Course Fee Management - University Of Texas System
Continuous AuditingCourse Fee ManagementProject Report# 15-09August 28, 2015Office of Auditing and Consulting Services"Committed to Service, Independence and Quality"
THEUNIVERSITY OF TEXAS AT EL PASOOffice of Auditing andConsulting ServicesAugust 28, 2015Dr. Diana NatalicioPresident,The University of Texas at El PasoAdministration Building,Suite 500EIPaso,Texas79968Dear Dr. Natalicio:The Office of Auditing and Consulting Services has completed a continuousauditing project for course fees management. The objective of this audit was toidentify high risk areas that require frequent review and to create a set of continuousauditing reports that provide timely alerts for transactions that may not be compliantwith federal, state,and institutional laws and regulations.We appreciate the cooperation and assistance provided by the Office of the Provost,the Director of Student Business Services and the Vice President for Student Affairsmanagement team during our project.Sincerely, }J;J . -fj,Lori Wertz, CPAInterim DirectorAdministration Bldg.Fourth FloorEl Paso, Texas79968-0586(915) 747-5191Fax (915) 747-8913
The University of Texas at El PasoOffice of Auditing and Consulting ServicesContinuous AuditingProject # 15-09Report Distribution:University of Texas at El PasoDr. Gary Edens, Vice President for Student AffairsDr. Howard Daudistel, Interim ProvostMr. Richard Adauto, Executive Vice-PresidentMs. Elizabeth Flores, Associate ProvostMs. Sandra Vasquez, Assistant Vice-President for Institutional Compliance and EEOUniversity of Texas SystemDr. Stephen Leslie, Executive Vice Chancellor for Academic AffairsMr. Alan Marks, Attorney, Office of Academic AffairsMr. Mark Salamasick, Executive Director, Audit AcademicMr. J. Michael Peppers, Chief Audit ExecutiveExternalGovernor's Office of BudgetMr. Ed Osner, Legislative Budget BoardInternal Audit Coordinator, State Auditor's OfficeSunset Advisory CommissionExternal Audit Committee MembersMr. David LindauMr. Steele JonesAuditors Assigned to the Audit:Ms. Courtney Rios, Engagement ManagerMs. Victoria Morrison, IT AuditorMs. Narahay Buendia, Lead Auditor
The University of Texas at El PasoOffice of Auditing and Consulting ServicesContinuous AuditingProject # 15-09TABLE OF CONTENTSEXECUTIVE SUMMARYBACKGROUND. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .PROJECT OBJECTIVES. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .SCOPE AND METHODOLOGYAUDIT RESULTSSUMMARY. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .APPENDIX A: Unexpended Balance Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .APPENDIX B: Questionable Expenses Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .APPENDIX C: Revenue Reasonableness Report*APPENDIX D: New and increased feesAPPENDIX E: Three Lines Of Defense. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .234458910111213
The University of Texas at El PasoOffice of Auditing and Consulting ServicesContinuous AuditingProject # 15-09EXECUTIVE SUMMARYThe Office of Auditing and Consulting Services has completed a continuous auditing project.During the project we noted the following: Course fees management is a high risk area that benefits from continuous auditingbecause fee approvals,assessments,and expenditures are separate functions handled bythree different departments and the information is not available in a single report.The Provost,the Vice-President for Student Affairs,the Director of Student BusinessServices,and other stakeholders lack the ability to monitor fees effectively due to theabsence of reports that include information from other departments that is necessary forinformed decision making.Four continuous auditing reports were created by the Office of Auditing and ConsultingServices and may be used by management to monitor course fees more effectively. Thereports allow staff to monitor the following areas:Unexpended balancesReport Objective: Monitor unexpended fee balances at the end of every fiscal year todetermine if fee balances reflect the cost recovery nature of the course feeQuestionable expendituresReport Objective: Confirm that fee expenditures are spent in accordance with TexasEducation Code 54 and Board of Regents' Rule 40401Revenue Reasonableness ReportReport Objective: Identify potential errors with fee assessmentNew and Increased FeesReport Objective: Verify that new and approved fees have been appropriately approved andassessed in a timely manner2
