Self Assessment of Internal Control Questionnaire
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| Objectives | Risks |
|---|---|
| All requests for goods and services are initiated and approved by authorized individuals, and are in accordance with budget and appropriation guidelines. | Purchases from unauthorized vendors. Purchases are in violation of a conflict of interest policy. Purchases are not timely. Purchases not in accordance with budget and/or appropriations provisions. |
| All purchase orders are based on valid, approved requests and are properly executed as to price, quantity an vendor. | Payment in excess of optimum price. Quantities not adequate or in excess of need. Quality of materials or services received or substandard. |
| All materials and services received agree with the original orders. | Payment for materials or services not received. Damaged or missing goods not reported. Inferior quality of materials or services received. |
| All invoices processed for payment represent goods and services received and are accurate as to terms, quantities, prices and extensions; account distributions are accurate and agree with established account classifications. | Payment based on improper price or terms. Accounting distribution of cost is inaccurate. |
| All checks are prepared on the basis of adequate and approved documentation, compared with supporting data and properly approved, signed and mailed. -Incorrect or duplicate payments. | Alteration of checks. Disbursement for materials or services not properly documented or approved. |
| All disbursement, accounts payable, encumbrance transactions are promptly and accurately recorded as to payee and amount. | Improper cash, accounts payable, and encumbrance balances. |
| All entries to accounts payable, reserve for encumbrances, asset and expense accounts and cash disbursements are properly accumulated, classified and summarized in the accounts. | Misstated financial statements. Misstated internal financial data. Inoperable budgetary control. |
| Division of Purchases policies are followed in procurement, sufficient competitive bids/quotes are obtained and the State receives the best possible price - Purchasing policies violated. | Insufficient opportunity for potential bidders/suppliers. State pays unnecessarily high price for goods or services. Goods procured are of lower quality than those for same or lower price. Loss of funds from procurement fraud. |