4-60 GENERAL LEDGER SYSTEM

POLICY

St. Leonard’s Community Services will use an acceptable accounting software program. 

PROCEDURE

The software is loaded on the computers for all accounting staff and the administrative assistant.  To restrict access to authorized users, each user will have her/his own logon and password.  The password must be kept confidential at all times and must be reported to the Director of Finance and changed immediately if it is compromised.  The logon is customized for each position, authorizing access only to the sections of the system required to perform the duties of that position.  Users must logoff if they will not be using the program for an extended period of time or if they will be away from their desk. The Director of Finance or Accounting Manager can set up new users or amend profiles to restrict access.

To ensure the integrity of prior years’ data, a printout of the entire year’s general ledger activity must be printed after the audited financial statements have been published.  This printout must be retained on file for at least seven years.  An electronic back up is done after year-end and kept at an off-site location.  At least one hard copy of the audited financial statements must be retained indefinitely.

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