The University of Texas at El PasoOffice of Auditing and Consulting ServicesContinuous AuditingProject # 15-09BACKGROUNDThe Institute oflnternal Auditors' Global Technology Audit Guide 3 (IIA GTAG 3) Continuousprovides the followingguidance for the development of a continuous auditing program:Auditing: Implications for Assurance, Monitoring, and Risk Assessment,"Continuous auditing comprises ongoing risk and control assessments, enabled by technologyand facilitated by a new audit paradigm that is shifting from periodic evaluations of risks andcontrols based on a sample of transactions, to ongoing evaluations based on a larger proportionof transactions.Coordinating continuous auditing, continuous monitoring, and audit testing of continuousmonitoring helps internal audit and management maximize their respective returns oninvestment and achieve compliance objectives, and it provides the opportunity to enhance theorganization's overall health and competitiveness. "GTAG 3 defines continuous assurance roles in the context of the IIA's "Three Lines of Defense"risk management and control framework: First Line of Defense: Operating management functions that own and manage risks Second Line of Defense: Functions that oversee risks, such as compliance Third Line of Defense: An internal audit function that provides independent assuranceFor additional detail regarding the Three Lines of Defense, see Appendix E.Based on previous audit reports and feedback from stakeholders, auditors selected course feesmanagement as the first high risk area to address with continuous auditing reports. The decisionto select course fees for the pilot project was based on the following considerations: Course fee approval, assessment, and expenditures are handled by three separatedepartments.Many departmental documents are not available online,making it difficult for stakeholders tocapture the information necessary for timely decision making.Previous audit reports from the Texas State Auditor's Office and the University of Texas atEl Paso (UTEP) include findings involving course fee management.The first UTEP continuous auditing reports were created in 201 4 using data from DEFINEBusiness Information System and Banner Student Information System (Banner).3
The University of Texas at El PasoOffice of Auditing and Consulting ServicesContinuous AuditingProject # 15-09PROJECT OBJECTIVESThe objectives of this project were to:A. develop PeopleSoft queries and Banner reports that continuously identify course feetransactions and data entries that may require further review, andB. ensure continuous auditing reports can be used by management as tools to increaseawareness and compliance throughout the institution.SCOPE AND METHODOLOGYAuditors reviewed the methodology outlined in IIA GTAG 3 Continuous Auditing and IIAliterature to identify high risk audit areas that would benefit from reports created automaticallyon a more frequent basis. The key procedural steps to implement continuous auditing include:1.Establish a continuous auditing strategy2.Identify continuous auditing and roles3.Determine the frequency and distribution of the reports4.Configure continuous audit parameters5.Prepare and validate the data6. Report and manage resultsThe scope includes University course fee transactions from September 1 , 201 3 through February28, 201 5.The project was conducted in accordance with the International Standards for the ProfessionalPractice of Internal Auditing issued by the Institute of Internal Auditors.4
The University of Texas at El PasoOffice of Auditing and Consulting ServicesContinuous AuditingProject # 15-09AUDIT RESULTS1. Establish a continuous auditing strategyAuditors met with management in the following departments to discuss the content and format ofthe first continuous auditing reports: Office of the Provost Office of Compliance Vice-President for Student Affairs Vice-President for Business Affairs Director of Student Business ServicesBased on previous audit reports and the feedback from stakeholders, auditors selected coursefees management as the first high risk area to address with continuous auditing reports.2. Identify monitoring and continuous audit rolesAuditors developed the reports for continuous auditing in partnership with the InformationResources and Planning (IRP) Enterprise Computing Department. The reports can provideauditors and management with the ability to drill down into University-wide detailed transactionsas a means to assess information electronically and to develop a systematic process to identifyexceptions timely.Continuous auditing reports are created and managed by the Office of Auditing and ConsultingServices. Management may view and use the reports as needed for monitoring purposes. Thereports will enable management to respond properly to identified risks and control deficiencies.Continuous monitoring is a process owned by management. Management is responsible formaintaining effective control systems. They also have the most to benefit from obtaining timelyinsight into transactions that could be the result of fraud, error or abuse.5
