reporting on outside accounts to include information on accounts opened during the last fiscal year. Reported details should include the authority, name, and balance of the new outside accounts. 4 California State Auditor Report 2013-107 October 2013 To safeguard cost recovery program revenue, Cal Fire should do the following within the next six months: • Implement adequate segregation of duties for its cost recovery program revenues. For example, it should require that cost recovery payments be mailed to its accounting office, as are other payments. • Develop policies and procedures requiring personnel not affiliated with the cost recovery program to reconcile expected cost recovery payments to deposits. • Develop a process to track civil cost recovery cases statewide to monitor compliance with policies as well as to monitor collection status. To ensure that state agencies do not misdirect cost recovery revenues in the future, the Legislature should specify that these revenues include any money received as a result of cost recovery efforts, and should require that these revenues be deposited in the state treasury. To ensure that it possesses all equipment purchased with Wildland Fire Fund money, Cal Fire should: • Compile a complete list of equipment purchased with the funds and reconcile it to accounting records. • Tag all equipment purchased through the Wildland Fire Fund. • Perform a periodic inventory of equipment. Agency Comments The agencies agreed with our recommendations and in some cases outlined steps to implement them. California State Auditor Report 2013-107 5 October 2013 Introduction Background Money in the possession or control of the State (state money) is held either in accounts in banks that have an agreement with the Office of the State Treasurer (state treasurer) to participate in the Centralized Treasury System (treasury system) or in bank accounts outside the treasury system (outside accounts). State money in the treasury system is safeguarded by a number of significant statewide controls, whereas state money in outside accounts is subject to few statewide controls and is protected primarily by department-level controls. The amount of state money in outside accounts has generally increased over the past five years and as of June 30, 2012, amounted to about $9.3 billion, or 14 percent of all state money, while roughly $55 billion was held in the treasury system. The Legislature established the treasury system in 1949 to safeguard and maximize the return on state money. Before the establishment of the treasury system, state agencies—the State’s departments, agencies, and other entities—managed their own cash and investments and kept the returns on their holdings. Presently, the investment earnings on state money in the treasury system are allocated among many different funds, including the State’s General Fund. In fiscal year 2011–12, the General Fund received $25.8 million, or 10.6 percent, of the treasury system’s $243 million in investment earnings. Controls Over Funds in the Treasury System The California Department of Finance (Finance), the California State Controller’s Office (state controller), and the state treasurer make up the organizations with statewide oversight responsibilities (control agencies) affecting state money in the treasury system. The control agencies contribute to safeguarding the State’s assets by performing a variety of activities, including overseeing revenue and disbursement cycles for funds in the treasury system. For example, Finance is responsible for establishing and maintaining the accounting system used by the majority of state agencies—the California State Accounting and Reporting System— and for providing instructions to state agencies on accounting procedures and reporting requirements through the State Administrative Manual (SAM). Finance also monitors and audits state agency expenditures to ensure that agencies comply with law, approved standards, and policies. 6 California State Auditor Report 2013-107 October 2013 The state controller’s responsibilities include accounting for state funds, ensuring the accuracy and legitimacy of disbursements from the treasury system, and reporting on the State’s financial condition. The state controller maintains central control accounts for all funds in the treasury system. Using its records, the state controller provides a monthly treasury system report to state agencies, which then reconcile the report to their own records. The state controller’s disbursing responsibilities include paying claims through the treasury system and operating the State’s payroll system. When paying claims, the state controller ensures that sufficient funds are available in specific appropriations to cover each disbursement. Finally, California law requires the state controller to submit a report to the governor, called the Budgetary/Legal Basis Annual Report, which contains a statement of the funds of the State, state revenues, and public expenditures of the preceding fiscal year. This report also includes a schedule listing those accounts held outside the treasury system. The state treasurer is responsible for safeguarding and maximizing the return on investment of money in the treasury system consistent with safe and prudent treasury management. The state treasurer establishes agreements with depository banks, negotiates fees for the services the banks provide, manages banking services for the State, and implements controls over the banking activities of state agencies. Responsible for cash in the treasury system, the state controller also maintains central accounts related to each depository bank. The state treasurer downloads all the banking activity from the depository banks for accounts in the treasury system daily, and submits a record of all deposits to the state controller for posting to individual state agency accounts. Every month it compares its cash balances in the treasury system with the records of the state controller. The state treasurer also verifies daily that the depository banks protect the state deposits they hold. The Federal Deposit Insurance Corporation insures balances of up to $250,000 for each depositor in an insured bank should a bank fail, but for balances in excess of this amount, no such protection exists. As a result, the state treasurer ensures that depository banks holding state funds in excess of this insurance coverage place and maintain sufficient assets, such as securities, with another financial institution or custodian for safekeeping, as the banks are required to do by law. To ensure funds in the treasury system are properly accounted for, the state treasurer compares account information monthly with banks whereas the state controller compares account information monthly with state agencies. California State Auditor Report 2013-107 7 October 2013 Statewide Controls Over Outside Accounts State agencies sometimes need to establish outside accounts because they must deal with funds held in trust for others. They may also establish outside accounts to gain operational efficiencies. In addition, because the treasury system cannot process all types of electronic fund transfers or efficiently process credit card receipts, some state agencies create outside accounts to handle such transactions. To establish an outside account, a state agency must have express statutory authority or receive A request for a bank account outside the Centralized Treasury System (outside account) authorization from Finance. When a state agency requiring the California Department of Finance’s needs Finance’s approval, the SAM requires it approval must include the following: to submit a request to Finance’s Fiscal Systems and Consulting Unit and to include details about • Justification for the need to open the outside account. the proposed account, as shown in the text box. • The name and location of the bank, savings and loan Finance reviews the agency’s request and, as shown association, or credit union to be used. in Figure 1 on the following page, also consults the state treasurer, which focuses its review • The legal name of the agency and the name of the account. on the purpose and proposed type of account • Whether the proposed bank or savings and loan and expresses any concerns to Finance. If Finance association is insured by the Federal Deposit Insurance approves the establishment of the account, it Corporation or whether the proposed credit union is provides the agency, the state controller, and insured by the National Credit Union Administration. the state treasurer with a copy of the approval letter. • The amount, source, and purpose of the funds to be State agencies cited Finance approval for about 225 deposited as well as the type of deposit, length of deposit, of the nearly 1,400 outside accounts they reported and interest rate to be received. as of June 30, 2012, and they cited authorization • Provisions for the withdrawal of funds. under state law for the remainder. A number of state agencies have express statutory authority Source: State Administrative Manual, Section 8002. to establish outside accounts, eliminating the need for Finance approval. For example, state law specifies that the Cotton Pest Control Board must use cotton grower assessment fees exclusively to pay costs directly related to the control of certain cotton pests and allows the board to determine how fees should be deposited and handled, thus allowing for the use of outside accounts for this purpose. After outside accounts are established, they are subject to certain monitoring and reporting requirements. The state agencies holding money in outside accounts are responsible for overseeing and safeguarding that money; the outside accounts are not subject to the statewide controls specific to the treasury system. However, as Figure 1 illustrates, the SAM requires state agencies to report the balance, authority, and purpose of all outside accounts to the state controller and state treasurer annually and to certify to the state treasurer that the accounts will have adequate collateral throughout the year according to law. 8 California State Auditor Report 2013-107 October 2013 Figure 1 Statewide Process for Establishing, Monitoring, and Reporting an Account Outside the Centralized Treasury System A BANK ACCOUNT OUTSIDE THE CENTRALIZED TREASURY SYSTEM (OUTSIDE ACCOUNT)—REQUEST, REVIEW, AND APPROVAL PHASE Department, agency, or other entity (state agency) wants to open an outside account with state money. Is the account authorized by statute? YES NO Finance seeks comments The state agency submits a from the Office of the State request letter to the California Treasurer (state treasurer). Department of Finance (Finance). Finance approves establishing the account—sends approval letter to the state agency and copies to the state treasurer and the California State Controller’s Office (state controller). Finance denies The state agency opens the account. the request and sends a letter to the state agency. OUTSIDE ACCOUNT—MONITORING AND REPORTING PHASE If bank deposits for outside account The state agency reports the balance, exceed insured amounts at any authority, and purpose of the account to the time, the state agency is required to state treasurer and state controller annually. notify the state treasurer that collateral requirements have been met. The state controller prepares the The state treasurer reviews the schedule of “Bank Accounts Outside report from the state agency to the State Treasury System” within the ensure that the agency is complying Budgetary/Legal Basis Annual Report. with collateral requirements. Sources: California Government Code, Section 16305.3; State Administrative Manual, sections 7975 and 8002; California State Auditor’s analysis of policies and procedures; and other documents. California State Auditor Report 2013-107 9 October 2013 Trends in the Growth and Makeup of Outside Accounts The amounts held in outside accounts have generally increased over the last five years, and two state agencies with statutory authority for establishing outside accounts have experienced large changes in the overall balances in their accounts. State agencies reported $9.3 billion in outside accounts as of June 30, 2012, whereas in fiscal year 2007–08, they reported $6.7 billion. As Figure 2 on the following page shows, most of the $2.5 billion increase occurred in fiscal year 2009–10. The California Housing Finance Agency (CalHFA) and California State University (CSU) accounts contributed to the majority of this increase. CalHFA’s balance increased by about $1.5 billion in fiscal year 2009–10 when it issued $1.4 billion in bonds as part of the federal government’s