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Management may request p-card audits.  Similar to a traditional audit, the P-Card audit process includes four phases, and each phase may require the involvement of the audit clients.

Planning

The audit team will send an audit notification letter to the Department Head of the area scheduled to be audited.  This notification will inform the audit client that our office will be performing a desktop P-Card audit of their area along with the time frame the review will cover.

In addition, the notification letter will provide the client with an estimated start date of fieldwork, along with an estimated timeline to completion.  While these dates are estimations and subject to change, it allows the client to prepare for the review and notify any applicable departmental employees.

Fieldwork

The audit team will select for review all, or a sample of, purchases made by current and/or prior cardholders within the department.  The purchases selected will fall within the time frame documented in the audit notification letter.  During our review, the audit team examines transactions to ensure: 

• Expense is an allowable cost per the Expenditure Matrix.  If needed, any supplemental approval is obtained (e.g. Environmental Health & Safety, Marketing and Publications, etc.).
• Expense report was completed, reconciled, and properly approved within a timely manner.
• Expense has adequate supporting documentation within Concur.
• Purchase incurred no Florida Sales Tax.
• Expense is a reasonable purchase per the mission of the department/university.
• Expenses are not split purchases.
• Expenses are charged to an appropriate FOAP (Fund, Organization, Account, Program).
• No unallowable or personal purchases.  If so, university was reimbursed.
• Returns and refunds are fully credited back to the P-Card used for initial purchase.

Reporting

At the completion of fieldwork, the audit team will provide an opportunity for department leadership, along with the Financial Manager/Cost Object Approver, to meet with the audit team to discuss any tentative observations.  This meeting is known as an Informal Exit Summary

At the completion of the Informal Exit Summary, the audit team will prepare the Procurement Card Desktop Audit Report.

The final audit report is sent to the audit area department head with copies sent to the following: 

• Vice President/Dean over audit area.
• Any additional department applicable individuals.
• Chief Procurement Officer.
• Assistant Controller.
• Procurement Card Coordinator.

Follow-up

If deemed necessary, the audit team will follow-up on department management corrective action plans to ensure audit recommendations are completed.

Frequently Asked Questions

Here are some frequently asked questions about the P-Card auditing. If you can't find the information you need, please email us at internal.audit@unf.edu.

Why are my P-Card transactions being audited?

As a public university, the University’s faculty and staff are accountable to the public and are often evaluated based on the public’s perception of our financial stewardship.  Even the appearance of a lack of financial stewardship undermines the confidence and support of the public that is critical for the University to achieve its mission.

Where can I find a copy of the most recent P-card Policies & Procedures manual?

³ÉÈËAVÊÓƵ Procurement Services maintains a website with information related to P-Cards.  The P-Card Policies & Procedures Manual is on the website.

Where can I find a copy of the most recent Procurement Expenditure matrix?

³ÉÈËAVÊÓƵ Procurement Services maintains a website with information related to P-Cards, including the Expenditure Matrix. 

What is adequate supporting documentation?A fully itemized receipt directly from the vendor is the preferred supporting documentation. If an itemized receipt is not possible, some form of documentation that fully describes the services or goods being provided must be received. If the cardholder fails to get a receipt at the time of purchase, it can be faxed, emailed, sent with the package, or printed from the Internet.

How do I document reimbursements and supporting documentation from other funding sources?

Foundation

If an expense is reimbursed by a ³ÉÈËAVÊÓƵ Foundation Account, include in the Concur documentation a copy of the Electronic Fund Transfer (EFT) or check received once processed by ³ÉÈËAVÊÓƵ Foundation.

Concession Funds

If an expense is reimbursed by the ³ÉÈËAVÊÓƵ concession fund, include in the Concur documentation information regarding the journal entry used to transfer the expense onto ³ÉÈËAVÊÓƵ’s concession funds.

Personal Reimbursement

If an expense is reimbursed by a personal check or credit card, include in the Concur documentation information regarding the check deposit or credit card transaction that was used to reimburse the university.