Internal Control Guidelines

Ed Poppell, Vice President for Finance and Administration

In our decentralized work environment, it is necessary for each University employee to contribute to our system of internal controls. The control environment sets the tone of an organization, by influencing the behavior and ethical actions of its employees.

The staff of Human Resource Services, Finance and Accounting, and the Office of Audit and Compliance Review will soon make available an internal control training program, along with a useful internal control checklist that can be used to conduct a departmental self-evaluation. This checklist will offer suggestions for best internal control and business practices, and use of the checklist can assist in further strengthening your unit’s business processes and controls. In addition, the Pro 3 Series of training offered by Human Resource Services will provide training and certification opportunities for employees responsible for financial, HR, and payroll functions. I encourage you to send appropriate staff to this training when it becomes available.

Additional guidance and expectations regarding financial and internal controls have also been promulgated by the University of Florida. Recently adopted, Guiding Principles of Financial Management can be found at the University Controller’s web site (http://fa.ufl.edu/uco/guiding-principles-financial-management.asp). The University has also adopted a statement of Internal Control Principles (http://fa.ufl.edu/uco/internal-control-principles.asp). These principles emphasize administration’s interest and commitment to the University operating under high ethical and fiscal standards. It is important that the University community is aware of and understands the principles.

Through diligence and awareness, I believe we can mitigate many potential risks and continue to improve the fiscal management of this University. Your assistance in providing training opportunities for your fiscal staff, and ensuring that your staff become familiar with the financial and control principles, is appreciated.