Administrative Services

STATE ACCOUNTING

State Accounting

Home

About

Contact

FAQs

LINK website

Pre-Audit Guidelines

 

Pre-audit is a three-step process – three different people need to review each document that is required to be pre-audited.  This three-step process usually consists of a person collecting the necessary support and entering the document into EnterpriseOne (E1), a second person who reviews and approves the document on-line and a third person (usually called the pre-auditor) who ensures the document meets Statutory requirements, State Accounting Policies, Agency policies, and who then posts the document in E1.

Statute requires that documents equal to or greater than $1,500 be pre-audited in addition to those documents with “sensitive” coding.  Click on this link for a list of transactions which need to be pre-audited.  Click on this link for a listing of “sensitive” object codes.

Always conduct an on-line review of your documents.  The A/P Voucher Pre-Audit report is a valuable tool to use in your review, but unless you are also reviewing the on-line document, there is a risk that changes could have been made after running this report and before the document is posted.

We recommend that the person posting the document also be the pre-auditor, i.e., the last person to verify that the on-line document and original supporting documentation is correct.  If the person posting the document is not the pre-auditor, the poster should verify the payee and the total dollar amount from the invoice agrees to what is shown in E1. Each agency should have procedures identifying what each person in the pre-audit process is to review.

We recommend using the Pre-Audit report as part of the review as this report contains information that may not be seen when reviewing documents on-line when using Review/Approve/Post screens.  For example, the Pre-Audit report will tell how the payment is to be made – warrant or electronic transfer, information that is not available when reviewing the document using Review/Approve/Post screens.  In addition, pre-audit staff can use this report to see if there are any exceptions or errors and warning messages which may need to be corrected.  Suggestions for reviewing the Pre-Audit report are documented later.

We recommend that warrants be returned to an agency only when absolutely necessary.  If a warrant is returned to an agency, it will be returned to the employee designated by the agency to receive warrants from State Accounting.

A checklist is provided at the end of this document to assist agencies in performing pre-audit reviews.  If an agency has specific items that need to be reviewed, they should be added to this checklist.  Please continue to monitor this site, as we will be making updates which will further assist you.

Segregation of Duties

Segregation of duties is an internal control intended to prevent or decrease the occurrence of innocent errors or intentional fraud. This is done by ensuring that no single individual has control over all phases of a transaction.

There are four general categories of duties: authorization, custody, record keeping and reconciliation. In an ideal system, different employees perform each of these four major functions. In other words, no one person has control of two or more of these responsibilities. The more negotiable the asset, the greater the need for proper segregation of duties - especially when dealing with cash, negotiable checks and inventories.

Examples of incompatible duties include:

  • Authorizing a transaction, and then receiving and maintaining custody of an asset.
  • Receiving checks (payment on account) and approving write-offs. 
  • Depositing cash and reconciling bank statements. 
  • Approving time cards and having custody of pay checks.

Also, in smaller organizations, it is not always possible to have enough staff to properly segregate duties. In those cases, management may need to take a more active role to achieve separation of duties, by checking the work done by others. Sometimes, the knowledge that records will be checked by others is enough to prevent misappropriation of assets.

Review A/P Voucher Pre-Audit Report:
If this is an item that was purchased with a purchase order, the purchase order number will be printed in the P.O. Number field.  If this field is blank, STOP now and return document to the appropriate person so that a three-way match can be processed.

Review Payment Handling Code on Pre-Audit report to make sure any warrants returned to the agency are necessary.

Review report for error messages; determine if action needs to be taken (when paying IBT’s, you will receive an error message to verify payee is correct.  On IBT’s only, this message can be ignored.)

Review Payee Number area to ensure payment is being made to the correct entity and their correct payment address which should be shown on the invoice.

Review On-line Batch:
NOTE:
When reviewing documents on-line, be sure to click Cancel/Close when you have completed your review.  Do NOT click OK.  If you do click okay, it will change anything set up through special handling and it will reset the document back to pending.

  • Batch Status must be A (Approved) for posting
  • G/L date must be in current month or the document cannot be posted
  • You should have support for each document listed in the batch
  • Verify the vendor name on the invoice agrees to the vendor name entered on document
  • Verify Invoice Number is correct
  • Verify Payment Terms are correct (take all available discounts!)
  • Data entered in Remark field is information recipient will see on a warrant
  • Verify Due Date is the correct date
  • Review supporting documentation and verify the correct Business Unit/Object Code has been entered in the on-line document
  • Verify the dollar amount of the invoice agrees to the dollar amount in the document
  • Review Explanation column (this column shows on reports) to ensure it has correct information
  • If document is coded to object 581800 - 586999, there should be a fixed asset tag number in the Asset ID column
  • Ensure that adequate supporting documentation is attached.  Review State Accounting Manual if you are unsure about policies. 
  • If you are reviewing an Expense Reimbursement Document, click on this link for additional guidelines