Housing Finance Agency Initiative. According to CalHFA’s director of financing, the federal initiative offered a low borrowing rate, which financed CalHFA’s single-family lending activities in 2010 and 2011. CSU’s balance increased by nearly $682 million during fiscal year 2009–10. Most of this increase resulted from higher revenues generated by tuition increases and from lower spending caused by furloughs and layoffs. A relatively small number of accounts at three agencies made up most of the state money outside the treasury system as of June 30, 2012, while more than half the accounts had a balance of less than $1,000. Two college savings plan accounts, with $4.5 billion, authorized by statute for the ScholarShare Investment Board made up about 48.6 percent of the total balance in outside accounts, and CSU’s two investment accounts, with about $1.9 billion, made up about 20.3 percent of the total. CalHFA held $1.4 billion in 32 outside accounts, making up about another 15.5 percent of the total in outside accounts. As we discuss in the Audit Results section beginning on page 15, these agencies use the accounts to enable California families to save for college (ScholarShare), to gain increased operational efficiencies and implement an independent investment strategy (CSU), and to satisfy bond contract requirements (CalHFA). Most accounts with balances below $1,000 had balances of zero. The activity for most of these accounts is frequently swept into the treasury system, usually leaving no funds at the end of any given day. 10 California State Auditor Report 2013-107 October 2013 Figure 2 Money in Accounts Outside the State’s Centralized Treasury System Fiscal Years 2007–08 Through 2011–12 2007–08 2008–09 2009–10 2010–11 2011–12 Fiscal Year snoilliB ni sralloD Other California Housing Finance Agency California State Universities State Trial Courts, Administrative Office of the Courts ScholarShare Investment Board $10 8 6 4 2 0 Sources: State of California Budgetary/Legal Basis Annual Report for fiscal years 2007–08 through 2011–12 (adjusted for reporting errors identified during the audit) and Wildland Fire Investigation Fund bank statements for June 30, 2008, June 30, 2009, June 30, 2010, June 30, 2011, and June 29, 2012. Scope and Methodology We conducted this audit at the direction of the Joint Legislative Audit Committee, which approved the audit objectives listed in the Table. Our fieldwork included reviewing controls at 11 state agencies and testing 11 outside accounts. For one account, the California Department of Forestry and Fire Protection’s Wildland Fire Investigation Training and Equipment Fund account, Finance’s Office of State Audits and Evaluations conducted an audit and issued a report in August 2013. We relied on portions of its work related to expenditures and performed additional procedures to meet our objectives. California State Auditor Report 2013-107 11 October 2013 Table Audit Objectives and the Methods Used to Address Them AUDIT OBJECTIVE METHOD 1 Review and evaluate the laws, rules, Reviewed relevant laws and regulations, and other requirements in the State Administrative and regulations significant to the Manual (SAM). audit objectives. 2 Determine which departments, agencies, • Interviewed staff at the California Department of Finance (Finance), Office of the State and other entities (state agencies) are Treasurer (state treasurer), and California State Controller’s Office (state controller)—control involved in approving and monitoring agencies—to determine each agency’s role in approving, monitoring, and reporting bank accounts held outside of the Centralized accounts outside the treasury system (outside accounts). Treasury System (treasury system) and assess • Obtained and assessed the administrative policies and processes related to outside accounts each agency’s processes and practices. for the control agencies. 3 For the most recent five years, identify • To identify the dollar value of outside accounts we used the schedules of “Bank Accounts outside accounts and determine how much Outside of the State Treasury System” in the Budgetary/Legal Basis Annual Reports for money is in these accounts, including to the fiscal years 2007–08 through 2011–12. We also tested the completeness and accuracy of extent possible, the source and justification the schedules. for placing these accounts outside the • To determine whether the state agencies’ account balances remained consistent over the treasury system. five‑year period, we performed an analytical review of account balances by agency and identified and explained significant changes. • To identify the total number of outside accounts for fiscal year 2011–12, we reviewed and analyzed the state treasurer and state controller account listings of outside accounts. We counted each record as a single account although some records may represent more than one bank account. • To identify the primary source and justification for outside accounts, we analyzed the state treasurer account listings and the schedules of “Bank Accounts Outside of the State Treasury System” in the fiscal year 2011–12 Budgetary/Legal Basis Annual Report. 4 To the extent possible, determine what • To determine the controls in place, we interviewed staff at Finance, the state treasurer, the controls are in place that limit agencies from state controller, and the eight agencies selected for review. depositing funds in repositories outside • For the eight agencies selected, we assessed the controls over the collection and deposit of the treasury system without following revenues in outside accounts. applicable laws and procedures. 5 For a sample of accounts that exist outside Judgmentally selected 11 accounts to test. In selecting accounts, we considered agencies the treasury system: based on the size, purpose, and authority for their respective accounts. We further considered account type, balance, and authority in choosing the specific account to test within each agency. As a result of this selection process, we tested one or more accounts for each of the following agencies: • California Department of Food and Agriculture ‑ Cotton Pest Control Program ‑ California Raisin Marketing Board • Judicial Council of California, Administrative Office of the Courts ‑ Los Angeles Superior Court ‑ Napa Superior Court • California Housing Finance Agency • California Public Employees’ Retirement System • California State University • California Energy Commission • Governer’s Office of Business and Economic Development ‑ California Infrastructure and Economic Development Bank ‑ California Small Business Loan Guarantee program • California Department of Forestry and Fire Protection (Cal Fire) ‑ Wildland Fire Investigation Training and Equipment Fund (Wildland Fire Fund) continued on next page . . . 12 California State Auditor Report 2013-107 October 2013 AUDIT OBJECTIVE METHOD a. Identify how amounts deposited For the 11 accounts selected: are determined. Assess whether the • Reviewed laws, regulations, and the SAM requirements related to the accounts, and accounts were appropriately established determined whether accounts were appropriately established. in compliance with laws, regulations, and the SAM. • For accounts where agencies cited Finance approval: ‑ Reviewed Finance’s approval of the account. ‑ Determined whether the state treasurer reviewed the account request. ‑ Determined whether the state treasurer and the state controller received final notification of approved accounts. • If an agency did not cite Finance approval to establish its account, we obtained documentation from the agency to determine whether its cited statutory authority was accurate and sufficient. • Interviewed agencies to understand how amounts deposited are determined. We found that the source of the funds used to establish and maintain outside accounts varied, and likewise the methods used to determine the deposit amounts also varied. We did not find any reportable issues related to how deposits are determined. • For the Wildland Fire Fund, we selected eight receipts for fire cost recovery: ‑ Interviewed Cal Fire personnel and obtained documentation to determine if deposited amounts were in excess of actual fire containment costs, and if Cal Fire consistently followed its parameters for allocating settlements to the Wildland Fire Fund. ‑ Interviewed Cal Fire, the California District Attorneys Association (attorneys association), and the Office of the Attorney General (attorney general’s office) to determine the role each played in determining amounts to deposit in the Wildland Fire Fund. b. To the extent possible, determine For the 11 selected accounts, we determined whether a fiscal agent or third party is maintaining whether fiscal agents or third parties are the account and, if so, performed the following: maintaining these accounts. Determine • Identified laws, regulations, and policies for fiscal agents and for managing and reporting whether the fiscal agents or third parties state funds. comply with all applicable state laws, rules, regulations, and policies for • Determined whether fiscal agent services were approved by Finance. managing and reporting state funds. • Reviewed fiscal agent contracts and determined whether the provisions conform with applicable legal and policy requirements identified and if there is a provision for audits. • Performed compliance testing on key legal and policy requirements. • Apart from Cal Fire, other accounts complied with fiscal agent requirements, as applicable. c. Identify and assess the controls in place For the 11 selected accounts: to ensure that the moneys in these • Interviewed the related state agencies and obtained supporting documentation to gain an accounts are properly accounted for and understanding of the selected state agencies’ controls over accounting and reporting for the properly reported, and verify whether accounts and assessed the adequacy of the controls. these accounts are regularly audited. • Selected bank reconciliations for June 30, 2012, and one other month and assessed key controls over deposits and disbursements. We traced the account balances from the June 30, 2012, bank statements to the outside accounts report submitted to the state controller. ‑ For the eight Wildland Fire Fund receipts selected, we assessed controls over deposits and traced deposits to the corresponding bank statements. ‑ For the Wildland Fire Fund account, we selected one equipment item each from four of the expenditure projects tested by Finance’s Office of State Audits and Evaluations and reviewed one additional equipment expenditure selected from the attorneys association’s records and performed the following: — To determine the quantity authorized, we reviewed Cal Fire project files and Finance’s workpapers. — To determine the quantity Cal Fire reported to hold in its regions and units, we reviewed Finance’s workpapers. We also observed one item held by Cal Fire’s Technical Services Section. California State Auditor Report 2013-107 13 October 2013 AUDIT OBJECTIVE METHOD — To determine the quantity purchased, we reviewed project invoices. — To determine whether Cal Fire followed state procedures related to receiving and recording assets, we interviewed Cal Fire personnel responsible for each project and personnel responsible for receiving and distributing the equipment. We also reviewed Cal Fire project files for documentation of the receipt of equipment and Finance’s workpapers for evidence of equipment tagging. ‑ For the Wildland Fire Fund account, we reviewed Finance’s workpapers and selected and reviewed two project expenditures from Cal Fire’s project file to determine: — Whether projects were properly authorized. — Whether the expenditures were for training or equipment that aligned with the purpose of the fund. — Whether the expenditures were accurately recorded as training or equipment in the attorneys association’s records. • We interviewed and obtained supporting documentation from state agencies to assess whether the agencies ensured that accounts had the proper collateral. • Interviewed the state agencies to determine whether accounts are regularly audited and, if not, determined the reason. We also obtained the most recent audit report for each account that received one. d. To the extent possible, determine For the 11 selected accounts: the benefits of maintaining accounts • Interviewed the related state agencies to obtain their perspective on the benefits of outside of the treasury system and maintaining outside accounts and considered the quantitative and qualitative costs whether the fees and charges associated and benefits. with these accounts are comparable to those charged on the accounts within • Obtained a listing of banking fees, costs, or billings to determine the costs of the accounts. the treasury system. • Analyzed fees to determine if they are comparable to those in the treasury system. • Interviewed and documented the state controller’s, the state treasurer’s, and Finance’s perspective on the benefits and costs associated with outside accounts. 