Key Controls Impacting Campus
KC
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11
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18
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25
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33
36
41
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C1
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25 Key Controls Impacting Campus
Description
Financial Controls:
Bank deposits tracking and review to ensure that all deposits are made timely and recorded timely and
accurately
Invoices greater than $2,500 must be approved by the department responsible for the purchase.
DP-Delegated Department (DP) Reports are used every month by the Purchasing Department to track
information on spending amounts, invoice splitting and large expenditures.
Supplemental housing loan approval: UCSF provides Supplemental Loans for principal residences. Ensures
loans are properly authorized, approved and issued.
General Ledger Verification (Sponsored and Non-Sponsored Funds): Ensures expenditures are accurately
reported and no misstatements are reflected.
Capital Project Budget and Expenditures: Ensures capital expenditures are properly authorized and recorded
accurately.
Physical Inventory-Physical Inventory is conducted by the department custodian/PI every two years. Campus
Asset Management ensures the inventory is conducted every two years. Records are reconciled to the physical
inventory results.
Grants Federal Cash Transaction Report-Review and reconciliation of Federal Cash Transaction report.
Contracts Revenue Billing-Monthly review and reconciliation of contracts revenue billed to expense.
Post-audit of non-payroll cost transfers using a sampling process, allows EMF to correct cost transfer errors
made by departments and provide additional training to those departments to reduce the risk of future errors.
Overdraft Funds Review to monitor and follow-up with Control Points on excessive overdrafts to prevent
departments and PI’s from continuing and extending the overdraft amount on an award
Sponsored Project Accounts Receivable Reconciliation. Extramural Funds reviews outstanding accounts
receivable items to ensure that the general ledger and PS are in agreement and accurately reflect UCSF true
AR; revenue recognition is current, review of outstanding balances to prevent write-offs for uncollectible
balances.
Payroll Expense Distribution Report Review and Reconciliation. Ensure payroll expenditures are recorded
accurately.
Quarterly Balance Sheet Account Reconciliation Review to ensure balance sheet accounts are reconciled,
reviewed timely and corrective actions are completed to reflect accurate balances
Periodic Review of Systems Access to PeopleSoft Systems to ensure that security access for employees is
appropriate and timely for activation
Leave report reconciliation to ensure accurate reporting for vacation, sick and compensatory time
A-133 Controls:
Recorded transactions and activities that are expended only for allowable activities
Only allowable and allocable costs are charged as direct and indirect costs to federal awards
Provide reasonable assurance that the time between the transfer of funds from the treasury and their
disbursement are minimized for both prime and subrecipient
Equipment Physical Inventory is conducted every two years and equipment assets are accurately reflected
and detailed in the asset management system and comply with federal requirements (similar to KC 18)
Ensure committed amount of cost sharing was provided and committed level of effort were maintained and
expenses adhere to budget category restrictions
Only obligations incurred during the funding period are charged to the award
Provide reasonable assurance that the program income is earned and recorded in a separate fund is liquidated
on a periodic basis and is reported accurately to the federal awarding agency
Provide reasonable assurance that the financial and/or performance technical reports include only allowable
activity and submitted in accordance with the program requirements if federal awarding agency
Provide reasonable assurance that federal award information and compliance requirements are identified to
subrecipients, subrecipient activities are monitored, and subrecipient noncompliance is evaluated and
addressed
Department SAS 115 Key Controls (06/03/2011)