AGENDA

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AGENDA

• Introduction GL Recon/Verification
• GL Verification Overview/Background
• Investigation of Recharges
• Investigation of A/P Transactions
• Verification Requirements Separation of Duties
• QA

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Department Code Hierarchy
Campus
Control Point
Department
Division
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WebLinks Report Access
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User Access Permission (UAP)
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Department Tree Inquiry
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Department Code Inquiry
Select Children to list department codes that are
subordinate to the department. If you have access
to a department, you also have access to its
children.
Select Parent to list the department code that is
one level above in the department hierarchy.

• Select Dept Role to list key roles and who in the
  department is assigned that role
• Access Administrator (multiple)
• Business Officer
• Computer Support Coordinator (multiple)
• Effort Report Coordinator
• Equipment Custodian (multiple)
• Financial Administrator
• Head of Unit
• Identity Worker
• Payroll/Personnel Administrator

Select Financial Ownership to find out which DPA
Codes, Fund Codes, and Program Codes are owned by
the Department.
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DPA Inquiry
Dept Cd identifies the department that owns the
fund.
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Fund Inquiry
Department Cd identifies the department that owns
the fund.
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DPA/Fund Inquiry
If you search by DPA, the inquiry lists all Funds
that are coupled with that DPA.
If you search by Fund, the inquiry lists all DPAs
that are coupled with that Fund.
In the example, there are 17 Funds that are
coupled with DPA 661001.
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Source Codes
535 Financial Journal
545 Cost Transfer - Direct547 Cost Transfer
Payroll Exception
550 Recharge Manual Entry555 Recharge
Direct556 Recharge Auto
426 Accounts Payable - Auto
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GL Transaction Detail535 Journal
535Source Code
0000135625JournalID
SFBCPMCPreparerID
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Preparer ID Information
Contact information
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Login To PeopleSoft
Enter Journal ID
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PeopleSoft Journal
Click on Attachments
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PeopleSoft Attachments
Click on Attachments
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General Ledger Recharge Journal
Production entry
Utilize the 3-5 digits (640) of Jrnl Id to
determine who created the journal.
Journal Reference For Re-charge
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Journal Ids

• Located at http//acctg/general_accounting/journa
  l_id/index.htm

Journal Reference for Re-charge Journal (640)
Contact information
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Journal Tips
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• Identifying and Investigating Accounts Payable
  Transactions(Source Code 426)

Steven K. EngenAccounts Payable Manager
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Source Code 426Accounts Payable Transactions
Identifying Types of AP transactions

• Speed Chart POs

• Traditional POs

• P2P

• Other

Investigating AP transactions

• EDI Vouchers

• FedEx Vouchers

• Non-EDI Vouchers

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Source Code 426Voucher Numbering Convention
Coming Soon
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GL Transaction Detail
P2P
Source Code 426 are A/P transactions
Non EDI
EDI
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PO
JrnlDate
Ref
PostDate
Inv.
Inv.Date
JournalID
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Investigating AP Transactions
Questionable Charge on GL Transaction Detail
EDI
Non - EDI
Contact Vendor or AP Service Desk
PeopleSoft Voucher Document Status
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Investigating EDI Vouchers
Electronic invoices appear in GL Transaction
Detail by individual lines and not by invoice
total.
Use the GL Transaction Detail Rollup Template
Z0099054Voucher Number
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GL Transaction Detail Rollup Templatehttp//acctg
.ucsf.edu/olfs/trainingarchives/jobaids.htm
Z00990547 Transaction Lines in Weblinks
Z0099054Rollup to Single Line Using Template
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Login To PeopleSoft
Enter Voucher Number
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Click Voucher Number
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ClickEDI Info Link
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EDI DETAIL FOR TELECOM CHARGE
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Investigating FedEx EDI Charges
Make note of the voucher number
Z0098658
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Login To Weblinks
Click Accounts Payable
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Click Start
Enter Voucher Number
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Click Voucher Link
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Tracking Number used as Invoice Number for FedEx
EDI Vouchers
FedEx Account Number
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Goto FedEx website www.fedex.com
Enter Tracking Number
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Click View Signature Proof Results
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Enter FedEx Account Number
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Investigating Non-EDI Charges
Questionable Charge on GL Transaction Detail
Obtain Contact Name and Number

• Call Vendor
• Contact AP Service Desk for invoice copy

• Cost Transfer
• Contact AP Service Desk for assistance

Make Correction
AP Service Desk [phone]
apservicedesk_at_ucsf.edu
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• Verification of P2P Expenses

Mary Ellen (Mel) WalshSenior Systems Project
Analyst
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P2P Verifying Key Points

• Department no longer receives invoices - 3-way
  match process in P2P compares PO, invoice and
  receipt.
• Receipt of goods authorizes payment to vendor.
  Review Weblinks Summary reports as usual. P2P
  Transactions that have not been paid will now be
  reflected in balance.
• Packing slips should be filed by date and kept
  for 5 years.
• Procurement Dept Code is the driver for a
  majority of P2P reports and reconciliation.
• Assigned to Requester during user set-up
• Attached to a transaction for its entire
  lifecycle
• Used for verifying GL Transaction Detail in
  WebLinks

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Verification Change for P2P Expenses

• P2P transactions on GL Transaction Detail report
  are identified by the existence of a Procurement
  Dept Code.
• If CORRECT Procurement Dept Code listed - no
  further verification needs to occur due to P2P
  approval and 3-way match process
• If INCORRECT Procurement Dept Code - further
  investigation is required.

