Alcohol And Drug Abuse Division, Department of Institutions, State of Montana, Report On Audit 1978

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A fourth claim, coded as a contracted service expenditure, should have been recorded as a federal grant expenditure. A fifth claim reported an expendi- ture improperly charged to the ADAD program.
We also noted transfer warrant claims having the same document number. Duplicate document numbers occurred because document numbers previously assigned were not recorded in the document number log. For example, an employee would assign a number to a trans- fer warrant claim and forget to record the do
...cument number in the log. Subsequently, another employee would assign the same number to a different document.
The Montana Operations Manual, Section 2-0925.60, requires that accounting documents be assigned separate identifying numbers.
RECOMMENDATION We recommend that the department: 56 1. Review transfer warrant claims for coding to appro- priate appropriations, year, expenditure identification code, and program.
2. Ensure that document numbers are logged immediately to avoid duplicate document numbers.


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