Attachment_D.10_Internal_Control_questionnaire.xls

XLS spreadsheet 98 KB Posted Apr 29, 2016

Attached to: Request for Quotations (RFQ): Blanket Purchase Agreement (BPA) and Call Order RFQs for Audit and Financial Review Services
Solicitation number: SOL-620-16-000001
Issued by: US Agency for International Development Nigeria

About this file

From the source

ATTACHMENT D.10 - Internal Control Questionnaire

View the file

Other files

File	Type	Posted
Ammendment_1_-_SOL-620-16-000001.pdf	PDF	Jun 10, 2016
Attachment_D.3_Price_Worksheet.xls	XLS spreadsheet	Apr 29, 2016
Attachment_D.2_-_BPA_Call_Order_02__RFQ_-_STEER.pdf	PDF	Apr 29, 2016
Attachment_D.9_-_Risk_Assessment_Checklist.xlsx	XLSX spreadsheet	Apr 29, 2016
Attachment_D.1_-_BPA_Call_Order_01_RFQ_-_SMILE.pdf	PDF	Apr 29, 2016
Attachment_D.13_-_Contractor_Bio_Data_Sheet.doc	DOC document	Apr 29, 2016
Attachment_D.6_-_Contract_Performance_Report_Short_Form.docx	DOCX document	Apr 29, 2016
Attachment_D.12-_Implementation_Matrix.xlsx	XLSX spreadsheet	Apr 29, 2016
Attachment_D.8_-_Branding_and_Marking_Requirements_Waiver.pdf	PDF	Apr 29, 2016
Attachment_D.4_-_Financial_review_format.doc	DOC document	Apr 29, 2016
Attachment_D.11_-_Questionable_Cost_Matrix.xlsx	XLSX spreadsheet	Apr 29, 2016
Attachment_D.7_-_SF-LLL.pdf	PDF	Apr 29, 2016
SOL-620-16-000001_-_Audit_and_Financial_Review_Services.pdf	PDF	Apr 29, 2016
Attachment_D.5_-_Intenal_Control_Env._Checklist.xlsx	XLSX spreadsheet	Apr 29, 2016

Show all 14

On GovTribe

Work with this file

Download the original file
Contacts named in this file
Similar government files
Ask GovTribe AI about this file

Try for free Login

Text version

The file's text, extracted by GovTribe without its formatting.

ICQ

ATTACHMENT D.10 INTERNAL CONTROL QUESTIONNAIRE

FMO, USAID/NIGERIA

RECIPIENT: (Enter Recipient name)

(Basic Ref: AICPA, AU Section 319 - Consideration of

DOES IT

OPERATING

the Internal Control Structure in a Financial

Statement Audit), 22 CFR 226.34 & 226.44 (Controls

EXIST?

over Procurement, Contracting and property management Functions)

I. CONTROL ENVIRONMENT:

Is there an Organization Chart?

Is there a job description of major functions for each

department of the organization?

Does the recipient have written policies for:

Financial Management:

Accounting, such as:

Chart of accounts?

Revenues?

iii

Expenditures?

Advances issued to others?

Assets, property?

Assets, cash?

Reporting through financial statements?

Policies on external audit of recipient?

Periodic external audit for sub recipients?

Policies for audit resolution?

Policies requiring accounting records

be supported by source documents?

For obtaining prior approval from

USAID for advance determinations?

Personnel policies, such as:

Position Descriptions?

Recruitment?

Compensation?

Benefits?

Performance evaluation?

Training?

Termination from employment?

Code of conduct?

Purchasing policies and procedures, such as:

For capital assets?

For technical services?

For non expendable property?

Offshore procurement?

Local procurement?

Does the Recipient have a technically qualified procurement

staff capable of soliciting,competition, evaluating and

selecting contractors?

Is it capable of negotiating, awarding, administering, and

monitoring contracts?

YES NO

Does the recipient have any written Travel Policies?

Does the recipient have communication policies

for employees to follow, such as Handbooks

minutes from staff meetings, board meetings, others?

Is there a formal system?

Any delegations of authority?

Does the recipient have property management standards ?

