SCO Audit Tales
California State University, Sacramento????????
Timeline as 1 Campus
Areas of SCO Interest
Areas of Campus Concern
FOA April 2009 2?????????????
Timeline – 1 Campus
October 9, 2007 – Picked/Volunteered as 1 Campus; began Preparation
October 16, 2007 – Submitted GAAP Package to CO
October 16, 2007 – Submitted requested information to SCO
October 22, 2007 – Entrance Meeting
November 13, 2007 – On-Campus Fieldwork Begins
February 8, 2008 – On-Campus Fieldwork Ends
March 4, 2008 – Informal Exit Meeting
June 3, 2008 – Heard about Draft Report during CO/SCO Teleconference
June 4, 2008 – Received unofficial Draft Report
July 28, 2008 – Received official Draft Report
August 11, 2008 – Submitted Campus Response to Audit
September 19, 2008 - Final Report Issued
November 20, 2008 – SCO Audit Evaluation Questionnaire
FOA April 2009 3????
Reviewed Sacramento State’s FIRMS data that
was provided to the SCO by the CO
State GL 9000 “Operating Expenditures” for CSU Fund
485 and last of General Fund by FIRMS Object Code
for 06/07 and 1 three months of 07/08
That data contained the beginning of RMP
Disbursement transactions and PO’s
Lots of transfers to explain as we moved to RMP
FOA April 2009 4???
Tied FIRMS balances to Journal Sources to define and
focus the audit scope clearly
At Sac State, APS Journal Source also represents
disbursements from the AP subsystem
Our position: Transactions from all other Journal Sources
and CSU Funds are out of scope (Payroll and PFA’s
already go through SCO)
FOA April 2009 5Defining Parameters
Example – FIRMS Recon by Journal Source 7/07 thru 9/07
Tied to FIRMS
FOA April 2009 6Defining Parameters
Early SCO Information Request had
Many sounding like FISMA
Worked with CO and SCO to reduce
from ten to five items
Did not want to set CSU Precedents
FOA April 2009 7?
State of California John Chiang, State Controller
M e m o r a n d u m
To : Justine Heartt Date: November 21, 2007
University Controller AccountingServices CSU, Sacramento
From : Jessica Encarnacion
Staff Management Auditor
State Agency Audits Bureau State Controller’s Office
Subject: Information Request
Updated Request --------
To help facilitate our review of the accounting and internal processes of the student fee trust
accounts, would you please provide us with the following (hard copy or electronic form):
1. Board minutes of all meetings held during July 1, 2006 through present.
2. Current organization charts that identify the departments/units involved in the areas
related to student fees.
3. Campus policies, procedures manuals and flow charts pertaining to procurement and
contracting services, cash receipts/accounts receivable, and cash disbursements/accounts
4. Executive Orders (EO) related to the receipt and disbursement of student fee revenues.
(Auditors were already provided a copy of EO No. 761 and 1000 from the Chancellor’s
5. A list of all contracts, which includes the contractor’s name, contract number, term of the
contract, contract amount, and balance of contract as of 9/30/07.
FOA April 2009 8????????
Three Auditors were scheduled to perform fieldwork
Usually two were on campus at any given time
Fieldwork commenced November 2007 and was estimated to end
On-Campus Fieldwork actually ended February 8, 2008
Some fieldwork would be performed remotely because Audit Team
will have PeopleSoft Access
Fieldwork continued at the SCO – they moved during audit, had
mandated training during audit
Information requests continued while the team worked from the
Since they are so close to campus – they often worked remotely
FOA April 2009 9???????
Areas of SCO Interest
Pretty much the same as Sonoma State University
Sample selection was not random – Heavy on
FOA April 2009 10