PCard and travel compliance

The Financial Controls Analysis and Reporting department conducts PCard and Travel Compliance Reviews of all department/units on a cyclical basis.  A review is the examination of documentation for compliance with specific policies, as set out by the Comptroller’s office. The findings of the review will be analyzed to determine what, if any, additional training or clarification of policies and procedures is required. In addition, findings may result in requests for error corrections, collection of overpayments and recommendations for additional controls and/or procedural changes to improve compliance with policies and procedures.

This is not an audit, and does not preclude other parties from examining the same documents for other purposes. The detailed results are not communicated to anyone outside of the NAU community.

Sample selection

The sample size will be a minimum of 10 purchasing card transaction logs and 10 Exhibit Js or 10% of the documents, whichever is greater, and at least one document per unit. The review period will be a 12 month rolling period ending the month before the month in which your review is scheduled.

Review

The Financial Controls Analyst will review original documents at either her office or yours, whichever is convenient for you. Should you wish your original documents to remain in your office, please provide a workspace with a computer that has internet access.

Upon completing the review, the reviewer will return your documents to you and issue a draft findings letter that provides an overview of compliance issues discovered.

Response

Once you have had the opportunity to review the documents and the findings, the reviewer will meet with the Specialist to discuss the items. This meeting will include directions on how to remedy the findings, or if no remedy is possible, and guidance for your responses. Subsequent to this meeting, please complete the “Response” document and forward it to the reviewer.

Finalization

Upon receipt of responses, the reviewer will create the final letter. If you wish, a draft final letter can be sent to you for review prior to issuing the final letter. You will have 5 days to the review the draft final letter. If you do not respond within the 5 days, the reviewer will assume that there are no changes to be made and will issue the final letter. The recipients of the final letter may include:

• Yourself (the specialist)
• Your director/dean/department chair
• The Comptroller
• The Associate Comptroller – Financial Controls Analysis and Reporting
•  The Comptroller’s travel coordinators
• The director and designated staff from Purchasing
• Internal Audit
• Other personnel within your reporting structure, upon request