Albany Technical College, Albany, Georgia, independent accountant's report on applying agreed-upon procedures for fiscal year ended June 30, 2009

.ALBANY TECHNICAL COLLEGE
ALBANY, GEORGIA
INDEPENDENT ACCOUNTANT'S REPORT ON APPLYING AGREEDUPON PROCEDURES FOR FISCAL YEAR ENDED JUNE 30, 2009
Georgia Department of Audits and Accounts Russell W. Hinton State Auditor

ALBANY TECHNICAL COLLEGE - TABLE OF CONTENTS -

INDEPENDENT ACCOUNTANT'S REPORT ON APPLYING AGREED-UPON PROCEDURES

EXHIBITS

A SUMMARY BUDGET COMPARISON AND SURPLUS ANALYSIS REPORT

B STATEMENT OF PROGRAM REVENUES AND EXPENDITURES BY FUNDING

SOURCE COMPARED TO BUDGET

2

RUSSELL W. HINTON
STATE AUDITOR
(404) 656-2174

DEPARTMENT OF AUDITS AND ACCOUNTS
270 Washington Street, S.W., Suite 1-156 Atlanta, Georgia 30334-8400
November 17, 2009

Members of the State Board of Technical and Adult Education Members of the Local Board of Directors
and Honorable Anthony 0. Parker, President Albany Technical College
Independent Accountant's Report on Applying Agreed-Upon Procedures
Ladies and Gentlemen:
We have performed the procedures enumerated below, which were agreed to by the College and the System Office (Oversight Unit) of the Technical College System of Georgia, solely to assist you in assessing the accuracy of the annual financial statement information reported to the System Office by the College for inclusion in the State of Georgia's Comprehensive Annual Financial Report (CAFR) and Single Audit Report; and to assist you in assessing the accuracy of budget basis information provided in the Summary Budget Comparison and Surplus Analysis Report and Statement ofProgram Revenues and Expenditures by Funding Source Compared to Budget, which is attached as Exhibits A and B, respectively. Albany Technical College's management is responsible for the financial information reported to the System Office of the Technical College System of Georgia. This agreed-upon procedures engagement was conducted in accordance with attestation standards established by the American Institute ofCertified Public Accountants. The sufficiency of these procedures is solely the responsibility ofthe parties specified in this report. Consequently, we make no representation regarding the sufficiency of the procedures described below either for the purpose for which this report has been requested or for any other purpose.
1. Review selected balance sheet items reported on the annual financial statement worksheets (cash, accounts receivable, accounts payable, deferred revenues, net assets). Confirm that these items have adequate supporting documentation and are properly reconciled to the College's general ledger.
We did not note any exceptions as a result of our procedures.

2. Obtain the College's GAAP basis worksheets for Statement ofNet Assets and Statement of Revenues, Expenses and Changes in Net Assets (SRECNA) information that was submitted for inclusion in the State's CAFR and Single Audit. Utilizing test scripts, confirm that financial information presented in these worksheets properly support activity reported in the College's accounting records.
We did not note any exceptions as a result of our procedures.
3. Obtain the College's Statement of Cash Flows submitted for inclusion in the State's CAFR and Single Audit. Utilizing cash flow worksheets, confirm information reported on Statement of Cash Flows.
Cash Flows from Noncapital Financing Activities and Cash Flows from Capital and Related Financing Activities were not properly reflected on the Statement of Cash Flows worksheet. Gifts and Grants received for other than Capital Purposes was understated by $64,713.79 and Capital Grants and Gifts Received was overstated by $64,713.79. This occurred due to improperly recording Georgia State Financing and Investment Commission (GSFIC) Bond funds.
4. Obtain the College's worksheets for financial statement note disclosure information submitted for inclusion in the State's CAFR and Single Audit. Utilizing notes worksheets and other supporting documentation confirm that note disclosures related to Cash, Investments, Accounts Receivable, Capital Assets, Long-Term Debt, Lease Obligations and Retirement Plans have been properly reported.
The Deposit note disclosure information was not properly reported. The bank balances were reported as $1,854,497.97, with depository insurance of $750,000.00 and $1,104,486.97 being uninsured and collateralized with securities held by the pledging financial institutions trust department or agent. However, independent bank collateralization confirmations indicated bank balances of $1,694,404.30, with depository insurance of$589,917.33, and uninsured deposits of $1,104,486.97 collateralized with securities held by the pledging financial institution's trust department or agent.
5. Review the College's year end GAAP basis journal entries. Obtain documentation for GAAP journal entries and confirm that the entries were posted to the College's annual financial statement worksheets.
The College's year end GAAP entries to report Georgia State Financing and Investment Commission (GSFIC) gift activity were not made correctly resulting in several misclassifications on the Statement of Revenues, Expenses and Changes in Net Assets (SRECNA) worksheet. The deficiencies were noted as follows:

Financial Statement Category

Overstatement/(Understatement)

Grants and Contracts " State

$ 51,049.03

Nonoperating Revenue - Gifts

$ -26,349.03

Capital Grants and Gifts - State

$ -24,700.00

Supplies and Other Services Expenses $-104,725.53

Other Nonoperating Expenses

$ 104,725.53

Additionally, these misclassifications resulted in the activity being improperly reported on the cash flow worksheets.

