Report 2014-135R Recommendation 6 Responses

Report 2014-135R: Magnolia Science Academies: Although the Financial Condition of These Charter Schools Has Improved, Their Financial Controls Still Need to Be Strengthened (Release Date: May 2015)

Recommendation #6 To: Magnolia Educational and Research Foundation

To ensure that it can locate documentation supporting its expenditures and the academies' expenditures, the Foundation should develop a stronger document filing system that links all supporting documentation for expenditures to its authorization and justification included in the CoolSIS system by using a unique identifier such as a purchase order number.

1-Year Agency Response

Magnolia Public Schools (MPS) has incorporated a unique system generated identifier number that is used during the submittal, review, approval and payment process of expenditures incurred by the academies. As part of the documentation process, MPS has revised the policy and procedure to provide additional clarification regarding authorization and approval limits. For your reference, we are including the Accounts Payable workflow, example of the system generated report, sample selections and supporting documentation for five (5) transactions, and the Accounts Payable and Cash Disbursements policies and procedures.

  • Completion Date: April 2016
  • Response Date: May 2016

California State Auditor's Assessment of 1-Year Status: Fully Implemented


6-Month Agency Response

The organization is in the process of implementing a document filing system that will link all supporting documentation for expenditures to its authorization and justification. In order to implement the new system, the organization is working with the back office service provider to ensure that a unique identifier is provided in CoolSIS and the Accounts Payable system.

  • Estimated Completion Date: 01/30/2016
  • Response Date: November 2015

California State Auditor's Assessment of 6-Month Status: Pending


60-Day Agency Response

The organization is in the process of implementing a document filing system that will link all supporting documentation for expenditures to its authorization and justification. In order to implement the new system, the organization is working with the back office service provider to ensure that a unique identifier is provided in CoolSIS and the Accounts Payable system.

  • Estimated Completion Date: 09/15/2015
  • Response Date: July 2015

California State Auditor's Assessment of 60-Day Status: Pending


All Recommendations in 2014-135R

Agency responses received are posted verbatim.


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