How it works
The register tie-out, step by step.
The whole method rests on one rule: a figure only exists in BondControls if it came from the district’s own records and ties to them.
Program inbox
Your office forwards check runs, registers, purchase-order listings, invoices and AIA pay applications to a dedicated inbox, in whatever format your finance system already prints. Nothing is keyed by the district.
Post once
Every check line from the register is posted exactly once to the program ledger, coded to project, building and category against the district’s own account structure, never a parallel one.
Tie to the penny
A posting only goes through if it ties to the register’s printed totals, per check and per run. Anything that does not tie is quarantined and reviewed by Stoner Advisory Group staff within five business days.
Six checks
Every update runs the exception checks: duplicate lines, description-versus-account building mismatches, purchase orders paid over amount, payments missing a project, building or category, projects under 10% contingency, and one building billed twice in a multi-building pay application.
Reconcile
The ledger is reconciled to the district’s own purchase-order listing, and each contractor’s latest certificate is compared with what the district actually paid.
Report
A two-page control report every month. A board-packet PDF every quarter. The fiscal-year schedules your audit asks for. All of it written independently of the construction manager.
What you receive
The output is written for the board, not the job site.
- The BondControls portal for your business office, superintendent and board: program at a glance, funding runway, projects and contingency, spending by building and by category, exceptions, reconciliation to your purchase-order listing, and fiscal-year schedules. Named users; every view is logged.
- A two-page control report every month.
- A board-packet PDF every quarter.
- Your data, on request and at the end of the program. We keep the method; you keep your records.
What it did on one program
On a $189 million Michigan bond program, working with the district’s business office:
- 966 check lines, $51,973,090, tied to the district’s registers to the penny. The district’s own records were complete enough to tie every check.
- $530,837 of costs moved to the correct buildings by journal entry, so each building’s report now matches what was spent there.
Start with your own register.
Send one check run and one purchase-order listing; we will show you what ties and what does not.