6. Confirm that State Appropriation revenues, receivables and remittances ofprior year surplus balances have been properly recorded in the College's financial records. Prior year surplus balances should be netted against State Appropriation revenues in the GAAP basis financial statements; however, prior year surplus balances should be reflected as fund balance adjustments on the Budget basis financial statements.

We did not note any exceptions as a result of our procedures.

7. Obtain listing ofwrite-offrequests for accounts receivable less than $3,000.00 for fiscal year 2009. Confirm that these write-off requests have been approved by the State Accounting
Officer and have been posted to the College's financial statements.

We did not note any exceptions as a result of our procedures.

8. Verify that the listing of salaries, travel, and professional services reported to the Department of Audits is in accordance with O.C.G.A. 50-6-27 reconciles to amounts recorded in the College's financial statements.

We did not note any exceptions as a result of our procedures.

9. Review the year end Budgetary Statements including the Summary Budget Comparison and Surplus Analysis Report (Exhibit A) and Statement ofProgram Revenues and Expenditures by Funding Source Compared to Budget (Exhibit B). Confirm that budget information presented in these statements supports activity reported in the College's accounting records and determine if any budget overexpenditures exist.

We did not note any exceptions as a result of our procedures.

10. Obtain documentation for Budget basis reserves reported by the College on the Summary Budget Comparison and Surplus Analysis Report (Exhibit A). Confirm that the reserves are properly documented, valid and appropriate.

We did not note any exceptions as a result of our procedures.

11. Review the H.O.P.E. Scholarship Program reconciliation between the College and the Georgia Student Finance Commission. Confirm that information reported to the Georgia Student Finance Commission has been reconciled with H.O.P.E. Scholarship activity reported on the College's financial records.
We did not note any exceptions as a result of our procedures.
12. Review the Schedule of Expenditures of Federal Awards information submitted by the College for inclusion in the Statewide Single Audit. Confirm that the information is properly presented and supported by the College's accounting records.
We did not note any exceptions as a result of our procedures.
13. Review capital asset records to ensure that ( 1) subsidiary ledgers are appropriately reconciled to the ledgers, (2) capitalization thresholds are being properly followed, and (3) a complete annual physical equipment inventory is being conducted and that issues noted during the physical inventory are being properly addressed by management.
We did not note any exceptions as a result of our procedures.
14. Review bank reconciliations during the year under review to ensure that management is preparing them timely and that reconciling items are being addressed by management timely and in an appropriate manner.
We did not note any exceptions as a result of our procedures.
These agreed-upon procedures do not constitute an audit of the financial statements or any part thereof, the objective of which is to express an opinion on the financial statements or a part thereof. Accordingly, we do not express such an opinion. Had we performed additional procedures, other matters might have come to our attention that would have been reported to you.
This report is intended solely for the information and use of the specified users listed above and is not intended to be and should not be used by anyone other than these specified parties.
Respectfully submitted,
~-~~
Rus 11 W. Hinton, CPA, CGFM State Auditor
RWH:as

EXHIBITS

ALBANY TECHNICAL COLLEGE SUMMARY BUDGET COMPARISON AND SURPLUS ANALYSIS REPORT
YEAR ENDED JUNE 30, 2009

EXHIBIT"A"

REVENUES
State Appropriation State General Funds
Federal Funds Other Funds
Total Revenues
CARRY-OVER FROM PRIOR YEAR
Transfer from Reserved Fund Balance
Total Funds Available
EXPENDITURES
Adult Literacy Economic Development Technical Education
Total Expenditures
Excess of Funds Available over Expenditures
FUND BALANCE JULY 1
Reserved Unreserved
ADJUSTMENTS
Prior Year Payables/Expenditures Prior Year Receivables/Revenues Unreserved Fund Balance (Surplus) Returned
to Technical College System of Georgia YearEndedJune3~2008
Refunds to Grantors Federal Financial Assistance Returned to Technical College System of Georgia Year Ended June 30, 2008 Other Grantors Year Ended June 30, 2008
Prior Year Reserved Fund Balance Included in Funds Available
FUND BALANCE JUNE 30

BUDGET

ACTUAL

VARIANCEFAVORABLE (UNFAVORABLE)

$ 8,701,426 83 $ 8,701,426.83 $

1,930,277.00

1,563,679.59

71065,304.09

6,288,961.98

$ 17,697,007.92 $ 16,554,068.40 $

000 -366,597.41 -776 342.11
-1, 142,939.52

0.00

248 958.44

$ 17,697,007 92 $ 16,803,026.84 $

248 958.44 -893,981.08

$

710,880.83 $

657,686.10 $

235,567.25

192,406.36

16,750,559.84

15,804,326.57

$ 17 697 007.92 $ 16,654 419.03 $

$

148,607.81

53,194.73 43,160.89 9461233.27
1,0421588,89

357,904.43 8,229.17

44,803.87 -45,351.07
8,229.17

-5,057.21

-45.25 -248 958.44

$

251,904.14

SUMMARY OF FUND BALANCE
Reserved Departmental Sales and Services Federal Financial Assistance Live Work Projects Prior Year Local Funds Continuing Education Technology Fees Inventories
Total Reserved
Unreserved Surplus
Total Fund Balance

