|
In the transaction sampling process, the Controller's Office has created a global profile, which stipulates items to be reviewed for all departments. In the future, departments can review additional items by creating their own target profiles.
In addition to global sampling, departments can monitor transactions in other ways, including:
- Pre-reviewing items before they are charged to the ledger
- Creating internal checks and balances based on the risk associated with the item
- Reviewing 100% of the transactions that occur during the last 90 days of an expiring award, making notes in the Ledger Reviewer and using the ENPET process as appropriate.
- Using the Account Code Summary report in FinancialLink at the end of a project for "questionable" transactions prior to closeout
- Creating a target profile for other items that need further review
When you are creating a target profile for your department, check these examples to help identify the transactions you may want to sample:
| Type of transaction |
Questions to ask yourself |
| Express orders, U.S. Bank |
Who is the cardholder?
What is the fund source?
Are the internal controls in my department adequate, now that U.S. Bank no longer provides statements? |
| Marketplace Preview purchase |
Are general supplies, furniture, or water coupons being charged to a federal fund? |
| Bookstore recharge |
Has equipment been recharged in the past without notifying the business officer?
Is equipment being recharged against federal contracts or grants?
If so, how can we improve our internal controls? |
| Parking recharges |
Are parking permits being charged to federal contracts or grants?
If so, how can we improve our internal controls?
Are parking permits being charged to sponsored projects?
If so, do I need to supply additional justification? |
| Central Garage charges |
Are shop charges such as body work, claim deductibles, or repairs being charged to federal contracts or grants?
If so, what type of internal control is needed to prevent this? |
Questions? If you have technical questions about the Ledger Reviewer tool, contact Mojgan Amini, (858) 534-1023. For policy questions, contact Debbie Rico, (858) 822-2797.
| 
At Your Service Online