6 Review and assess any other issues that • Interviewed attorney general’s office staff to determine the extent to which the attorney are significant to the establishment general’s office is aware of state agencies that may have outside accounts. of outside accounts and the oversight of • Interviewed attorney general’s office staff and obtained administrative policies to determine these accounts. the role the attorney general’s office plays in earmarking settlement money for private or local agencies or for deposit in outside accounts. Source: California State Auditor’s analysis of the Joint Legislative Audit Committee audit request number 2013‑107, planning documents, and analysis of information and documentation identified in the column titled Method. 14 California State Auditor Report 2013-107 October 2013 Blank page inserted for reproduction purposes only. California State Auditor Report 2013-107 15 October 2013 Audit Results Funds in Accounts Held Outside the Centralized Treasury System Generally Serve Valid Purposes but May Present Some Risks As described in the Introduction, a state department, agency, or other entity (state agency) must have either statutory authority or approval from the California Department of Finance (Finance) to establish an account outside the State’s Centralized Treasury System (outside account). Most of the money in outside accounts is held in accounts authorized by statute, with a relatively small amount of money in outside accounts approved by Finance. Of the approximately $9.3 billion reported as held in outside accounts for the fiscal year ending June 30, 2012, about $8.9 billion was held in outside accounts authorized by statute. Similarly, state agencies cited statutory authority for about 1,200 of the nearly 1,400 outside accounts, while they cited Finance approval for the remaining outside accounts. Figure 3 shows the outside accounts and their authority and purpose. Figure 3 Accounts Outside the Centralized Treasury System by Authority and Purpose as of June 30, 2012 (in Millions) ScholarShare Investment Board California Education Code, sections 69984 and 70010 $286 (To hold tax-advantaged investments for higher education costs) $282 California State University pooled funds California Education Code, Section 89721 (To increase operational efficiency) $773 California Housing Finance Agency and Governor’s Office of Business and Economic Development Total in California Health and Safety Code, sections 51002 and 51003, and California Corporations Code, Section 14038 Outside Accounts $1,546 (To meet requirements in bondholder agreements) $4,501 at June 30, 2012: $9,290 California Judicial Council California Penal Code, Section 1463.1 and California Government Code, Section 77009 (To facilitate court operations and to hold money in trust) California Public Employees’ Retirement System and California $1,902 State Teachers' Retirement System Approved by the California Department of Finance (Finance) (To remit federal tax withholding payments electronically) Other* Source: Office of the State Treasurer’s compilation and reconciliation of state agencies’ Report of Bank/Savings and Loan Association Accounts Outside the State Treasury System as of June 30, 2012. * State agencies cited statutory authority for $212 million of the other outside accounts, while Finance approved the remaining accounts totaling $74 million. Also, the responsible agency with the largest amount held in these other outside accounts is the California Department of Food and Agriculture with a balance of $86.7 million. 16 California State Auditor Report 2013-107 October 2013 A number of large outside A number of large outside accounts opened under statutory accounts opened under statutory authority have been established to hold money in trust for others authority have been established or to align with the provisions in bond contracts. For example, to hold money in trust for others the Legislature established the ScholarShare Trust, which or to align with the provisions in allows California families (participants) to save for college on a bond contracts. tax-advantaged basis. State law specifies that all money deposited by participants must be promptly invested and accounted for separately and that this money and interest accumulates on behalf of the participants. State law further specifies that ScholarShare Trust money may be invested with an investment manager as determined by the ScholarShare board. According to the ScholarShare program investment policy, there are no restrictions on the types of investments that the ScholarShare Trust can make. The policy also specifies that participants bear the risk associated with the investment portfolio they select. Similarly, for bond funds within the California Housing Finance Agency (CalHFA), contracts with bondholders stipulate that accounts and funds created under the contracts will be held in trust. The contracts also require that money in the funds be invested to ensure that sufficient money will be available to pay bond interest. According to CalHFA’s director of financing, the contracts allow CalHFA the flexibility to invest bond proceeds to maximize investment income, within investment guidelines. The director explained that, in one case, bondholders even demanded that bond proceeds be placed in a specific investment. Federal requirements may also dictate the need for an outside account. For example, the Internal Revenue Service (IRS) requires that large tax deposits be made by electronic funds transfers within 24 hours; to complete this transaction in the time allowed, an outside account is necessary. The Office of the State Treasurer (state treasurer) does have a contract for processing electronic funds transfers; however, this contract applies only to receiving money for items such as tax collections and does not cover situations in which a state agency wants to make a payment. Additionally, the California State Controller’s Office (state controller) can process electronic funds transfers for payments. However, the assistant chief of the state controller’s disbursements bureau explained that the state controller’s standard turnaround on electronic funds transfers is three days and that an overnight process performed each day would be problematic. For similar reasons, the California Public Employees’ Retirement System (CalPERS) and the California Teachers’ Retirement System use outside accounts to submit taxes withheld from retirement checks to the IRS. In addition to holding money in trust for others, specific statutory authority allows certain state agencies to open outside accounts to gain program efficiencies and other benefits not possible through California State Auditor Report 2013-107 17 October 2013 California’s Centralized Treasury System (treasury system). For example, the Legislature granted the California State University (CSU) system the authority to hold funds outside of the treasury system. Funds in CSU’s outside accounts amounted to $1.9 billion as of June 30, 2012. According to the assistant controller of the financial services division of CSU’s chancellor’s office, by using outside accounts, CSU has been able to streamline its accounting processes and complete its annual financial reports more quickly than by processing its revenues through the treasury system. Additionally, CSU is able to structure its investment portfolio to obtain a return that may exceed that of the State’s Pooled Money Investment Account (pooled account), the treasury system’s primary investment account. As of June 30, 2012, CSU held $1.8 billion in its Statewide Investment Fund Trust account, which provided an annual return of 0.76 percent, or twice the 0.38 percent return of the pooled account, in fiscal year 2011–12. Likewise, the president of the California Department of Food and Agriculture’s (food and agriculture) California Raisin Marketing Board (raisin board), which held about $5.6 million in Finance-approved outside accounts as of June 30, 2012, stated that the raisin board’s revenues are from assessments on growers— industry participants—who have an interest in ensuring that the revenues benefit their industry. The raisin board’s purpose is to advertise, promote, and conduct marketing and product research related to raisins, and it fulfills this purpose by conducting fairs and other commodity-promoting activities. The president asserted that the ability to pay promptly, afforded by outside accounts, allows the raisin board to obtain first-class services and rates. Additionally, he said that because of the nature of its business the raisin board hires temporary workers, and outside accounts allow it to meet requirements to pay the workers on their last day of work. In addition to providing for timely electronic funds transfers, In addition to providing for timely certain statutory- and Finance-approved outside accounts allow electronic funds transfers, certain for the efficient collection of revenues through the processing of statutory- and Finance-approved credit card transactions. According to the state treasurer’s manager outside accounts allow for the of banking operations, credit card receipts are difficult for the state efficient collection of revenues treasurer to reconcile. Credit card companies deduct fees before through the processing of credit remitting payments to state agencies, causing the deposits that card transactions. the banks report to the state treasurer to differ from the deposits reported by state agencies. The state treasurer does not know the many fee structures administered by credit card companies and thus cannot practically perform reconciliations. The manager of banking operations said that zero-balance accounts, a type of outside account, resolve the reconciliation problem. The State Administrative Manual (SAM) now requires state agencies wanting to accept credit card payments to set up zero-balance accounts, 18 California State Auditor Report 2013-107 October 2013 whose balances are transferred daily to the treasury system. State agencies reported 473 zero-balance accounts to the state controller as of June 30, 2012. Although factors exist that provide valid reasons for some state agencies to maintain outside accounts, the State has to consider the increased risk of mismanagement and the potential for higher costs related to these accounts, as well as its own inability to use excess money in the accounts for cash management purposes. State money in outside accounts, such as the California Department of Forestry and Fire Protection (Cal Fire) account discussed later in this report, is at greater risk of mismanagement than state money in the treasury system because outside accounts are subject to fewer statewide controls, as noted in the Introduction. However, with the exception of Cal Fire, the agencies we reviewed have sufficient controls over the money in their outside accounts. Additionally, banks holding state money in outside accounts with a balance that exceeds the federally insured amount must maintain a required level of collateral—securities deposited at another institution to safeguard the value of the outside account’s balance. We found that 10 of the 11 accounts we reviewed had the required level of collateral, but without control agency oversight, there is a risk that a bank may not maintain the proper collateral to safeguard the account balance throughout the year. While a state agency with outside accounts may incur higher bank fees than necessary, the bank fees for the outside accounts we A state agency with outside reviewed were not excessive, amounting to less than half a percent accounts may incur higher bank of the account balance as of June 30, 2012, on an annualized basis. fees than necessary. Once the trial Nevertheless, the recent experience of two of these agencies courts completed the consolidation suggests that other agencies might save money by reviewing the of their outside accounts in 2011 fees they pay on their outside accounts. In the first case, according and 2012, they were able to to the Administrative Office of the Courts’ assistant treasurer of reduce banking service fees by trust and treasury services, once the trial courts completed the approximately $700,000 annually, consolidation of their outside accounts