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Purchasing Card and Travel Compliance Reviews

Purchasing Card and Travel Compliance Reviews. Sharon Washington 523-5669 Angela Uyeno 523-7508 Wendy Swartz 523-6081. Purchasing Card and Travel Compliance Reviews. Purpose of presentation Explain review process Areas examined Purpose of reviews Not Policy Training. Review Process.

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Purchasing Card and Travel Compliance Reviews

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  1. Purchasing Card and Travel Compliance Reviews Sharon Washington 523-5669 Angela Uyeno 523-7508 Wendy Swartz 523-6081

  2. Purchasing Card and Travel Compliance Reviews Purpose of presentation • Explain review process • Areas examined • Purpose of reviews • Not Policy Training

  3. Review Process

  4. Review Process • Select department for review • DON’T PANIC!! • All departments • By request • Schedule appointment • Usually 3-5 working days in advance

  5. Review Process 3. Select Sample • 10% of transactions • At least 10 documents • >1 transaction log per Purchasing Card • >1 TP per unit • Different travelers

  6. Review Process 4. Location • Can pick up originals for review • Can review on-site 5. Draft Findings letter issued 6. Documents returned to liaison 7. Review of findings by liaison

  7. Review Process 8. Schedule meeting • Discuss findings • Revisit documents 9. Liaison response sent via e-mail

  8. Review Process 10. Final letter • Liaison • Supervisor/Chair/Dean • Purchasing • Travel • Internal Audit • Comptroller

  9. Areas Examined

  10. Areas Examined Purchasing Cards • Log complete • Public purpose/description • All transactions • Signatures, dates • Header info • JP Morgan statement attached

  11. Areas Examined Purchasing Cards • Detailed original receipts attached • Amount, description • Marked “paid” or $0 balance • Internet transactions • Use Tax • Applied appropriately • Research exemption form attached

  12. Areas Examined Purchasing Cards • Policy • Prohibited items • Gifts, gift cards • Personal purchases • Unapproved food, water • General review for compliance

  13. Areas Examined Travel • Exhibit J complete • Specific addresses • Adds up • Signatures, dates • Header complete • Policy • Exception signatures

  14. Areas Examined Travel • Calculations • Per Diem • Rates used • Departure/return times • Mileage • Rate • Deduction of commute miles

  15. Areas Examined Travel • Supporting documents attached • Receipts showing $0 balance • ROA • Airline comparison • Conference brochure • Meals, designated hotel rate, dates, location

  16. Purpose Provide feedback • To Liaisons • To Departments • To Travelers and Cardholders • To Comptroller’s Office • Policies • Training • Review process

  17. Purchasing Card and Travel Compliance Reviews Thanks!

  18. Contacts Compliance Reviews Sharon Washington 523-5669 Angela Uyeno 523-7508 Wendy Swartz 523-6081 Policy Rosanna Ruiz 523-6232 Glenn Birkett 523-6094

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