Claims Auditing Services

The Vendor is required to provide claims auditing services for include:
•    The firm selected to perform the duties of claims auditor must be highly ethical and have the knowledge and skills necessary to effectively audit the claims of the district. 
•    The practitioners will need to demonstrate their extensive knowledge, abilities and experience in purchasing, bidding and vendor payments as these skills will be required to render reasonable judgments.
•    The claims auditor will report directly to the board of education (with the exception of reporting to the superintendent on administrative matters). 
•    Issues will be brought directly to the board. 
•    The board will direct the claims auditor to provide reports in the format that the board desires, and will establish the frequency of such reporting.
•    The claims auditor will report to the board of education in regard to approving or disapproving claims against the district on a monthly basis.
•    All district payments, with the exception of payroll, principal, interest, postage, freight and utility bills, will be reviewed by the claims auditor firm.
•    The auditor is responsible for ensuring that only legitimate claims against the district are paid. e.g. the claim is for a legal purpose, documentation and itemization are provided and the transaction was properly authorized.
•    The claims’ auditing process is an integral part of the district’s internal control and separation of duties must be maintained. 
•    They cannot be involved in any other business or accounting functions within the district.
•    The claims auditor will certify warrants or voucher packets by signing a declaration which documents that the item(s) have been audited and the amount is authorized for payment. 
•    They will approve for payment all invoices which, in FY 2019-20, totaled 14,588 invoices.
•    The claims auditor will work with the board to develop and continually enhance or modify a checklist that is designed to highlight relevant board policies. 
•    The claims auditor should maintain an open mind, and continually seek to observe issues that may not be fully reflected in a static checklist.
•    The claims auditor will work together with the audit, budget and finance (ABF) and board of trustees to develop the claim review process and to work out the details of the administrative process.
•    The claims auditor will be expected to complete work on a timely basis, allowing for staff coverage at all times so as to not adversely affect the prompt payment of district liabilities.