General

1. Do I and others in the department have access to and use the University Electronic Handbook? If no, contact Charleen Cutler, B345 ASB, ext. 3013.
2. Does the department have access to the Financial Services home page? Please bookmark it for future reference. http://finserve.byu.edu/files/Newpage/level2.html
3. Does the department have access to the Asset Record Management System (ARMS) for capital equipment locations, inventories, declaring items surplus, etc? If no, contact Jerry Sandbakken, C-249 ASB, at 422-4098.
4. Does the department have any change funds, petty cash funds, checking or savings accounts? If yes, find out what types of funds or accounts are used, who works them and where they are located. Make certain that all cash funds are recorded and reconciled to the University financial system. External bank accounts must be authorized by Treasury Services. Questions about off campus bank accounts should be directed to Terry Freek at C-276 ASB, at 422-4759.
5. Have there been any recent changes in the department with persons authorized to initiate financial transactions? If yes, did the departing person(s) return keys, cell phones and other equipment, return or cancel department purchasing cards, Bookstore cards etc.? Have we changed computer passwords, canceled login ability, canceled long distance Facilities Access Code numbers, etc.?
6. Does the department sell or advertise goods or services to the general public? Does the department maintain any accounts receivable? If yes, check with Mark Madsen in Financial Services, D-148, at 422-7809. University policy states that departments generally are not to maintain their own accounts receivable.
7. Does the department sell any goods or services that may require the collection and reporting of sales tax? If yes, contact John Gardner in Financial Services, D148 ASB, at 422-6631.
8. Does the department have any resalable merchandise inventory or publications inventory in excess of $50,000? If yes, determine if the inventory is recorded as an asset on the general ledger in account 1300. Verify the existence and reasonableness of the stated inventory amounts. Inventory should be valued at the lower of cost or market. Review the adequacy of controls to safeguard the inventory. Determine that an annual physical inventory is taken and reconciled to the general ledger. Questions about inventory can be directed to Ken Sumsion in Financial Services at D148 ASB, at 422-1126.
9. Does the department receive any gifts of cash, checks, securities, or gifts-in-kind? If yes, are these being delivered to the Development Office in A-362 ASB for processing? Departments should not deposit donated cash or checks directly into a campus account.
10. Is the department receiving the appropriate monthly operating statements or budget/expense summaries from Financial Services. Are there problems or coding errors with the statements? If yes, contact the appropriate Financial Services representative for help with this account. See the directory at: http://finserve.byu.edu/files/Newpage/level2.html
11. Does the department have a procedure to account for the personal use and reimbursement of copies, miscellaneous supplies, long distance telephone calls etc.? If yes, are controls adequate to ensure compliance by employees. If no, review the following policies on the University electronic handbook: Church Duties and University Obligations, Departmental Collections/Deposits. Establish an appropriate procedure.
12. Does the department hire non-U.S. citizens or bring in non-U.S. citizens as guest lecturers or for other reasons? Do any of these visitors receive payments, stipends, honoraria or expense reimbursements? If yes, contact the International Office for assistance.
13. Does the department have any external sponsored research agreements or research projects? If yes, questions should be directed to Kevin Walker at A-278 ASB, at 422-6639.