in 2011 and 2012, they were or approximately 50 percent. able to reduce banking service fees by approximately $700,000 annually, or approximately 50 percent. In the second case, after we asked about its bank fees, the raisin board revisited its account services and fees in June 2013 and reduced monthly banking costs by approximately $290 a month, or approximately 37 percent. In addition to the risks posed by outside accounts—those of mismanagement and higher bank fees—outside accounts can hamper the state treasury’s flexibility in managing the State’s cash. To increase potential investment earnings for all funds in the treasury system, the State pools the money it holds for its various funds. Because the funds have varying periods of high and low cash balances, which tend to complement each other, the State can use available cash to purchase more long-term, higher yielding investments than allowed California State Auditor Report 2013-107 19 October 2013 otherwise. Pooling also facilitates borrowing between funds in the state treasury. For example, to meet its short-term cash needs, the State’s General Fund borrows from certain funds in the treasury system provided this borrowing does not interfere with the purposes of the funds or impede their day-to-day cash needs. As indicated in Figure 3 on page 15, however, much of the money in outside accounts is held in trust for others or as required by bond contracts and therefore is not available for borrowing. Because new outside accounts could have a significant effect on Because new outside accounts could the mix of account purposes and on the State’s ability to manage its have a significant effect on the mix cash, we believe that additional reporting would help the Legislature of account purposes and on the better assess developments in outside accounts. To be useful, State’s ability to manage its cash, extra reporting would need to provide details on the authority, we believe that additional reporting balance, and name of each new account, in addition to other would help the Legislature characteristics already reported by the state controller. Because the better assess developments in state controller already collects and reports information on outside outside accounts. accounts in its Budgetary/Legal Basis Annual Report, it could provide additional information on new accounts with relative efficiency. The State’s Control Agencies Have Generally Fulfilled Their Oversight Responsibilities but Have Not Always Adequately Tracked Outside Accounts The State’s control agencies fulfill their responsibilities for authorizing outside accounts by reviewing state agencies’ requests for such accounts and either approving or denying them. However, the control agencies do not adequately track which state agencies have outside accounts nor do they adequately ensure that all state agencies report on these accounts. These failings have resulted in instances of incomplete and inaccurate reporting on outside accounts. Recent concerns regarding outside accounts have prompted the control agencies to implement procedures to improve their oversight of outside accounts, including creating lists of all outside accounts and requiring the related agencies to certify that their outside accounts will have adequate collateral throughout the year. Control Agencies Authorize and Report on State Agencies’ Outside Accounts The State’s control agencies have generally met their responsibilities for authorizing outside accounts and reporting on them. As described in the Introduction, Finance reviews and either approves or denies state agencies’ requests to establish outside accounts. According to records provided by Finance, its Fiscal Systems and Consulting Unit (fiscal systems unit) has approved 95 of 104 outside account requests over the past five fiscal years with 72 of the 20 California State Auditor Report 2013-107 October 2013 approvals given for zero-balance accounts. The fiscal systems unit has a process in place to review each outside account request. It reviews the agency’s justification for the outside account to determine whether the request substantiates a need and is consistent with law and regulations. It also reviews the justification to determine whether banking services outside the treasury system are needed to effectively manage the funds. As part of this process, the fiscal systems unit considers whether the benefits to the State of maintaining the money outside the treasury system outweigh the costs. The state treasurer assists Finance in its evaluation by conducting an informal review of outside account requests. Finance sends the state treasurer an e-mail notification of each agency’s request to establish an outside account. According to the state treasurer’s manager of banking operations, the state treasurer focuses its review mainly on the purpose and type of the proposed account. For example, the state treasurer recently reviewed a request from a state agency to establish an account to receive patient funds through an automated clearinghouse. The state treasurer agreed with the reason for the account, but it provided comments related to the bank and location for the account. The requesting agency subsequently received Finance approval and opened the account with the bank recommended by the state treasurer. Control Agencies’ Tracking of Outside Accounts Is Inadequate Control agencies do not adequately track which state agencies hold money in outside accounts. As a result, control agencies cannot be certain that all involved state agencies are reporting information on their outside accounts. This failure can result in inaccurate reporting by control agencies and in a lack of review of the collateral requirements for unreported balances in outside accounts. If a bank were to fail and had not posted adequate collateral, the State would lose all money in the account beyond the federally insured amount. The SAM requires that state agencies annually submit a Report of Bank/Savings and Loan Association Accounts Outside the Treasury System (outside accounts report), in which they disclose their outside accounts and the accounts’ balances to both the state treasurer and the state controller. The state treasurer uses According to a supervisor in the the outside accounts reports it receives to verify that the balances state controller’s budgetary/legal are protected through sufficient collateral, and the state controller section, the state controller did summarizes the outside account balances it receives by agency and not have any written procedures includes the information in a schedule of Bank Accounts Outside of to ensure that all state agencies the State Treasury System (outside accounts schedule) as part of its reported their outside account annual Budgetary/Legal Basis Annual Report. However, according information for the period to a supervisor in the state controller’s budgetary/legal section, the we reviewed. state controller did not have any written procedures to ensure that California State Auditor Report 2013-107 21 October 2013 all state agencies reported their outside account information for the period we reviewed. The supervisor told us that the state controller has drafted and is finalizing such procedures. Additionally, the state treasurer had procedures to evaluate the collateral for amounts reported to it on outside account reports, but lacked any process to ensure that departments were consistently reporting such outside account information. As a result of these weaknesses, the state controller could not be sure that it included all outside accounts in its outside accounts schedule, and the state treasurer could not ensure that all outside accounts had proper collateral to secure their balances at year’s end. Because of the lack of sufficient procedures and systems for determining whether the state treasurer and state controller had received all required outside accounts reports, instances occurred in which reporting was incomplete and inaccurate. As part of our testing, we determined that for fiscal years 2007–08 through 2011–12, the state controller’s outside accounts schedule generally conveyed accurate information for outside accounts that state agencies reported. However, because the state controller did not have sufficient Because the state controller did procedures to reasonably ensure that state agencies holding money in not have sufficient procedures outside accounts were consistently reporting them, it failed to identify to reasonably ensure that state some omissions. For example, as we discuss later, CalPERS did not agencies holding money in submit its outside accounts report for four of the last five fiscal years, outside accounts were consistently resulting in an average annual understatement of approximately reporting them, it failed to identify $4.7 million. Additionally, for one year the state controller did not some omissions. accurately calculate the total amount held in outside accounts, understating the amount by approximately $45 million. The state treasurer and state controller recently reconciled the outside accounts reports they had received for fiscal year 2011–12. They determined that some state agencies had reported approximately $1.75 billion more in total to the state controller than to the state treasurer. Conversely, data from the reconciliation indicate that other state agencies had reported approximately $400,000 more in outside account balances in total to the state treasurer than to the state controller. The State’s Control Agencies Have Taken Steps to Improve Their Oversight of Outside Accounts Finance, the state controller, and the state treasurer met in March 2013 to discuss ways to improve compliance with state law and policies governing outside accounts. The director of the state treasurer’s centralized treasury and securities management division stated that this meeting was in response to concerns expressed to the Joint Legislative Audit Committee regarding outside accounts. As a result of this meeting, Finance, the state controller, and the 22 California State Auditor Report 2013-107 October 2013 state treasurer have developed an action plan for ensuring that all state agencies comply with state law and the SAM requirements that relate to outside accounts. Since then, the control agencies have updated the outside accounts reporting form to include a signed certification from the state agency’s head attesting that its reported outside accounts will have adequate collateral levels throughout the year and that its use of reported accounts is consistent with Finance approval or statutory authority. The updated form also requests information about account collateral. Finance updated the applicable sections of the SAM and related training materials to reflect the revisions to the outside accounts report and to educate state agencies about their responsibilities under the SAM. Additionally, beginning with the fiscal year ending June 30, 2013, the SAM requires that state agencies submit their outside accounts reports to Finance’s fiscal systems unit in addition to the state controller and state treasurer. According to its chief, the Finance sent a letter to all state fiscal systems unit plans to review these reports to verify that it agencies in July 2013 that included approved the accounts that state agencies claim it approved and a reminder about their obligations to track closed accounts. Furthermore, Finance sent a letter to all under state policies related to state agencies in July 2013 that included a reminder about their outside accounts. obligations under state policies related to outside accounts. Finally, as described in the previous section, the state controller and the state treasurer reconciled the fiscal year 2011–12 outside account information they received from state agencies, and from this reconciliation they created lists of all reported outside accounts. The chief of the state controller’s state government reporting bureau said that her staff will use the list as a starting point for preparing the outside accounts schedule, beginning with the June 30, 2013, schedule. Further, she indicated that staff plan to use this list to identify closed or new accounts. State Agencies Generally Complied With State Requirements for Establishing Outside Accounts but Did Not Always Completely or Accurately Report These Accounts State agencies are generally complying with state requirements for establishing outside accounts. For instance, in our testing of outside accounts, we found that state agencies with statutory authority to establish outside accounts generally cited appropriate legal authority and those that required Finance approval to