Automated Accounting Systems

Computerized accounting systems, properly developed and administered, are recommended, particularly for AFSCME’s larger affiliates. Such electronic record-keeping may be utilized if it essentially accomplishes the purposes of the manual operations described in this Code.

A printout (hard copy) of the current primary financial records maintained on an automated accounting system must be made each month. The following reports must be printed and maintained:

1 - detailed cash transactions by bank account


2 - detailed general ledger


3 - balance sheet


4 - income statements


5 - detailed accounts payable vendor transaction history


6 - detailed accounts receivable "customer" transaction history


7 - payroll transaction reports


8 - any other basic system report necessary to provide a comprehensive audit trail

These printouts must be retained in the affiliate’s records in lieu of the Cash Book and other manually maintained records.

Those affiliates with automated accounting and/or membership systems should maintain several back-up tapes and/or diskettes, using a systematic procedure for updating the back-ups to include prior data as well as new transactions since the last back-up.