Cash Handling
Separation of Duties
- Separate duties of receiving and handling cash payments, reconciling the source documents to the deposit, and posting the payments and adjustments to customer accounts
Award Management
- Ensure signature authority forms are complete and accurate. (GIM 14)
- Obtain prior approval from the sponsor for certain activities and expenditures excluded from expanded authorities.
Cost Sharing
Authorization
- Submit rates to Management Accounting and Analysis whenever the rate calculation methodology changes significantly.
- Submit rates to the Dean’s Office for review and approval.
Documentation
Authorization
- Submit hourly timesheets directly to the business office for processing after the supervisor approves. Timesheets should not be returned to the employee.
- Obtain prior authorization for planned leave and overtime.
- Ensure timesheets are approved by employees and by supervisors with first-hand knowledge of hours worked.
Strategic planning
- Align the department’s strategic plan with business and computing objectives.
- Define the current capabilities and future needs for information technology.
Risk assessments
Documentation
- Maintain complete documentation on gift budgets so that the department has information needed to spend gift funds in accordance with donor intent.
- Ensure scholarships and fellowships are awarded in compliance with donors’ intent.
- Ensure external funds are properly classified.
Separation of Duties
- Separate the duties so that the equipment inventory custodian does not perform or verify the physical inventory.
Documentation
- Tag equipment when received.
Purchasing
- Assign to separate people the duties of approving purchases, receiving and reconciling transactions to the My Financial Desktop (FD).
- Purchase must be approved by an authorized individual