The University of Texas at El PasoOffice of Auditing and Consulting ServicesContinuous AuditingProject # 15-093. Determine the frequency and distribution of the reportsOACS created four reports to assist in the continuous auditing of course fee accounts. Theobjective of each report,system source,run date and the frequency of distribution is outlined inthe chart below:'1Name of Course Fee ReportAppendixSourceFrequencyIssue DateUnexpended BalanceReportObjective: Monitorunexpended fee balances atthe end of every fiscal year toAPeopleSoftAnnually8PeopleSoftSpringOctober 15determine if fee balancesreflect the cost recoverynature of the course fee.Questionable ExpendituresReportObjective: Confirm that feeexpenditures are spent inaccordance with TEC 54 andFall andSemestersBoard of Regents' RuleDecember 31May 3140401Revenue ReasonablenessReportObjective: Identify potentialerrors with fee assessmentBannercFall andOne weekSpringafter CensusSemestersDayAnnuallyJuly 30Fee Approval andAssessmentComparison ofObjective: Verify that newOfficialand approved fees have beenIncidental Feeappropriately approved andassessedApproval, feeDrates in Bannerand feeamounts on theSSS websiteNOTE: See Appendix A,B, C,and D for additional report detail.6
The University of Texas at El PasoOffice of Auditing and Consulting ServicesContinuous AuditingProject # 15-094. Configure continuous audit parametersDetailed documentation of the continuous auditing process and report parameters was created toensure continuity of the process.5. Prepare and validate the dataInitial reports and queries were created, validated, and sent to management for feedback.Continuous auditing reports will be reviewed on an annual basis and updated as needed.6.Report and manage resultsThe continuous auditing reports were presented to the Associate Provost and CollegeAdministrative Officers at the Student Business Services Annual Fee Review Meeting held in July201 5. The first reports will be run in August 201 5 when Fall 201 5 fees have been updated inBanner Student Information System. After receiving feedback from all stakeholders, OACS willexpand the continuous auditing reports to include major fees and incidental fees.Management Comments, Frank Grijalva, Division Administrative Officer, Vice Presidentfor Student Affairs:We concur that management should be responsible for maintaining effective controls systems andit should also be responsible in monitoring the effectiveness of these controls as the universitybenefits from obtaining timely insight into transactions that are the result of fraud,error or abuse.7
The University of Texas at El PasoOffice of Auditing and Consulting ServicesContinuous AuditingProject # 15-09SUMMARYContinuous auditing adds value to the University by allowing auditors and management tobecome more proactive in the auditing and monitoring of operations. This pilot projectdemonstrates the need to expand continuous auditing in other high risk areas.We wish to thank the management and staff of the Provost's Office,the Vice President forStudent Affairs,the Director of Student Business Services,and IRP for their assistance andcooperation provided throughout the project.8
The University of Texas at El PasoOffice of Auditing and Consulting ServicesContinuous AuditingProject # 15-09APPENDIX A: Unexpended Balance ReportSOURCE:PeopleSoftQuery: UTE IA UNEXPENDED BALUNEXPENDED BALANCE REPORTCost ear UnitRevenueCost Center DescrCentr2014 UTEP1 1 9253000 ART COU RSE FEESDeptDept740300Art DepartmentDescrBudget 50 ,0 00.00RevenueRecognized 47,828. 30ExpenseBudget 36,229.60ActualExpenses 32,838.33Unexpendedbalance 1 4,989.97FIELD DESCRIPTIONSAccounting Fiscal Year Year Unit Cost Center Department Department Description Revenue Budget -Revenue Revenue Recognized Expenses Budget Actual Expenses Unexpended Balance Encumbrances--Business Unit (Always UTEPl for UTEP)--Previously known as account in DEFINEDepartment code corresponding to the Cost Center-----Name to the corresponding department codebudgeted for the Cost CenterActual revenue collected by the Cost CenterExpenses budgeted for the Cost CenterActual expenses incurred-Revenue Recognized minus (-) Actual ExpensesEncumbrances (currently not included in unexpended balance formula)9Enc (1 , 165 . 50)
