Standards of Internal Controls - Arizona State University

4.1.4 All compensation and benefit
documentation should be properly
maintained by HR management. HR
documentation should, at a minimum,
include properly executed
employment forms, authorized
classification and pay rates.
Refer to risk: A-4
4.1.5 Formal procedures, along with
controlled and approved documents,
should be maintained to ensure that
only authorized additions, deletions
or changes to employee information
are allowed. Periodic testing of the
permanent payroll records should be
performed to ensure that the payroll
information agrees with the HR file
documentation.
Refer to risks: A-2, A-4, A-5, A-6, A-8
A-4 Laws and governmental regulations
may be violated resulting in fines,
penalties, lawsuits or contingent
liabilities.
A-5 Payroll and payroll tax accounts may
be misstated.
4.1.6 Designated HR management should A-6 Unauthorized transactions may be
be responsible for the administration processed resulting in improper
of the employee benefit plans. The disbursements and/or disbursements
plans should be administered in
accordance with ABOR policy and
defined plan procedures. Benefit
payments to employees should be
made in accordance with the terms
and conditions of the plans and
to fictitious employees.
should be adequately documented and
properly approved.
Refer to risks: A-2, A-3, A-4, A-6
4.1.7 Prior to disbursing the final payroll
check to a terminated employee, HR
and the employee's departmental
supervisor should ensure:
a. All outstanding advances and
expense statements have been
cleared;
b. All university credit cards have
been returned;
c. All computer accounts have been
canceled or passwords changed; and
d. All university property, proprietary
information, employee badges, and
security passes or keys have been
returned.
Refer to risks: A-7, A-10, A-11
A-7 Outstanding advances may not be
collectible.