Internal Audit Services

The vendor is required to provide individuals and accounting firms interested in providing claims audit functions for the village for fiscal year June 1, 2025, to May 31, 2026.
- The claims audit function will be performed in order to allow or reject all accounts, claims, charges or demands against the village in accordance with laws, regulations, and village policy.
- Services include:
• Be familiar with the practice and use of co-operative bidding, procurement, county contracts, and state contracts.
• Perform the following duties twice a month:
○ Review all purchase orders and vouchers prepared for that period.
○ Review all supporting documents for each purchase order and voucher and ascertain that all supporting documents for each claim are attached.
○ Confirm that the invoice and/or purchase order has been approved by an authorized employee.
• Confirm that each payment includes the following:
○ Approved purchase order attached
○ The purchase order is dated prior to the invoice date
○ An authorized employee signed the receiving report indicating work and/or materials delivered to the village are satisfactory and complete
○ The address on purchase order matches invoice
○ The invoice was approved for payment
○ All goods and services are clearly described on the invoice
○ The goods and/or services on the invoice match the purchase order
○ The purchase order estimated cost is comparable to the invoice
○ Confirm that sales tax is not being paid.
○ The invoice is mathematically accurate
○ Current contract and or quotes, where applicable, is attached to purchase order or voucher
○ Proper budget line allocation
• trace any payments made to consultants or for professional services to contract or board minutes.
• For conference and/or travel reimbursements verify that supporting documentation and original receipts are attached to all payments.
• Trace any payments for employee fringe benefits to contract and supporting documentation and review for proper tax treatment.
• Verify that cumulative purchases associated with an open purchase order do not exceed the approved limit.
• Verify that all bids and quotes obtained were in accordance with general municipal law.
• Confirm all invoices and supporting documents are attached and check to make sure no duplicate payments are made.
• The individual vouchers and the warrant/abstract should be certified by the claims auditor.
• Perform any other functions, duties and responsibilities associated with the claims auditor position and as may be further directed by the village manager.
• Provide reports to the treasurer, village manager and mayor and board on a monthly basis and meet with the mayor and board on at least an annual basis or as deemed necessary by the board
• In the event the claims auditor believes that fraud and/or theft has been or may have been committed by any village employee, he or she is to immediately notify the village treasurer and village manager.
• Additional responsibilities of the auditor include periodic testing and evaluation of one or more areas of the village’s internal controls including, but not limited to:
○ Certification of payroll
○ Physical payroll audit
○ Review of the bank reconciliations and treasurer’s report
○ Review of payroll processes and related controls
○ Review bill payment signing procedures and related controls.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: July 09, 2025