Q. Why am I being audited?
A. The goal of the PCard audit is to ensure that purchases are made in accordance with State, University and PCard policies. Audits are generally chosen randomly.
Q. I was just audited. Why am I being audited again?
A. After a cardholder is chosen randomly for an audit, there will not be another random audit for the fiscal year. However, there are certain flags that may necessitate another audit.
Q. What flags determine an audit?
A. -Appearance of splitting a transaction to circumvent per order limit
-Numerous transactions with sales tax
-Gift cards
-Travel (non-employee), food, 'Other Current Services', etc. without 5w
information
-Any other issues concerning policies and procedures
-Inappropriate use of state funds.
-Delinquent reconciliation
Q. What action do I take if contacted about inappropriate use of state funds?
A. If you are contacted about the question of using state funds for a specific purpose, respond to the PCard Compliance Auditor with:
1) Either justification of appropriateness of using state funds for the purchase
Or
2) A copy of the Journal Voucher submitted to Accounting Services to reclassify the expenditure charging it to non-state funds.
Q. How long will it take before I receive the results of the audit?
A. Beginning with the notification of review and ending with a Final Report, the process should be completed within two weeks.
Q. What factors can cause the audit not to be completed within two weeks?
A. There is always the possibility of circumstances that could delay the process. For example: The coordinator has two weeks to sign and return the Preliminary Report. If the coordinator takes the full two weeks before returning the Preliminary, then obviously the complete process will take longer.
