Employee Travel Expense (Concur) Process - Gap Analysis FY 2012

Transcription

1 Employee Travel Expense (Concur) Process - Gap Analysis F 2012 Note: The responses below address Concur expense reports department IDs , , , , , , , , , , , , , , , , , & Operating Controls Unit has a clear process in place to determine, populate and maintain users' appropriate default profile information and ensure default profile information is appropriate for all users. Written procedures are in place that clearly outlines local process for expense reporting controls including statement submittal, review and approval. Unit has process to determine who is authorized to be a Concur expense report approver(s); Approver is a person in a higher level position of authority who is able to determine appropriateness and reasonableness of expenses. If person in the higher level position of authority cannot serve as the Approver, s/he should delegate the role in writing using the "Authorization by Signature" form. NOTE: Form can be found at horization-by-signature /N Monitoring Controls The Travel and Expense "Employee Profile" and "Employee Roles" reports in Business Objects are periodically reviewed to validate that users' profiles and roles are appropriate. NOTE: Reports can be found at UM-Maintained > Financials > FN06 Procurement In conjunction with the "Travel & Expense Approver" Internal Control Management Oversight, the Travel and Expense "Approved Expense Reports" and "Workflow Audit" reports (which provide more details) are reviewed as needed to validate that expense reports were approved by the appropriate individuals. NOTE: Reports can be found in Business Objects at UM-Maintained > Financials > FN06 Procurement F12 Concur Gap Analysis /11/2012

2 Employee Travel Expense (Concur) Process - Gap Analysis F 2012 Training Operating Controls Approvers have successfully completed on-line training (MUST BE DONE ANNUALL) before approving expense reports (MyLinc TEE102). (approvers attest to successfully completing on-line training within the past 12 months when approving expense reports) Oversight Controls /N /N The "Travel & Expense Approver" Internal Control Management Oversight report is reviewed to ensure individuals approving reports are appropriate and have completed the approver training course. NOTE: Report can be accessed thru MReports under the Internal Controls menu within the Compliance tab or thru Business Objects at UM- Maintained > Financials > FN06 Procurement F12 Concur Gap Analysis /11/2012

3 Employee Travel Expense (Concur) Process - Gap Analysis F 2012 Report Submission & Approval Operating Controls /N /N For travel advances, user fills out required fields (Cash Advance Name, Amount, Comment) accurately and appropriately. For travel advances, users create and submit their own travel advance request (delegates cannot create or submit on their behalf). NOTE: User attests to submit an expense report to reconcile the cash advance within 45 days of travel end date or the date of event and recognize non compliance is subject to payroll deduction when submitting request. F12 Concur Gap Analysis /11/2012

4 Employee Travel Expense (Concur) Process - Gap Analysis F 2012 /N User/Delegate ensures all appropriate expenses are properly identified and consistent with SPG guidelines, including: travel advance has been applied (if applicable); submitted/grouped in a logical manner (i.e. by trip, hosting event, p-card cycle) (consistent with Concur Best Practices found here: ense/concur/bestpractices) "department reference" field is utilized where necessary to connect expenses across reports submitted consistent with SPG timing requirements to allow the approver sufficient time to review and approve includes appropriate description of business purpose and justification includes receipts where required (originals are maintained/destroyed consistent with SPG guidelines) yellow flag notifications are corrected or a comment added to explain the exception if necessary shortcodes/funding sources are accurate are appropriate expenses for Concur reimbursement processing are submitted to the appropriate approver(s) When an employee leaves the University, ensure all P-card expenses have been submitted. AP is contacted for further assistance if there are unsubmitted expenses. F12 Concur Gap Analysis /11/2012

5 Employee Travel Expense (Concur) Process - Gap Analysis F 2012 /N The approver ensures each expense report is consistent with University guidelines, including: verifying that any outstanding travel advance has been applied (if applicable); employee has agreed to submit an expense report to reconcile the cash advance within 45 days of travel end date or the date of event; an reminder, followed by payroll deduction, is done if not submitted timely appropriateness of the expenditure and reasonableness of the amount availability of funds compliance with funding agency regulations and University reimbursement and p-card policies completeness and accuracy of documentation compliance with Policy on Indirect Cost Recover Excluded (ICRX) Expenditures correct funding sources are charged where P-card was used it was the appropriate buying mechanism and other methods such as Internal Service Units, University Contracts, or Purchase Orders would not have been more appropriate. Departments/Concur receive periodic e- mail reminders regarding travel advances, receipts, business purpose descriptions, yellow-flag notifications and other policy/procedures changes/directions in Concur. F12 Concur Gap Analysis /11/2012

6 Employee Travel Expense (Concur) Process - Gap Analysis F 2012 Users submit their own expense reports (delegates cannot submit on their behalf). All incomplete or incorrect items are returned to the employee for correction. The approver requests reimbursement for any inappropriate items. Expense reports are routed to others for review and approval when necessary. /N Any suspicious activity is reported to University Audits (734) or to the Compliance Hotline Individuals are not approving their own expense reports or their own expenses on another users expense report. Delegates are not approving expense reports that they have helped prepare. Monitoring Controls The "Expense Exception Analysis" report (that is provided each month) is reviewed to monitor potential inappropriate activity. NOTE: Report is sent to Dept Manager via and only sent if the report contains activity. The "Outstanding P-Card Transactions" report (that is provided each month) is reviewed to monitor unassigned, unsubmitted, or unapproved transactions. NOTE: Report is sent to Dept Manager via and only sent if the report contains activity. The "Unsubmitted Expense Reports" report (that is provided each month) is reviewed to monitor expense reports created by employees but not yet submitted. NOTE: Report is sent to Dept Manager via and only sent if the report contains activity. F12 Concur Gap Analysis /11/2012

7 Employee Travel Expense (Concur) Process - Gap Analysis F 2012 Oversight Controls /N The "Travel & Expense Spend" Internal Control Management Oversight report is reviewed to monitor and compare employee spending. NOTE: Report can be accessed thru MReports under the Internal Controls menu within the Compliance tab or thru Business Objects at UM- Maintained > Financials > FN06 Procurement F12 Concur Gap Analysis /11/2012

8 Employee Travel Expense (Concur) Process - Gap Analysis F 2012 SOA Reconciliation Operating Controls /N /N Person performing SOA reconciliation is someone independent of the transaction. Monitoring Controls All expense report activity on the SOA is reconciled to ensure purchases have been assigned to proper chartfields and designated accounts are appropriate. Proper evidence of reconciliation is maintained. Employee and/or vendor is contacted about any discrepancies. Since personal transactions may alter accounting entries when transmitted to the M-Pathways Financial system (e.g. personal entries are subtracted from expense totals, and full accounting detail is not available in the standard accounting extract), the Travel and Expense "PCard Transaction Personal Expense Adjustments" report in Business Objects is reviewed when necessary for a list of expense reports containing all or part of expenses marked as personal. NOTE: Report can be found at UM-Maintained > Financials > FN06 Procurement. Planning more training on this during F13. Departments staff are expected to reconcile monthly all accounts within their assigned department ID. Business Objects report is automated to run after the month end close. It is reviewed by the CASL Financial Manager. F12 Concur Gap Analysis /11/2012