I UNIVERSITY of
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7R Audit Focus

A quarterly newsletter from the Office of
Audit & Compliance Review

Brian Mikell, Chief Audit Executive

Inside this issue:

\Ve're on the \Veb at:
www.oacr.ufl.edu

run is processed. The final pay-
list report must also be reviewed
by someone knowledgable of em-
ployee work schedules to ensure
all employees are paid properly.
Departmental staff should be es-
pecially mindful of any employ-
ees reporting more than 80 hours
during any one pay period, espe-
cially exempt class employees
who are not eligible for compen-
sation of more than 40 hours per
week.

Frequently used information can
be found at http://fa.ufl.edu/
payroll/.

Pa l *

Payroll is an essential function of
the university and, at over one
billion dollars per year, is the
university's single largest expen-
diture category. Good controls
are critical to ensure that salary
payments are accurate, timely,
approved and properly ac-
counted for. Although there are
some automated controls built
into myUFL, payroll still relies on
key people skills and departmen-
tal payroll staff to ensure the ap-
propriate expenditure of funds.

Departmental staff are key to as-
suring that terminations are in-
put timely. When input late, a
termination may cause an over-
payment. Departments are then
responsible for seeking reim-
bursement of overpayments
made to employees.

Reviewing the preliminary pay-
list offers an opportunity to cor-
rect problems with departmental
payroll before the final payroll

I'Nu

I UNIVERSITY of
UF FLORIDA

T p n G d Mge m e Pe I

OffI of* A.dit &

Aene, iRom17

Tel:' [(352) 392,-1391

Fax: (35)3234

Eit, or: L'
Suan Newman 'T

isui'cd cLufled

1. Read all requests to spend
university money before you
sign off on them (check re-
quests, travel expense vouch-
ers, payroll, etc.) Never ap-
prove a document unless you
have reviewed at least the
most important information
on that document. Satisfy
yourself that it is a wise use
of funds.
2. Develop written procedures
for critical operations. These
serve as a resource for cur-
rent employees and a good
training tool for new employ-
ees.
3. Develop measurable, annual
departmental goals based on
your department's mission
and strategic goals. Create an
action plan to achieve goals
and communicate it to all em-
ployees.
4. Make sure each transaction
has two people involved; one
initiator and one approved.
Separate those two duties to
reduce the possibility of er-
rors or inappropriate transac-
tions.

S Snera Coto Srinn Ofee thrug 5 S -La g I

PRO 303 Internal Controls at UF
is part of the series to develop
expertise in fiscal management
and is a course designed to help
university administrative staff
understand internal control con-
cepts and learn how to apply
them to their everyday business
processes.

Effective in November 2009, Inter-
nal Control training is being of-
fered on-line. You may still regis-
ter to attend in the classroom set-
ting or you may prefer to take the
class at your computer.

Register through (http://
www.hr.ufl.edu/training/
e_learning/.)

5. Print departmental reports
from myUFL>Enterprise Report-
ing once a month. Scan for un-
usual transactions. Investigate
anything that doesn't look
right.
6. Deposit all cash and checks re-
ceived daily with the university
cashier. If something has to
stay in the office overnight,
lock it up.
7. Don't be satisfied with "the way
we've always done things." Re-
view your processes on a con-
tinuous basis for inefficiency
and duplication of effort.
8. Use Purchasing's "Helpful Pur-
chasing Tips" on their web site
at http://
www.purchsing.ufl.edu/
main_hints.asp for useful infor-
mation regarding purchasing.
9. Maintain good supporting
documentation for all pur-
chases. Ask yourself, "what
would an auditor want to see?"
10.Make sure faculty and staff fi-
nal paylists are reviewed and
signed off by a supervisor or
someone who is familiar with
the employee's work hours.