(A) Any public official, department head or employee with actual knowledge or reasonable cause to believe that there has been a misappropriation of public funds is to immediately send written notice of the misappropriation to the State Board of Accounts and the Prosecuting Attorney, regardless of the amount.
(B) The materiality threshold at which point the county shall report incidents of material variances, losses, or shortages, to the State Board of Accounts is:
(1) A one-time cash loss of at least $500;
(2) A recurring cash loss of at least $50 average per month;
(3) A value of $500 for a one-time loss of assets; or
(4) A creation of additional liabilities of at least $1,000 average per month.
(C) All items not reported to the State Board of Accounts shall be resolved at the Board of Commissioners level with appropriate documentation retained by the County Auditor.
(D) When an irregular variance, loss, shortage, or theft is determined material pursuant to the county’s policy on materiality, the Auditor and/or the Treasurer shall report the incident to the State Board of Accounts. On the State Board of Accounts’ website there is a notification link, which allows public officials to report via e-mail material irregular variances, losses, shortages or thefts. Telephone and in-person reporting is also acceptable. Reports will be followed up with a return e-mail or call to gather additional information as necessary. All reports of irregular variances, losses, shortages or thefts are maintained by the State Board of Accounts.
(Ord. 07-05-2016-1, passed 7-5-2016)