Information
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Audit Title
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Document No.
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Client / Site
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Conducted on
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Prepared by
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Location
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Personnel
Payroll
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Timesheets kept with the submission <br>
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Time Cards kept in a folder, for further investigation if required <br>
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Is payroll being signed off, by the Contract manager
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Is payroll paperwork locked away, and is all kept together
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Costing reports checked with the submission
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The paper payroll have all the employees listed on the master file
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Is the paper payroll signed by the general manager of the contract, for the changes in the reports
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Is there a record of same-day payments kept in one file.
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Any payroll things left open on desk. I.e payslips, paper payrolls.
Agency
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Does the rates match what is agreed
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The drivers on the submission to the supplier, reflects the no of drivers required for the week.
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Agency drivers are agreed before being booked.
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The submission matches the purchase order raised
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Each shift on the submission, has a code to say for what reason the agency driver was required.
Purchase Orders
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All POs raised has a valid reason behind each one of them
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Full back up for each of the POs raised, i.e. fax or an email.
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All POs raised are logged on the PO log
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The weekly PO log once completed printed off & signed by the Contract Manager
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All repairs and maintenance costs are agreed before a PO is raised.
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Are invoices being printed once the PO's have been matched
Oracle Housekeeping
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Unreceipted PO reports is ran weekly, to insure all POs are receipted
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Open PO report is ran, at least once a month to insure POs that are more than 6 months old,<br> with no invoice matched costs are being released back to the P&L.
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Invoice rejections log is being downloaded and actioned as necessary
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Invoice rejections must be logged on to our on rejection log, so that it can be followed if required
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Are invoice rejections being followed up, if not heard anything from Accenture
GMS
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Collection workbook updated weekly
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SHE Reporting Head Count sheet also updated weekly
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Absence sheet used as back up each week
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Collection Workbook sent to Debra & Heath on time, each month
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SHE Reporting Head Count updated on the intranet before the deadline
Company Card & Procurement Card
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Cards being correctly logged on the log, inc invoice & delivery numbers
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Back up for each spend is in the folder
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Invoices for each spend also in the folder
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Statements being printed off from the online website
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Statement checked and matched and logged onto the system
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Uniform ordered, is there a log to show who has had what and when
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Log of the additionally uniform is kept so duplicate uniform is not ordered
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iExpenses completed as soon as the statement has been updated in oracle
Other
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Filing up to date, with no confidential information on the table
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Parking fines being dealt with accordingly
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Mobile phones bill are being logged onto the spreadsheet
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Questions are raised if bills are higher than expected
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Does the Fuel have any small transactions
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If so are they valid, check receipt is with the trip debrief sheet