establish an outside account generally submitted the appropriate requests to Finance. The state treasurer also recently reviewed the laws and Finance approvals that state agencies reported as authorizing their outside accounts and agreed with most of them. However, state agencies have not always completely or accurately reported outside accounts as required. California State Auditor Report 2013-107 23 October 2013 State Agencies Have Generally Followed the State’s Requirements for Establishing Outside Accounts Although some agencies have statutory authority to establish outside accounts, those that do not generally submit the required requests to Finance before establishing an outside account. Of the 11 accounts we tested, state agencies cited appropriate statutory authority in establishing an outside account for eight cases and proper Finance authority in one case. However, one of the 11 accounts we tested, administered by Cal Fire, had neither statutory authority nor Finance approval. As discussed later in the report, we found problems with Cal Fire’s establishment, management, and reporting of this account. Additionally we tested an account maintained by CalPERS, which cited neither Finance approval nor statutory authority, but instead cited an IRS mandate. We determined that this authority was not sufficient, and CalPERS subsequently requested Finance approval and received it retroactively in July 2013. In June 2013 CalPERS also developed and distributed a policy containing procedures for opening outside accounts. Furthermore, as part of its outside accounts report reconciliation to the state controller, state treasurer staff reviewed the authorities that state agencies cited for their reported outside accounts and agreed with about 72 percent, or 996 accounts. For another 25 percent, or 346 accounts, staff found the citations vague or difficult to interpret, and they believed further evaluations in the form of legal opinions were required to reach a determination. However, for 42 outside accounts, state treasurer staff noted For 42 of the nearly 1,400 outside 27 instances in which state agencies cited no statutory authority accounts, state treasurer staff noted or Finance approval for the accounts on the report and another 27 instances in which state agencies 11 cases in which it disagreed with the statutory authority the state cited no statutory authority or agency cited. In addition, the state treasurer compared its list of Finance approval for the accounts outside accounts to a list provided by Finance and determined that on the report, 11 cases in which most of the accounts citing Finance approval had received such it disagreed with the statutory approval. However, in four cases the state treasurer confirmed with authority the state agency cited, and Finance that no record of Finance approval existed. The manager four cases in which state agencies overseeing banking operations at the state treasurer told us that cited Finance approval when no state treasurer staff followed up with state agencies in 37 of the such approval was granted. 42 cases, referring them to Finance in some instances. He said that state treasurer staff did not follow up on five of the cases that were zero-balance accounts, instead focusing on accounts with balances and those requiring collateral. A few of the 42 accounts questioned by the state treasurer have since been resolved. During our testing of 11 outside accounts, we confirmed that four of the 42 accounts questioned by the state treasurer had statutory authority or Finance approval. For two additional accounts, the state agencies that the state treasurer referred to Finance subsequently sought and received 24 California State Auditor Report 2013-107 October 2013 Finance’s approval. This left the status of 36 of the 42 cases unresolved. Subsequently, the chief of Finance’s fiscal systems unit told us that the unit has begun reviewing fiscal year 2012–13 outside accounts for the unresolved cases and has verified that it approved one of the cases. Since Finance is the control agency charged with approving outside accounts not established under statutory authority and since some of the unresolved instances may require its review and approval, we believe Finance is in the best position to pursue and resolve these outstanding cases. State Agencies Have Not Always Completely or Accurately Reported Outside Accounts to Control Agencies While state agencies are generally complying with state requirements for establishing outside accounts, certain agencies have not annually reported their accounts as required, and other During our audit, we identified agencies have reported inaccurate account balances. As noted instances in which certain state earlier, state agencies must annually report details on all of their agencies failed to report the outside accounts to the state controller and state treasurer. During balances of their outside accounts, our audit, we identified instances in which certain state agencies as required, in one or more of the failed to report the balances of their outside accounts, as required, five most recent fiscal years. in one or more of the five most recent fiscal years. As mentioned previously, CalPERS did not submit its outside accounts report to either the state treasurer or the state controller for four of the last five fiscal years. In addition, although CalPERS submitted its outside accounts report for fiscal year 2011–12 to the state controller, it did not submit the report to the state treasurer; further, about nine months after the filing deadline CalPERS filed a revised report with the state controller disclosing two additional outside accounts. In May 2013 CalPERS prepared the outside accounts reports for the years it did not submit them—fiscal years 2007–08 through 2010–11—and sent them to the state controller. As a result of CalPERS’ failure to submit its outside accounts reports on time, the schedule of outside accounts in the Budgetary/Legal Basis Annual Report for those years was understated by between $4.5 million and $4.9 million in four of the past five fiscal years. According to the assistant division chief of CalPERS’ fiscal services division, CalPERS did not submit its reports because it lost key staff and lacked written procedures for the reporting of outside accounts. CalPERS completed and distributed written procedures for reporting its outside accounts in August 2013. Additionally, we found two instances in which state agencies inaccurately reported an outside account balance. In the most significant case, CSU overstated the balance of its Statewide California State Auditor Report 2013-107 25 October 2013 Investment Fund Trust (investment account) by $700 million as of June 30, 2012, because it included investments held in the State Agency Investment Fund—an account within the treasury system. The CSU Chancellor’s Office (chancellor’s office) allocates CSU’s investments both inside and outside the state treasury and then reports the investments to its campuses as lump sums. Each campus subsequently reports its total investments on its outside accounts report to the state controller. When total investments include amounts in the treasury system, it results Until the chancellor’s office changes in an overreporting of the amount in outside accounts. Until CSU’s procedures for reporting the chancellor’s office changes CSU’s procedures for reporting the the amount campuses hold in amount campuses hold in investments, it risks misreporting investments, it risks misreporting the balances in its outside accounts. the balances in its outside accounts. State Agencies Generally Have Adequate Controls Over Outside Accounts In general, the state agencies we tested have sufficient controls in place to deter the misdirection of revenue and to ensure proper accounting and reporting of outside account transactions. These controls include completing routine bank reconciliations, regularly reviewing account activity for compliance with program requirements, monitoring processes established to ensure that the agency safeguards and reports money in outside accounts, and ensuring segregation of duties so that staff who receive money are not performing other duties that would allow them to misdirect funds. For example, food and agriculture’s raisin board has adequate segregation of duties over the money it receives. Specifically, a mail clerk receives payments and enters them into a tracking log, an accountant reviews the log and makes the deposits, and an accounting assistant updates the accounting records. The accountant also performs a monthly bank reconciliation, which is reviewed by both the vice president of finance and the president of the marketing board, and a compliance officer reviews the bank statements for anomalies. Likewise, the CSU chancellor’s office has multiple control processes in place to ensure that it properly safeguards assets in its investment account. The chancellor’s office handles investment account deposits and withdrawals through electronic funds transfers and requires that two separate managers from its financing and treasury department prepare, review, and approve each transaction. The chancellor’s office’s accounting and payables department also reconciles CSU’s accounting records with the investment account bank statements monthly. Additionally, the financing and treasury department reports quarterly on the investment account to the assistant vice chancellor/controller of the financial services division, and he reports investment activity to the Board of Trustees annually. 26 California State Auditor Report 2013-107 October 2013 Each of three other agencies we reviewed—the Governor’s Office of Business and Economic Development’s California Infrastructure and Economic Development Bank, the California Energy Commission, and the California Housing Finance Agency—has its outside accounts in the custody of a bond trustee. For these accounts, the agencies ensure that the bond trustee receives all deposits and disburses money according to the bond contract requirements. For example, under a 2005 bond contract for energy-efficiency revenue bonds, the California Energy Commission is required to ensure that loan repayments are deposited into a loan repayment account, and the trustee is required to transfer money from that account to a debt service account. Under this system, loan recipients send payments directly to the bond trustee, which then makes debt service payments; the California Energy Commission monitors loan and debt repayment activity. About half the outside accounts About half the outside accounts we reviewed are audited by an outside we reviewed are audited by an entity. We found that external accounting firms perform annual outside entity. financial statement audits covering six of the 11 outside accounts we reviewed. Additionally, the outside account we reviewed for the California Small Business Loan Guarantee Program, which is administered by the Governor’s Office of Business and Economic Development, was recently audited by the federal Office of Inspector General. One of the objectives of this 2012 audit was to test compliance to identify reckless or intentional misuse. Although the two outside accounts we reviewed for the Administrative Office of the Courts are not subject to annual financial audits by external accounting firms, its internal audit services unit has a goal to perform audits of each court every four years. In fact, in March 2011 the unit conducted an internal audit of one of the courts we tested, while an external consulting firm under the direction of the internal audit services unit conducted a performance audit in February 2013 of the other court we tested. Similarly, Cal Fire’s Office of Program Accountability conducted an internal audit of Cal Fire’s outside account, referred to as the Wildland Fire Investigation Training and Equipment Fund (Wildland Fire Fund), in 2009. However, as discussed later, we found continuing problems related to Cal Fire’s establishing the outside account, its tracking and reconciling of revenues, and its purchasing and safeguarding of equipment, issues raised by the 2009 internal audit as well as an August 2013 report issued by Finance’s Office of State Audits and Evaluations. The last of the 11 outside accounts we reviewed, established for the Cotton Pest Control Program, is not required to have an audit. Cal Fire Had $3.7 Million Deposited Into an Unauthorized Outside Account Unlike the other state agencies we reviewed, Cal Fire established an outside account for which it had neither statutory authority nor Finance approval. Moreover, Cal Fire failed to follow its own California State