Procurement & Payment Services
Audit Requirements
Procurement & Payment Services as well as the Office of the State
Comptroller may elect to audit any and all Purchasing Card accounts at
any time. Typically, the following information is reviewed during an audit:
- Paperwork is maintained properly (i.e., original receipts with respective
statements, maintenance in a secure location, confidentiality upheld,
etc.) and reflects a complete procurement record, beginning to end.
- Types of purchases made are within program guidelines and NYS Finance
Laws (i.e., split ordering, restricted items, for official State use
with appropriate backup provided when applicable, travel expenses,
etc.)
- Items purchased are from permissible sources and/or NYS contracts,
Preferred Sources, M/WBE's are utilized whenever possible.
- Returns are handled properly (i.e., call tags and RA numbers, proper
use of Credit Pending Form, credits received on proper account, etc.)
- Incorrect billings are handled properly (i.e., sales tax charges,
incorrectly charged items, shipping charges, proper use of Credit Pending
Form, credits received on proper account, etc.)
- Charges made to account are for product received and/or service
rendered (no pre-payments)
- Documentation for specific events related to the purchase is maintained
with the order form.
- Pricing quoted is considered fair and reasonable from reliable/responsible
vendors and is billed as expected.
- All levels of authorization are being adhered to.
- Based on the results of an individual audit, a follow-up audit may
be required at a future date.
Following the completion of an internal audit of an VISA Purchasing Card
account by Procurement & Payment Services, the cardholder and respective
department manager will receive copies of audit reports. These audit reports
include discrepancies that were noted during the audit as well as suggestions
for improvements. The following are guidelines established by The College at Brockport's
internal controls:
- Any purchase made that is deemed an inappropriate State expenditure
is required to have reimbursement to the respective State account
using non-State funds and documentation indicating such forwarded
to the Program Administrator immediately.
- Any cardholder found not to follow guidelines requires that department
managers exercise greater involvement and knowledge of the purchasing
practices of the program and cardholder.
- Any cardholder that does not adhere to fiscal and procedural limitations
may be placed on temporary suspension of card privileges or permanent
revocation of the card.
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