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Office of Internal Audit
PO Box 1510
Pembroke, NC 28372

Phone: 910.775.4403
Fax: 910.521.6176
Email: larry.jacobs@uncp.edu

Location: Lumbee Hall, Room 324
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budget reporting cycle

Name:
Title:
Phone Number:
Department:
Date Submitted:
Form:  Budget Reporting Cycle           Fiscal Year-End: 2005

A. Control Activities / Information and Communication
Yes N/A No
1. Is there a formal organizational chart defining responsibilities for preparing, approving and submitting the budget to the Office of State Budget and Management?
2. Have procedures been adopted and communicated establishing authority and responsibility for transfers (budget revisions) between budget categories?
3. Is a budget calendar prepared for the orderly preparation and submission of the budget?
4. Are budgetary increases or decreases that are mandated by the legislature communicated to operating departments?
5. Are legislatively mandated budget modifications, with increases or decreases, communicated to operating departments?
6. Are initial budget submission developed and prepared by major departments and activity centers?
7. Are interfund and interdepartmental transfers included in the budget?
8. Are budgets that have been approved by grantors in connection with grant activity recorded in the accounting system?
9. Is an encumbrance system used to ensure that actual expenditures do not exceed budgeted amounts?
10. If an encumbrance system is used, is the outstanding purchase order file reconciled to the general ledger (Reserve for Encumbrances) monthly and on a timely basis?
11. Are actual expenditure and revenues compared to budgeted amounts monthly and on a timely basis?
12. Are budget revisions approved by an authorized person before being entered into the accounting system?
13. Are restricted revenues segregated to ensure that the revenues are used only for restricted purposes?
14. Are management's goals and objectives integrated into budget submissions?
15. Are expenditure and revenue transactions reviewed to determine that coding is consistent with budget classifications?
16. Are budget reports distributed to operating departments as a management tool?
17. Are the following duties generally performed by different people?
a. Preparation and approval of the budget submitted to the legislature?
b. Implementation and approval of the budget submitted to the legislature, including budget revisions?
c. Recording budget revisions in the general ledger and the approval or implementation functions? 
Comments for section A. (please specify question number)
B. Monitoring
Yes N/A No
18. If applicable, is citizen input obtained through public hearings (primarily associated with budgets for federal programs)?
19. Does the budget officer review departmental budgets?
20. Does the accounting department or budget officer submit approval as to availability of funds before the issuance of a purchase order or expenditure commitment?
21. Are budgets prepared in sufficient detail (responsibility level) to provide a meaningful tool with which to monitor subsequent performance?
22. Are estimated revenues and appropriations recorded in sufficient detail in the accounting records for later comparison to actual amounts realized or incurred?
23. Are over expenditures or under realized revenues discussed with departmental personnel and are their explanations for significant variation from budgeted amounts?
Comments for section B. (please specify question number)

By clicking the Submit button, I do hereby certify, to the best of my knowledge, that the answers provided in this self-assessment of internal control is a true representation of the operations of this department.

Updated: Friday, July 22, 2005

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PO Box 1510 Pembroke, NC 28372-1510 • 800.949.UNCP (8627) • 910.521.6000