QUARTERLY COMPLIANCE CHECKLIST FOR PRIVATE ORGANIZATIONSINITIAL:_____ _ 1. Financial review must verify that the Private Organization has:A uniform system of accounting
Consolidated reports of the accounting system into meaningful summaries
Identified areas of weakness and plans for corrective action
Must implement internal control procedures that ensure:
Adequate segregation of duties
Proper procedures for authorizations
Adequate documents and records
2. Segregation of Duties - ensure that the following functions were performed by separate individuals:
Initiating a purchase transactionApproving the transaction
Processing and recording the payment
Reviewing the transaction
3. Controlling blank and voided checks:
Confirm that all blank checks are locked up at all times and controlled
Ensure that all voided checks have been properly defaced
Confirm that the PO always retains voided checks in a secured location and does not destroy or disposeof voided checks
4. Ensure that all checks are properly accounted for:Inspect the checkbook currently in use
Check that the checks are pre-numbered
Ensure that the checks are being used in sequence
Check that signatories do not pre-approve checksEnsure any additional checkbooks, not in use, are locked and secured
5. Restrict negotiability of checks, prevent payment to unauthorized individuals, prevent unauthorized changes
to checks:
Observe that checks are made payable to specific payees, not to cash
Ensure the check signatories are not writing checks to themselves or family members
Note that payee names are completed in full, and abbreviations are not used
Check that all unused spaces have been cancelled
Use a standard pen with non-erasable ink when writing checks
6. Prevent unauthorized signing of checks:
Ensure all check signatories are still holding their elected positions and are in a satisfactory standing withthe organization
Change the check signatories with the bank, if necessary
If there has been a change in the Treasurer position, complete an internal financial review to ensure
proper accountability within 30 days
7. Ensure all disbursements are valid:
Check that the necessary documentation (invoices, purchase orders, receipts, etc.) accompany the checks
to be signed
File the necessary documents to be readily available for auditing purposes
Obtain receipts for all transactions

8. Perform and review of bank reconciliations:
Perform the bank reconciliation
File necessary documentation as evidence
Examine long outstanding check and used checks for unauthorized and unusual endorsements
Examine bank statements for checks significantly out of sequence
Examine support for any unusual reconciling item in bank reconciliation
Obtain reasons for any delays in deposits
Review the filing procedures and ensure the records are maintained in a satisfactory manner
9. Safety of cash takings/checks received and not yet deposited.
Inspect safe in which the cash/checks kept overnight and consider whether it is in good condition.
Make inquiries regarding the safekeeping of any cash/checks not deposited overnight.
10. Control receipts received via the mail:Note that mail is opened in the presence of one other PO officer
Ensure that all checks/cash received are registered in a check received register, which should be used in
preparing the bank reconciliation
Observe that person opening the incoming mail restrictively endorses all checks received immediately
11. Documentation indicates members understand their personal liability, if any, when the organization's assets
are insufficient to discharge all liabilities upon dissolution
12. Insurance policy, if required, is current and coverage is sufficient
13. All organization events, activities, fundraisers, and meetings comply with existing fire, safety, andenvironmental, fundraising regulations
14. Submit quarterly reports to the PO Monitor:
Income & Expense reports
Bank Statements
Meeting Minutes
Compliance Checklist
Updated Officers’ Roster
15. Membership of non-DoD personnel is less than one-third of the PO's TOTAL membership. PO members whoare DoD civilian employees or military or DoD civilian employee family members are " DoD personnel" forcharacterizing PO membership.

Each of these items has been reviewed and/or performed for this Private Organization:

Official Name of PO:

PO President Name - Printed

PO President Signature

Date