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MOST COMMON FINDINGS AND RECOMMENDATIONS

Purchasing and Disbursements

Purchasing Issues

1. Reviewing contracts for professional services to ensure they adequately describe service provided and are approved before services are performed.

2. Monitoring purchasing card transactions to ensure appropriate use and possible expanded use.

3. Reviewing and approving purchase orders at the appropriate level.

4. Providing adequate review and approval of change orders and the related purchase order revisions.

5. Establishing procedures to ensure University purchasing limits are complied with.

6. Providing adequate documentation for the basis of selection and reasonableness of price controls.

7. Ensuring all purchases over $10,000 are processed through Purchasing Services and utilize a competitive process.

8. Tracking purchases made using blanket purchase orders to ensure compliance with contract terms and prices.

Disbursement and Payment Issues

1. Ensuring disbursements are supported by appropriate documentation.

2. Establishing procedures to ensure disbursement documents are processed timely.

3. Monitoring disbursement documents to ensure they are classified correctly.

4. Reviewing and approving disbursement documents at the appropriate level.

5. Establishing adequate controls over cellular phone usage.

6. Reviewing hospitality, entertainment, and fund raising expenses to ensure compliance with University policies.

7. Establishing a procedure to consistently match invoices to purchase orders and receiving documents.

8. Establishing a process to ensure credits due from vendors are received.

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