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2015 Annual Report.Qxd 2015 ANNUAL REPORT STATE OF ILLINOIS OFFICE OF THE AUDITOR GENERAL Frank J. Mautino, Auditor General SPRINGFIELD OFFICE: CHICAGO OFFICE: ILES PARK PLAZA MICHAEL A. BILANDIC BLDG. • SUITE S-900 740 EAST ASH • 62703-3154 160 NORTH LASALLE • 60601-3103 PHONE: 217-782-6046 PHONE: 312-814-4000 FAX: 217-785-8222 • TTY: 888-261-2887 FAX: 312-814-4006 OFFICE OF THE AUDITOR GENERAL FRANK J. MAUTINO March 1, 2016 The Honorable Members of the General Assembly The Legislative Audit Commission The Honorable Bruce Rauner, Governor Citizens of Illinois Ladies and Gentlemen: Enclosed is the Annual Report of the Auditor General’s Office, submitted in compliance with Section 3-15 of the Illinois State Auditing Act. This report reflects the Office’s operations during calendar year 2015, while under the leadership of William G. Holland. The mission of the Auditor General’s Office has been, and will continue to be, to present objective, balanced and independent audits. I believe this Annual Report reflects the Office’s success in fulfilling that goal during calendar year 2015. I would like to thank William G. Holland, who retired on December 31, 2015, for his years of dedicated and effective service to the citizens of the State of Illinois. I would also like to thank the members of the General Assembly, members and staff of the Legislative Audit Commission, and the staff of the Auditor General’s Office, through whose efforts the reported accomplishments were made possible. Yours truly, FRANK J. MAUTINO Auditor General INTERNET ADDRESS: [email protected] RECYCLED PAPER: SOYBEAN INKS TABLE OF CONTENTS Overview . 4 Public Information . 5 Organizational Chart. 6 Compliance Examination Program . 7 Accountability . 8 Federal Auditing/Statewide Single Audit Update . 16 Performance Audit Program . 17 Performance Audits Completed in 2015. 18 Performance Audits in Progress. 21 Information Systems Audit Program . 25 ISA Findings . 26 Other Office Responsibilities . 27 Continuing Professional Education and Training Requirements . 29 Personal Information Protection Act Compliance. 30 OAG Fraud Hotline . 30 Claims Due the State and Methods of Collection . 31 Summary of Appropriations and Expenditures . 31 Financial Audits and Compliance Examinations Released . 33 Regional Office of Education and Intermediate Service Center Financial Audits Completed in 2015 . 36 Performance Audits 1980-2015 . 37 OVERVIEW rank J. Mautino became Auditor General may then use the audit of the State of Illinois on January 1, 2016. recommendations to Prior to his appointment as Auditor General, develop legislation for FMr. Mautino served 24 years in the Illinois House the improvement of of Representatives, including 15 years as a co- government. chairman of the Legislative Audit Commission. Information Systems audits As a constitutional officer, the Auditor General are performed on the State’s audits public funds of the State and reports findings computer networks. They determine whether and recommendations to the General Assembly appropriate controls and recovery procedures exist and to the Governor. The establishment of the to manage and protect the State’s financial and Auditor General under the Legislature is important. confidential information. It ensures that the Legislature, which grants funds and sets program goals, will ultimately review Copies of all audits are made available to members program expenditures and results. Thus, agencies of the Legislature, the Governor, the media, and are accountable to the people through their elected the public. Findings include areas such as accounts representatives. receivable, computer security, contracts, expenditure control, leases, misappropriation of funds, personnel The Auditor General’s Office performs several and payroll, property control, purchasing, reimburse- types of audits to review State agencies. Financial ments, telecommunications, and travel. audits and Compliance examinations are mandated by law. They disclose the obligation, expenditure, Audit reports are reviewed by the Legislative Audit receipt, and use of public funds. They also provide Commission in a public hearing attended by agency agencies with specific recommendations to help officials. Testimony is taken from the agency ensure compliance with State and federal statutes, regarding the audit findings and the plans the rules and regulations. agency has for corrective action. In some cases, the Commission may decide to sponsor legislation Performance audits are conducted at the request of to correct troublesome fiscal problems brought to legislators to assist them in overseeing government. light by an audit. All outstanding recommendations Programs, functions, and activities are reviewed are reviewed during the next regularly