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    Purchasing AP Process Assessment - 0

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    irfan
    This document provides a self-assessment of best practices for the purchases and accounts payable process. It outlines practices in areas such as hiring and training, requisitioning goods and services, ordering items, receiving goods, reviewing invoices, and special circumstances. Departments indicate whether the listed practices are currently used or have self-identified recommendations for improvement.

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    © All Rights Reserved
    Download as XLSX, PDF, TXT or read online from Scribd

    Purchasing AP Process Assessment - 0

    Uploaded by

    irfan
    136 views3 pages
    This document provides a self-assessment of best practices for the purchases and accounts payable process. It outlines practices in areas such as hiring and training, requisitioning goods and services, ordering items, receiving goods, reviewing invoices, and special circumstances. Departments indicate whether the listed practices are currently used or have self-identified recommendations for improvement.

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    Purchasing AP Process Assessment_0

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    This document provides a self-assessment of best practices for the purchases and accounts payable process. It outlines practices in areas such as hiring and training, requisitioning goods and services, ordering items, receiving goods, reviewing invoices, and special circumstances. Departments indicate whether the listed practices are currently used or have self-identified recommendations for improvement.

    Copyright:

    © All Rights Reserved
    Download as XLSX, PDF, TXT or read online from Scribd
    Download as xlsx, pdf, or txt
    136 views3 pages

    Purchasing AP Process Assessment - 0

    Uploaded by

    irfan
    This document provides a self-assessment of best practices for the purchases and accounts payable process. It outlines practices in areas such as hiring and training, requisitioning goods and services, ordering items, receiving goods, reviewing invoices, and special circumstances. Departments indicate whether the listed practices are currently used or have self-identified recommendations for improvement.

    Copyright:

    © All Rights Reserved
    Download as XLSX, PDF, TXT or read online from Scribd
    Download as xlsx, pdf, or txt
    of 3

    Best Practices Self Assessment

    Office of Internal Audit

    Process: Purchases & Accounts Payable (A/P)


    Last Updated: August 2013

    Function Practice is currently used in


    operations Self-Identified Recommendations for Improvement
    Best Practice Yes/No

    Hiring & Training

    Background checks and/or reference checks are performed for all


    1 new staff responsible for procuring goods and services and
    processing payments.
    The department requires training for those individuals who are
    authorized and must routinely procure goods and services. (For
    2 example; Basic and Advanced "How to Buy Goods and Services",
    P-Card and PO training )
    Accounts Payable (SAP) training is required for those who are
    3 responsible to process payments ("SAP Accounts Payable").
    Policies and procedures relating to procuring goods and services
    4 and processing accounts payable are available for reference
    (including a listing of prohibited purchases)

    Requisitioning Goods & Services

    The individual is authorized by departmental management to


    initiate a purchase request. For payments outside of eShop
    1 approval limits are defined in accordance with UNL Signature
    Authority.
    The individual initiating the request is not the same individual
    responsible for procurement and approval (segregation of duties).
    2 A separate individual performs the reconciliation function for
    designated accounts.
    Documentation exists to support who requested the goods and
    services along with the original itemized invoice/receipt. If the
    3 business purpose is unclear the department requires it is
    documented along with the supporting receipts.

    Ordering the items requested.

    The individual executing a purchase transaction is properly


    authorized by department officials to procure goods and services.
    1 (See SAP security request form emailed to the supervisor)

    The proper purchasing method is selected. Selection is


    dependent on vendor, use, & cost. The optimal vendor is selected
    2 based on requirements and costs. All products must be sent to a
    UNL address.
    a) The purchasing card is used properly within the dollar limits set.
    Department may set purchase limit up to $4,999. Usage of the
    purchasing card is encouraged for small purchases to make
    procurement cost-effective and efficient.

