sarbanes-oxley, internal control, and cash

Prepared by: C. Douglas Cloud Professor Emeritus of AccountingPepperdine University

© 2011 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Sarbanes-Oxley, Internal Control, and Cash

Chapter 8Chapter 8


Learning Objectives

1. Describe the Sarbanes-Oxley Act of 2002 and its impact on internal controls and financial reporting.

2. Describe and illustrate the objectives and elements of internal control.

3. Describe and illustrate the application of internal controls to cash.

4. Describe the nature of a bank account and its use in controlling cash.


Learning Objectives

5. Describe and illustrate the use of a bank reconciliation in controlling cash.


Learning Objectives


6. Describe the accounting for special-purpose cash funds.


Learning Objectives



7. Describe and illustrate the reporting of cash and cash equivalents in the financial statements.


Learning Objectives




8. Describe and illustrate the use of the ratio of cash to monthly cash expenses to assess the ability of a company to continue in business.


Learning Objective 1



Sarbanes-Oxley Act of 2002

The Sarbanes-Oxley Act of 2002 (often referred to simply as Sarbanes-Oxley) applies only to companies whose stock is traded on public exchanges. Its purpose is to restore public confidence and trust in the financial statements of companies.

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Sarbanes-Oxley requires companies to maintain strong and effective internal controls over the recording of transactions and the preparing of financial statements.



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Internal control is broadly defined as the procedures and processes used by a company to: Safeguard its assets. Process information accurately. Ensure compliance with laws and

regulations.


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Internal Control


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Internal Control

Employee fraud is the intentional act of deceiving an employer for personal gain.


Elements of Internal Control

Management is responsible for designing and applying five elements of internal control to meet the three internal control objectives. These elements are as follows: Control environment Risk assessment Control procedures Monitoring Information and

communication

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Elements of Internal ControlLO 2LO 2


Control Environment

The control environment is the overall attitude of management and employees about the importance of controls. Three factors influencing a company’s control environment are as follows:

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Management’s philosophy and operating style

The company’s organizational structure The company’s personnel policies


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Control Procedures

Control procedures provide reasonable assurance that business goals will be achieved. Control procedures include the following: Competent personnel, rotating duties, and

mandatory vacations Separating responsibilities for related

operations Separating operations, custody of assets,

and accounting Proofs and security measures

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Control ProceduresLO 2LO 2


Monitoring

Monitoring the internal control system is used to locate weaknesses and improve controls.

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Monitoring

Monitoring often includes observing employee behavior and the accounting system for indicators of control problems.

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Monitoring


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Limitations of Internal Control

Internal controls can provide only reasonable assurance for safeguarding assets, processing accurate information, and compliance with laws and regulations. This is due to the following factors: The human element of controls Cost-benefit considerations

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1. Describe the Sarbanes-Oxley Act of 2002 and the impact on internal controls and financial reporting.




Cash Controls Over Receipts and Payments

Cash includes coins, currency (paper money), checks, and money orders. Money on deposit with a bank or other financial institution that is available for withdrawal is also considered cash. Cash is the asset most likely to be stolen or used improperly in a business.

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Control of Cash Receipts

Businesses normally receive cash from two main sources: Customers purchasing products or services Customers making payments on account

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Cash Received from Cash Sales

One of the most important controls to protect cash received in over-the-counter sales is a cash register.

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A predetermined amount of money that is given to each cash register clerk in a cash drawer is called a change fund.


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Salespersons may make errors in making change for customers or in ringing up cash sales. As a result, the amount of cash on hand may differ from the amount of cash sales. Such differences are recorded in a cash short and over account.


Cash sales for May 3 totaled $35,690 per the cash register tape. After removing the change fund, only $35,668 was left in the cash drawer. The cash sales and shortage would be recorded as follows:


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If there had been cash over, Cash Short and Over would have been credited for the overage.

Cash Received from Cash SalesLO 3LO 3


Cash Received in the Mail

Cash is received in the mail when customers pay their bills. Most companies design their invoices so that customers return a portion of the invoice, called a remittance advice, with their payment.

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Cash Received by EFT

Cash may also be received from customers through electronic funds transfers (EFT). Customers may authorize automatic electronic transfers from their checking accounts to pay monthly bills.

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Cash Received by EFT

Companies encourage customers to use EFT for the following reasons:1. EFTs cost less than receiving cash

payments through the mail.2. EFTs enhance internal controls over cash

since the cash is received directly by the bank without any employees handling cash.

3. EFTs reduce late payments from customers and speed up the processing of cash receipts.

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Control of Cash Payments

The control of cash payments should provide reasonable assurance that: Payments are made for only authorized

transactions. Cash is used effectively and efficiently.

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Voucher System

A voucher system is a set of procedures for authorizing and recording liabilities and cash payments. It may be either manual or computerized.

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Voucher System

A voucher is any document that serves as proof of authority to pay cash or issue an electronic funds transfer.

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1. Describe the Sarbanes-Oxley Act of 2002 and the impact on internal controls and financial reporting.



4. Describe the nature of a bank account and its use in controlling cash.


Bank Accounts

A major reason that businesses use bank accounts is for internal control. Some of the control advantages of using bank accounts are as follows: Bank accounts reduce the amount of cash

on hand. Bank accounts provide an independent

recording of cash transactions. Use of bank accounts facilitates the

transfer of funds using EFT systems.

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Bank Statement

A summary received from the bank (usually monthly) of all checking account transactions is called a bank statement. It shows the beginning balance, additions, deductions, and the ending balance.

