Petty Cash – Cash Handling and Cash Management Austin...Mr. Tom Carter, Independent Member . Ms....

Petty Cash – Cash Handling

and Cash Management

August 2015

The University of Texas at Austin Office of Internal Audits

UTA 2.302 (512) 471-7117

The University of Texas at Austin

Internal Audit Committee

Mr. William O’Hara, Independent Member, Chair Dr. Gregory L. Fenves, President Dr. Patricia L. Clubb, Vice President for University Operations Ms. Patricia C. Ohlendorf, Vice President for Legal Affairs Dr. Juan M. Sanchez, Vice President for Research Dr. Gage E. Paine, Vice President for Student Affairs Ms. Mary E. Knight, CPA, Associate Vice President and Interim Chief Financial Officer Mr. Paul Liebman, Chief Compliance Officer, University Compliance Services Mr. Cameron D. Beasley, University Information Security Officer Mr. Tom Carter, Independent Member Ms. Lynn Utter, Independent Member Mr. Michael W. Vandervort, Director, Office of Internal Audits Mr. J. Michael Peppers, Chief Audit Executive, University of Texas System

The University of Texas at Austin

Office of Internal Audits

* denotes project members This report has been distributed to Internal Audit Committee members, the Legislative Budget Board, the State Auditor’s Office, the Sunset Advisory Commission, the Governor’s Office of Budget and Planning, and The University of Texas System Audit Office for distribution to the Audit, Compliance, and Management Review Committee of the Board of Regents.

Petty Cash – Cash Handling and Cash Management

Project Number: 15.005

Director: Michael Vandervort, CPA

Associate Director: Jeff Treichel, CPA

Assistant Directors: *Angela McCarter, CIA, CRMA Chris Taylor, CIA, CISA

Audit Manager: Brandon Morales, CISA, CGAP

Auditor III: *Michael Hammond, CIA, CISA, CFE Cynthia Martin-Hajmasy, CPA Ashley Oheim, CPA

Auditor II: Stephanie Grayson Miranda Pruett, CFE

Auditor I: Jason Boone Bobby Castillo *Kerri Jordan

Sr. IT Auditor: Tod Maxwell, CISA, CISSP

IT Auditor: Tiffany Yanagawa

OFFICE OF INTERNAL AUDITS THE UNIVERSITY OF TEXAS AT AUSTIN

1616 Guadalupe Street, Suite 2.302 ·Austin, TX 78701 · (512)471-7117 ·FAX (512)471-8099

August 28, 2015

President Gregory F enves, PhD The University of Texas at Austin Office of the President P.O. Box T Austin, Texas 78713

Dear President F enves,

We have completed our audit of the Petty Cash: Cash Handling and Cash Management Audit. Our scope included FY15.

Based on surprise cash counts, interviews with relevant staff, and an evaluation of departmental cash handling policies and procedures, we conclude that The University of Texas at Austin appears to be in compliance regarding petty cash accounts. Six recommendations, including one priority recommendation were made to enhance policies and improve record keeping and documentation.

We appreciated the cooperation and assistance of the departments involved throughout the audit and hope that the information presented herein is beneficial.

Michael W. Vandervort, CPA Director

cc: Internal Audit Committee Members

Project # 15.005 - Petty Cash: Cash Handling and Cash Management August 2015

T A B L E O F C O N T E N T S

Executive Summary .............................................................................................................1 Background ..........................................................................................................................3 Scope, Objectives, and Procedures ......................................................................................3 Audit Results ........................................................................................................................4 Conclusion ...........................................................................................................................5 Appendix A ..........................................................................................................................6 Appendix B ..........................................................................................................................7


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E X E C U T I V E S U M M A R Y Conclusion Based on surprise cash counts, interviews with relevant staff, and an evaluation of departmental cash handling policies and procedures, we conclude that the departments reviewed appear to be in compliance regarding petty cash funds. However, one priority recommendation was made to the Office of Accounting to enhance policy and five departmental recommendations were made to improve record keeping and documentation. Six funds were chosen as a sample of the 74 petty cash funds at UT Austin. Departments included in the review have been individually notified via final memorandums which are included in Appendix B of this report. Summary of Recommendations Several recommendations were made at the department level regarding compliance with UT Austin policies and procedures. Senior management has reviewed the recommendations and provided responses which are attached in Appendix B of this report. Each issue has been ranked according to The University of Texas System (UT System) Administration Audit Issue Ranking guidelines and can be found in parentheses below. Please see Appendix A for ranking definitions. The Office of Internal Audits identified two departments with notable issues and made the following recommendations:

Intercollegiate Athletics Ticketing should ensure: o The petty cash fund is maintained at the established dollar value (High); o The petty cash log is consistently signed by both the person receiving the cash and the

person issuing the cash (High); and o The petty cash fund is reconciled on a monthly basis (High).

