Title: OACR audit focus
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Permanent Link: http://ufdc.ufl.edu/UF00087344/00024
 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: University of Florida Office of Audit & Compliance Review
Place of Publication: Gainesville, Fla.
Publication Date: 2008
 Record Information
Bibliographic ID: UF00087344
Volume ID: VID00024
Source Institution: University of Florida
Holding Location: University of Florida
Rights Management: All rights reserved by the source institution and holding location.

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S UNIVERSITY of
^^^ ^^^ UF FLORIA


ICR Audit Focus

.i


A quarterly newsletter from the Office of
Audit & Compliance Review


Nur Erenguc, Chief Audit Executive


IT D at a S e c u ri t y a n d R i s A s s


On July 10, 2008 updated Informa-
tion Technology (IT) standards and
guidelines for data security and risk
assessment were enacted (http://
www.it.ufl.edu/policies/security/).

Data security standards identify fac-
ulty and staff roles and responsibili-
ties for protecting private data.
Guidelines are offered to help users
and IT workers understand appropri-
ate private data protections for
emails, instant messaging, Web lap-
tops, PDA's, CD-ROMs, thumb drives,
and other portable devices and me-
dia.


The IT risk assessment standard was
updated to require that at least once
every five years all campus units con-
duct a comprehensive IT risk assess-
ment and transmit a mitigation strat-
egy report to the UF Information Secu-
rity Manager.

Guidelines and Web tools are provided
to assist units with their assessments.
While IT workers will likely manage
the assessments, it is vital that unit
administration support and partici-
pate in the assessment process along
with IT workers and other unit staff.


Inside this issue:







































We're on the Web at:
www.oacr.ufl.edu


Poor communication of a termination
and lack of appropriate monitoring
of the paylists often contributes to
the employee being improperly paid.
Things to consider to reduce im-
proper payment of employees in-
clude:
Periodically communicate to your
staff the need to notify your HR
administrator of the terminations.
Supervisors should review and
approve the paylists.
Supervisors should approve their
employees' time in time and la-
bor.


* All employees (exempt and non-
exempt) should be terminated, i.e.,
students leaving temporarily
should be terminated.
* To prevent overpayment for ex-
empt and scheduled hourly em-
ployees whose terminations have
not been completely processed, a
no-pay earnings code should be
entered into T&L. However, this
must be done before the T&L dead-
line and for subsequent pay peri-
ods.


Triai o Sm






r |UNIVERSITY of
UF FLORIDA


Off*e of Aui.

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Tel: (352) 392,a-13i91

Fa: 35)39-34


The Direc-
ti\ es and Pro-
cedures pro-
\ ide exam-
S ples of attrac-
t i\ e/sensitive
property,
safeguarding responsibilities, and
tracking requirements. See the follow-
ing link to the directives. http://
fa.ufl. edu/uco/handbook/
handbook.asp?doc=1.4.9.16


I SlesTaxFunametal


Purchases made by public nonprofit
educational institutions like the Uni-
versity of Florida are generally ex-
empt from sales tax as long as the
purchase is used primarily for the
educational programs and activities
of the institution. However, the Uni-
versity is responsible for collecting
and remitting sales tax for sales,
unless the purchaser provides a
valid tax exemption certificate, DR-
14. Certain activities that we may
view as fundraising or cost recov-
ery, the Florida Department of Reve-
nue may view as sales.

When making a deposit to your de-
partment's account, the proceeds
should be divided between the ap-


plicable revenue and sales tax account
codes. Departments should maintain
records that document taxable and ex-
empt sales.

When sales and use taxes are collected,
it is important to complete the appro-
priate sales tax form and submit it to
University Tax Services, no later than
the 10th of every month. Directives
and examples can be found at: http://
www.fa.ufl.edu/uco/handbook/
handbook.asp?doc= 1.4.10.7

If you have any questions regarding
your specific activities, contact Univer-
sity Tax Services at http://
www.fa.ufl.edu/tax/


The University has established direc-
tives and procedures for safeguard-
ing attractive and sensitive property.

Attractive and sensitive property is
tangible personal property that costs
less than $1,000 and can be charac-
terized as "walk away" items. These
items are prone to theft because
they are either not secured, are eas-
ily portable, contains new technol-
ogy and/or they are adaptable for
personal use.




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