Auditor Report 2013-107 27 October 2013 accounting and budgeting processes when it established the unauthorized account, and it failed to institute adequate controls over or sufficiently track the revenues of its Civil Cost Recovery Program (cost recovery program). Finally, Cal Fire did not follow state processes for receiving and safeguarding assets. Specifically, it did not retain receiving documents and reconcile them to invoices, or tag its equipment. Cal Fire Established an Unauthorized Account Held Under the Name of a Non-State Entity Between June 2005 and September 2012, Cal Fire arranged to have $3.7 million in settlement payments for the cost of fire suppression and investigation (cost recovery revenues) deposited to a bank account held under the name and tax identification number of the California District Attorneys Association1 (attorneys association) to fund training and equipment projects. However, Cal Fire does not Cal Fire does not have statutory have statutory authority to establish an outside account, nor did it authority to establish an outside request and receive approval from Finance to establish the Wildland account, nor did it request and Fire Fund. receive approval from Finance to establish the Wildland Fire Fund. The California Health and Safety Code allows public agencies, such as Cal Fire, to recover the costs they incur, such as those for fire suppression and investigation activities (fire costs), related to a fire resulting from negligence or a violation of law. Through its cost recovery program, Cal Fire recovers fire costs from persons it determines are responsible for starting fires (responsible parties). The Office of the Attorney General (attorney general’s office) also often plays a role in these cost recovery efforts because Cal Fire requests legal representation for cases exceeding $5,000. While the attorney general’s office assists client agencies, such as Cal Fire, in obtaining revenues through cost recovery efforts, it performs little oversight of how agencies choose to direct these revenues. A deputy attorney general who has represented Cal Fire stated that the attorney general’s office does not have any policy to review a client’s use of court case settlement money or to determine whether its clients have the authority to earmark this money for distribution to non-state entities, such as not-for-profit organizations. The chief assistant attorney general for the public rights division said that client agencies are responsible for determining their authority to earmark settlement money and so should consult their in-house legal counsel. Before May 2013 the attorney general’s office had no formal policy in place for ensuring the authority of state agencies to distribute 1 The attorneys association serves as the source of legal education for prosecutors and law enforcement personnel statewide and provides legislative advocacy for its members. 28 California State Auditor Report 2013-107 October 2013 settlements to non-state entities. However, in May 2013 it updated its policy to require the chief counsel of its client agencies to confirm that each state agency has the authority to direct payments according to the terms of each settlement made by the attorney general’s office. In May 2005 the deputy chief of Cal Fire’s law enforcement unit (former deputy chief) executed a memorandum of agreement (agreement) with the attorneys association that required the association to establish and manage the Wildland Fire Fund. In exchange, the agreement stipulated that the attorneys association would receive administrative fees amounting to 3 percent of all cost recovery revenues deposited into the Wildland Fire Fund and 15 percent of all disbursements made from the fund. In October 2011 the administrative fee for disbursements was decreased to 5 percent. The attorneys association received $373,624 between 2005 and 2013 from the Wildland Fire Fund for its management services. While Cal Fire’s agreement required the attorneys association to manage the Wildland Fire Fund, it did not require the attorneys association to ensure that the bank that held the Wildland Fire Fund money met the State’s collateral requirements. State policy also requires agencies to obtain Finance approval for services provided by a fiscal agent, which is a third party that receives or disburses money on behalf of the State. However, Cal Fire did not request or receive Finance approval for the attorneys association to provide such services. The agreement also specified that money deposited in the Wildland Fire Fund would not be deemed state money within the meaning of California Government Code, Section 16305.2, which states that, with the exception of money in the Local Agency Investment Fund, all money in the possession of or collected by any state agency is state According to an internal audit money. According to an internal audit report issued by Cal Fire’s Office report issued by Cal Fire’s Office of Program Accountability in November 2009, Cal Fire included this of Program Accountability in language in the agreement to ensure that Wildland Fire Fund money November 2009, Cal Fire included would not revert to the State’s General Fund. The 2009 internal language in the agreement with the audit also noted that it was not clear what authority allowed Cal Fire attorneys association to ensure that to keep Wildland Fire Fund money separate from state money and Wildland Fire Fund money would recommended that Cal Fire document its authority in its agreement not revert to the State’s General with the attorneys association. In its 2009 internal control report—a Fund. report required every two years by the Financial Integrity and State Manager’s Accountability Act—Cal Fire identified the Wildland Fire Fund as a potential area of risk, but it indicated only that it had identified weaknesses in its agreement with the attorneys association and did not discuss the internal audit’s concern related to state money. The 2009 internal control report also indicated that Cal Fire was in the process of revising its agreement with the attorneys association to address the weaknesses in the agreement. However, in its revised 2011 agreement with the attorneys association, Cal Fire stated only that it believed money deposited into the Wildland Fire Fund was not state money as defined by the California Government Code, Section 16305.2, because Cal Fire did not possess or collect the money. California State Auditor Report 2013-107 29 October 2013 We disagree with Cal Fire’s position that the settlement money deposited in the Wildland Fire Fund is not state money. Although the responsible parties wrote checks payable to the attorneys association, Cal Fire included the payment instructions in the settlement agreements or instructed the deputy attorney general to include the payment instructions. Cal Fire also collected the checks, delivered the checks to the attorneys association for deposit, and determined how the money was to be spent. As a result, Cal Fire collected and controlled the money in the Wildland Fire Fund and therefore was in possession of it, despite the fact that the money was deposited into a bank account that was opened by the attorneys association. In fact, the agreement stated that the attorneys association would not hold an interest in property acquired with Wildland Fire Fund money unless Cal Fire agreed to it, and in the revised agreement between Cal Fire and the attorneys association executed in October 2011, the attorneys association expressly disclaimed any ownership in the Wildland Fire Fund or any equipment or interest generated by it. Furthermore, the California Health and Safety Code does not give The California Health and Safety Cal Fire authority to place recovered money in an outside account, Code does not give Cal Fire and the California Government Code, Section 16303, requires that authority to place recovered money withdrawn from the treasury system under an appropriation money in an outside account, and that is subsequently returned be credited back to the appropriation the California Government Code or fund from which it was drawn. Cal Fire receives reimbursements requires that money withdrawn for the fire protection services it provides to other local, state, and from the treasury system under an federal agencies through cooperative agreements. Costs for these appropriation that is subsequently fire protection services are primarily paid for by the General Fund returned be credited back to the through a budget appropriation. Consequently, when Cal Fire appropriation or fund from which recovers fire costs from government agencies, the money it recovers it was drawn. is credited back to the General Fund or other funds from which fire costs were paid. We would expect that recoveries from responsible parties would be treated similarly. Cal Fire’s agreement with the attorneys association also specified that the purpose of the Wildland Fire Fund was to pay for training and equipment projects that benefit the efficacy and accuracy of Cal Fire personnel responding to wildland fire investigations, and that the fund was to receive settlement money from Cal Fire’s cost recovery program. Cal Fire’s northern and southern regional offices had policies allowing for deposits to the Wildland Fire Fund in cases when Cal Fire recovered more than 80 percent of its fire costs in a legal settlement.2 However, the northern regional office limited deposits to the Wildland Fire Fund to 5 percent of a fire settlement, whereas, according to the deputy chief of fire prevention and law enforcement for the southern region, its deposits 2 Cal Fire’s policy changed over time, at one time it allowed for deposits to the Wildland Fire Fund when settlements were as low as 75 percent of fire costs. 30 California State Auditor Report 2013-107 October 2013 could be up to 20 percent of a settlement. We reviewed eight settlements that provided money to the Wildland Fire Fund and found that deposits ranged from 4.8 percent to 16.7 percent of each settlement. According to Cal Fire’s assistant deputy director of cooperative fire, training, and safety (assistant deputy director), who was deputy chief of the civil cost recovery office between March 2009 and December 2010, Cal Fire set up the Wildland Fire Fund to be used as a tool in negotiating cost recovery cases and to capture money that would not otherwise have been captured by the General Fund. However, in two cases we reviewed, the northern regional office demanded payment from responsible parties to the Wildland Fire Fund in its initial billing document. Cal Fire’s demand that a portion of its fire cost be paid to the Wildland Fire Fund before the responsible party refused to pay for the cost of the fire demonstrates that the fund was not used as a negotiating tool. Further, the deputy chief of fire prevention and law enforcement for the southern regional office, as well as two case managers, stated that the Wildland Fire Fund was not used as a tool to negotiate settlements. They added that they determined the amount to include as a payment to the attorneys association for the Wildland Fire Fund only after a settlement amount was agreed upon. According to a deputy attorney general that represented Cal Fire, her role was to recover as much of Cal Fire’s costs as possible, and she included payment instructions in the settlement agreements as directed by Cal Fire. According to the attorneys According to the attorneys association’s former director of finance association’s former director of (attorneys association director), she determined in 2010 that the finance, she determined in 2010 Wildland Fire Fund bank account had been incorrectly set up under that the Wildland Fire Fund bank the attorneys association’s tax identification number when she account had been incorrectly set up considered moving the account to another bank. However, she said under the attorneys association’s cost recovery program staff delayed providing her with Cal Fire’s tax identification number when she tax identification number when she requested it. After the attorneys considered moving the account to association requested Cal Fire’s tax identification number, Cal Fire another bank. approved a Wildland Fire Fund project to hire an attorney to research the possibility of creating a nonprofit foundation to be the holder of the Wildland Fire Fund. The project description noted that because ownership of the Wildland Fire Fund was required and neither the attorneys association nor Cal Fire desired ownership, research was needed to create clear ownership. However, we reviewed Cal Fire’s project file and the attorneys association’s accounting records