RISK ASSESSMENT Area of Risk Assessment : Petty Cash / Operation Sl.No. Vulnerability 1 IOU's in use 2 Large withdrawals 3 Large Cash balance in hand 4 Shipping bill processing and Bill of Entry processing 5 Cash Allowances Threats Probability Exposure Employees/Cashier Low Non-submission of Statement Criminals Low Less in Transit Criminals Lack of Integrity / Disgruntled employee Employees Medium Medium Theft Control Advance be given against Job No. Insurance be done Insurance be done
Misappropriation Comparative chgart and authorisation above fixed limits Unauthorised Authorisation by Managing salary increment Director or Authorised official Misappropriation Periodicalk confirmation of balances with denominations
Low
6 Rough cash book Cashier not written
Medium
RISK ASSESSMENT Area of Risk Assessment : Bank Receipts Sl.No. 1 Vulnerability Any branch deposit Threats Anywhere banking Probability Exposure Low Non receipt of credit
2 3
TDS by party with out intimation Billing not according to quotation Master collect, House collect (import) issued without collection Interest on Fixed deposits/ TDS CHA-License deposits. Original not available
Customers Customers
High Low
Non receipt of TDS Short collections and overstatement of Debtors Non - Recovery
4
Customers
Medium
5 6
Ommission Ommission
Low Low
Non follow up Non follow up
Control Interbranch reconciliation, E-mail confirmation, and in deposit slip account number be rubber stamped TDS certificates and TDS account to be reconcilied Periodical confirmation and reconciliation Periodical confirmation and reconciliation on fixed days. Computation of interest due and reconciling Renewal of licence
RISK ASSESSMENT Area of Risk Assessment : Job Steamer Sl.No. 1 2 3 Vulnerability Threats Probabilit Exposure y Low Non recovery Low Medium Unbilled jobs Increase of bad debts
Cost incurred against Cancellation the job by party Consolidation Operation Further jobs Customer undertaken foroverdue customers Booking notes not prepared (sales) Customer
4
Low
5
Amendments tobooking notes not updated (Sales) Delegation of Authority formally not available Clients loyalty to sales executive Issue of House BL
Customer
Low
6
Branch Manager Sales Executive Customer
Medium
Terms not known: 1) Prepaid/To collect, 2) Credit terms 3) Destination Changes in terms not known: 1) Prepaid/To collect, 2) Credit terms 3) Destination Lack of accountability
7 8
Low Low
Customer loving with the sales executive House Bill issued without loading container on vessel
9
Delay in completion
Employees (omission)
Low
Goodwill affected
10
Billing
Operation
Medium
Unbilled jobs
Control
EP copy will not be realised. Matter receipt
Booking notes should be prepared, Quote to be seen Booking notes should be updated, verify MBL with HBL, obtain list of irregularities Authority should be available, review of over 45days credits Appoitment letters, segregation of duties 1)Point of preparation of House BL, 2)Check HBL forcut off in vessel loading (manifest) 1)Complete the job at any cost, 2) List of incomplete job as on the date of audit (long pending) 3) List of additional cost, 4) List of accounts closed with reason for customer leaving Billing to be done by Operations manager
RISK ASSESSMENT Area of Risk Assessment : Computerisation Sl.No. Vulnerability 1 Hardware Threats Probability Exposure Low Non availablity Control AMC - Service contract comprehensive 1) Inventory of software 2) Backup of source code and object code 1) Regular backup of email folder, 2) Personal use of official e-mail 1) Antivirus software with latest updation, 2) Dates and details ofsystem crash 1) Regular backup, 2) Effectiveness ofbackup
2
Software
Unauthorised software
Low
Virus infection
3
E-mail
Employee (Omission)
High
Deletion of emails
4
Removable disk (Floppy, Disk etc.,)
Employees
Low
Virus infection
5
Accounting software Accounts
Medium
System crash
RISK ASSESSMENT Area of Risk Assessment : Salaries & Wages Sl.No. 1 Vulnerability Acquintences not signed Threats Cashier Probability Low Exposure Misappropriation of unclaimed wages Non deduction of loss of pay Penalt and prosecution Loss of customer inefficiency Inefficienty in due course, lack of division of work
2 3
4 5
Leave register not Employees maintained Delayed remittance Commission by of statutory dues accounts department Job Turnover Manager Less Manpower Employees
Medium Medium
Low High
Control
1) Division of work, 2) List out employee wise number of jobs handled with also giving the total jobs
RISK ASSESSMENT Area of Risk Assessment : Overseas Agents Sl.No. Vulnerability 1 Delivery note not according to overseas agents advice Threats Probability Exposure Control Overseas Low Non recovery Review of Job agents of payments ledger and or expenses reconciliation of overseas agent accounts Overseas Low Non recovery agents of payments
2
Master prepaid, House collect (Export)
RISK ASSESSMENT Area of Risk Assessment : Journals Sl.No. Vulnerability 1 Collect Shipment 2 Incentives Threats Omission Customer Probability Exposure Low Non-receipt/Adjustment of commission and due agent charges Low Additional expenses incurred may not be recovered
Control Review of CSR with ledger Payment Schedule
RISK ASSESSMENT Area of Risk Assessment : Journals Sl.No. Vulnerability 1 Equated Monthly Instalment 2 Threats Accountant Probability Exposure Low Not splitting EMI into Principal and Interest Low Not passing entry for fixed asset deletion Low Non compliance of service tax rules resulting in penalty and prosecution Control
3
Sale of Accountant asset/Exchange of assets Service Tax Accounts assessment (Omission)
1) Due compliance, 2) Appointment of responsible officer, 3) Completion of assessment
4
Consignment from Criminals anybody is accepted
Low
Illegal Norcotic may 1) Customer be consigned background verification, No consol operation, No for walking customer
2) 3)
RISK ASSESSMENT Area of Risk Assessment : Bank Payments Sl.No. Vulnerability 1 Wrong debits by bank 2 Trailer movement Empties Brokerage bills Rebates and refunds Threats Anywhere banking Transport operator Shipping Lines Shipping Lines Probability Exposure Low Loss of funds Low Excess payment against unrecoverable job Short collection or non collection Non recovery of dues (Non collection of freight certificate-final bill) Unauthorised payment Cheque bouncing
3 4
Medium Low
5 6
Signing of Blank cheques Issue of cheque against collection
Anyone having access Accounts (Commission)
Low Low
Control Regular BRS and segregation of suspense account Review of job ledger for unbill debits House BL register followup by concerned clerk. Recoveries credited to "Refund stemarine charges"
Review of BRS and transit control andwage by accountant Bank management, Report instances of cheque bouncing and remedial measurestaken.