The auditor said the district’s human resources department did not supply the treasurer’s office with termination paperwork needed to stop those payments.
The audit was otherwise clean, with an “unmodified” opinion on district financial statements, and no deficiencies, weaknesses or noncompliance items.
The state has issued findings for recovery against both Baker and Valentine, to recoup the overpayments for Trotwood schools’ general fund. District officials did not immediately respond Tuesday to a question on what jobs the two held and when they were terminated.
Trotwood-Madison’s response listed in the audit, says the district “has made several attempts to collect the overpayments” via phone calls and a certified letter from the board’s attorney. But the district said neither person has responded.
“Our last ditch effort will be to file a petition in small claims court to collect these monies,” the district’s statement said.
By law, school district Treasurer Janice Allen is held jointly and severally liable for the total amount of $7,534 if restitution is not paid.
The district’s response in the audit notes this is the only finding for recovery against Trotwood schools since Allen became treasurer in 2011. The response pointed to numerous changes in personnel and procedures in the year in question, saying a clerical employee “was forced to resign due to the inability to make sure the proper paperwork was processed for terminations.”
The district said the treasurer’s department now reviews the personnel agenda from each school board meeting to make sure all termination paperwork gets from HR to payroll.
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