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									DETAILED AUDIT STEPS INTERNAL AUDIT OFFICE COUNTY OF HENRICO MISCELLANEOUS EXPENDITURES #01-02 INIT STEP DESCRIPTION SECTION H. STATISTICAL DATA PURPOSE: TO DOCUMENT AND ANALYZE STATISTICAL INFORMATION FOR THE MISCELLANEOUS EXPENDITURES SERIES. H.1 H.2 H.3 PREPARE A SECTION INDEX. PREPARE A SECTION CONCLUSION. USING THE FAMIS OPERATING FILE, DOWNLOAD INDEX TOTALS BY DEPARTMENT AND FY. USING ACL ANALYZE EACH OBJECT CODE IN THE 45 SERIES, AS CONTAINED IN THE TRANSACTIONAL DATABASE. USING THE FAMIS REPORT 402 SUMMARY OF EXPENDITURES BY OBJECT AS OF 6/30/00, SUMMARIZE BY OBJECT AND SERIES. PREPARE A COMPARISON BETWEEN FAMIS AND THE TRANSACTIONAL DATABASE.

H.4

H.5

H.6

SECTION I. NEGATIVE BALANCES PURPOSE: TO INVESTIGATE NEGATIVE BALANCES IN THE 45 CHARACTER SERIES. I.1 I.2 I.3 I.4 I.5 PREPARE A SECTION INDEX. PREPARE A SECTION CONCLUSION. DOCUMENT NEGATIVE BALANCES. DISCUSS NEGATIVE BALANCES WITH AGENCY STAFF. DISCUSS NEGATIVE BALANCES WITH THE ACCOUNTING DIVISION.

INIT STEP DESCRIPTION J. BENFORD’S LAW OBJECTIVE: TO ANALYZE TOTAL EXPENDITURE BY THE FIRST TWO DIGITS AGAINST THE BENFORD’S LAW PROBABILITY OF THE TWO DIGITS. J.1 PREPARE A SECTION INDEX. J.2 J.3 PREPARE A SECTION CONCLUSION. DOCUMENT ANALYSIS OF THE 45 SERIES.

K. EXPENDITURE TESTING OBJECTIVE: TO TEST RANDOMLY SELECTED EXPENDITURES TO DETERMINE THAT GOODS OR SERVICES WERE PROPERLY PROCURED, DOCUMENTED AND AUTHORIZED. K.1 K.2 K.3 PREPARE A SECTION INDEX. PREPARE A SECTION CONCLUSION. WITH ACL SELECT A RANDOM SAMPLE USING THE FOLLOWING STRATIFICATION GUIDELINES: 1 – TEST ALL NEGATIVE EXPENDITURES – COUNT 1 (SAMPLE SIZE AND POPULATION ARE 1) 2 – TEST A RANDOM SAMPLE OF EXPENDITURES BETWEEN 0 AND $28,000 – COUNT 35 (SAMPLE SIZE IS 35 AND POPULATION IS 5336 – SAMPLE IS .7% OF POPULATION) 3 – TEST ALL EXPENDITURES OVER $28,000 – COUNT 14 (SAMPLE SIZE AND POPULATION ARE 14) TOTAL SAMPLE SIZE SHOULD BE ABOUT 50 K.4 PERFORM THE FOLLOWING TEST FOR EACH RANDOMLY SELECTED ENCUMBERED PAYMENT TRANSACTION: A VERIFY PROCUREMENT MADE IN ACCORDANCE WITH APPLICABLE POLICIES AND PROCEDURES. CONFIRM EXISTENCE OF VENDOR INVOICE OR OTHER SUPPORTING DOCUMENTATION ATTACHED TO ACCOUNTING RECEIVING REPORT.

B

INIT STEP

DESCRIPTION C COMPARE AND AGREE THE VENDOR NAME AND AMOUNT LISTED ON THE SUPPORTING DOCUMENTATION TO CORRESPONDING PURCHASE ORDER INFORMATION. D E RECALCULATE AND AGREE PAYMENT AMOUNT. VERIFY THAT THE AGENCY SELECTED THE CORRECT OBJECT CODE. TRACE AND AGREE PAYMENT TO CHECK. ENSURE THAT INDIVIDUALS RECEIVING GOODS OR SERVICES HAVE SIGNED AND DATED THE VENDOR INVOICE AND/OR PACKING SLIP TO DOCUMENT RECEIPT AND TO CONFIRM THE ACCURACY AND COMPLETENESS OF AMOUNTS BILLED. ENSURE PROMPT PAYMENT OF THE VENDOR INVOICE DEFINED AS THE DUE DATE OR IF NO DUE DATE THAN NOT MORE THAN 45 DAYS FROM THE INVOICE DATE.

F G

H

K.5

PERFORM THE FOLLOWING TEST FOR EACH RANDOMLY SELECTED NON-ENCUMBERED PAYMENT TRANSACTION: A VERIFY PROCUREMENT MADE IN ACCORDANCE WITH APPLICABLE POLICIES AND PROCEDURES. CONFIRM EXISTENCE OF VENDOR INVOICE OR OTHER SUPPORTING DOCUMENTATION ATTACHED TO ACCOUNTING RECEIVING REPORT. COMPARE AND AGREE THE VENDOR NAME AND AMOUNT LISTED ON THE SUPPORTING DOCUMENTATION. RECALCULATE AND AGREE PAYMENT AMOUNT. VERIFY THAT THE AGENCY SELECTED THE CORRECT OBJECT CODE. TRACE AND AGREE PAYMENT TO CHECK.

B

C

D E

F

INIT STEP

DESCRIPTION G ENSURE THAT INDIVIDUALS RECEIVING GOODS OR SERVICES HAVE SIGNED AND DATED THE VENDOR INVOICE AND/OR PACKING SLIP TO DOCUMENT RECEIPT AND TO CONFIRM THE ACCURACY AND COMPLETENESS OF AMOUNTS BILLED. H ENSURE PROMPT PAYMENT OF THE VENDOR INVOICE DEFINED AS THE DUE DATE OR IF NO DUE DATE THAN NOT MORE THAN 45 DAYS FROM THE INVOICE DATE. VERIFY THE NEI WAS SIGNED AND DATED BY AN INDIVIDUAL DESIGNATED BY THE AGENCY ON THE AUTHORIZED SIGNATURE FORM. VERIFY AGENCY SELECTED THE CORRECT PAYMENT CATEGORY.

I

J

K.6

DOCUMENT WORK RELATED TO THE CULTURAL ARTS CENTER. DOCUMENT WORK RELATED TO LONG TERM DISABILITY. DOCUMENT WORK RELATED TO OBJECT CODE 420. DOCUMENT WORK RELATED TO RISK MANAGEMENT CODING. DOCUMENT WORK RELATED TO NEGATIVE EXPENDITURES IN THE MISCELLANEOUS CHARGES SERIES. DOCUMENT ADDITIONAL RESEARCH RELATED USE OF OBJECT CODE.

K.7 K.8 K.9

K.10

K.11

PREPARED BY JUDY A. DAVIS POORE, CPA, CIA, CFE, CGAP SENIOR INTERNAL AUDITOR COUNTY OF HENRICO PO BOX 27032 RICHMOND, VA 23273 PHONE: (804) 501-4210 FAX: (804) 501-5300 E-MAIL: poo02@co.henrico.va.us INTERNET: http://www.co.henrico.va.us


								
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