Self Assessment Questions
The following questions may be helpful in assessing your own department’s internal controls.
| Missouri State University | Yes or No | Describe Key Controls in Place |
I. TONE AT THE TOP |
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| Does my department communicate and demonstrate integrity and ethical values consistent with the University's mission of Modeling Ethical and Effective Behavior? | ||
| Do employees in the department know what to do if they encounter unethical behavior? | ||
| Are roles and responsibilities clearly defined? | ||
II. BUSINESS PLANNING AND POLICIES |
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| Is departmental budget and financial goals (revenue and expense) well communicated and supported? | ||
| Are new policies communicated (University wide and Departmental) to employees? Is policy training adequate? | ||
III. SEGREGATION OF DUTIES |
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| In my department, are there adequate separation of duties (i.e., more than one person is responsible for preparing, reviewing, and approving transactions) in areas such as the following? Describe how: | ||
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IV. SPENDING CYCLE - PURCHASING AND CONTRACTING |
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| Are P-Cards monitored and approved for compliance with policy? | ||
| Are the number of cardholders and credit limits within the department appropriate? | ||
| Are contracts with third parties approved by an authorized approver? If yes, who is the authorized approver? | ||
| Are reconciliations being done of expenditures against the general ledger and errors identified timely? | ||
| Does the person reconciling the general ledger have access to copies of receipts and other documentation to support the reconciliation? | ||
| Are all petty cash funds, change funds, etc. properly maintained by one assigned custodian? Minimally the custodian should report to the supervisor on a monthly basis any shorts or overages. | ||
| Are contracts reviewed for consistency with the Legal Department's "Contracting Guidelines/checklist" (see Internal Audit Website) | ||
V. EMPLOYEE ADMINISTRATION, TRAVEL, AND PAYROLL |
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| Do we complete evaluations completed and delivered timely? | ||
| Are payroll records and protected information secured and restricted to authorized personnel? | ||
| Are all necessary payroll records maintained and processed/approved within Banner? | ||
| Are payroll transactions reconciled to the GL? | ||
| Is paid time approved and monitored? | ||
| Are employees aware of requirements in reporting any conflict of interest and what represents a conflict of interest? | ||
| Are employees aware of the University's gift policy and reporting process? The University's Fiscal Responsibility Policy and Travel Expense Reporting Policy? | ||
| Are supervisors and employees trained in proper recruiting and hiring practices, and prohibition of discrimination and sexual harassment? | ||
| Are expense reports compliant with policy and approved? How are noncompliant items handled? | ||
| Are employees aware of the University's grievance procedure and faculty/staff handbook, and aware of the University's Ethics Hotline? | ||
| Are contract employees and temporary employees properly monitored? | ||
| Is International travel compliant with University policy and approvals? | ||
| Are study away trips properly budgeted and reported and approved compliant with University Policy? | ||
| Are all required liability waiver forms and applications/payments received prior to any allowed departure by a participant? | ||
VI. GRANTS AND SPONSORED AGREEMENTS |
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| Are proposals submitted for pre-award review and approved timely? | ||
| Has required compliance training (if any) been defined and completed? | ||
| Are budgets prepared compliant with OMB Circular A-21, and all expenditures compliant with the terms of the grant or agreement? | ||
| Are PI and other grant funded employees' time commitments reviewed to identify any potential overcommittment of time? | ||
| Are PI's fully engaged in award compliance, including review of spending, timely effort and sponsor reporting, etc? | ||
| Are cost sharing agreements fully documented for tracking? | ||
| Is equipment purchased tagged and recorded in inventory records? | ||
| Are budget to actual reports prepared and reviewed monthly? | ||
| Is 'Time and Effort Reporting' done on a timely basis. | ||
VII. INFORMATION SYSTEMS AND ASSETS AND SECURITY/SAFETY |
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| Are computers and laptops secured from theft? | ||
| Is there a current inventory of hardware and software? | ||
| Is there an inventory of databases and are they properly secured? | ||
| Are there procedures in place to ensure that confidential or protected information (such as FERPA, HIPAA, etc.) is not stored on laptops? | ||
| Is confidential and protected information encrypted? | ||
| Are appropriate employees aware of the University's surplused equipment policy? | ||
| Are records containing sensitive information (such as social security numbers,) National Security data, or other data protected under law (such as medical / HIPPA, educational / FERPA) physically protected within the office and locked in cabinets (versus on desks)? Is all sensitive and protected data identified and protected on appropriate server (versus desktop, flash drive, etc.?) | ||
VIII. RISK ASSESSMENT AND MANAGEMENT |
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| What in summary are the more significant risks within your department, and how are you working to identify and manage risks? | ||
| Are there any immediate areas of increased support your department requires from central administration in assisting your department in achieving its goals? |