Control Environment

COMMENTS:

II. ACCOUNTING PROCESS & FINANCIAL REPORTING:

If this entity uses a computerized accounting

system which modules are maintained on the computer:

General ledger

Accounts receivable

Accounts payable

Payroll

Fixed assets

Accounting Process

YES NO

Separate accounts for USAID funds

Separate bank account for USAID funds

Accounting records utilized

Bank book

Petty cash book

Fixed assets register

Inventory ledger for non-expendable property

Petty cash record

Records posted in ink

Are postings up to date

After a physical inventory is taken is it reconciled to

both the non expendable property ledger and the

general ledger?

Does the recipient bill for advances

before they are true expenditures?

Advances:

Is the authority to approve restricted to the

project director or designee?

Are advances liquidated timely, such

as within 30 days?

Are advances made prior to liquidating

all earlier advances?

Are individual records established for each

advance?

Is there a follow up system to monitor,

reconcile and liquidate advances?

Reports prepared

Trial balance?

- Fund accountability statement ____ ____

Fund accountability statement?

Certified Fiscal Report (CFR)?

Are the amounts in the CFR generated from the

General Ledger as appropriate?

Storage of records

Is a systematic method followed?

Are supporting documents easily retrievable?

Forms used

Journal voucher

Petty cash voucher

Payment voucher

Accounting Documentation

Is the receipt of funds recorded with a document,

such as a journal voucher?

Are non cash transactions recorded with a document

such as a journal voucher?

Does the journal voucher describe sufficient

information to properly classify the transactions for

financial reporting?

Are all payments supported by documentation?

Are payment documents and all journal vouchers

approved by supervisor prior to posting?

Is access to accounting records limited to

authorized persons?

Are supporting documents in active files

easily retrievable?

II.

SUMMARY OF THE ACCOUNTING PROCESS,

AND FINANCIAL REPORTING

AND RISK RANKING

COMMENTS:

III. CONTROL PROCEDURES

PETTY CASH FUNDS:

Is fund responsibility vested in one person (Custodian)?

Is custodian denied access to accounting records?

Is the fund turned over in a reasonable period of time,

say every 90 days?

Is the fund physically secured (under lock and key)?

Is access resticted to custodian?

Are receipts attached to reimbursement vouchers?

Are vouchers submitted for reimbursement approved

prior to payment by someone other than the custodian?

Are surprise physical counts conducted periodically

by someone other than the custodian?

Are all supporting documents stamped "PAID"

with the date of payment indicated thereon

to prevent duplicate payment?

PROCUREMENT PROCESS:

Is there a code or standards of conduct that governs the

performance of theRecipient's officers, employees, or

agents engaged in the awarding andadministration of

contracts using USAID funds?

Does procurement action follow a procedure to assure the

avoidance of purchasing unnecessary or duplicative items?

Is there a form of price or cost analysis in connection with

every procurement action?

Are purchase requisition forms approved by

supervisors prior to procurement?

Are purchases made on the basis of

competitive procurement for major items?

Are written price quotations requested for

purchases over a threshold amount?

Are purchase commitments documented in

writing, such as on purchase orders?

Are P.O.s pre numbered?

ii.

Stored in secure place?

iii.

Periodically accounted for?

Do completed purchase orders include adequate

descriptions, terms, and instructions?

Are purchase orders approved by authorized

personnel before issuance?

Is the purchasing function independent of

receiving, shipping, invoice processing,

accounting and paying functions?

Are old items in the open purchase order

file periodically investigated?

Are items received documented on

receiving & inspection report forms?

Are R.I.R.s pre numbered?

ii.

Stored in secure place?

iii.

Periodically accounted for?

Is the recipient using the following

processes for major procurement:

Advertising?

ii.

Prequalification?

iii.

Preparation of invitation for bids (IFB)?

iv.

Review of technical and/or cost proposals?

Review of bids, analysis & award?

vi.

Drafting and negotiating final contracts?

vii.

Determining the method of payment?

Are files maintained for each major

procurement transaction?

Are they easily accessible for audit or review?

ii.

Do they include the following:

Basis for contractor selection

Justification for lack of competition when competitive

bids or offers are not obtained

Basis for award; cost or price.

Is an inventory taken annually of non expandable

property?

Does the Recipient have adequate authority to negotiate and award

contracts, approve contractor vouchers, pay contractors promptly, amend

contracts, etc. without requiring the approval of other cost country entities?

If not, are such external approval requirements likely to delay or complicate

the contracting process excessively?

Are procurement staff well qualified in terms of educational, professional

and procurement training experience?

