The Franklin County Auditor serves as the Chief Fiscal Officer of the County and is responsible for maintaining accurate records of all money received by or paid out of the County treasury. The Auditor's fiscal staff processes revenue, budgetary, accounts payable and payroll transactions. The sufficiency of cash balances to cover expenditures is closely monitored.
The Financial Reporting Department generates and distributes daily and monthly reports to County agencies and departments, providing detailed and summarized information about financial activity. Financial Reporting also compiles and publishes the Comprehensive Annual Financial Report (CAFR), in accordance with generally accepted accounting principles. This report reflects the financial position of the County and the results of its operations. A second report, the Popular Annual Financial Report, is more "user friendly," providing significant information about the County in a clear and concise format. Click here to receive a copy of the CAFR and PAFR.
Certificate of Achievement for Excellence in Financial Reporting.
The financial records for more than 30 County agencies are compiled by the Fiscal Services Division into the Comprehensive Annual Financial Report (CAFR). The CAFR is published each year and submitted to the Government Finance Officers Association (GFOA) for award consideration.
The GFOA has awarded the Certificate of Achievement for Excellence in Financial reporting to Franklin County every year since 1983.
Award for Outstanding Achievement in Popular Annual Financial Reporting.
In an effort to enhance communication with the citizens of Franklin County, the Fiscal Services Division also publishes a Popular Annual Financial Report (PAFR). The PAFR supplements the CAFR, translating the technical information into a more "user-friendly" format.
The County has received the GFOA's Achievement in Popular Annual Financial Reporting every year since 1995.
Most County purchases are made through the issuance of a purchase order. The agencies key enter requisition or purchase order information directly into the automated financial management system. Once the sufficiency of cash and available appropriation to meet the obligation has been determined, the money is "encumbered" (ear-marked) and the Auditor's certification is affixed to the purchase order. Upon approval by the County Commissioners or other governing board, the purchase order is mailed to the vendor. The direct voucher program permits certain purchases under $1,000.00 to be made without a purchase order.
During the prior year, 17,056 purchase orders were issued.
Once the goods or services and the related invoice have been received, the agency enters pertinent information into the accounts payable software, serving as an order to the Auditor to pay the vendor. The Accounts Payable Department reviews all such orders to verify the authenticity of the billing and the authorization for payment. The order is then posted and a warrant is generated. Accounts Payable staff members process stop payments and issue replacements. The Department also maintains the vendor master file and issues Form 1099s to qualifying vendors.
The Fiscal Services Division processed 211,080 payment requests last year and issued 5,274 Form 1099s.
95% of the payment batches are processed within three business days of receipt in Accounts Payable.
At the beginning of each fiscal year, or at the inception of a grant, appropriations are established for anticipated expenditures. The original appropriation and any subsequent transfer or modification are key-entered into the financial management system. Appropriations cannot exceed the estimated resources during the fiscal year or grant period.
The Payroll Department processes the payroll for the County's 7,000 employees. The County agencies enter their own employee and time and attendance data. Payroll is deposited directly to the bank and credit union accounts of those employees who have selected that option. All payroll warrants and direct deposit notifications are distributed by the Payroll Department to the various agencies and departments. The Payroll Department also complies with all federal, state and local tax requirements, including monthly, quarterly and annual filings. Other responsibilities include remittance of voluntary and non-voluntary deductions and withholdings to the appropriate payees, such as retirement plan contributions, garnishments and child support payments, and completion of reports and forms for various external entities, such as the Ohio Department of Job and Family Services, retirement systems and the Internal Revenue Service.
8,601 W-2s were issued last year.
The Financial Reporting Department tags newly acquired capital items and maintains the records of these fixed assets, tracking subsequent transfers, retirements and disposals. The listing serves as the basis for identifying the County's investment in land, buildings, roads, bridges and equipment, and is used to evaluate insurance needs. Periodically, the capital items are reinventoried through physical inspection.
The County's investment in land, buildings, roads, bridges, vehicles and equipment was approximately $546 million at the end last year, net of accumulated depreciation.
The Fiscal Services Division serves as trustee of the County's unclaimed funds and wages accounts, and processes valid claims upon receipt of a notarized claim form. Click here to search the unclaimed funds database.
Vendor payments and payroll warrants totaling almost $1,683,000 were stale-dated and unclaimed as of Dec. 31.
The financial system uses a software product called MUNIS®. Since it operates on its own server, the system administrator monitors that all interfaces with the County's NT network and the network printers are working correctly. The system administrator also monitors the software's performance and reports bugs to the vendor. The system administrator applies system upgrades in a timely manner and provides assistance to all County users, when needed. Broader issues of process change and redesign are also part of the system administration.
We provide support to more than 300 County financial system users.