GAP ANALYSIS & SUB-CERTIFICATION. Internal Controls Overview

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1 GAP ANALYSIS & SUB-CERTIFICATION Internal Controls Overview

2 2 Gap Analysis Annual Certification Process Annual Certification Process 1. Identify individuals who should be performing the gap analysis (FMT members to complete the overview spreadsheet). 2. Complete the M-Reports online gap analysis. 3. Document procedures / update existing procedures to include key controls noted in gap analysis. Department Sub-Certification 1. Identify individuals who should be sub-certifying (both input and approval). 2. Complete the on-line sub-certification. Management Oversight Reporting is an important part of the sub- Certification process. Identify individuals who are running and reviewing the required reports.

3. Document procedures / update existing procedures to include key controls noted in gap analysis. Department Sub-Certification 1.

3 3 Gap Analysis: Should be completed with individuals involved in the process (i.e. handling cash, processing journal entries, hiring employees, etc.) As of March 2013, all DSA units will be using the on-line tools in MReports, which is explained in detail in this document.

s (i.e. handling cash, sing journal entries, hiring employees, etc.

4 How to get to the Gap Analysis on-line tool 4 If you wish to look at the gap analysis tool, the instructions (quick version) below should get you there. However, if you want detail instructions, download the ITS online gap analysis tool with step-by-step instructions. 1. select Wolverine Access 2. go to the Faculty and Staff tab 3. select M-Reports (under the Reporting section) 4. choose the Compliance tab 5. select Internal Controls Other Reports / Tools, then Gap Analysis 6. select your dept. ID or put your dept. ID in the search box 7. in your department's row, click on the status link / "not started" to review and/or start filling out the questionnaire

However, if you want detail instructions, download the ITS online gap analysis tool with step-by-step instructions. 1. select Wolverine Access 2.

5 Gap Analysis On-Line tool in M-Reports 5

6 6 What is written procedure documentation? Documented procedures = key control Clarify roles and responsibilities Ensure process is happening as intended Help with employee turnover (expected/unexpected) Note: The Office of Internal Controls website: provides some guidance and sample documents to assist with documentation.

happening as intended Help with employee turnover (expected/unexpected) Note: The Office

7 7 Management Oversight Reporting Monitoring/oversight = key control Helps to highlight if operating controls are working Identifies trends/exceptions High level summaries (by month/year, comparing to prior years, etc.) Employment Has time been entered timely and properly approved? Are overtime, temp and retro pay reasonable? P-Card Cash & Credit Card Handling Concur Are P-Card holders appropriate? Are credit limits appropriate compared to spend levels? Have proper individuals taken cash handling training? Are credit card merchants PCI compliant? Are proper individuals approving expenses? Are spending levels and patterns appropriate?

Are overtime, temp and retro pay reasonable? P-Card Cash & Credit Card Handling Concur Are P-Card holders appropriate?

8 8 Management Reporting Listed in the matrix below are the (4) areas of Internal Controls - Management Reporting which are required ( and signed off on as part of the annual certification ) by all areas to review, and follow up, on a periodic basis in a timely manner, preferably monthly or quarterly. Source: Internal Control site ( Internal Controls - Management Reporting ( included in annual certification ) Addl Comments Employment Depa rtment Employee Compens a tion Fa cul ty Pa y Staff Pa y Overtime Pa y Temp Pa y Retro Pa y P-Card Tra vel & Expens e P-Ca rd Hol der & Li mi ts by DeptID, Dept Grp or Empl ID Thes e reports a re loca ted in MREPORTS i n the COMPLIANCE tab under the Interna l Control s menu. The Depa rtment Employee Compens a tion report provides a s umma ry of compens a tion i n forma tion for a n a dmi ni s tra tive depa rtment. The report i s orga ni zed by va ri ous types of pa y (e.g., regul a r pa y, overtime pa y, other pa y ). The Overtime Pa y, Temp Pa y a nd Retro Pa y a re trending reports a nd s how da ta for a funding depa rtment vi a gra phs a nd hi gh-l evel cha rts. Report is loca ted in BUSINESS OBJECTS a t: UM-Ma i ntai ned -> Fi na nci a l s -> FN06 Procurement Lis ts a ll P-Ca rd holders, limits, a nd ma x, a vera ge a nd monthly s pend a mounts. Highlights potentia l underutilized ca rds. Review overtime, a ddl pa y...and fol l ow up a ccordi ngl y. (Monthl y / Qua rterl y) Review P-Ca rd limits... a nd a djus t a ccordi ngl y. Cash Handling (Cash/Checks) Ca s h Depos i t Control s Report is loca ted in MREPORTS i n the COMPLIANCE tab under the Interna l Control s menu. Summa rized by depos it a mount, depos it count a nd dis crepa ncy count for ea ch depos itory location.

edu/controls/resources) Internal Controls - Management Reporting ( included in annual certification ) Addl Comments Employment Depa rtment Employee Compens a tion Fa cul ty Pa y Staff Pa y Overtime

9 9 Management Reporting Internal Controls - Management Reporting ( included in annual certification ) - continued Addl Comments Cash Handling (Credit Cards) Credit Card Controls Report is located in MREPORTS in the COMPLIANCE tab under the Internal Controls menu. Summarized by net sales amount, sales count, refund amount and PCI compliance status for each credit card merchant account. For unusually high refunds ($ or %) and follow up accordingly. Follow up on any PCI non-compliance and / or dates close to expiration. Travel & Expense (Concur) Travel & Expense Approver Report by EmplID, DeptID or DeptGrp Travel & Expense Spend Report by EmplID, DeptID or DeptGrp Report is located in BUSINESS OBJECTS at: UM-Maintained -> Financials -> FN06 Procurement Provides a listing of Concur approvers and the scope of what they have approved Notes approvers training completion status. Report is located in BUSINESS OBJECTS at: UM-Maintained -> Financials -> FN06 Procurement Highlights spend (both P-Card & out-of-pocket) by Employee for a specified date range. Review approvers are appropiate and follow up accordingly. Follow up re: approvers training status if training was not completed or about to expire. Review and follow up on any unusual items noted.

For unusually high refunds ($ or %) and follow up accordingly. Follow up on any PCI non-compliance and / or dates close to expiration.

Employee Travel & Expense System (Concur) Process Documentation

SECTION: SUBJECT: APPLIES TO: Procurement Employee Travel & Expense System (Concur) Process Documentation University Travel and Expense Management System (Concur) Users Concur Travel & Expense System Overview