RubinBrown Team Member Manual

POLICY CONTINUED Policy Title: Policy Number:

Section: Client Cash Disbursement Policy 1216

Risk Management

Checks Received for Deposit 22. Upon receipt of a check to be deposited to a client account, the engagement accountant must complete a standard deposit form, endorse the check "For Deposit Only" and complete a deposit slip that is stored with the check stock. 23.The deposit documentation (standard deposit form, deposit check and deposit slip) must be reviewed and signed off by the engagement manager. 24.The deposit check and deposit slip will be mailed to the bank by the designated executive assistant or physically delivered to the bank by designated engagement personnel. A bank receipt documenting the deposit must be obtained from the bank either by mail or at the time the deposit is physically made at the bank. 25.The deposit documentation must be matched up to the deposit receipt from the bank and entered into the accounting software. 26.During the bank reconciliation process, the engagement accountant responsible for reconciling the account must verify that the deposits are properly reflected on the account statement. 27.All deposit documentation must be retained and filed in the respective client file and/or scanned by the service line's executive assistant to be stored on the firm's network. Bank Reconciliations 28.The engagement partner or approved specified designee (approved by Risk Management) must receive all unopened bank statements and is responsible for reviewing then for unusual transactions before being given to other engagement personnel for reconciliation. 29.All bank statements/accounts will be reconciled on a monthly basis in a timely manner. 30.All bank reconciliations must be reviewed timely by someone other than the account reconciler. Physical Security of Check Stock 31. All check stock must be stored in a locked location at all times. 32. Access to the key to the secured check stock must not be accessible by anyone other than the specified employee or their backup (e.g., in top drawer of desk, hanging in cube/office, etc.) 33. No RubinBrown personnel with the ability to record invoices, process payments or print checks will have access to the locked check stock. 34. The numerical sequence of client check stock will not be interrupted. 35. A check stock log must be maintained by the RubinBrown employee responsible for the physical security of the check stock. 36. All voided checks must be returned to the employee responsible for the physical security of the check stock and maintained with the check log. 37. The engagement partner will review the check stock log(s) once a year to ensure proper accountability, accuracy, and completeness of the check stock. Any check stock log discrepancies will be reported to the Risk Management Committee. Software Security 38. All client data must be maintained on a RubinBrown server to ensure the security of sensitive client data. 39. IT will limit the number of computers/users with QuickBooks, Quicken, or other financial software to those engagement personnel with day-to-day processing responsibilities. 40. Unique user names and passwords must be assigned and maintained by RubinBrown’s IT department.

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