AUXILIARY FINANCIAL CONTROLS 2023 FALL DTRAIN 23

Transcript:AUXILIARY FINANCIAL CONTROLS 2023 FALL DTRAIN 23:
AUXILIARY FINANCIAL CONTROLS 2023 FALL DTRAIN 23 September 2023 Mark F. Letavish DSO-FN Slides taken from NTRAIN Presentation developed by Donna Miller ANACO-CFd 28 April 2022 (used with permission.) 1 Welcome Key Points: Developed at the National Level 16790 / AUX-SOP-008(A) 25 February 2022 Currently the guiding document for all financial policies and procedures at all levels of the Auxiliary 2 Overview PURPOSE – Establish Standard Operating Procedures (SOP) for control and management of Auxiliary Unit Funds BACKGROUND – In the absence of tight financial controls, significant risk exists for loss of unit funds. SOP provides guidance to prevent unchecked and unaccountable fund access and addresses potential conflict of interest 3 Overview Con’t REGULATORY GUIDANCE • Auxiliary Manual COMDTINST M16790.1 (series) Auxiliary Flotilla Procedures Manual COMDINST M16791.5 (series) 14 USC Subpart 3901 33 CFR Subpart 5 ALAUX 021-18 of 25 Aug 18 Information & Life Cycle Management Manual COMDINST M5212.12 (series) National Archives & Records Administration, General Records Schedules Transmittal 31 of April 2020 4 Organization UNIT FINANCE OFFICER Unit finance officer required by 33 CFR Subpart 5.5 and the authorized unit officer to collect and distribute the unit funds Appointed by elected leader within 30 days of assuming office. Finance officer or appointed assistant shall NOT be familial-related to the current elected leaders or immediate past leader in the chain of leadership. 5 Organization Con’t Workload of additional offices shall be reviewed before finance officer appointments. 6 Organization Con’t ELECTED LEADERSHIP Unit leaders authorized to create and manage unit bank accounts by 33 CFR Subpart 5.7. Leadership ensures accounts are created and oversees the management of the accounts through the unit finance officer Elected officer at any organizational level shall not concurrently serve as a finance or materials officer at any organizational level. 7 Organization Con’t DIRAUX may grant a waiver upon validation of need by the District Commodore (DCO) not to exceed one year. Finance office must be relinquished prior to commencing elected office unless a waiver has been granted 8 Bank Accounts and Funds Management BANK ACCOUNT ESTABLISHMENT Only federally-insured (FDIC or NCUA) banks or credit unions shall be used. Multiple accounts permitted (i.e. checking, savings, and/or certificate of deposits) Auxiliary TIN 52-1500576 shall be used for all unit accounts. Auxiliary is considered a “government entity” not a “non-profit”. 9 Bank Account and Fund Management Con’t Signatures cards on accounts shall be updated within 4 weeks of