Business Office Audit

• Campus

• Conducted on

  Date

• Prepared by

• Business Office Manager

• Have all FA Disbursements Receipts been printed (Run Cash Receipt Report - CampusVue --> Reports --> Student --> Cash Receipts. Verify there is a date posted for all EFT Received)

  Yes

  No

  N/A

• Have all Withdrawal Letters been printed within 1 week of due date? (CampusVue --> Reports --> Contact Manager --> Activity Detail)

  Yes

  No

  N/A

• Have all VA and Alternative Loans been posted accurately and timely (review EFT Reconciliation spreadsheet posted T:\EFTRecon\2013\Month)?

  Yes

  No

  N/A

• Have all VA and Alternative Loan Refunds been posted accurately and timely (review EFT Reconciliation spreadsheet posted T:\EFTRecon\2013\Month)?

  Yes

  No

  N/A

• Have all Title IV Credit Balances been reviewed and resolved in a timely manner?

  Yes

  No

  N/A

Student Sample pulled prior to audit

• Enter Student Name and Number

• Is Student Information (Name, SSN, Address, City/State, Zip, Telephone Number and DOB) Complete / Correct?

  Yes

  No

  N/A

• Is Program Information (Title, Total Clock Hours, Total Credit Hours, Total Weeks, Type of Program) Complete / Correct?

  Yes

  No

  N/A

• Is Class Information (Start Date, Class Days, Class Time, Completion Date) Complete / Correct?

  Yes

  No

  N/A

• Are all Program Costs listed correctly and Accurate?

  Yes

  No

  N/A

• Has Student initialed all Terms associated with contract?

  Yes

  No

  N/A

• Has the certification statement been dated and signed correctly by the Student?

  Yes

  No

  N/A

• Has the Enrollment Agreement been signed by Applicant and School Representative?

  Yes

  No

  N/A

• Student Sample pulled prior to audit

Credit Memo

• Enter Student Name and Number

• Is Student Name listed correctly?

  Yes

  No

  N/A

• Is Student ID listed correctly

  Yes

  No

  N/A

• Is Program Name listed correctly?

  Yes

  No

  N/A

• Is the Start Date listed correctly?

  Yes

  No

  N/A

• Are Program Charges from Catalog Addendum posted correctly?

  Yes

  No

  N/A

• Is the Number of Weeks in Program listed correctly?

  Yes

  No

  N/A

• Are the AY Weeks posted correctly?

  Yes

  No

  N/A

• Are the weeks remaining after credits posted correctly?

  Yes

  No

  N/A

• Are taxes posted correctly (including STRF for CA schools)?

  Yes

  No

  N/A

• Does the credit memo have all needed signatures and dates?

  Yes

  No

  N/A

• Are the Course Names / Numbers listed correctly?

  Yes

  No

  N/A

• Are Clock Hours posted correctly?

  Yes

  No

  N/A

• Are Clock Hours for Term posted correctly?

  Yes

  No

  N/A

• Are the number of weeks in Term correct?

  Yes

  No

  N/A

• Have any Non-Tuition Credits been listed correctly?

  Yes

  No

  N/A

• Are the Start and End Dates for each AY listed correctly?

  Yes

  No

  N/A

Student Sample pulled prior to audit

• Enter Student Name and Number

• Is Student Name correct?

  Yes

  No

  N/A

• Is Student ID correct?

  Yes

  No

  N/A

• Is Program Name listed correctly?

  Yes

  No

  N/A

• Are charges posted correctly?

  Yes

  No

  N/A

• Are the Weeks Remaining to be Completed upon Reentry posted correctly?

  Yes

  No

  N/A

• Are the AY Weeks listed correctly?

  Yes

  No

  N/A

• Are the Start and End Dates for each AY listed correctly?

  Yes

  No

  N/A

• Review Past Due Accounts over 60 days

Past Due Accounts

• Enter Student name and ID

• How long since the student has made their last payment

  Select Yes No N/A

  • Yes
  • No
  • N/A

• Has student been contacted? If no, why?

  Yes

  No

  N/A

• Has a payment plan been discussed with the student to bring them current?

  Yes

  No

  N/A

Cash Controls and Processes

Bank Deposits

• Are Checks receieved stamped "For Deposit Only" immeadiately after recieving from the student?

  Yes

  No

  N/A

• How often are bank deposits being made?

  Daily

  Weekly

  Monthly

  Not done consistently

• Are bank deposits closed out in CampusVue Daily?

  Yes

  No

  N/A

• What controls are in place for Bank Deposits

Petty Cash

• Where is the petty cash drawer stored?

• Is the petty cash being signed for when handed out?

  Yes

  No

  N/A

• Do the Receipts on file and cash on hand equal the total Petty Cash GL Amount?

  Yes

  No

  N/A

• Are all reimbursements being properly coded according to the GL?

  Yes

  No

  N/A

• Is the Petty Cash Reconciliation being provided to the Accounting Department on a quartely basis?

  Yes

  No

  N/A

• Has Buisness Office Manager read the currenty Petty Cash Policy?

  Yes

  No

  N/A

• Are Petty Cash Funds being properly used according to the policy?

  Yes

  No

  N/A

Student Collection Process

• Are funds being stored in a safe secure location?

  Yes

  No

  N/A

• How often are students contacted about past due amounts?

  Daily

  Weekly

  Bi-Weekly

  Monthly

  Not being taken consistently

• Is the Campus President notified about students who are past due over 60 days on a monthly basis?

  Yes

  No

  N/A

• What is the campus procedure for collecting payments?

• What procedure is followed for the deposits taken to the bank?

• Are these duties segregated?

  Yes

  No

  N/A

• Are reciepts being provided to students to verify payment?

  Yes

  No

  N/A

• Is the bad debt report sent out by Accounting reviewed?

  Yes

  No

  N/A

• Have the previous months students that were identified as having the largest increase been contacted?

  Yes

  No

  N/A

• Is the Campus President involved in this process?

  Yes

  No

  N/A

Inventory Process

• What is return policy for your campus?

• Who is recieving inventory?

• Who has access to the inventory / inventory room on campus?

• Are deliveries being match against a Purchase Order?

  Yes

  No

  N/A

• Are all items in the order checked prior to recieving the items?

  Yes

  No

  N/A

• What is the process for items that are in excess to what was ordered?

• What is the process for recieving inventory?

Work Place

• Who is ordering inventory?

• How often are releases being done in workplace

• What is the procedure for releasing inventory?

Book Margin

• Is the book margin accrual report sent by Accounting at the end of the month being reviewed?

  Yes

  No

  N/A

• How often do you communicate book change templates to Accounting?

• How are non-inventory items being coded?

Students

Students

• How is Business Office Customer Service at the Campus?

• Do you have any suggestions that you would like to share?

• What more can the Business office do for the Student Population?

• Enter Student Name and ID

Management Staff

• Enter Name and Department being interviewed

Management

• How would you describe the customer service the BOM and the student body?

• How does the BOM provide assistance to your dept and how does your dept provide assistance to the Business Office?

• Are there any areas that impact your deparment that could use improvement and more assistance from to Buisiness Office.

Campus President / Operation Manager

• Which skillset of the BOM or function of the Business office has been most useful to you and / or the campus

• Which function of the Business Office and / or responsibilities of the Business Office Manager could use the most improvement?

• How would you describe the customer service that the BOM provides the to the campus and student body