Business Manager Update

Transcription

1 Business Manager Update July 24, :00 AM 12:00 PM, CHHS 380 AGENDA I. Welcome (Kendra C. - 5 min) II. III. IV. Internal Audit Update (Tom Y min) a. Overview of audit planning process b. Audit plan for FY and long-range plans c. Audit process and role of business managers d. Questions Purchasing Card (P-Card) Program Updates (Annette H min) a. Elimination of monthly reconciliation packet b. Requirements for maintaining P-card receipts c. Receipt upload functionality in BofA Works d. New hospitality profile for food/beverage purchases currently piloting Other Financial Services Updates (Scott B. 10 min) a. Updates to Forms: i. Revised Return Goods Notification (RGN) form (the updated form can be found at the following link: ii. Revised Vendor Information Form (the updated form can be found at the following link: V. Questions and Wrap-Up

2 Internal Audit Update to University Business Managers 1

3 Agenda Overview of audit planning process Audit plan for FY2015 and long-range plans Role of business managers Questions 2

4 Old Audit Plan Development Process 3

5 New Audit Plan Development Process April/May February Review plans from other campuses Risk assessment survey 4

6 Objectives based Planning Focus is on the Institutional Plan Cover as many institutional goals as possible Try to cover more new ground than old, but revisit critical areas as often as needed Respond to changes in operations, plans, and current events 5

7 Draft report phase did we hear you correctly? Final report contract with management to make changes (All reports go to Chancellor and Board of Trustees) Sample findings report What happens to findings? Protect the Guilty 6

8 FY2015 Audit Plan July Aug. Sept. Oct. Nov. Dec. Jan. Feb. March April May June PLANNED EVENTS Auditor(s) Review Self Assessment of Internal Controls JE x Admin Review College of Engineering Tm 1 D x x x Cash Management Tm 1 D D x x x Accounts Payable operations Tm 1 D D x x x NCAA compliance -Recruiting; football attendance verification Tm 1 D x x x IT General Controls Tm 1 D x x x Export Controls Tm 2 x x x Advancement Division business operations Tm 2 D x x x Third party vendor management Tm 2 D x x x Housing and Residence Life operations Tm 2 D D x x x Campus Police: self assessment validation Tm 2 D x x x Admin review University College TY D x x Study Abroad and SEVIS compliance TY D x x Annual Data Use Agreement verifications TY x x Annual Audit Pcard Transactions TY D x 7

9 Long Range Audit Plans FY2016 Admin Review BCOB Academic Services FY2017 Admin Review CHHS Extended Academic Programs FY2018 Admin Review COED Institutional Research Technology Transfer Annual Data Use Agreement verifications Effort Reporting Early College High School support SCIF/Restricted Area practices and procedures IT security related topic Revised MCD policy IT security related topic Construction Contracting Business Continuity Program IT security related topic Capital Campaign gift management procedures Scholarship program oversight ELTI Office of Education Abroad OIP Business Office Operations NCAA compliance Transition to FBS football SUAR operations Lab Safety Practices NCAA compliance Investigating Rules Violations and football attendance verification Building Access Controls Minors on Campus NCAA compliance Amateurism and football attendance verification Dean of Students operations Alumni Affairs Financial Aid Student Accounts Travel/Compl ex Payments Office External QAR University Governance/ Succession Planning 8

10 Why does Internal Audit conduct audits? It s in our charter It helps to have another set of eyes What are we looking for? Compliance Controls Why does it matter? Reduce risk Reduce costs Improve performance Role of Business Managers 9

11 3 Lines of Defense You are here We rely on you to develop and document your business processes, establish strong internal controls, and be that first line of defense in preventing and detecting errors, fraud and waste. 10

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13 University Goal Goal 1 Deliver high-quality, affordable, and effective educational programs that produce educated and responsible citizens and a competitive workforce. Annual Audit Plans FY2015 to FY2018 Planned Audit Topics FY2015 FY2016 FY2017 FY2018 Admin Review Admin Review Admin Review Admin Review COEN BCOB CHHS COED Admin review Academic Extended Institutional University Services Academic Research College Programs Goal 2 Stimulate increased research, creative activities, and community engagement with a focus on programs and partnerships that address the major needs of the Charlotte region. Export Controls Plan Annual Data Use Agreement verifications Technology Transfer Annual Data Use Agreement verifications Effort Reporting Early College High School support SCIF/Restricted Area practices and procedures Goal 3 Improve the readiness of human resources and our academic, administrative, physical, and technological infrastructure to efficiently and responsibly operate an urban research university serving 35,000 students. Outsourced construction audits (3) Cash management Third party vendor management IT General Controls IT security related topic Revised MCD policy IT security related topic Construction Contracting Business Continuity Program IT security related topic Goal 4 Improve significantly the base of supplemental nonstate revenues for academic programs and administrative support, physical facilities, and student development, particularly need-based student financial aid. Capital Campaign gift management procedures Scholarship program oversight Goal 5 Enhance opportunities for learning and working together in a socially and culturally diverse world. SEVIS compliance ELTI Office of Education Abroad OIP Business Office Operations 1

