Title: OACR audit focus
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Permanent Link: http://ufdc.ufl.edu/UF00087344/00001
 Material Information
Title: OACR audit focus
Series Title: OACR audit focus
Physical Description: Serial
Language: English
Creator: Office of Audit & Compliance Review, University of Florida
Publisher: Office of Audit & Compliance Review
Publication Date: August 2002
 Subjects
Subject: University of Florida.   ( lcsh )
Spatial Coverage: North America -- United States of America -- Florida
 Record Information
Bibliographic ID: UF00087344
Volume ID: VID00001
Source Institution: University of Florida
Holding Location: University of Florida
Rights Management: All rights reserved, Board of Trustees of the University of Florida

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NUR ERENGUC, INSPECTOR GENERAL ': UNIVERSITY OF
AUGUST 2002 FLORA



THE GENERAL NEWS

A quarterly newsletter from the Office of Inspector General


Internal control issues in research settings


We bring the following reminders
Highlights from
quarter: from recently completed reviews
quarter:
involving research settings:

Research
SAccountability controls Tracking,
controls 1
safeguarding and managing use
and disposition of resources are as
Graduate
admits 2 important for critical and high-
admissions 2
miii dollar internally-developed assets
Emnent as they are for externally pur-
scholar chased resources.
funds 2
We reviewed situations where
physical controls over research
work products of considerable
investment and/or potential
market value had not been
adequately established.

We encourage all departments to
evaluate whether improvements to
physical accountability are needed
We're on the Web
for significant assets developed
See us at: through research that have not
OIG. UFL.EDU been otherwise captured, such as
by the university property system.
These controls may include
inventory of the developed assets
and authorization procedures for
removal of assets from UF.

Time worked UF ownership of
work products incorporates invest-
ments of employee time and
effort. The underlying employment
relationships are governed by rule


sets which include UF policies, fed-
eral fair labor laws and collective
bargaining agreements.

Proper tracking and reporting of
hours is critical as the shared
responsibility of supervisor and
employee (Employee Handbook at
http://www.hr.ufl.edu/handbook/
timeworked.htm). Actual time
worked should be accurately cap-
tured by time cards for employees
subject to time cards.

Volunteers In accordance with UF
Rule 6C1-3.0031 (www.aa.ufl.edu/
aa/Rules/30031 .htm), volunteer
efforts should be structured and
tracked. Volunteering in capacities
similar to normal work status and
subsequently receiving compensa-
tion for volunteer efforts is in-
appropriate and may violate not
only UF procedures but laws and
external regulations as well.







Graduate admissions


University of Florida
Office of
Inspector General
341 Tigert Hall
PO Box 113025
Gainesville, FL 32611


Jhone:
Il) 392-1391

Fax:
t352) 392-3149

E-Mail:
auditor@ufl.edu


We completed an operational audit
of the graduate admissions pro-
cess. This process handled about
14,000 applications this fall. It was
streamlined in November 2001 to
require front-end screening at the
college/department level before
processing at the university level.
The system allows for competitive
candidates to be prioritized and
electronically referred for review
by Graduate Admissions.


We evaluated internal controls
over processing and the integrity
of the electronic referral system.
Among positives, we noted effi-
ciencies at Graduate Admissions
and more timely decision-making
at the college/department level.
We provided recommendations to
improve coordination between
Graduate Admissions and colleges/
departments and to improve elec-
tronic formats.


Eminent scholar funds


Editor
Lori Christiansen
lchrist@ufl.edu


The state eminent scholar program
is designed to recruit and fund
stellar scholars through private
donation and state matching
funds. The program is governed
by 240.2605 Florida Statutes and
6C-9.019 Florida Administrative
Code. Each eminent scholar chair
may also have restrictions
established by the private donor.

Eminent scholar chair funds are
maintained at the Foundation (UFF)
and administered through the
colleges. Through recent audit of
an eminent scholar chair, we found


University of Florida
Office of Inspector General
341 Tigert Hall
PO Box 113025
Gainesville, FL 32611


that those charged with the fund
administration were not adequate-
ly involved or sufficiently familiar
with state and donor restrictions
on use. Among other things, we
recommended improvements to
budgeting and authorization pro-
cedures for expenditures.

Eminent scholar guidelines are
available through UFF. These
guidelines and the specific fund
restrictions will be disseminated
annually to the deans and fund
administrators responsible for the
eminent scholar funds.



Campus

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