Work To Perform No. issue? In this section, look at disbursements for various sources, e.g., checking accounts, store accounts, purchase cards, etc.

Transcription

1 In this section, look at disbursements for various sources, e.g., checking accounts, store accounts, purchase cards, etc. 1. Determine if a process is in place for approvals. If approval is delegated, determine if appropriate and documented, such as a list of authorized approvers. 1/12

2 2. Determine if the office has a checking account, savings account or CD handled by office employees. If they do: A. Ensure checkbook(s) are stored securely during business hours. For example, kept in a lock box, safe, or locked drawer/office. B. Ensure checkbook(s) are safeguarded after business hours. For example, kept in a lock box, safe, or locked drawer/office. C. Does the office have a methodology (e.g., a checkbook inventory) for tracking used checkbooks and the number series within new, old (e.g., duplicate copies), and checkbooks currently in use? D. Ensure checks are pre-numbered. 2/12

3 E. Ensure checks written are recorded in a check register including the payee and check number or if duplicate checks are used ensure they are retained in the checkbook. F. Ensure all checks have two authorized signatures. Compare signatures to signature authority from the bank to ensure that the signers are authorized. The signers and co-signers for the checks should be employees of the NCSU extension Office or county fiscal officers. (te: make sure volunteers, etc. are not signing checks) G. Does the Office have an exit interview process that includes removing authorized signatures that have terminated employment? H. Ensure that signature authority from the bank is reviewed at a minimum once a fiscal year. 3/12

4 I. Ensure blank checks are not being signed in advance. J. Ensure the person who writes checks or who receives bank statements and performs monthly reconciliation with the checkbook is different than the person in charge of making deposits and expenditures. K. If checks are voided, ensure signature line area of check is cut out. 4/12

5 3. Ensure supporting documentation (e.g., original) is provided to substantiate the legitimacy of payments, e.g., the purchase was for University purpose, proper approval, etc., per PRR Regulation , Payments - Documentation Requirement for Expenditures. See website: able/reg php 4. Ensure the office does not have credit cards other than a University Purchase Card or Gas Card. If they have credit cards issued on behalf of the CES Office/University (not County Finance Office), cards such as these are/should be properly approved by District Director. 5/12

6 5. If the office has a University Purchase Card or Gas Card, A. Determine purchase card holder, reconciler, or reviewer in the event that the cardholder is the reconciler. B. Ensure that only the authorized cardholder uses the card. If the need arises, additional cards may be necessary in order to avoid unauthorized card usage. C. Determine if the purchases made using the cards are for University purposes only. D. Ensure that the office is maintaining proper documentation for card expenditures. E. Have purchase card holders received the University s Purchase Card training? 6/12

7 F. Does the Office have an exit interview process that includes ensuring employees with University Purchase Cards or Gas Card are obtained prior to termination? 7/12

8 6. If office has accounts with vendors, i.e., Wal Mart, Home Depot, etc., A. Determine who originally authorized the account and for what purpose B. Ensure the account is not a contract that should be authorized through the University Purchasing Department C. Verify that employees listed on store account are still employed with the office and appropriate at a minimum once a year. D. Does the Office have an exit interview process that includes ensuring employees authorized to purchase from store accounts are removed if employment has been terminated? E. Ensure that purchases made using store accounts are for University purposes only. The individual should write the purpose on the receipt or other supporting documentation. 8/12

9 7. A. Does the Office receive gift cards (e.g., donations, refunds, returned items)? i. Ensure the Office maintains a file for the gift card. ii. Ensure the Office attaches supporting documentation for purchases made using the gift card and monitor transactions to ensure purchases are appropriate. iii. Does the Office have an exit interview process that includes ensuring employees with gift cards that are donated to the County are returned to the County Extension Director prior to termination? 9/12

10 8. Determine how long distance calls are monitored (log, reviewing to phone bill, etc). Select a month s phone bill and review for accountability of calls. Expand sample if issues are noted in one month. Ref: PRR Regulation , Long Distance Telephone Calls Documentation, located at: y/reg php 10/12

11 9. Determine if the office has supplied a University owned cell phone to any office employees. i. Ensure purpose of phone calls are verified ii. Ensure office is aware no personal calls are allowed from cell phones. nology/reg php 11/12

12 10. Determine who is responsible for the Office s physical inventory, including computers. For items that are not recorded in CAMS, the office can maintain a list of items. Ensure the responsible person is knowledgeable of the University s Capital Asset Management system and that proper controls are in place to ensure compliance with regulations through located at: eivables/reg php eivables/reg php 12/12