and found no evidence that Wildland Fire Fund money was spent on the research project. The attorneys association director said the account was never moved to a new bank because Cal Fire did not provide her with its tax identification number for the account. In February 2013 the California State Auditor Report 2013-107 31 October 2013 attorneys association withdrew as the Wildland Fire Fund manager. According to the assistant chief executive officer for the attorneys association, it did so because it no longer wanted the account under its tax identification number and because Cal Fire’s expenditure requests were taking an increasing amount of time to process. Additionally, he said the attorneys association felt it was in its best interest to withdraw as Wildland Fire Fund manager after it was notified of litigation that Cal Fire is involved in related to the Wildland Fire Fund. In April 2013 Cal Fire deposited the Wildland Fire Fund’s final balance of $813,607 in a Special Deposit Fund account within the treasury system. According to a March 2013 letter from Finance that authorized Cal Fire to establish the Special Deposit Fund account, Cal Fire is required to obtain authorization from the Legislature or Finance before spending or transferring the money. Cal Fire’s Cost Recovery Program Management Circumvented Its Accounting and Budgeting Processes Cal Fire’s law enforcement unit circumvented accounting and budgeting processes for establishing accounts and obtaining program funding when it contracted with the attorneys association to establish the Wildland Fire Fund in 2005. As a result, expenditures of cost recovery revenues that Cal Fire directed into the Wildland Fire Fund were not subject to essential state fiscal controls and legislative oversight. Cal Fire’s accounting office is responsible for establishing and maintaining accounts and financial records. According to the chief of accounting (accounting chief), the accounting office follows the procedures in the SAM to establish accounts outside the treasury system. In fact, the accounting office complied with the SAM The accounting chief stated requirements and obtained Finance approval for a different outside that the accounting office does account it uses to pay federal payroll taxes for temporary, seasonal, not have documentation showing and emergency workers. However, the accounting chief stated that that the cost recovery program the accounting office does not have documentation showing that management ever asked the cost recovery program management ever asked the accounting accounting office to establish office to establish the Wildland Fire Fund or request Finance’s the Wildland Fire Fund or request approval of it. Finance’s approval of it. Similarly, Cal Fire’s budget office is responsible for preparing and monitoring its budget and has a process for Cal Fire programs or organizational units (programs) to request funding for additional operating expenses and staff. To make a request, a program submits a concept paper to the budget office, including a justification for its request. According to Cal Fire’s budget officer, once the budget office reviews the request and Cal Fire’s director and 32 California State Auditor Report 2013-107 October 2013 the Natural Resources Agency3 approve it, the program develops a budget change proposal, which the budget office submits to Finance. However, cost recovery program management did not use the required state process to seek funds for the kind of training and equipment it paid for through the Wildland Fire Fund. The budget officer could not find evidence that cost recovery program management had requested such funding through Cal Fire’s normal budget process for fiscal year 2004–05, the year Cal Fire established the Wildland Fire Fund. An e-mail dated January 2005 An e-mail dated January 2005 from the former deputy chief to a from the former deputy chief to a former cost recovery case manager suggests that cost recovery former cost recovery case manager program management designed the Wildland Fire Fund, at least suggests that cost recovery in part, to avoid state fiscal controls. Specifically, the former deputy program management designed chief discussed using the attorneys association or another third party the Wildland Fire Fund, at least in to set up and manage a fund with the purpose of training and part, to avoid state fiscal controls. equipping Cal Fire’s fire investigators. He said he would like to see an outside organization receive the money so it could be used in a more effective manner. He went on to say that if the State received the money, there would be a lot of limiting factors on how, when, and where it could be used, such as budgeting, purchasing, and contracting limitations, and spending freezes. However, such limitations are an essential part of the State’s fiscal controls. Because Cal Fire did not follow its accounting and budgeting processes, expenditures of cost recovery revenues that Cal Fire directed from the Wildland Fire Fund were not subject to state fiscal controls and legislative oversight. When asked why the cost recovery program did not follow the normal budget process to obtain additional training and equipment, the assistant deputy director said that the Wildland Fire Fund paid for training and equipment for attorney general’s office staff as well as for non-state employees, such as district attorney investigators, contract county fire personnel, and local fire department personnel, and therefore it would have been improper to include the type of training and equipment provided by the Wildland Fire Fund in a budget proposal through the budget office. However, an August 2010 e-mail regarding a Wildland Fire Fund project to pay for a cost recovery program meeting indicates that involving these other staff was more a matter of appearance than substance. In the August e-mail, the assistant deputy director said Cal Fire should invite representatives from the attorney general’s office and counties, even if only for a few hours, because it would be beneficial to include them in the process and would keep the project from looking like solely a Cal Fire project, which always raises an argument of subverting the state budget process. She also said in the e-mail that the more 3 Cal Fire is a department under the Natural Resources Agency. California State Auditor Report 2013-107 33 October 2013 Cal Fire involves other agencies, the better it is for future audits of the Wildland Fire Fund. According to our legal counsel, however, state law does not prohibit the Legislature from appropriating money for these purposes. By directing and spending portions of cost recovery revenues through the Wildland Fire Fund account instead of following normal state processes, cost recovery program management prevented Finance and the Legislature from performing their role in deciding how state money should be spent, including whether some of it should be spent on non-state entities. Cal Fire’s Controls Over Cost Recovery Program Revenues Are Inadequate Cal Fire does not have adequate controls over cost recovery settlement revenues. Unlike revenues that Cal Fire’s accounting office processes, such as those related to cooperative agreements, cost recovery processes are decentralized and outside of the accounting office’s control. When Cal Fire sends billing notices to local governments for the costs it incurs for fire protection, prevention, and investigation services under cooperative agreements, it instructs the local government to submit payment directly to the accounting office. However, program staff at regional offices and administrative units (units) across the State process cost recovery revenues, and because the program case managers who initiate and manage cost recovery cases also collect the payments, cost recovery revenues are not adequately safeguarded. Specifically, case managers prepare cost recovery billing notices, participate in mediation and settlement meetings, provide the deputy attorney general with the payment instructions to include in settlement agreements, and receive the settlement checks. In some cases, a single case manager handles all aspects of the process. For three of the eight cases we reviewed, settlement agreements included instructions that a portion of the settlement be paid to the Wildland Fire Fund and sent to the case manager. Settlement payments for the remaining five cases were first sent to the deputy attorney general Without adequate segregation representing Cal Fire, then forwarded to either Cal Fire legal counsel of duties for its cost recovery or the case manager instead of to accounting. Without adequate program receipts, Cal Fire continues segregation of duties for its cost recovery program receipts, Cal Fire to risk having these settlement continues to risk having these payments misdirected. payments misdirected. The Civil Cost Recovery Program Does Not Sufficiently Track Program Revenues Cal Fire does not have an adequate process to centrally monitor the progress of cost recovery cases and ensure accountability for program revenues. Currently, the civil cost recovery office in Sacramento (headquarters) does not receive information on 34 California State Auditor Report 2013-107 October 2013 all active cases at the regional offices and units; this information would allow statewide monitoring by headquarters. In its 2009 internal audit of the Wildland Fire Fund, the office of program accountability found no process for regional offices and units to report cost recoveries to headquarters and recommended revising Cal Fire procedures to require the reporting of all cost recoveries to headquarters. Cal Fire’s cost recovery procedures currently state that regional offices and units should notify headquarters of new cases and provide it with updates. However, we found that headquarters’ monitoring of active cases is informal and limited to case information reported by regional offices or specifically requested by headquarters. According to the deputy chief of local government agreements, who was deputy chief of the civil cost recovery office between September 2012 and July 2013, regional offices and units do not consistently notify headquarters of new cases or provide updates. He said headquarters tracks active cases at the regional offices only when it specifically requests case information or when case managers voluntarily provide information. He also said that headquarters began tracking information on closed cases managed at the regional offices in 2009 and at the units in January 2013, but that it does not reconcile payment information to settlement documents to ensure a complete accounting for all payments. The 2009 internal audit also noted that no reconciliation was taking place to ensure that expected recoveries were placed into the Wildland Fire Fund. In one instance that highlights Cal Fire’s inability to track cost recovery settlement payments, a responsible party mailed a settlement check for $13,470 made out to the attorneys association to the former deputy chief of fire prevention and law enforcement for the northern regional office; however, the check was never deposited into the Wildland Fire Fund, and its whereabouts were not questioned for years. Specifically, the check was dated September 7, 2005, but it was not until August 2011 that a battalion chief at headquarters questioned whether the check had ever been deposited. According to a Cal Fire investigation report, Cal Fire subsequently contacted the bank where the check was processed in December 2005 but was unable to obtain any As a result of not tracking expected additional information. The investigation report stated that in its payments and reconciling its last contact with the bank in July 2013, Cal Fire learned that the records with those of the attorneys bank no longer had the account records that would allow it to association, Cal Fire has not been determine who cashed or deposited the check. As a result of not able to recover the lost funding or tracking expected payments and reconciling its records with those determine who presented the check of the attorneys association, Cal Fire has not been able to recover to the bank. the lost funding or determine who presented the check to the bank. Cal Fire indicated that it has not decided what further action to take regarding this issue. California State Auditor Report 2013-107 35 October 2013 The deputy chief of the civil cost recovery office between September 2012 and July 2013 said that to improve program oversight, headquarters is currently in the process of developing procedures and a tracking system to monitor all civil cost recovery cases and reconcile