scheduled according to the direction of the audit resolution audit of an agency or, if the Commission requests, a or law directing the audit. The General Assembly special interim audit may be conducted. v Page 4 PUBLIC INFORMATION n audit and its supporting workpapers, unless confidential by, or pursuant to, law or regulation, are public documents once the Areport has been officially released to the Legislature, the public, and the press. These documents are available for review in our Springfield and Chicago offices. The following information is also available by request: • Late Filing Affidavits • Emergency Purchase Affidavits • Contractual Services Certifications PUBLIC INFORMATION IS AVAILABLE BY WRITING: Information about the Auditor General is available on the Internet. This information includes report FOIA Officer summaries and full report texts. Office of the Auditor General Iles Park Plaza 740 E. Ash St. Springfield, IL 62703-3154 Springfield ..............Telephone: (217) 782-6046 OUR INTERNET WEB SITE ADDRESS IS: ...............................................Fax: (217) 785-8222 www.auditor.illinois.gov Chicago ..................Telephone: (312) 814-4000 ...............................................Fax: (312) 814-4006 OUR E-MAIL ADDRESS IS: [email protected] TTY: (888) 261-2887 OUR FRAUD HOTLINE IS: Toll-Free: (855) 217-1895 Visit our web site at www.auditor.illinois.gov for full details or for an on-line reporting form. TTY: (888) 261-2887 Page 5 ORGANIZATIONAL CHART As of December 31, 2015, there were 78 employees. Sixty-eight were located in the Springfield Office and ten in the Chicago Office. v INSPECTOR GENERAL ASSISTANT TO AUDITOR GENERAL AUDITOR GENERAL EXECUTIVE SECRETARY TO AUDITOR GENERAL DEPUTY AUDITOR GENERAL FISCAL OFFICER LEGAL COUNSEL PERFORMANCE FINANCIAL/COMPLIANCE INFORMATION AUDITS AUDITS SYSTEMS AUDITS Page 6 THE COMPLIANCE EXAMINATION PROGRAM he Auditor General is required by the Illinois State Auditing Act to conduct, as is appropriate to the agency’s operations, a financial audit and/or Tcompliance examination of every State agency at least once every two years. These audits and examinations inform the public, the Legislature, and State officers about the obligation, expenditure, receipt, and use of public funds, and provide State agencies with specific recommendations to help ensure compliance with State and federal statutes, rules, and regulations. For the FY 2014 audit cycle, the Compliance Audit Division conducted 90 engagements. These encompassed compliance examinations, financial audits, and federal audits or a combination thereof. Staff from the Office of the Auditor General conducted 30 of these engagements. The remaining engagements were performed by public accounting firms under the general direction and management of the Auditor General's audit managers. The Illinois Constitution of 1970 revised and expanded the traditional financial audits conducted of State agencies to focus on compliance with legislative intent and proper performance of governmental operations, as well as financial accountability. The compliance program has a positive impact on the operations of State government because agencies implement many of the recommendations made in these reports. Compliance reports are also reviewed by the Legislative Audit Commission, where legislators question agency directors about audit findings and the corrective action they plan to take. Legislators and their staffs also use compliance reports during appropriation hearings in the spring legislative session. To maximize the usefulness of audit information, the Office attempts to deliver audits as early as possible in the legislative session. v Page 7 ACCOUNTABILITY A number of reports issued for FY 2014 had • The Department did not have a documented findings that were critically important from an process for the administration of access rights. accountability standpoint. A brief summary of some • Access rights for individuals who separated of these findings follows: employment from the Department were not always timely deactivated. Auditors noted 9 (43%) of 21 separated individuals tested were deactivated FAILURE TO COLLECT ENVIRONMENTAL from 9 to 969 days after separation. CONSULTATION FEES • For 4 (13%) of 32 individuals with access to GenTax, the Department did not provide The Department of Natural Resources (Department) documentation to support the required background did not assess and collect fees for certain checks had been completed. Additionally, 3 of environmental consultations performed as required. these 4 individuals had administrative access right to the computer servers in which the GenTax The Department of Natural Resources System and data reside. (Conservation) Law (20 ILCS 805/805-555(b)) • The Department
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