| Audit Area: General Administration | |
| Indicator of Implementation / Progress | The Bursar Office stated they have reorganized and revised the existing policy and procedure manual. The manual will be used to guide personnel in the performance of their job duties. |
|---|---|
| Audit Issue | Due to the mail initially going to the Xerox Solution Center and Mail Room prior to delivery to departments, there is an increased risk that payments or donations to the university may be inappropriately or not specifically addressed. This would result in an untimely delivery to the Bursar Office for deposit. |
| Audit Recommendation | Appropriate personnel should explore the feasibility of centralizing the receipt of incoming mail (e.g., post office box). Centralizing the receipt of incoming mail serves as a control to prevent loss and/ or theft of mail. This is especially relevant for departments like the Bursar Office which receive high volumes of payments through the mail. |
| Management’s Response | Management concurred with and planned to implement the audit recommendation noted. |
| Current Status | In process. |
| Implementation Date | Corrective action was to be implemented on 4/15/16. |
| Indicator of Implementation / Progress | Contractual negotiations with Xerox are currently underway. |
| Audit Issue | Kentucky State University contracts with third party vendors to provide debt recovery services on behalf of the university. No one in the Bursar Office reviews the invoices to ensure the completeness and accuracy of the student debt collected. Also there is no verification of the collection fee charged by the vendors to ensure accordance with contractual terms. |
| Audit Recommendation | Appropriate personnel should review vendor’s invoices to ensure that student debt collected is complete and accurate. Personnel should also review all supporting documentation to ensure the collection fee is in compliance with contractual terms prior to approval of payment. If the invoice and supporting information do not clearly provide this level of detail, additional explanation should be provided. |
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