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Procurement & Payment Services, SUNY Administration, as well as the Office of the State Comptroller (OSC) may elect to audit any and all Procurement Card accounts at any time. Performance of these audits does not require advance notice. Therefore, it is extremely important that all cardholders retain accurate and up-to-date records at all times of all transactions on the assigned Procurement Card.
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.
- Purchases made are within program guidelines and NYS Finance Laws (i.e., no split ordering, official State use with appropriate backup provided, no restricted items, non-travel expenses, etc.)
- Returns are handled properly (i.e., call tags and RA numbers, proper use of Credit Pending Form (PC03), credits received on proper account, etc.)
- Incorrect billings are handled properly (i.e., sales tax charges, incorrectly billed 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 completed (no pre-payments or deposits)
- Documentation for specific events is maintained with the Order Form (PC02), including fliers, attendance sheets, agendas, etc.
- Pricing quoted is considered fair and reasonable from reliable/responsible vendors and is billed as expected.
- All levels of authorization are being adhered to.
The outcome of any audit, internal or external, will be shared with the appropriate cardholder and respective supervisor by the Program Administrator. Audit responses willl include any noted discrepancies as well as any corrections required.
Based on the results of any individual cardholder audit and the guidelines established by Internal Control, the following may also be necessary:
- a follow-up audit at a future date
- reimbursement to the state account from a non-state source for inappropriate transactions
- additional training with the Program Administrator
- greater involvement by the appropriate supervisor of cardholder activities and Procurement Card procedures
- suspension of Procurement Card privileges
- permanent revocation of the Procurement Card account