Failure to Maintain Separate Accounting Codes for Federal Forfeiture Funds

$10,000 - $18,000 annually in asset tracking errors; potential equipment misallocation in equitable sharing calculations; inventory write-offs due to tracking gaps; compliance audit adjustments • $15,000 - $25,000 annually in lost staff productivity; $5,000 - $10,000 in potential audit remediation costs; unquantified interest allocation errors on fund balances • $30,000 - $50,000 annually in audit fines/findings remediation; reputational risk with DOJ/Treasury oversight; potential loss of equitable sharing eligibility; legal exposure from non-compliance with 28 U.S.C. § 524 and 31 U.S.C. § 9705

Excel spreadsheets with manual pivot tables, copy-paste transaction exports from multiple systems, email-based fund coding requests to finance supervisors • Fleet Manager calls Records Clerk or Finance to verbally confirm which cost center to use; maintains parallel spreadsheet of vehicle maintenance by fund source; receipts stored in filing cabinets with hand-written fund coding • Manual audit workpapers; recreates accounting records from scratch; pulls data from multiple system exports; prepares narrative explanations for auditors about why records cannot be easily separated; maintains shadow database tracking fund compliance metrics