The Frank Erwin Center should ensure: o Deposits of $500 or more are made daily at the Bursar’s Office (High) and at least

weekly even if the accumulated total is less than $500; and o All employees who handle cash complete CW 505 – Cashier Training (High).

One priority recommendation is being made for the Office of Accounting (OA) which involves updating the petty cash policy included in UT Austin’s Handbook of Business Procedures (HBP). This recommendation is listed as part of this report and will include follow-up procedures based on the action plan developed. Departments have provided corrective action plans which are expected to be implemented on or before September 1, 2015. Audit Scope and Objective This audit was conducted as part of our Fiscal Year 2015 Audit Plan. The scope of this review includes FY 2015 petty cash funds. Specific audit objectives were to determine whether the units selected had the approved cash amount in their petty cash fund and had proper controls in place in accordance with UT System’s Cash Management and Cash Handling Policy and UT Austin’s Cash Handling procedures (HBP Part 6).


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Background Summary The population of petty cash funds was determined based on the number of years since each of the units were last audited, total petty cash amounts, and the location of each unit. A total risk score was calculated for each unit and the five units with the highest scores were reviewed. In addition, OA requested a review of the Campus Activities Office-Cheerleaders fund because of inactivity.


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B A C K G R O U N D The University of Texas System (UT System) Policy 166: Cash Management and Cash Handling Policy (UTS 166)1 is designed to institute controls and standardize cash management elements across UT System and its institutions in handling, securing, and investing funds. In addition, the Cash Handling section of The University of Texas at Austin (UT Austin) Handbook of Business Procedures (HBP) 2 addresses detailed controls and procedures related to cash and cash equivalent collections and deposits. The six petty cash funds selected for review included: Texas Union ($32,000), Housing & Food Service-Division Office ($23,000), Office of Accounting-Cashiering ($15,000), Intercollegiate Athletics Ticketing ($12,000), Special Events Center (SEC), Frank C. Erwin, Jr. ($10,750), and Campus Activities Office-Cheerleaders ($2,500). The population of petty cash funds was determined based on the number of years since each of the units were last audited, total petty cash amounts, and the location of each unit. A total risk score was calculated for each unit and the five units with the highest scores were reviewed. In addition, the Office of Accounting (OA) requested a review of the Campus Activities Office-Cheerleaders fund because of inactivity. This audit was conducted as part of our Fiscal Year 2015 Audit Plan.

S C O P E , O B J E C T I V E S , A N D P R O C E D U R E S The scope of this review includes FY 2015 petty cash funds. Specific audit objectives were to determine whether the units selected had the approved cash amount in their petty cash fund and had proper controls in place in accordance with UTS 166 and UT Austin’s Cash Handling procedures (HBP Part 6). To achieve these objectives, the Office of Internal Audits (Internal Audits):

Performed surprise cash counts; Interviewed relevant staff within the petty cash process; and Evaluated departmental cash handling policies and procedures.

This audit was conducted in accordance with the International Standards for the Professional Practice of Internal Auditing and with Government Auditing Standards.

1 UT System Cash Management and Cash Handling Policy 166– http://www.utsystem.edu/policy/policies/uts166.html 2 UT Austin Handbook of Business Procedures: Cash Handling– http://www.utexas.edu/business/accounting/hbp/06_cash/index.html


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A U D I T R E S U L T S Based on surprise cash counts, interviews with relevant staff, and an evaluation of departmental cash handling policies and procedures, we conclude that the departments reviewed appear to be in compliance regarding petty cash funds. However, one priority recommendation was made to OA to enhance policies and five departmental recommendations were made to improve record keeping and documentation. Six funds were chosen as a sample of the 74 petty cash funds at UT Austin. Several recommendations were made at the department level regarding compliance with UT Austin policies and procedures. Senior management has reviewed the recommendations and provided responses which are attached in Appendix B of this report. Each issue has been ranked according to The University of Texas System (UT System) Administration Audit Issue Ranking guidelines and can be found in parentheses below. Please see Appendix A for ranking definitions. The Office of Internal Audits (Internal Audits) identified two departments with notable issues and made the following recommendations:

Intercollegiate Athletics Ticketing should ensure: o The petty cash fund is maintained at the established dollar value (High); o The petty cash log is consistently signed by both the person receiving the cash and the

person issuing the cash (High); and o The petty cash fund is reconciled on a monthly basis (High).

