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Section 1: Internal Control

Control Activities

Effective Date:

6/21/11

Approved By:

Lenora Chapman, Associate Vice President for Financial Affairs

Last Revised On:

05/06/2016

For Assistance Contact:

Assistant Vice President, Financial Affairs and Controller

PURPOSE/SCOPE

To provide an overview of the Control Activities element of internal control.

AUTHORITY

University of Texas (UT) System policy UTS142.1 – Policy on the Annual Financial Report assigns direct responsibility to the Institutional Financial Reporting Officer to establish internal controls over the preparation of the Annual Financial Report. Control activities are essential for effective internal control.


UNIVERSITY GUIDELINES

An effective internal control system must include control activities at every level and in all activities of an organization.  At The University of Texas at San Antonio (UTSA),  examples of these activities include but are not limited to:

    1. Segregation of duties: See Financial Management Operational Guideline (FMOG) -
      Monitoring Plan for Segregation of Duties and Reconciliation of Accounts.

    2. Controls over technology: Access to information systems is restricted to protect against unauthorized access, disclosure, modification or destruction, as well as to assure the availability, integrity, and confidentiality of information. For more information, see How to Comply with Security Policies; Handbook of Operating Procedures 8.12 - Information Resources Use and Security Policy; and FMOG - Security Access Management and Control: Texas Comptroller of Public Accounts - Fiscal Management System.

    3. Reconciliations: Comparing information from separate sources (such as the general ledger and subsidiary ledgers) to determine whether the information is consistent, analyzing any differences, and correcting the records so that the information in both sources is accurate. For more information and examples of reconciliation see FMOGs - Monthly Financial Report Reconciliation Process and Reconciliation of Student Financial Data.

    4. Certifications and sub-certifications: See FMOGs - Fiscal Management Sub-Certification Work Plan and Fiscal Accountability and Stewardship of University Resources.

NOTE:  While policies and procedures are not control activities in themselves, Principle 12 of Internal Control – Integrated Framework states that “The organization deploys control activities through policies that establish what is expected and in procedures that put policies into action.” The Handbook of Operating Procedures and Financial Management Operational Guidelines are examples of UTSA policies and procedures. Other examples of UTSA and UT System policies are available at the UTSA Policies and Required Links website.

For an overview of internal control see FMOG - Internal Control Overview.


DEFINITIONS

Term Description

Financial Reporting Officer

The UTSA Associate Vice President for Financial Affairs is designated as the Financial Reporting Officer.

REFERENCES/LINKS

RELATED FORMS/WORKSHEETS

None at this time.


REVISION HISTORY

Date Description

05/06/16

Update to The University Guidelines.

10/31/12

Updated guideline to reflect transition from DEFINE to PeopleSoft.

06/29/11

Removed Revenue Reasonableness Review reference and link from the Reconciliations control activity.

06/21/11

Published new statement.


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