How to Segregate Duties with Only One Accountant - Part 2 of 3

Think you need a big team to have effective internal controls? You don’t. Even a one-accountant department can achieve segregation of duties. It just takes creativity, smart delegation, and a commitment to protecting your organization.

Here’s how to do it—even with limited resources:

• Start by Splitting Key Functions

  Segregation of duties doesn’t mean every task needs its own person. The key is splitting duties so no one controls the entire process. For example, the owner or director can handle tasks like opening mail or approving vendor bills.

  
  

• Share the Work Across Roles

  Have the accountant handle data entry, but let someone else approve payments. A secretary can match checks to invoices and prepare them for mailing. This teamwork creates checks and balances without overburdening any one person.

• Leverage Staff from Other Departments

  Borrow a team member to perform bank reconciliations. Cross-training ensures tasks like reconciliations are done with fresh eyes. It’s an easy way to keep controls tight without hiring additional staff.

  
  

• Outsource Where Necessary

  If your team is stretched too thin, consider outsourcing key functions. An external accountant can handle reconciliations or reviews, adding an unbiased layer of security. Sometimes, spending on controls saves far more than the cost of fraud.

  
  

• Remember Why This Matters

  This isn’t just about process—it’s about protecting your organization. Segregation of duties ensures transparency and reduces the risk of errors or fraud. Even a small effort can make a big difference in safeguarding your assets.

  
  

Who said you need a big team to build strong controls?