Guilford court system audited for bookkeeping errors
GUILFORD – The Town of Guilford is taking steps to rectify bookkeeping errors found by the New York State Comptroller in the town's court system.
A recent audit by the comptroller's office found Guilford justices didn't prepare monthly accountabilities or maintain sufficient records to identify outstanding balances. The court has a shortage of $370 and unidentified funds of $8,207.
The comptroller had been investigating whether all money handled by the Guilford Court was identifiable and expended to the right parties.
In a response to the comptroller's office, Guilford Supervisor George Seneck said he and the town board was aware of unaccounted funds since the retirement of a former justice in 2015.
“The town board did conduct yearly audits of the justice court,” Seneck wrote, adding that technology changes in bookkeeping has made things more challenging for internal reviews. “The town board typically asked the justices print a complete set of records for a month at the start of the board audit. Until court computers were recently upgraded, we were unable to view court records on a large screen.”
The town has worked with the comptroller's office and its own attorney to fix issues. Seneck also said that a comptroller's office audit training program for electronic records would be helpful.
The Guilford Town Court was audited for a period from Jan. 1, 2017 to Sept. 30, 2018.
Under law, town courts have jurisdiction over vehicle and traffic, criminal, civil, and small claim cases. Justices adjudicate cases within the court's jurisdiction and oversee money from fines, surcharges, civil fees, restitution and bail.
The Town of Guilford has one elected justice who presides over court, although two justices are overseen by the town board to handle legal matters and manage money.
The audit report recommended that Guilford justices prepare a list of court liabilities and compare it to previous bank balances, and pay unidentified funds to the State Comptroller's Justice Court Fund. Moreover, it recommends that the town board consult with their attorney on how to rectify the $370 shortage.
A recent audit by the comptroller's office found Guilford justices didn't prepare monthly accountabilities or maintain sufficient records to identify outstanding balances. The court has a shortage of $370 and unidentified funds of $8,207.
The comptroller had been investigating whether all money handled by the Guilford Court was identifiable and expended to the right parties.
In a response to the comptroller's office, Guilford Supervisor George Seneck said he and the town board was aware of unaccounted funds since the retirement of a former justice in 2015.
“The town board did conduct yearly audits of the justice court,” Seneck wrote, adding that technology changes in bookkeeping has made things more challenging for internal reviews. “The town board typically asked the justices print a complete set of records for a month at the start of the board audit. Until court computers were recently upgraded, we were unable to view court records on a large screen.”
The town has worked with the comptroller's office and its own attorney to fix issues. Seneck also said that a comptroller's office audit training program for electronic records would be helpful.
The Guilford Town Court was audited for a period from Jan. 1, 2017 to Sept. 30, 2018.
Under law, town courts have jurisdiction over vehicle and traffic, criminal, civil, and small claim cases. Justices adjudicate cases within the court's jurisdiction and oversee money from fines, surcharges, civil fees, restitution and bail.
The Town of Guilford has one elected justice who presides over court, although two justices are overseen by the town board to handle legal matters and manage money.
The audit report recommended that Guilford justices prepare a list of court liabilities and compare it to previous bank balances, and pay unidentified funds to the State Comptroller's Justice Court Fund. Moreover, it recommends that the town board consult with their attorney on how to rectify the $370 shortage.
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