The Frank Erwin Center should ensure: o Deposits of $500 or more are made daily at the Bursar’s Office (High) and at least

weekly even if the accumulated total is less than $500; and o All employees who handle cash complete CW 505 – Cashier Training (High).

Update Handbook of Business Procedures Audit Issue Ranking: Priority UT Austin’s HBP Section 6.6.D does not contain information regarding maintenance of a petty cash fund. Departments are using a link to a resource called “Imprest Fund Management” that has not been reviewed or updated since 1998. In addition, Internal Audits provided a verbal recommendation to OA regarding this issue during an audit in FY 2011. OA believed that the Imprest Fund Management document was authored by a state agency and thus should only be edited by the author. However, after further review OA stated that UT Austin created this document and has responsibility for updating this area of the HBP. Without current and relevant information regarding petty cash funds, there is an increased risk for the mismanaged funds. UTS 166, Section 7.1 states, “Internal procedures and controls for cash handling are necessary throughout the U.T. System to enforce cash management policy objectives.” In addition, UTS 166, Section 7.2 states, “Procedures are to include, but not be limited to, complete documentation and audit trails, cashier training, random audits, sequential receipting, balancing, and timely and accurate reporting. The documentation of transactions and the balancing of cash at all points of transfer and transport are critical to maintain accuracy and safety of cash transaction.”


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Recommendation: OA should ensure that the HBP is updated to reflect current practices and procedures to maintain control over petty cash funds. Management’s Corrective Action Plan: HBP Section 6.6.D will be updated to reflect proper, current, petty cash maintenance responsibilities. Responsible Person: Associate Director – Office of Accounting Planned Implementation Date: HBP to be updated on or before September 1, 2015. Post Audit Review:

C O N C L U S I O N Based on surprise cash counts, interviews with relevant staff, and an evaluation of departmental cash handling policies and procedures, we conclude that the departments reviewed appear to be in compliance regarding petty cash funds. However, one priority recommendation was made to the Office of Accounting to enhance policy and five departmental recommendations were made to improve record keeping and documentation. Six funds were chosen as a sample of the 74 petty cash funds at UT Austin. Departments included in the review have been individually notified via final memorandums which are included in Appendix B of this report. In accordance with directives from UT System Board of Regents, Internal Audits will perform follow-up procedures to confirm that audit recommendations have been implemented.


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A P P E N D I X A

Audit Issue Ranking

Audit issues are ranked according to the following definitions, consistent with UT System Audit Office guidance. These determinations are based on overall risk to UT System, UT Austin, and/or the individual college/school/unit if the issues are left uncorrected. These audit issues and rankings are directly reported to UT System. • Priority – A Priority Issue is an issue that, if not addressed immediately, has a high probability to

directly impact achievement of a strategic or important operational objective of UT Austin or the UT System as a whole.

• High – An issue that is considered to have a medium to high probability of adverse effects to UT

Austin either as a whole or to a significant college/school/unit level. • Medium – An issue that is considered to have a low to medium probability of adverse effects to UT

Austin either as a whole or to a college/school/unit level.

• Low – An issue that is considered to have minimal probability of adverse effects to UT Austin either as a whole or to a college/school/unit level. Issues with a ranking of “Low” are reported verbally to the unit and are not included in the final report.


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A P P E N D I X B

TABLE OF CONTENTS Texas Unions…………………………………………………………………………………….... Tab 1 Housing & Food Service – Division Office………………………………………………………. Tab 2 Intercollegiate Athletics Ticketing………………………………………………………………... Tab 3 Office of Accounting - Cashiering ……………………………………………………………….. Tab 4 Special Event Center (SEC), Frank C. Erwin Jr.…………………………………………………. Tab 5 Campus Activities Office - Cheerleaders………………………………………………………..... Tab 6

Petty Cash – Cash Handling and Cash Management Austin...Mr. Tom Carter, Independent Member . Ms....

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