CASH/CHECK DISBURSEMENT AND RECEIPT OF FUNDS PROCESS:

Do check signers review the supporting

documents prior to signing?

Are the invoices received from suppliers:

Compared with evidence of receipt?

Checked for mathematical accuracy?

Approved prior to payment by management?

Stamped "paid" or cancelled after processing?

Is the person who prepares checks authorized to sign

checks?

Is the check signer also the bookkeeper?

Are all blank checks:

YES NO

Kept in a safe place (under lock and key)?

Pre numbered?

Periodically accounted for?

Is cash on hand (including unpaid payrolls)

kept in a safe place under lock and key?

Are reconciliation's of bank statements to

cash/check books and to general ledger:

Prepared on a timely basis?

Reviewed and approved by an authorized

person?

Are 2 signatures required on all checks?

Are "Funds Available" obtained from the accounting

department prior to payment?

10.

Are cash receipts promptly deposited in the bank (1 day)?

11.

Are checks received promptly deposited in the bank

(1 day)?

12.

Is the cash receipt book:

Kept in a safe place (under lock and key)?

Pre numbered?

Periodically accounted for?

INVENTORY RECORDS (WAREHOUSE)

Are records up-to-date?

Do they have the required details

Are they periodically reconciled to physical count?

Are any differences investigated and adjusted?

Does inventory records have:

item and description

lot number (medicines, contraceptives)

source of financing

supplier name

unit of measurement

location in the warehouse

date, reference to source document and quantity

of receipt and issuance.

WAREHOUSE OPERATIONS

Is the warehouse

secured?

suitable for storage of the commodities

organized and equipped with shelving and

other equipment necessary for managing the

commodities?

adequately staffed?

access restricted only to authorized personnel?

Are the items segregated and stored by project number?

Are transfers to other warehouses properly documented

Are dispatches from the warehouse supported by

authorized requisition and/or issuing documents

Are policies implemented to carry out physical

inventories on a regular basis (at least twice a year?

RECEIVING AND INSPECTION

Is the management and custody of inventories

centralized, coordinated and organized?

Are sequentially numbered receiving reports used to

control receipt of commodities?

Are all commodities received supported by a

purchase order or contract?

Are commodities being inspected by a technician

at the time of receipt to ensure that the commodities

received meet the technical specifications?

Are commodities physically counted and checked

against receiving documents?

Are shortages or damages quantified and noted?

Are complete receiving documents prepared?

TRANSFERS

Are items in transit controlled?

Have controls over transfers from one warehouse to another

one been established?

CONTRACT ADMINISTRATION

Does contract policies provide for the following:

Planning

Statement of work and budget estimates

Avoidance of improper business practices and

personal conflicts of interest.

Safeguarding of contract information.

Prequalification of bidders/offerors.

Competitive Contracting

Advertising

Preparation, receipt and evaluation of Request for

proposal(RFPs),Request for technical proposal

(RPTs) or invitation for bids(IFBs).

statement of work.

Terms and conditions

iii

Review and analysis of technical and

cost proposals.

Negotiation and preparation of draft and final

contracts.

Adequacy of site visits

Enforcement of contract delivery schedules

and specification compliance.

Effectiveness of monitoring contract closeout or

termination processes

Adequacy of contracts records and files documentation

Invoice examination policies and procedures

implementing controls to prevent duplicate

or erroneous payments

determining the accuracy and reasonableness

of quantities, prices, and amounts shown on vouchers

adequacy and effectiveness of recipient in reviewing

requests for and use of cash advances by contractors.

PROPERTY MANAGEMENT

Are records of fixed assets maintained accurately?

Do the records include the following information:

A description of the equipment

Manufacturer's serial number, model number

or other identification number

Acquisition cost

Location and condition of the fixed asset

Ultimate disposition data, including date of

disposal.

Is a physical inventory of fixed assets taken and the

results reconciled with the fixed assets records

at least once every two years/?

Are any differences between physical quantities

and accounting records investigated to determine

causes of differences?

Is a control system in effect to insure adequate safeguards

to prevent loss, damage, or theft of fixed assets?

Are adequate maintenance procedures implemented

to keep fixed assets in good condition?

III.

SUMMARY OF CONTROL PROCEDURES

COMMENTS:

&R&"Times New Roman,Regular"&12Appendix 3 &C&P&RPage &P of &N

File details come from the government source that posted it. Updated Nov 14, 2017.