Corrective Action Plan
Inaccurate Vendor Invoice Calculations
Communication was made by USA Health Director of Accounting to the USA Health Accounting Department on 11/4/23 and sent via email to all USA Health Department Managers on 11/6/2023 reiterating the procedures for submission, review, and ap...
Corrective Action Plan
Inaccurate Vendor Invoice Calculations
Communication was made by USA Health Director of Accounting to the USA Health Accounting Department on 11/4/23 and sent via email to all USA Health Department Managers on 11/6/2023 reiterating the procedures for submission, review, and approval of contract labor invoices.
Specific instructions to recalculate each contract employees’ timesheet(s) and agree the totals to the related invoice prior to approval were included and outlined for department managers, accountants, and accounts payable staff.
Duplicate Grant Expenditures and Proper Approvals
The manager charged with approval of grant related transactions and transfers in 2022/2023 has since left USA. The process for reviewing and approving grant expenditures has since been enhanced. Specifically, employees responsible for processing grant transfer documentation will ensure documents contain management approval(s), grants and contracts accounting approval, and appropriate documentation prior to keying and uploading documentation into the general ledger (Banner system). The new practice will help compensate for employee turnover as documentation of historical review will be available to successors.
Additional process enhancements will include the following:
• Expenses cannot be transferred to a grant until payment has been processed.
• Entries must contain a transaction line item for each invoice transferred to the Grant (not subtotals).
• Accounting records will be reviewed prior to approval to ensure expenditures have not been previously transferred to a grant.
• Expense transfer supporting documentation must contain a detailed schedule of all invoices, include a reference to the foapal and document number originally charged, name of vendor, date of initial payment, and amount.
USA Health Accounting is currently working with Grants & Contracts Accounting and the USA Campus Business Office to document the process and effectively communicate this process with all responsible parties.
Anticipated Completion Date
01/31/2024
Name of Contact Person for Corrective Action
Becky Schaffer, USA Health Director of Accounting