payments with settlement documents. Although the Wildland Fire Fund no longer exists, Cal Fire’s cost recovery payments still follow the same decentralized collection process as previously discussed, and headquarters does not adequately monitor cost recovery cases. Consequently, cost recovery revenues are still at risk of misdirection until headquarters implements better collection monitoring processes. Cal Fire Did Not Follow State Accounting Policies for Equipment Cal Fire approved the purchase of equipment costing $1.7 million, Cal Fire approved the purchase of paid from the Wildland Fire Fund between 2005 and 2012, but did equipment costing $1.7 million, not follow state guidelines for accounting for or safeguarding the paid from the Wildland Fire Fund equipment. Cal Fire did not have procedures in place to document between 2005 and 2012, but did that it received all equipment purchased with Wildland Fire Fund not follow state guidelines for money. Specifically, Cal Fire did not require staff to prepare receiving accounting for or safeguarding documents when accepting delivery of equipment, a process that the equipment. would have allowed it to ensure that it received all authorized purchases. Further, Cal Fire infrequently placed inventory tags on the equipment it purchased with Wildland Fire Fund money, and did not maintain a complete list of purchased equipment, making it impossible to conduct periodic inventories of this equipment, as required by the SAM. As a result, Cal Fire cannot be certain that all equipment purchased was received, where the equipment is, or whether any of the equipment has been lost or stolen. Cal Fire authorized the attorneys association to purchase equipment with Wildland Fire Fund money through a project proposal and approval process controlled by cost recovery program management. Cal Fire staff prepared project proposals that described the purpose and cost of each project, and provided details regarding how the project would be completed. A Wildland Fire Fund Committee (committee), comprising Cal Fire managers, evaluated each proposal and either approved the project as proposed or amended, or denied the proposal. Once the committee approved a project, the attorneys association purchased equipment and disbursed money according to the project’s budget and specifications. For the five projects we reviewed, vendors shipped the equipment to Cal Fire regional offices or units located across the State, and in one instance to its technical services lands section in Sacramento. While Cal Fire documented its process to authorize the attorneys association to purchase equipment, it did not document its actions to ensure the attorneys association disbursed the Wildland Fire Fund 36 California State Auditor Report 2013-107 October 2013 money as authorized. The attorneys association paid for equipment purchases by check or electronic funds transfers. According to Cal Fire desk procedures, cost recovery program staff were required to reconcile Cal Fire’s records to the attorneys association’s records for project expenditures. However, Cal Fire did not maintain a complete listing of expenditures or document the reconciliations it says it performed between it and the attorneys association. For this reason, Cal Fire cannot be sure that the attorneys association spent funds only for approved items and amounts. However, for For about $641,000 in equipment about $641,000 in equipment purchases we reviewed—$425,000 purchases we reviewed, we found from four projects Finance tested and $216,000 from one additional that the attorneys association project we selected from the Wildland Fire Fund’s general properly recorded equipment ledger—we found that the attorneys association properly recorded expenditures in its records. equipment expenditures in its records. Cal Fire also lacked a formal process for receiving shipments paid for from the Wildland Fire Fund to ensure that it received all purchased equipment. According to the deputy chief of fire prevention and law enforcement for the northern regional office, the northern regional office did not have a formal policy or written procedures for receiving equipment. He said the practice for receiving equipment was to confirm that the entire order was received by comparing the packing list to the project request, which was usually provided. The regional office then contacted the units to pick up the equipment. Afterwards, it prepared and forwarded to headquarters transfer forms documenting which units received the equipment. However, for most of the projects we reviewed, we found that Cal Fire’s cost recovery program did not maintain documentation demonstrating that it received all of the equipment purchased by the attorneys association on its behalf, and in no case did it record the equipment in a property accounting or inventory system as required by the SAM. Although the project files contained invoices for the items purchased, Cal Fire usually could not provide documentation that it compared packing lists to project requests when it received the equipment shipments. Conversely for about half of the equipment, Cal Fire was able to provide us with transfer forms showing the units that received the equipment. However, it did not compile the transfer information, so it could be used to monitor the equipment. Specifically, Cal Fire did not maintain a complete list of the equipment purchased with Wildland Fire Fund money, or where it was located. Cost recovery staff provided us three different equipment lists, all of which were incomplete and included little information about specific pieces of equipment. The staff member responsible for producing the lists stated that she cannot ensure the completeness of the lists because she only has documentation for the equipment to the extent that the attorneys association and the regional offices maintained and provided it to her. As a result, Cal Fire cannot be certain that equipment California State Auditor Report 2013-107 37 October 2013 purchased with Wildland Fire Fund money was ever received or was not lost or stolen. For example, the attorneys association purchased 527 cameras and 88 terabyte hard drives, but Cal Fire’s regional offices and units reported possessing only 480 cameras and 62 terabyte hard drives to Finance during its review. Cal Fire also failed to follow another state policy related to safeguarding assets. Specifically, it failed to tag equipment purchased with Wildland Fire Fund money as state property as required by the SAM. Without proper tagging, Cal Fire is unable to conduct periodic inventory counts of the equipment as also required by the SAM. The testing performed by Finance showed that Cal Fire tagged less than 15 percent of the equipment sent to the regions and units. When we asked the deputy chief of fire prevention and law enforcement for the northern regional office why he did not tag the equipment, he said there was no instruction or policy to do so. According to the assistant chief of law enforcement at the southern regional office, he did not tag equipment because he was told that the equipment did not belong to Cal Fire; rather, he believed that the attorneys association owned it. However, as discussed earlier in this report, the agreement between Cal Fire and the attorneys association stipulated that the attorneys association would not hold an interest in or take ownership of the assets paid for by the Wildland Fire Fund. Without establishing processes such as properly receiving and recording equipment purchases, tagging equipment, and conducting periodic inventories, Cal Fire cannot effectively safeguard its assets. Recommendations To improve the State’s control over outside accounts, the control agencies should take the following steps: • Within the next 60 days, Finance, the state treasurer, and the state controller should implement the policies and procedures they developed to ensure the receipt of outside account reports in each reporting period and to enhance monitoring efforts. • Within the next six months, the state treasurer and the state controller should develop policies and procedures to each maintain lists of all outside accounts and reconcile these lists annually. To ensure that all outside accounts have proper authority, over the next six months, Finance should continue to pursue and resolve the 35 identified unresolved cases in which adequate authority could not be confirmed. 38 California State Auditor Report 2013-107 October 2013 For the State to better monitor outside accounts, the Legislature should consider requiring the state controller to expand its reporting on outside accounts to include information on accounts opened during the last fiscal year. Reported details should include the authority, name, and balance of the new outside accounts. To ensure accurate reporting on its outside accounts in the future, within the next six months, CSU should develop procedures for excluding investments held by the treasury system from reported outside account balances. To safeguard cost recovery program revenue, Cal Fire should do the following within the next six months: • Implement adequate segregation of duties for its cost recovery program revenues. For example, it should require that cost recovery payments be mailed to its accounting office, as are other payments. • Develop policies and procedures requiring personnel not affiliated with the cost recovery program to reconcile expected cost recovery payments to deposits. • Develop a process to track civil cost recovery cases statewide to monitor compliance with policies as well as monitor collection status. Cal Fire should continue its efforts to determine what happened to the $13,470 check that was not deposited in the Wildland Fire Fund. To ensure that state agencies do not misdirect cost recovery revenues in the future, the Legislature should specify that these revenues include any money received as a result of cost recovery efforts, and should require that these revenues be deposited in the state treasury. To ensure that it possesses all equipment purchased with Wildland Fire Fund money, Cal Fire should: • Compile a complete list of equipment purchased with these funds and reconcile it to the attorneys association’s accounting records. • Tag all equipment purchased through the Wildland Fire Fund. • Perform a periodic inventory of equipment. California State Auditor Report 2013-107 39 October 2013 We conducted this audit under the authority vested in the California State Auditor by Section 8543 et seq. of the California Government Code and according to generally accepted government auditing standards. Those standards require that we plan and perform the audit to obtain sufficient, appropriate evidence to provide a reasonable basis for our findings and conclusions based on our audit objectives specified in the scope section of the report. We believe that the evidence obtained provides a reasonable basis for our findings and conclusions based on our audit objectives. Respectfully submitted, ELAINE M. HOWLE, CPA State Auditor Date: October 15, 2013 Staff: Jim Sandberg-Larsen, CPA, CPFO, Audit Principal Angela Dickison, CPA Brandon A. Clift, CFE Carol Hand Patrick B. McCasland, CPA Legal Counsel: Scott A. Baxter, JD For questions regarding the contents of this report, please contact Margarita Fernández, Chief of Public Affairs, at 916.445.0255. 40 California State Auditor Report 2013-107 October 2013 Blank page inserted for reproduction purposes only. California State Auditor Report 2013-107 41 October 2013 42 California State Auditor Report 2013-107 October 2013 Blank page inserted for reproduction purposes only. California State Auditor Report 2013-107 43 October 2013 44 California State Auditor Report 2013-107 October 2013 California State Auditor Report 2013-107 45 October 2013 46 California State Auditor Report 2013-107 October 2013 California State Auditor Report 2013-107 47 October 2013 48 California State Auditor Report 2013-107 October 2013 California State Auditor Report 2013-107 49 October 2013 50 California State Auditor Report 2013-107 October 2013 Blank page inserted for reproduction purposes only. California State Auditor Report 2013-107 51 October 2013 52 California State Auditor Report 2013-107 October 2013 California State Auditor Report 2013-107 53 October 2013 54 California State Auditor Report 2013-107 October 2013 California State Auditor Report 2013-107 55 October 2013 cc: Members of the Legislature Office of the Lieutenant Governor Little Hoover Commission Department of Finance Attorney General State Controller State Treasurer Legislative Analyst Senate Office of Research California Research Bureau Capitol Press