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Document
Establishing an Effective Supplier Diversity Program
Year Created: 2022
DOCUMENT
POL - Award - OA4 Procurement Card Program Audit 2005
- YEAR CREATED: 2005
- ENTITY TYPE: County
- TYPE OF DOCUMENT: POL - Policies/Procedures
- Management
- Policies and Procedures
The document is about the policies and procedures for the Purchasing Card Audit Program. It outlines the monthly audit program for the Visa Purchasing Card, where a select number of departments and cardholders are chosen for audit purposes. The Department of Purchasing conducts the audits and contacts the selected cardholders through their respective Department Heads to arrange a suitable date and time. The document emphasizes that being selected for auditing is not an indictment against any department or cardholder, but rather a necessary measure to ensure program compliance.
The document also includes a section on internal control requirements, which includes questions about having a Purchasing Card Users Manual, purchasing goods and services for authorized purposes, having written internal procedures, understanding how to make purchases, and allowing other employees to use the purchasing card.
Furthermore, there is a section on accounting and recordkeeping, which includes questions about listing purchasing card transactions daily on an activity log, charging goods and services to the correct accounting codes, having written accounting procedures, maintaining backup source documentation in a secure place, and being familiar with unauthorized purchases listed in the purchasing card manual.
The document also covers reporting, including questions about knowing the billing cycle dates, preparing and submitting reconciliation documentation in a timely manner, understanding and using dispute and missing receipt forms, receiving the monthly cardholder statement from Wachovia Bank, and using the statement to balance the activity log.
Additionally, there is a section on budgetary control, which includes questions about expenses being in accordance with approved budgeted line items, receiving financial reports about spending limits and funds availability, and procedures to prevent expenses exceeding the approved budgeted line items.
Lastly, the document mentions sample testing, where a non-random sampling of purchases made using the Purchasing Card is reviewed. It asks whether the purchases are authorized or unauthorized, if receipts/invoices are available to support the purchases, if the goods and services are used solely for authorized purposes, and if the charges are allocated to the correct object code based on the approved budgeted line items.