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Section 1: Internal Control

Information and Communication

Effective Date:

6/21/11

Approved By:

Janet Parker, Associate Vice President for Financial Affairs

Last Revised On:

n/a

For Assistance Contact:

Assistant Vice President for Financial Affairs and Controller

(210)458-6914

PURPOSE/SCOPE

To provide an overview of the Information and Communication element of internal control.

AUTHORITY

UT System policy UTS142.1 assigns direct responsibility to the Institutional Financial Reporting Officer to establish internal controls over the preparation of the Annual Financial Report (AFR).

Effective communication/dissemination of information is an essential element of internal control.


UNIVERSITY GUIDELINES

Appropriate information and communication must flow down, across, and up through the organization for an internal control system to be effective. Financial, operational, and compliance reports help make it possible to effectively carry out and control operations. An example of a financial report is the monthly Statement of Accounts report.

In addition, management must clearly communicate control responsibilities to employees, and employees and others must have a means of reporting suspected non-compliance without fear of retaliation (see the UTSA Hotline website). Additional examples of information and communication include the Financial Area Representatives (FAR) meetings, the Procard Compliance Office website, the Business Contracts Office website, UTSA Safety Manuals, and the Office of Research Integrity and Compliance website.

For an overview of internal control see UTSA Financial Management Operational Guideline (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.

Statement of Accounts (SOA) Report

The official listing of all accounting transactions that have been posted to the administrative accounting system, generated monthly by the Management Reporting and Administrative Systems department. For more information see the Accounting Services website and FMOG Statement of Accounts (SOA) Reconciliation Process.

REFERENCES/LINKS

RELATED FORMS/WORKSHEETS

None at this time.


REVISION HISTORY

Date Description

6/21/11

Published new statement.
In All We Do, We Do With Excellence - Every Person - Every Day - Every Job