14 University Goal Goal 6 Enhance the quality of campus life and the collegiate experience for students and other members of the campus community, both on campus and in adjacent University City neighborhoods. Annual Audit Plans FY2015 to FY2018 Planned Audit Topics FY2015 FY2016 FY2017 FY2018 NCAA compliance Transition to FBS football SUAR operations Lab Safety Practices NCAA compliance Recruiting and football attendance verification Housing and Residence Life operations Campus Police: accreditation support NCAA compliance Investigating Rules Violations and football attendance verification Building Access Controls Minors on Campus NCAA compliance Amateurism and football attendance verification Dean of Students operations Goal 7 Build local, state, and national awareness of and respect for the work of the University and its people. Advancement Division business operations Alumni Affairs Operational Basics University processes outside the strategic plan that are foundational to all university operations Accounts Payable operations Financial Aid Student Accounts Travel/Complex Payments Office External QAR University Governance/ Succession Planning Totals In-house Outsourced 3 Space for unplanned By Division Provost VCBA VCSA VCUA VCIT VCRED Athletics VCLA other

15 PU002 - Returned Goods Form

16 University of North Carolina at Charlotte Vendor Information Form (aka Taxpayer Information Form) PAYMENTS WILL NOT BE RELEASED UNTIL THIS FORM IS COMPLETED AND RETURNED. We are required by federal law to obtain this information for each person to whom the University makes a payment. Failure to provide this information may result in payments being subject to 28% backup withholding and penalties imposed by the IRS. Once the form is completed, fax to , or mail to UNC Charlotte, Travel & Complex Payments, 9201 University City Blvd, Reese Building, 3rd Floor, Charlotte, NC THIS FORM IS FOR U.S. PERSONS ONLY. A resident alien is considered a US person for tax purposes. If you are a foreign person, complete Vendor Information Form - Foreign Persons (Form W-8BEN) and the Foreign National Information Form - Visitor Version ( For questions regarding any of these forms, please contact vendor-setup@uncc.edu or Requesting Department: Contact name: Contact Phone: Part 1: TAX STATUS (complete the section that applies) US Individuals: (Form 1099 reportable) (Individuals are not a "doing business as", a company name, or alternative) Individual Name (as shown on your tax return): Individual Social Security Number: US Sole Proprietor: (Form 1099 reportable) (A sole proprietorship may have a "doing business as" trade name, but the legal name is the business owner). If you supplied your personal SSN as the Tax ID, you must provide your name as it is issued with your SSN. If you provided an EIN provided to you by the IRS for your business, you must provide the legal business name registered for EIN. Business Owner's Name (as shown on your tax return): Business Owner's Social Security Number: Business or Trade Name: Business EIN: US Partnership, Limited Liability Partnership, Limited Liability Company or Trust, etc.: (Form 1099 reportable) (Non-corporations) Name of Partnership/Company Name (as shown on your tax return): Partnership's/Company's Employer Identification Number: US Corporation (must be a "C" or "S" corporation only), Exempt organization, or Federal, State or Local Government Agency: Name of Corporation or Entity (as shown on your tax return): Employer identification Number: Required: Check the correct status below. If a status is not selected, a 1099 will be issued regardless of status. Corporation, not medical, healthcare or legal service provider Corporation, medical, healthcare or legal services (all 1099 reportable) Tax exempt organization under 501(a), or IRA The United States or any of its agencies or instrumentalities A state, the District of Columbia, a possession of the United States, or any of their political subdivisions A foreign government or any of its political subdivisions located in the U.S. or U.S. Territories Address Line 1: Address Line 2: City, State, Zip Code: Country: Phone Number: Fax Number: Address: Contact Person's Name: Order Address Purpose of Payment: Part 2: ADDRESS Payment Remittance (Remit to) Address Part 3: OTHER INFORMATION Business Classification (Check all that apply) Asian American African American Hispanic American Disable Owned American Indian Women Owned Does your company accept Purchase Orders? Yes No If so, please provide your preferred method. Fax CXML UNC Charlotte Payment Terms are Net 30. If alternate terms have been approved through contract with the University, indicate those terms here Part 4: CERTIFICATION Signature (NOT a typed name) is required. (Purchasing Approval required) Under penalties of perjury, I certify that (1) the number shown above is my correct taxpayer identification number; (2) I am not subject to backup withholding because (a) I am exempt from backup withholding, or (b) I have not been notified by the IRS that I am subject to backup withholding; (3) I am a US person (including a US Resident Alien); and (4) the information provided is complete and accurate as of this date. Signature: Date: Printed Name: AP010 - Vendor Information Form Last Revised: 7/10/14