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Impact of Debit and Credit Memos

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Bank Statement

The following types of credit or debit memo entries are found on a bank statement:

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LO 4LO 4Using the Bank Statement as a Control Over Cash


Bank Reconciliation

A bank reconciliation is an analysis of the items and amounts that cause the cash balance reported in the bank statement to differ from the balance of the cash account in the ledger. This is used to determine the adjusted cash balance.

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Bank Reconciliation

A bank reconciliation is usually divided into two sections as follows1. The bank section begins with the cash

balance according to the bank statement and ends with the adjusted balance.

2. The company section begins with the cash balance according to the company’s records and ends with the adjusted balance.

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Bank Reconciliation

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Steps of a Bank ReconciliationLO 5LO 5


Steps of a Bank Reconciliation

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LO 5LO 5 Power Networking Bank Reconciliation

Power Networking prepares to reconcile the monthly bank statement as of July 31. The bank statement shows an ending cash balance of $3,359.78.

Step 1


Bank’s Records

Cash balance $3,359.78

Power Networking’s Records

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Step 1

Power Networking Bank Reconciliation


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A deposit on July 31 of $816.20 is not recorded on the bank statement.

Step 2



Bank’s Records Power Networking’s Records


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Add deposit not recorded by bank 816.20

$4,175.98

Step 2



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Three checks that were written during the month did not appear on the bank statement: No. 812, $1,061; No. 878, $435.39, No. 883, $48.60.

Step 3




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Step 3


$4,175.98


Deduct outstanding checks:

No. 812 $1,061.00No. 878 435.39No. 883 48.60

1,544.99




$4,175.98




No. 812 $1,061.00No. 878 435.39No. 883 48.60

1,544.99

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$2,630.99Adjusted balance

Step 4



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The cash balance in Power Networking’s ledger on July 31 is $2,549.99.

Step 5



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$4,175.98




No. 812 $1,061.00No. 878 435.39No. 883 48.60

1,544.99

Step 5





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Step 6

A credit memo on the bank statement indicates that the bank collected a note in the amount of $400 and the related interest of $8 for Power Networking.





$4,175.98




No. 812 $1,061.00No. 878 435.39No. 883 48.60

1,544.99

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Add note and interest collected by bank 408.00

$2,957.99

Step 6




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A check from a customer (Thomas Ivey) for $300 was returned by the bank because of insufficient funds (NSF) as indicated by a debit memo. A bank service charge of $18 was also indicated by a debit memo.

Step 7




$4,175.98


Cash balance $3,359.78 Cash balance $2,549.99


No. 812 $1,061.00No. 878 435.39No. 883 48.60

1,544.99


$2,957.99

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Deduct NSF check $300.00

Bank service charges 18.00

Step 7



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Check No. 879 for $732.26 to Taylor Company on account was erroneously recorded in the journal as $723.26. When an error is made, two questions are asked: (1) Who made the error? (2) Does correcting the error cause the cash account to go up or down?

Power Networking made the error, so the item is placed on the company’s side of the reconciliation. By correcting the error, the cash account goes down. (Thus, it is a deduction on the reconciliation.)

Error




$4,175.98




No. 812 $1,061.00No. 878 435.39No. 883 48.60

1,544.99


$2,957.99Deduct check

NSF $300.00


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Error

Error recording Chk. No. 879 9.00




$4,175.98




No. 812 $1,061.00No. 878 435.39No. 883 48.60

1,544.99



NSF $300.00


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327.00 $2,630.99Adjusted balance

Step 8



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$4,175.98



No. 812 $1,061.00No. 878 435.39No. 883 48.60

1,544.99



NSF $300.00


$2,630.99Adjusted balance $2,630.99Adjusted balance

Step 9



327.00


The journal entries for Power Networking, based on the bank reconciliation, are as follows:



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Petty Cash Fund

It is usually not practical for a business to write checks to pay small amounts. Thus, it is desirable to control such payments by using a special cash fund, called a petty cash fund.


A petty cash fund of $500 is established on August 1. The entry to record the transaction is as follows:

Petty Cash Fund

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IMPORTANT!

The only time Petty Cash is debited is when the fund is initially established or when the fund is increased. The only time Petty Cash is credited is when the fund is being decreased.

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Petty Cash Fund

At the end of August, the petty cash receipts indicate expenditures for the following items:

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The entry to replenish the petty cash fund is shown below.


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Companies often use other cash funds for special needs, such as payroll or travel expenses. Such funds are called special-purpose funds.


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Financial Statement Reporting of Cash A company’s excess cash is normally

invested in highly liquid investments. These investments are called cash equivalents.

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Financial Statement Reporting of Cash

Companies that have invested excess cash in cash equivalents usually report Cash and cash equivalents as one amount on the balance sheet.

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Banks may require depositors to maintain minimum cash balances in their bank accounts. Such a balance is called a compensating balance.

Financial Statement Reporting of Cash

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8. Describe and illustrate the use of the ratio of cash to monthly cash expenses to assess the ability of a company to continue in business.


LO 8LO 8Ratio of Cash to Monthly Cash Expenses A cash ratio that is especially useful

for startup companies or companies in financial distress is the ratio of cash to monthly cash expenses. The ratio is computed as shown below:

Ratio of Cash to Monthly Cash Expenses =

Cash as of Year-End

Monthly Cash Expenses


Ratio of Cash to Monthly Cash Expenses The cash, including any cash

equivalents, is taken from the balance sheet as of year-end. The monthly cash expenses, sometimes called cash burn, are estimated from the operating activities section of the statement of cash flows as follows:

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Monthly Cash Expenses =

Negative Cash Flow from Operations

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Prepared by: C. Douglas Cloud Professor Emeritus of AccountingPepperdine University


Sarbanes-Oxley, Internal Control, and Cash

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sarbanes-oxley, internal control, and cash

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