Family members Documents and transactions should be reviewed and authorized by an independent person at an appropriate authority level to ensure that transactions are approved without undue influence and to avoid the appearance of a conflict. It can be used only by the named Cardholder and cannot be loaned to another employee. Authorization of transactions and expenditures is a control procedure. Another control procedure is segregation of duties so that different people authorize and record transactions and have custody of assets. Segregation of duties is adequate when no one person can intentionally or unintentionally improperly record or account for transactions without reasonable assurance of detection by another person.
Segregation of duties helps detect errors in a timely manner and deters improper activities.
In approving an expenditure transaction, unit personnel are certifying that the goods or services have been received and that, to the best of their knowledge, the charge is a proper one to the accounts indicated and that funds are available in the UFAS accounts for the transaction. The most effective point in the processing stream to control over-expenditures is at the point of authorization of financial transactions. Unit personnel should authorize financial transactions only when funds are available in the account. Federal and State of Illinois law, sponsor and donor restrictions and conditions, and University policy establish both general and specific restrictions on the use of University funds. Expenditure transactions must stay within the parameters of both general and specific restrictions.