$

21,907.91

8,793.81

61,705.32

10,353.36

27,033.74

17,704.20

103,843.53

$

251,341.87

562.27

$

251 904.14

1

ALBANY TECHNICAL COLLEGE STATEMENT OF PROGRAM REVENUES AND EXPENDITURES BY FUNDING SOURCE COMPARED TO BUDGET
YEAR ENDED JUNE 30, 2009

Adult Literacy State Appropriation State General Funds Federal Funds Other Funds
Total Adult Literacy

Original Appropriation

Final Budget

Current Year Revenues

Funds Available Comeared to Budset

Prior Year Carry-Over

Total Funds Available

Variance Positive (Negative)

390,733.00 $ 230,830.00 131 970.00
753,533.00

319,210.83 237,696.00 153 974.00
710,880.83

319,210.83 237,386.00
98 768.61
655,365.44

0.00 0.00 000
0.00

319,210.83 237,386.00
98 768.61
655,365.44

0.00 -310.00 -55 205.39
-55,515.39

Economic Development Federal Funds Other Funds
Total Economic Development

20,200.00 279,150.00
299 350.00

20,437.00 215,130.25
235 567.25

2,640.17 219,693.80
222 333.97

0.00 1,932.35
1 932.35

2,640.17 221,626.15
224 266.32

-17,796.83 6,495.90
-11 300.93

Technical Education State Appropriation State General Funds Federal Funds American Recovery and Reinvestment Act of 2009 Federal Stabilization Funds Other Federal Funds Other Funds
Total Technical Education

10,061,897.00 $ 8,382,216.00 $

8,382,216.00 $

0.00 $

8,382,216.00 $

0.00

0 00 929,852.00 4 378 531.00
15 370 280.00

80,275.00 1,591,869.00 6 696199.84

80,275.00 1,243,378.42 5 970 499.57

16 750 559.84 $ 15676368.99

000 0.00 247 026.09
247 026.09

80,275,00 1 243,378.42 6 217 525.66

0.00 -348,490.58 -478 674.18

15 923 395.08 $ -827 164.76

Grand Totals All Programs

16,423,163.00 $ 17,697,007.92 $ 16,554,068.40 $ 248,958.44 $ 16,803,026.84 $ -893,981 08

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SCHEDULE "3"

Expenditures Compared to Budget

Variance

Positive

Actual

(Negative)

Actual Funds Available
Over/(Under) Expenditures

Prior Period Adjustments

Other Adjustments

Program Fund
Balances

Transfers

Program Fund Balances

Reserve

Surplus

Total Fund B.ilance

319,210.86 238,118.16 100 357.08
657,686.10

-0.03 -422.16 53 616.92
53,194.73

-0.03 $ -732.16 -1 58B.47
-2,320.66

237.01 1,934.22 1 588.47
3,759.70

0.00

236.98

0.00

1,202.06

0.00

0.00

0.00

1,439.04

000

000

0.00

1,202.06

000

0.00

0 00

1,202 06

236.98 $ 000 0.00
236,98

236.98 1,202.06
000
1,439.04

2,640.17 189,766.19
$ ===1=92=4=0=6.=36.,.

17,796.83 25,364.06
43 160.89 $

000 31,859.96
31 859.96 $

0.00 -3,569.00
-3 569.00

0.00

000

0.00

28,290.96

o.oo $ _ _2_a_2.s.o=.9=6=

0.00

0.00

0.00

28,290.96

0.00

28 290.96

0.00

0.00

000

28,290.96

0.00

28 290.96

8,382,825.53 $

-609.53 $

-609.53 $

613.06 $

80,275.00 1,237,488.81 6 103,737.23
15 804 326.57 $

0.00 354,380.19 592,462.61
946 233.27 $

000 5,889.61 113 788.43
119068.51

0.00 -58.86 -1,292.10
-737.90

0.00 $

3.53 $

0.00 $

0.00 $

0.00 0.00 0.00
000 $

0.00 5,830.75 112 496.33
118 330.61

o.oo 1,761.00 -1 761.00
0.00

0.00 7,591.75 110 413 57
118 005.32

3 53 $

3.53

000 0.00 321.76
325.29

0.00 7,591.75 110 735.33
118 330.61

16,654,419 03 $ 1,042,588 89 $

148,607.81 $

-547 20 $

0.00 $ 148,060 61 $

0.00 $ 147,498.34 $

562.27 $ 148,060.61

Unexpendable Reserves Inventories

103 843.53 251 904.14

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