    Page 1 of 3 Audit.UNL.EDU
    Best Practices Self Assessment
    Office of Internal Audit

    Process: Purchases & Accounts Payable (A/P)


    Last Updated: August 2013

    Function Practice is currently used in


    operations Self-Identified Recommendations for Improvement
    Best Practice Yes/No
    b) Purchase order is used for purchases greater than $5,000,
    including fixed assets & open-ended agreements. Department is
    responsible to prepare a request for proposal, maintain evidence
    that bids were solicited properly, and work with Procurement
    Services to select the most qualified vendor. (Departments are
    strongly encouraged to obtain 3 quotes for purchases between
    $5000 and $24,999 and attach to purchase order in SAP or
    eSHOP. Procurement Services will conduct informal RFQ's for
    purchases $25,000 to $149,999 and formal RFP's for purchases of
    $150,000 and greater.)

    c) In the department e-Shop is the preferred method of payment


    and direct payment (invoices) is used when a vendor does not
    accept a purchasing card.
    d) Funds transfer is used for purchase of inter-departmental or
    intra-state goods and services. (IBT)
    e) Preferred vendor on-line purchasing method, if available, is used
    for routine supplies
    For sole-source purchases between $5,000 - $24,999, a Sole
    Source Justification form must be filled out and approved by the
    3 Dean, Director, or Chair. For Sole Source Service contracts
    greater than $5,000, Procurement Services is required to review.

    Sole source purchases of $25,000 or greater are reviewed by


    Procurement Services. Director approves to $250,000, VCBF
    4 approves over $250,000. All service contracts of more than one
    year and/or greater than $5000 must be reviewed by Procurement
    Services.

    For departmentally approved purchases outside of e-Shop, all


    documentation relating to the order (purchase request,
    5 confirmations, quotes, price comparisons, etc.) are filed and made
    available for reference.
    For acquisition of livestock of $75,000 or greater the IANR Dean
    must approve the purchase. For amounts less than $75,000 the
    6 Research & Extension Director or the Director of Procurement
    Services have signature authority.

    '

    Receiving Goods

    The ordering department ensures goods are inspected by


    requester to verify the goods meet the user's needs, are received
    1 in satisfactory condition, the order is complete, and matches the
    originating request.
    The ordering department provides evidence that the goods have
    2 been inspected and are acceptable (receiving report).

    Page 2 of 3 Audit.UNL.EDU
    Best Practices Self Assessment
    Office of Internal Audit

    Process: Purchases & Accounts Payable (A/P)


    Last Updated: August 2013

    Function Practice is currently used in


    operations Self-Identified Recommendations for Improvement
    Best Practice Yes/No

    Reviewing invoices & preparing the payment


    request. Also, reviewing receipts.

    If an invoice is issued to department, the departmental accountant


    compares the invoice against both the approved purchase
    requisition, purchase order (or contract), and documentation to
    verify that the item(s) received are in good condition and in ordered
    1 quantities at agreed-upon prices.

    Invoice (or receipt) is checked for mathematical accuracy and


    exclusion of sales tax by departmental accountant. (In the event
    that only a store receipt is obtained, the receipt is filed with the
    2 purchase request after being reviewed for accuracy.)

    Departmental accountant parks the original invoice in SAP for


    payment and files related documentation. Any copies of invoices
    3 are marked "copy" by the department.

    Invoices and billing statements are coded to


    the correct account classification, and payee.

    Department business manager timely reviews items charged to


    1 department to ensure charges belong to the department and are
    coded accurately
    Departmental reconcilers regularly and timely compares the
    2 purchase documentation to the transactions posted and paid in
    SAP.

    * Special Circumstances
    a) For the purchase of radioactive material it must be shipped to EHS.

    b) For purchases of lab animals, the department must contact the Institutional
    Animal Care Program
    c) For vehicle purchases, the department must contact Transportation Services
    d) For purchases of used equipment, the department is required to document
    the purchase justification and that several price comparisons were made prior
    to the purchase.
    e) For construction or renovation projects, the department must contact
    Facilities Management
    f) For purchase of firearms and ammunitions, the department must contact
    UNLPD
    e) For personal property rental agreements or contracted services the
    department must contact Procurement Services for identification of the
    appropriate signature authority

    f) For real property rental agreements the department must contact Facilities.

    Page 3 of 3 Audit.UNL.EDU

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