Ms. Sheryl Goodman Febmary 15,2022 Page 10 Finding 6 - Non-Compliance with JEA P-Card Procedures: Missins Support Documentation (Pp. 29-30) 12. Implement administrative oversight procedures to include: a. Establish a compliance review within a specified period to ensure that all support documents or exceptions are properly submitted and uploaded in Oracle to ensure compliance with JEA P-Card Procedures, JEA Record Retention Policy & Procedure and the Record Retention Schedule. Management's Response JEA ciirrently conducts monthly audits and will modify the sample size to include a better stratification of the sample population. b. Establish a compliance review schedule to verify that any guidance posted on the JEA's Records Compliance intranet page is consistent with JEA procedures or vice versa. Management's Response At least annually, Accounts Payable will conduct a review of posted information to verify that any guidance posted on the JEA intranet page is consistent with current JEA P-Card Procedures and JEA Record Retention Policy & Procedure. c. Provide a copy of any established, updated, and/or implemented administrative oversight procedures to the OIG. Management's Response Copies of the applicable oversight documentation will be provided to OIG on or before March 15,2022. Finding 7 - P-Card Administration and Monitoring Pp. 30-32) 13. Implement administrative oversight procedures including: a. Establish or incorporate into existing policies and/or procedures a formal written P-Card quality assurance review process to mitigate future misuse of P-Cards, which details the components of the quality review, appropriate sampling method, the process for completing the review and frequency.
. Ms. Sheryl Goodman February 15,2022 Page 11 Management's Response JEA will update existing policies and procedures in accordance with this recommendation and provide the revised documents to OIG on or before March 15, 2022. b. Establish an appropriate training cycle for all P-Cardholders and respective Management, including senior leadership, to include specifically covering of prohibited items and proper supporting documentation, on JEA P-Card Procedures. Management's Response Current P-Cardholders are required to complete a refresher training course whenever the cards expire, and any future P-Cardholder and respective Management will be required to complete computer-based P- Card training. c. Provide a copy of any established, updated, and/or implemented administrative oversight procedures to the OIG. IVIanasement's Response Copies of the applicable oversight documentation will be provided to OIG on or before March 15,2022. Please contact me if you need additional information or if you have any questions regarding this response. It is my understanding that a copy of this response will be included with the Final Audit Report. Sincerely, ^-s Fody L. Brooks Chief Administrative Officer/Chief Compliance Officer JEA 21 W. Church Street, T16 Jacksonville, 32202 (904) 860-4926; [email protected] ec: Jay Stowe, JEA Managing Director/CEO Ted Phillips, JEA Chief Financial Officer Regina Ross, JEA Chief Legal Counsel Steve Tuten, JEA Director Audit Services
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