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Audit finds variances in student activity accounts; district adopts monthly reconciliations and updated procedures
Summary
An audit of Auburn High School student activity subaccounts identified variances dating to 2019 in several clubs, including the drama club; the district has implemented a verification form, monthly reconciliations and updates to the student-activities manual to improve transparency.
A review of student activity accounts presented to the Auburn School Committee on Feb. 11 detailed reconciliations of each subaccount dating back to 2019. The business manager and auditor said many club accounts were verified and signed off by club advisers, principals, the student activity treasurer, the business manager and the superintendent, but some accounts showed transaction variances caused by missed entries, duplicate entries and unrecorded deposits.
The drama club’s ledger included multiple variances across different years — auditors identified positive and negative adjustments that changed year-end balances and reported specific variances including a $7,089.45 reimbursement-related variance in one year and other multiple-year corrections. The committee heard that the district implemented a new Excel 'checkbook register' spreadsheet, a balance-verification form, and monthly reconciliations to give clubs up-to-date statements. Staff said those measures should reduce long-term discrepancies and that policy updates (including the JJF student-activities policy) will be added to the manual going forward.
