FAQ: Internal Controls Checklist


Overview


This article assists the University community with questions about internal controls checklist provided from the Blink page: Best Practices in Internal Controls.

FAQ's


Q: How many months of performance and review do we need to go back and complete?

A: Departments will be required to document performance and certification for accounting periods starting with the effective date of the Internal Controls Policy in the Campus Policy and Procedure Manual.

Q: Are departments required to complete all of the control activities listed in the checklist?

A: Yes, unless the control activity does not apply to the department’s operations and documentation to support explanations must exist.  For example, some departments do not have sponsored awards or petty cash, so those activities will be marked as Not Applicable on the checklist.

Q: Do I need to review a report or transactions that were previously reviewed by myself or others?

A: No, but documentation of the prior review needs to be stored for use when the checklist is completed.

Q: Can I use alternative reporting that is not specifically identified in the checklist?

A: Yes, in some cases. Please document in the checklist the alternative reporting used and why it is used.

Q: How should documentation of performance and review be stored?

A: Certifiers will store documentation in a designated location electronically (for example, shared network drive, Google Drive, or SharePoint). Warning: Do not save to your personal computer.

Q: Will Audit and Management Advisory Services (AMAS) audit the checklist completed by departments to ensure all control activities are being review and documented?

A: The internal controls policy establishes the requirement for departments to document the performance and certification of control activities and AMAS will audit the documentation.  The checklist provided on Blink is the tool used to identify and capture the evidence of performance and certification.  Alternative methods to capture the required documentation of evidence may be used by departments.  Evidence must be retained by departments and available for audit by AMAS.

Q: How should my department complete the checklist?

A: Department heads establish and delegate responsibilities to performer and certifiers within the departments.  Department heads are ultimately responsible for ensuring control activities have been completed.

Q: Do you know if the university or if schools have a certain materiality threshold?  If they do what is the amount?

A: Overall, there are different materiality thresholds for different purposes, and its application across our campus community will be different and subjective.

Examples of materiality in use:

  1. As a central office example, the year-end AP and Concur accrual process (https://blink.ucsd.edu/finance/account-fin-mgmt/closing/ap-accruals.html) has a threshold of $2,500 and that was based on the analysis done by the team that manages the AP accrual process in IPPS.
  2. Example that would be more specific for your school. If you are performing a High Risk Ledger Review (https://blink.ucsd.edu/finance/bi-financial-reporting/bud-finmgmt/transactions-details.html#High-Risk-Ledger-Review) as part of the internal controls checklist, those transactions are the ones you want to review regardless of dollar value because those transactions need documented review.\

Q: How do I get help if I have questions about this checklist or its content?

A: Several options are available for obtaining support:

  1. Attend Finance Office Hours Support
  2. Submit a Ticket to Budget and Finance Support
    • Select the following options:
    • Ask a Question or Make a Request
    • Financial Accounting
    • Internal Controls
    • Internal Controls Support
    • Subject: Need Support on Internal Controls Checklist
  3. Call the Finance Help Line

Questions?


If you need any additional assistance, please submit a ticket here.