| A.
Control Activities / Information and Communications |
| Yes |
N/A |
No |
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1. Is there a formal
organizational chart defining the responsibilities of preparing,
recording, approving and follow up of all purchases and accounts
payable functions? |
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2. Is a written policy
established to ensure that the best possible price is obtained
for purchases not made from state contract? |
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3. If construction
contracts are awarded, are bid and performance bonds as well
as retainage required to assure performance? |
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4. Are procedures
established to identify, before purchase orders are issued, cost
and expenditures not allowable under grant (federal/state) programs? |
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5. If a receiving
department is not used, do adequate procedures exist to ensure
that goods for which payment is to be made have been verified
and inspected by someone other than the individual approving
payment? |
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6. Do procedures exist
for processing invoices not involving materials or supplies (for
example, lease or rental payments, utility bills)? |
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7. Do procedures exist
ensuring accurate account distribution of all entries resulting
from invoice processing? |
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8. Do procedures exist
for disbursement approval and check-signing? |
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9. Has the agency
established procedures to ensure that all voided checks are properly
accounted for and effectively canceled? |
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10. Has an effective
small purchase or emergency purchase policy been documented and
implemented? |
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11. Do invoice processing
procedures provide for: |
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a. Obtaining copies
of requisitions, purchase orders and receiving reports? |
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b. Comparison of
invoice quantities, prices, and terms with those indicated
on the purchase order? |
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c. Comparison of
invoice quantities with those indicated on the receiving reports? |
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d. As appropriate,
checking accuracy of calculations? |
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e. Alteration/mutilation
of extra copies of invoices to prevent duplicate payments? |
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f. All file copies
of invoices are stamped paid to prevent duplicate payments? |
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12. Are payments made
as close to the discount date as possible? |
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13. Is splitting orders
to avoid higher levels of approval prohibited? |
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14. Is an adequate
record of open purchase orders and agreements maintained? |
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15. Are receiving
reports prepared for all purchased goods? |
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16. Are goods received
accurately counted and examined to see that they meet quality
standards? |
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17. Are copies of
receiving reports sent directly to purchasing or accounting? |
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18. If an invoice
is received from a supplier not previously dealt with, are steps
taken to ascertain that the supplier actually exists? |
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19. Are payments made
only on the basis of original invoices and to suppliers identified
on supporting documentation? |
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20. Are the accounting
and purchasing departments promptly notified of returned purchases,
and are such purchases correlated with vendor credit advices? |
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21. Is proper control
maintained over vendor credit memos? |
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22. Are signed checks
delivered directly to the mail room, making them inaccessible
to persons who requested, prepared, authorized or recorded them? |
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23. Are monthly reconciliations
performed on the following: |
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a. All petty cash
accounts? |
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b. All bank accounts? |
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c. All subsidiary
accounts to the general ledger accounts? |
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24. Are the following
duties generally performed by different people: |
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a. Requisitioning,
purchasing, and receiving functions and the invoice processing,
accounts payable, and general ledger functions? |
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b. Purchasing,
requisitioning and receiving? |
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c. Invoice processing
and making entries to the general ledger? |
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d. Preparation
of cash disbursements, approval of them, and making entries
to the general ledger? |
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e. Making detail
cash disbursement entries and entries to the general ledger
entries? |
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25. Is check signing
limited to only authorized personnel? |
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26. Are disbursements
approved for payment only by properly designated officials? |
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27. Are travel expenses
for out-of-state, out-of-country, and excess allowances approved
in advance? |
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28. Are invoices (vouchers)
reviewed and approved for completeness of supporting documents
and required clerical checking by a senior employee? |
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29. Is responsibility
fixed for seeing that all cash discounts are taken and if applicable,
that exemptions from sales, federal excise, and other taxes are
claimed? |
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30. Is the individual
responsible for approval or check-signing furnished with invoices
and supporting data to be reviewed prior to approval or check-signing? |
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31. Are adjustments
of recorded accounts payable or other liabilities properly approved? |
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32. Are unused checks
adequately controlled and safeguarded? |
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33. Is it prohibited
to sign blank checks in advance? |
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34. Is is prohibited
to make checks out to the order of "cash"? |
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35. If facsimile signatures
are used, are the signature plates adequately controlled and
separated physically from blank checks? |
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36. Are purchases
of goods and services initiated by properly authorized requisitions
bearing the approval of officials designated to authorize requisitions? |
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37. Are all invoices
received from vendors in a central location, such as the accounting
department? |
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38. Are purchase orders
prenumbered and issued in sequence? |
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39. Are signature
plates only under the signer's control used and does that person
or an appropriate designee record machine readings to ascertain
that all checks signed are properly accounted for? |
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40. Are invoices and
supporting documents canceled? |
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41. Are changes to
contracts or purchase orders subject to the same controls and
approvals as the original agreement? |
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42. Are there checks
in the processing procedures to prevent or detect duplicate payments? |
| Comments for section A. (please specify
question number) |
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| B.
Monitoring |
| Yes |
N/A |
No |
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43. Are transfers
or loans between funds approved by managment? |
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44. Before commitment,
are funds not obligated, but remaining in the budget verified
by the accounting or budget department as sufficient to meet
the proposed expenditure? |
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45. Are purchase orders
or contracts required to be approved by appropriately designated
officials before issuance? |
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46. Is a government
representative or architect required to inspect construction
projects before approval of payment? |
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47. Are requests for
progress payments under long-term contracts related to contractors'
efforts and are they formally approved by a designated contract
administrator/officer with formal approval authority? |
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48. Is the distribution
of charges in the accounting department reviewed by a person
competent to pass on the propriety of the distribution? |
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49. Are debit balances
in accounts payable and other liabilities reviewed and followed
up? |
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50. Are reasonable
limits set on amounts that can be paid by facsimile signatures? |
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51. Are all records,
checks and supporting documents retained according to the applicable
(state or federal) record retention policy? |
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52. Does the accounting
department record and follow up partial deliveries? |
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53. Are P-card purchases
reconciled monthly? |
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54. Is this reconciliation
performed by someone other than the card holder? |
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55. Are all prescribed
statewide policies and procedures regarding the use of P-cards
followed? |
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56. Are P-card transactions
audited on a periodic basis? |
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.
