Goals
- Assess user department’s bluCard business processes for efficiency and policy compliance, including:
- adequacy of auditable supporting documentation
- appropriate evidence of authorization, receipt, and separation of duties
- evidence of control logs and timely bank statement reconciliations & verifications
- accuracy of sales & use tax application
- compliance with policies concerning restricted items, personal use, split purchases, and daily limits
- adequate training
2. Determine, approve and follow up on any action plans required of the user's department to lower the level of errors and increase policy compliance through additional training, modifications in dept work procedures and/or timely follow up assessments
Common bluCard Errors
- Signed and dated bank verifications in excess of 15 day BFS allowance
- Inadequate documentation or receipt verification
- Misapplied sales & use tax (usually from out of state vendors)
Assessment Process
A department may have its bluCard transactions picked for assessment in one of three ways:
- Every year a certain number of departments are scheduled for first-time assessment based on total bluCard usage
- Every year a certain number of departments will be scheduled for repeat assessments based upon the compliance rating of and length of time since its last assessment.
- Every year a certain number of departments will receive single transaction inquiries for transactions that may have been selected purely at random from current activity or may have fallen in higher error risk categories
Once selected, the dept business manager or his equivalent will be contacted to submit copies of requested support documentation for a provided list of transactions. Documentation requested will be:
- Departmental organization chart and bluCard agreement
- Completed Assessment questionnaire
- Approval authorization for the transaction
- Itemized receipt/invoice
- Third party verification (not cardholder) of goods received or work performance
- Recent bluCard training verification
- Verification statements & reconciliations of card activity & bank reports to BFS
Depts are generally allowed two weeks to submit documentation
Within two weeks of receipt, we will inform the dept of the results. If noncompliance is high enough, a follow up meeting will be scheduled and an action plan will be requested of the department to address any non-compliance issues.