June 2, 2008

Weitzman Says County's First "Paperless Audit"
Shows Purchasing Department has Improved Its Time Keeping Practices

Nassau County Comptroller Howard Weitzman announced today that his office has completed the County’s first “paperless audit” –using a technology that captures data electronically, eliminates the need to compile cumbersome binders and reduces the waste of up to 65 lbs of paper per audit. The County’s new paperless system utilizes a software program called “TeamMate” and was first used for an audit that focused on the County Purchasing Department’s time and leave system.

Weitzman said the audit of the Purchasing Department revealed that the department exhibits good timekeeping practices and follows proper procedures, with some minor exceptions. The audit, which covered the period of January 2005 through September 2007, was a follow up of an earlier audit released in May 2001 for the period 1998-2000.

“The Purchasing Department is to be commended for the improvements it made to time keeping procedures based on the recommendations of the earlier audit,” Weitzman said. “Our review found that in general, proper procedures are being followed. In addition, this first paperless audit represents not only a major step in efficiency for our auditors, but also for the environment, as this office now saves reams of paper on each audit.”

The Comptroller’s audit used a sample of seven of the Purchasing Department’s 26 employees, two of whom were ordinance employees (non-union) and time and leave records for nine bi-weekly pay periods.  Auditors looked at the department’s time and leave controls, procedures and compliance with the Civil Service Employees Association, Inc. (CSEA) collective bargaining agreement and the County ordinances covering non-union employees.

 “Overall, this department follows county time keeping procedures and its employees are accountable for their hours,” said Weitzman. “The department records were well organized and easy to follow, which greatly assisted the auditors in performing their work.”

     Weitzman said that previous audits could often use over 60 lbs of paper, along with numerous binders and the information all needed to be stored in a warehouse with County records for years. The new auditing program produces almost no paper and stores all information electronically. Weitzman said that he is working on converting all audits to the paperless system by the end of the year.