Vicky Sharp & Tina Maier University Audit

 Millican Hall Contact information

 Chief Audit Executive 2 Associate Directors 3 Senior Auditors 1 Administrative Assistant About University Audit

 Reports functionally to the Audit, Operations Review, Compliance, and Ethics Committee of the Board of Trustees Reports administratively to the Office of the President Quality Assurance Review - every 5 years About University Audit

 Internal Audits  Determined from risk assessment Management Advisory Services  Usually requested by the department Investigations  Typically from a complaint to University Audit, which can be anonymous Services Provided

Common Audit Findings and Ways to Protect Your Department

 ePAFs must be submitted timely To stop over payment and eligibility for benefits Exit Checklists must be completed To verify that university property, keys, and PCards are returned and access to information systems is removed Termination Procedures

 Actual hours worked per day should be recorded If timecards are approved in advance, then supervisors should verify whether employees worked the hours reported Faculty must use Sick Leave if they cancel class due to illness Students should not be working during their scheduled class hours Employees should not sign or stamp another’s name as signatory on official documents Timecard / LAPERs

 Departments should run the Departmental Leave Report, and verify that leave was accurately processed for A&P, Faculty and USPS Employees should never share their PeopleSoft passwords, even if your supervisor asks you for it or directs you to share Departmental Leave Reports

 Policy Employment of Relatives was revised on 1/21/14 Appointment of relatives is permitted, BUT No person shall be employed by, transferred to, or promoted where a direct or indirect supervisory relationship would exist, or when other situations exist which place relatives in circumstances of actual or reasonably foreseeable conflict between the interests of the university and the interests of the relatives Conflict Management Plan should be developed Employment of Relatives

 Chapter 112, Part III, Florida Statutes, “Code of Ethics for Public Officers and Employees,” and University Regulation UCF-3.018, Conflict of Interest or Commitment; Outside Activity or Employment Applies to all UCF employees whether or not they are members of a bargaining unit. Conflict of Interest or Commitment

 Include procedures for: Hiring, paying, and terminating employees Completing employee performance reviews, outside activity forms, and exit checklists Revenue handling Purchases and PCard transactions Authorizing and reimbursing travel Reviewing system access; securing data Issuing and inventorying keys Written Procedures Reduce errors and promote consistency of work, as well as provide guidance to new staff members.

 One person should not be responsible for collecting, depositing, recording, and reconciling revenues Use transfer documents when transferring funds between employees Separation of Revenue Duties

 Record and deposit all revenues collected as required by UCF Policy , Receipt and Deposit of Funds by Departments Only one cashier working out of each cash register drawer Reconcile and document management’s review Submit safe combinations with the Facilities locksmith, as required by UCF Policy 3-108, Safe Combinations and Access Revenue Controls

 Have written procedures including: o How often to send statements or demand letters o When to review old receivables o When to turn them over to a collection agency o When to write the account off Account Receivable total (with detail support) should be sent to Finance and Accounting quarterly Accounts Receivable

 PCards and/or just the credit card number must not be shared Approvers must review receipts before approving in PeopleSoft It is not OK to split purchases to avoid PCard limits. Purchasing Cards

 Employees must have: A background check on file with HR Sign the Credit Card Security Ethics Certification (F&A Form ), and Complete the F&A Annual Credit Card Information Security training session (FSC 111) Credit Card Security

 Section , Florida Statute, requires that the traveler’s supervisor approve a trip before the travel commences UCF requires approval by the dean and provost for trips exceeding 30 days Travel Compliance

 Departmental personnel should monitor overall budget positions and reconcile accounting ledgers to supporting documentation Department Chairs, Deans and Directors should review reports from financial systems along with prepared reconciliations Reconciling Departmental Ledger

 In accordance with UCF Policy , Contract Review, written agreements should be submitted to the Office of the General Counsel for legal review Only employees with delegated signature authority, per UCF Policy , Signature Authority Policy, should execute agreements, this is probably not you Contract Management

 Departments should prepare/maintain an accurate inventory of keys Resolve any differences with Facilities Operations’ key list Should have procedures for keys, including: o Control over and limited distribution of master keys o Regular review of active key users o Performing periodic key inventory Facilities Access

 Do not save restricted data on workstations College should comply with Computer Services and Telecommunication’s Computer Security Standards and Guidelines office/computer-security-standards-and-guidelines/ College needs to have business continuity plans that address specific needs for their area Information Technology Controls

 Departments/colleges with vehicles should have an internal policy for vehicle management, including: Ensuring vehicle drivers have valid drivers’ licenses using: Safety and security of vehicles Management’s review of usage and maintenance costs Plan for replacing obsolete vehicles Vehicle Management

 Material and Supply fee Equipment fee Student Fees

 Family Educational Rights and Privacy Act of 1974 protects the privacy of student educational records. Directory Information: Name Current Mailing Address Telephone Number Date of Birth Major Dates of Attendance Enrollment Status (Full/Part-time) Degrees/Awards Received Participation in Officially Recognized Activities and Sports Athletes’ Height/Weight FERPA

 Personal Identifying Information (PII) kept in departments Emerging Issue

 Questions???