Transcript Review of Purchasing Card Transactions

1 st Quarter-2011
Financial Services
*Review statements to ensure documentation and
signatures are included
*Select sample of transactions for verification
*Select sample of transactions for comparison to
information received directly from vendor
Internal Audit
*Audit of transactions in conjunction with department
audits
*Use audit analytic software to detect questionable
transactions
Merchant Name
# of Transactions
% of Total
Transactions
Amount
PayPal
156
2.2%
$34,646.49
Amazon
636
9.0%
33,606.20
Broulim’s
562
8.0%
23,185.25
Wal-Mart
394
5.6%
15,809.53
Henry Schein
11
0.2%
13,369.53
BMC
173
2.5%
11,827.38
LDS Distribution
41
0.6%
9,709.00
Call Oil
86
1.2%
8,513.99
Waxie Sanitary Supply
32
0.5%
6,890.49
Nobel Woodworking
Supply
28
0.4%
6,819.73
Merchant Name
# of Transactions
% of Total
Transactions
Amount
PayPal
156
2.2%
$34,646.49
Amazon
636
9.0%
33,606.20
Broulim’s
562
8.0%
23,185.25
Wal-Mart
394
5.6%
15,809.53
Henry Schein
11
0.2%
13,369.53
BMC
173
2.5%
11,827.38
LDS Distribution
41
0.6%
9,709.00
Call Oil
86
1.2%
8,513.99
Waxie Sanitary Supply
32
0.5%
6,890.49
Nobel Woodworking
Supply
28
0.4%
6,819.73
Pcard holder identifies
legitimate University
need (e.g., monitor)
Buys monitor at store
with personal funds
($200)
Sets up storefront or
personal company on
eBay
Pcard holder brings
monitor to work
Ebay generates paper
trail showing purchase
and shipment
Uses University Pcard to
purchase item from
personal company ($250
plus $50 shipping)
University is out $100 with no visible sign of theft!
(Adapted from College & University Auditor, Fall 2010, p. 20)
Merchant Name
Sol Foods Qps
Askart.Com
Kirkhams Outdoor Produ
Rai*Id Parks And Rec
Macs #22164
Rai*Id Parks And Rec
Paypal *Rareposters
Rai*Id Parks And Rec
Rai*Id Parks And Rec
Amazon Mktplace Pmts
Fullcompassweb
Amazon Mktplace Pmts
Amazon.Com
Amount
19.33
24.95
385.33
52.00
53.74
44.00
423.80
24.00
44.00
18.56
79.21
9.92
42.90
Transaction
Date
3/27/2011
3/20/2011
3/13/2011
3/6/2011
2/27/2011
2/20/2011
2/13/2011
2/6/2011
1/30/2011
1/23/2011
1/16/2011
1/9/2011
1/2/2011
City /
Phone #
SPRINGDALE
480-703-9535
SALT LAKE CIT
888-778-4520
LETHBRIDGE
888-778-4520
402-935-7733
888-778-4520
888-778-4520
AMZN.COM/BILL
800-356-5844
AMZN.COM/BILL
AMZN.COM/BILL
Post
Date
3/28/2011
3/21/2011
3/15/2011
3/7/2011
3/2/2011
2/22/2011
2/15/2011
2/7/2011
1/31/2011
1/24/2011
1/18/2011
1/10/2011
1/3/2011
Merchant Name
Sol Foods Qps
Askart.Com
Kirkhams Outdoor Produ
Rai*Id Parks And Rec
Macs #22164
Rai*Id Parks And Rec
Paypal *Rareposters
Rai*Id Parks And Rec
Rai*Id Parks And Rec
Amazon Mktplace Pmts
Fullcompassweb
Amazon Mktplace Pmts
Amazon.Com
Amount
19.33
24.95
385.33
52.00
53.74
44.00
423.80
24.00
44.00
18.56
79.21
9.92
42.90
Transaction
Date
3/27/2011
3/20/2011
3/13/2011
3/6/2011
2/27/2011
2/20/2011
2/13/2011
2/6/2011
1/30/2011
1/23/2011
1/16/2011
1/9/2011
1/2/2011
City /
Phone #
SPRINGDALE
480-703-9535
SALT LAKE CIT
888-778-4520
LETHBRIDGE
888-778-4520
402-935-7733
888-778-4520
888-778-4520
AMZN.COM/BILL
800-356-5844
AMZN.COM/BILL
AMZN.COM/BILL
Post
Date
3/28/2011
3/21/2011
3/15/2011
3/7/2011
3/2/2011
2/22/2011
2/15/2011
2/7/2011
1/31/2011
1/24/2011
1/18/2011
1/10/2011
1/3/2011
To keep ourselves unspotted from the world, He expects
us to avoid such worldly distractions of businesses and
recreational facilities on the Sabbath day.
Sometimes we think of resting from our labors as merely
letting the hay baler stand idle in the field or putting a
Closed sign on the business door. Yet in today’s world,
labor includes the everyday work of our lives. This
could mean business activities we may accomplish
from home, athletic competitions, and other pursuits
that take us away from Sabbath day worship and the
opportunity to minister to others.
(April 2011 General Conference, highlight added)
 The Purchase Card Policy States:
The dollar limit is $1,000 per transaction and $3,000
per month unless otherwise approved by the
cardholder's supervisor, vice president, and the
Director of Financial Services. Please be aware that
trying to pay for one item with two transactions to
supersede this limit, referred to as "splitting", is a
violation of this policy.
Merchant Name
INTERNATIONAL ALLIANCE
INTERNATIONAL ALLIANCE
INTERNATIONAL ALLIANCE
INTERNATIONAL ALLIANCE
INTERNATIONAL ALLIANCE
LEARNING & THE BR
LEARNING & THE BR
BMC 1800 REXBURG
BMC 1800 REXBURG
MITACS
MITACS
JHMR GROUPS/CATERING
JHMR GROUPS/CATERING
Amount
Transaction Date Transaction ID
525.00
01/21/2011
85438621
525.00
01/21/2011
85438620
525.00
01/21/2011
85438619
525.00
01/21/2011
85438618
525.00
01/21/2011
85438585
565.00
01/8/2011
84546736
565.00
01/8/2011
84546735
229.99
01/21/2011
85438490
972.34
01/21/2011
85438489
517.89
02/28/2011
87869690
517.89
02/28/2011
87869689
757.00
02/5/2011
86320768
600.00
02/5/2011
86320767
 Be aware of what is being purchased.
 Help those in your area be aware of reviews being
done.
 Ask questions so cardholders know you’re actually
reviewing the statements.
 Ask for help if you have a concern.