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VERIFICATION OF P2P EXPENSES
If INCORRECT Procurement Dept Code
If Correct Procurement Dept code
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GL Transaction Detail Rollup Templatehttp//acctg
.ucsf.edu/olfs/trainingarchives/jobaids.htm
Z00990547 Transaction Lines in Weblinks
Z0099054Rollup to Single Line Using Template
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GL TRANSACTION DETAIL ROLLUP TEMPLATE
P2P transactions are identified by existence of
Procurement Dept Code
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IDENTIFY QUESTIONABLE PROCUREMENT DEPT CODES
Questionable Procurement Dept Code

• Things to consider
• Could this be a split-funded transaction, where
  the Department is paying for a portion of a
  shared item?
• Did the Requester recently move from another
  Department and his/her PeopleSoft ID was not
  deactivated from the previous Department?
• Tip
• Create a list of Procurement Dept Codes in the
  Department/Division to use as reference.

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RESEARCH QUESTIONABLE TRANSACTION
Voucher ID
Note Voucher ID of the Questionable Transaction
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SEARCH VOUCHER DOCUMENT STATUS IN REPORTING
DATABASE

• Sign in to the Reporting Database within
  PeopleSoft
• Navigate to Accounts PayableReview Accounts
  PayableVouchers.Document Status
• Type Voucher ID
• Click Search

Z0110627
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VIEW DOCUMENTS ASSOCIATED WITH VOUCHER
PO Inquiry Click DOC ID Number next to the
PO Document Type to view the PO details,
including who is the PO Buyer and what are the
PO items). Receipt Inquiry Click DOC ID
Number next to the Receipt Document Type to
view the Receipt details, including who entered
the Receipt. Requisition Inquiry Click DOC ID
Number next to the REQ Document Type to view
the Requisition details, including who entered
the Requisition and when.
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VIEW PO INFORMATION
CLICK TO VIEW ADDITIONAL INFORMATION REGARDING PO
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VIEW PO INFORMATION
CLICK TO VIEW Fund/DPA information
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VIEW FUND/DPA INFORMATION
Select to view Requisition Details
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VIEW REQUISITION INFORMATION
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• Guidance
• Verification Requirements
• Separation of Duties

Scott FongGeneral Accounting Controls Manager
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VERIFICATION REQUIREMENTS
Basic Guidelines

• Cost of the control should not exceed the benefit
  
• Evidence of review is required for all funds
• Provide reasonable assurance that financial
  transactions are valid
• Frequency of reviews set by your management
• Document the frequency requirements
• Dept./Div. sets the rules or provides guidances
  on documentation needed for verification
• Based on risk assessment

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Example Process flow for Verifying Invoiced
Expenditures
Yes
End
No
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VERIFICATION REQUIREMENTS
Risk Assessment

• Risk Profile of Fund
• Sponsored funds higher risk
• Federal funds should be reconciled monthly to
  meet the UCOP 120 day requirement for timely cost
  transfers
• Unrestricted discretionary funds lower risk
• Risk Associated with Vendor
• Unknown/Unfamiliar vendors higher risk
• Controlled substances/restricted goods services
  higher risk
• Examples of low risk vendors (AirGas and
  Arrowhead Water)
• Example of high risk vendors (Quest Diagnostics
  and other vendors with known problems of
  invoicing incorrectly)

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VERIFICATION REQUIREMENTS
Risk Assessment

• Risk Size of Expenditure/Invoice
• Larger dollar value higher risk
• Smaller dollar value lower risk
• Risks from Low Value Expenditures
• of Expenditures from low value invoices
• Larger percentage higher risk
• Consider sampling invoices to reduce risks
• Source of Invoice/Expenditure
• P2P lower risk
• Exception Procurement Dep Code is INCORRECT
• Charges that are known, recurring or expected are
  generally lower risk

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VERIFICATION REQUIREMENTS
Last Points

• If expected expenditures arent reported on your
  ledgers, follow-up with the receiving function.
• Make sure the final step in the 3-way match is
  being timely performed (within 5 business days).
• Department of record for invoices is
• Controllers Office Accounts Payable.
• Auditors can be directed to the Controllers
  Office for documentation.
• Packing Slips retain for 5 years

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VERIFICATION
Tools
Evidence of Review http//acctg.ucsf.edu/internal
_controls/sas112/key_controls/UCSF_Verification_Re
view_Process.pdf Verification of
Expenditures http//acctg.ucsf.edu/internal_contr
ols/sas112/key_controls/Verification_Checklist.doc
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SEPARATION OF DUTIES
Guidance

• Ensure no one person has complete control of a
  financial transaction
• Require two or more people involved in
  verification process
• Reconciler/Verifier
• Reviewer/Approver/Acknowledger
• Their duties should exclude purchasing or
  procurement roles in which they have
  responsibility for verification/approval of
  expenditures

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Location of Presentation

• The presentation will be located on the
  Controllers Office website for your reference
  and departmental training.
• http//acctg.ucsf.edu/

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• Q A

Steven EngenScott FongJeff YepsenMary Ellen
Walsh