Title: OACR audit focus
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Permanent Link: http://ufdc.ufl.edu/UF00087344/00032
 Material Information
Title: OACR audit focus
Physical Description: Serial
Language: English
Creator: Office of Audit & Compliance Review, University of Florida
Publisher: Office of Audit & Compliance Review
Place of Publication: Gainesville, Fla.
Publication Date: September 2010
Copyright Date: 2010
 Record Information
Bibliographic ID: UF00087344
Volume ID: VID00032
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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'R Audit Focus


Brian Mikell, Chief Audit Execu
September, 2010


A quarterly newsletter from the Office of
Audit & Compliance Review


tive


I d I


The PCard is a convenient and
efficient way to purchase goods
and services, however strong
unit level controls for reviewing
and approving PCard transac-
tions are vital to provide assur-
ances that transactions are ap-
propriate.

Listed below are some of the key
issues and opportunities for im-
provement that were identified
in our recently completed audit:

Receipt of Goods
All PCard transactions should
have adequate supporting docu-
mentation, including a receipt or
packing slip. Cardholders, or the
person who actually receives the
goods or services, should sign
the supporting documents as evi-
dence that the purchases or ser-
vices have been received.

PCard Approvers
An individual assigned the re-
sponsibility to approve PCard
charges must also possess the
authority to question and possi-


bly deny a transaction. The
approved should not be super-
vised by the cardholder and must
be able to question and deny a
transaction without fear of repri-
sal. Transaction volume should
also be considered. When indi-
viduals are required to approve a
high volume of transactions for
multiple cardholders, it may be
difficult for the approved to prop-
erly review and determine the ap-
propriateness of transactions.

Transaction Limits
Individual cardholder transaction
limits should be reviewed periodi-
cally (i.e. annually) and adjusted
to match actual purchasing needs.

Training
PCard training has been revised
and role-specific modules added.
Annual training is required for all
cardholders and approvers.

For more information, please visit
http://www.purchasing.ufl.edu/
main_purchasingcards.asp


UNIVERSITY of
........ FLORIDA






r |UNIVERSITY of
UF FLORIDA


I, Prcssn Vouhes


Office of Audit &
Compliance
Review
903 W. University
Avenue, Room 217
P.O. Box 113025
Gainesville, FL
32611-3025
Tel: (352) 392-1391
Fax: (352) 392-3149

www.oacr.ufl.edu







Editor:
Suzanne Newman

Contributors:
Choi Choi
Lily Reinhart


We recently completed an audit of
university check processing and
disbursements which highlighted
the need to remind campus users
of certain procedures for process-
ing voucher payments.

* The vendor address should
match the remit address on the
vendor's invoice.
* Unencumbered vouchers
should only be entered in special
circumstances. A list of allowable
unencumbered items can be
found at http://www.fa.ufl.edu/
uco/handbook/handbook.asp?
doc=1.4.13.5
* Imaged supporting documents
should always indicate the univer-
sity business purpose of the
transaction.
* Invoice dates and numbers en-
tered in the voucher should al-
ways match the original invoice
unless processed under special
circumstances such as during fis-
cal year end.


I Whs N ? We W


Dolly Haertling joined OACR on
August 9 as administrative coor-
dinator. Dolly will assist Chief
Audit Executive Brian Mikell in
coordinating the office adminis-
trative activities. Dolly previ-
ously worked in UF Human Re-
source Services where she was a
human resources coordinator in
retirement. She has a bachelor's
degree in Liberal Studies from


Florida Interna-
tional University
and a master's de-
gree in Human Re-
sources Develop-
ment from Barry
University. Dolly
can be reached at
273-1879 or by email at
dhaertl@ufl.edu.


* Disbursements should never
include State of Florida sales tax.
* Environmental Health and
Safety (EH&S) approval is required
when purchasing certain types of
hazardous equipment and materi-
als. Documentation evidencing
EH&S approval should be included
in the imaging system for these
vouchers.
* The unit initiating an asset pur-
chase is responsible for assigning
the appropriate account code
when the capitalization threshold
is met.
* Invoices for properly accepted
goods or services should be paid
within 30 days of receipt of the
invoice.


For additional information regard-
ing disbursement procedures,
please visit University Finance and
Accounting Directives located at
http://www.fa.ufl.edu/uco/
handbook/handbook. asp?
doc=1.4.13.




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