Ensures that budgetary actions are approved by someone other than the initiator of the request for all expenditure transactions. Each reviewer, whether serving as an initiator or an approver, is accountable for personally understanding and vouching for the business integrity of the transaction.

Initiates or approves only those transactions for which one is specifically authorized.

Does not approve one's own transactions.

Does not delegate other individuals to sign one's name and/or use one's passwords (e.g., Spectrum System password).

Understands and complies with procedures regarding use of University Purchase Cards (P-Cards), including the use of the P-Card only for non-equipment purchases of less than $5,000 and equipment purchases of less than $3,000 (at date of this draft, subject to change/update).

• Maintains a documented log of purchases and reconciles to statements monthly.
• Submits purchase logs, bank statements, and receipts to Purchasing quarterly.

Understands and complies with procedures for large purchases, including the general expectation that all purchases over $5,000 must be competitively bid and must be made by requisition rather than by Express Voucher or P-Card.

On a periodic basis, in accordance with divisional or college procedures (at least quarterly) reviews the detailed expenditures made against each account(s) for completeness and correctness after charges post to the ledger. Contemporaneously documents each review in a manner that verifies the business integrity of all transactions. Maintains such documentation for audit purposes for 12 months.

Regularly reviews total expenditures on account(s) to ensure the account stays within budget, in accordance with divisional or college procedures (at least quarterly).

• Ensures that both major expenditure categories - Personal Services (personnel) and Non-Personal Services (supplies, equipment, travel, etc.) - each stay within budget.
• Makes timely transfers between the two categories as required.

• Submits all payroll-related forms in a timely fashion.
• Ensures that all leave taken by faculty and staff on account(s) is reported timely.

Ensures that timesheets are:

1. Accurate to within 1/10 of an hour for all time worked;
2. Appropriately signed by employee; then
3. Approved by authorized supervisor; and then
4. Not returned to employee after approval, but submitted directly to Payroll.
   

• Ensures that a Criminal Background Check is performed on all finalist candidates for positions with access to "kids, keys, or cash" (i.e., if the individual has access to University facilities after hours, or access to offices/facilities other than their own work unit; if they work with children or in a healthcare setting in direct contact with patients; or if they handle cash, checks or similar financial assets of the institution).
• Ensures that a Credit Check is performed on finalist candidates for positions with access to cash or checks.
• Verifies current valid driver's license, and acceptable driving record, for people required to drive University vehicles.
• Checks previous employment references for prior workplace problems and documents such for the record.

Principal Investigators (PI's) are responsible for financial administration of sponsored projects. Day-to-day financial administration may be delegated, but not overall financial oversight.

In addition to the general internal controls listed herein, Principal Investigators provide regular oversight to ensure that:

• Personnel charges are consistent with effort expended.
• Non-personnel costs are appropriately charged and allocated.
• Expenditures do not exceed funds awarded & are made within the funded period.
  

Charges are in compliance with Federal, State, and University policies, procedures, and regulations.

• Ensures that periodic inventory reviews are taken and documented.
• Ensures that property with a purchase price of $3,000 - $4,999 is purchased via Express Voucher (not Purchase card);
• Ensures that property with a purchase price of $5,000 and over is purchased via Requisition.
• Ensures that all property with a purchase price of $3,000 and over should have a University decal applied.
• Submits Off-Campus Equipment Use Permit forms for all equipment that is assigned to an individual for off-campus or mobile use; ensures that the forms are renewed annually by September 1.
  

• Does not both originate and serve as final approver of expenditure transactions, including vouchers, requisitions, and journal transactions.
• Ensures that authority to either originate or approve transactions and access data is limited to necessary and approved personnel.
  

• Ensures that all computer software installed on University computers in one's area of authority is appropriately licensed.
• Ensures that computers carry authorized anti-virus software and are updated regularly to maintain system security.
  

Ensures that assignment of building, suite, and office keys is limited to necessary personnel. Ensures that employee keys/IDs are returned at transfer or termination of employment.

Ensures that University equipment, including telephones, computers, desks, file cabinets, and other storage area, are used for University business only, and not for personal purposes.

• Understands and communicates that personal privacy is not guaranteed.
• Understands and communicates that personal long-distance telephone calls may not be made (even with reimbursement of charges)