The University of Texas at El PasoOffice of Auditing and Consulting ServicesContinuous AuditingProject # 15-09APPENDIX B: Questionable Expenses ReportSOURCE:l eost CentrPeopleSoftQuery: UTE IA QUESTIONABLE EXPQUESTIONABLECost CenterDescriptionEXPENSES REPORTDepartmentDepartment NameSum Totalt2014 19253000 ART COURSE FEES740300 Art Departmentxxxxxxx50101 SW FacultySal 5,712.002014 19253000 ART COURSE FEES740300 Art Departmentxxxxxxx60305 Purchased Contract/Temp SrvcsContracted 2, 000.002014 1 9253000 ART COURSE FEES740300 M Departmentxxxxxxx63002 Postal ServicesMaterials 133.072014 19253000 ART COURSE FEES740300 M Departmentxxxxxxx63103 Furnishings & Equip ExpensedMaterials 3, 144.982014 19253000 ART COURSE FEES740300 M Departmentxxxxxxx63810 Maint Repair FurnitureRepairs 2 , 228.00FIELD DESCRIPTIONS- Accounting Fiscal Year Year Cost Center- Previouslyknown as account in DEFINE Cost Center Description- Cost Center title Department- Department Description- Name Manager- Account Account description Short Description- Short Sum of expenses- Total-Department code corresponding to the Cost Centerto the corresponding department codeCost Center ManagerExpense account, previously known as object code in DEFINE-Expense account descriptiondescription of expense accountexpenses incurred by Cost Center for the correspondingexpense account10& Wage
The University of Texas at El PasoOffice of Auditing and Consulting ServicesContinuous AuditingProject # 15-09APPENDIX C: Revenue Reasonableness Report*SOURCE:TERMCOLL DESCBannerSUBJECTFEE COST CENTER FEE TYF NFEEAWOUNTCENSUSESTIMA.TEDACTUALENROLLrvENT ENROLLMENTREVENUENLMBER'.01520 College of Liberal Arts ART130021577FART.Fine Arts Fee19253000-40203FLAT 5.0099FIELD DESCRIPTIONS Term- Semesterthat the fee is assessed College- UTEP Subject- Course Number- Identifier Course Reference Number- Identifies Detail Code- Banner Fee Description - Purpose Fee Cost Center- Previously Fee Type- Flat Fee Amount- Census Enrollment- StudentCollege where course is offeredCourse Subjectassigned to each course offering for a subjectspecific days and time of class sectioncode assigned to course feeof feeknown as account in DEFINEfee is assessed per course; SCH fee is assessed per semester credit hourDollar amount assessed to students in the courseenrollment after Census Day, the last day to receive arefund for dropped classes Actual Enrollment- Studentenrollment as of the date of Revenue ReasonablenessReport Estimated Revenue-Census Enrollment * Fee Amount*Additional fields appear in the actual report1189 495.00
The University of Texas at El PasoOffice of Auditing and Consulting ServicesContinuous AuditingProject # 15-09APPENDIX D: New and increased feesSOURCE:COURSEBanner, SBS website, and the approved Incidental Fees Committee memoDETAILCOSTTYPE OFORIGINALCODECENTERCHANGEFEEANTH1301DLUG19410010 INCREASEANTH1302DLUG/ ANTH1310DLUG19410010 INCREASE19410010 INCREASEUTNEW FEE 25.0025.00 25.00 UTEP50.00 YES50.00 YES50.00 LD DESCRIPTIONS-Course code Course Detail Code Cost Center- Previously Type of Change- Increase Original Fee- Fee New Fee UTEP Approval- UT System Approval--Code assigned to course feeknown as accountor decrease in course feeamount before change-Fee amount after changeWas change in fee approved by University's President?Was change in fee approved by Incidental Fees AdvisoryCommitteee? Goldmine published-Was fee amount accurately published in Goldmine registrationwebsite? SBS published-Was fee accurately published in Student Business Services website?12
The University of Texas at El PasoOffice of Auditing and Consulting ServicesContinuous AuditingProject # 15-09APPENDIX E: Three Lines Of DefenseFigu re1:Foundational Conlinuous Assurance Framewor1 ContinuousMonitoringThe Institute of Internal Auditors Global Technology Audit Guide 3: Continuous Auditing: CoordinatingContinuous Auditing andMonitoring to Provide Continuous Assurance, 2nd Edition13
The University of Texas at El Paso Office of Auditing and Consulting Services Continuous Auditing Project# 15-09 BACKGROUND The Institute oflnternal Auditors' Global Technology Audit Guide 3 (IIA GTAG 3) Continuous Auditing: Implications for Assurance, Monitoring, and Risk Assessment, provides the following guidance for the development of a continuous auditing program:
Professional Fee Primary Fee Secondary Fee Primary Fee Secondary Fee Primary Fee Secondary Fee R256 382,91 R95 783.70 R306 751,80 R 114 607.33 R 357 120.69 R133 418.96 R352 166,61 R421 353,13 R490 539,66 METHOD 2: Time Based Fee Description - Estimate the number of hours needed to carry out the agreed scope of work using
Comcast Fees Universal Connectivity Charge, Regulatory Recovery Fee, Franchise Fee, Franchise Related Costs, FCC Regulatory Fee, 911 Fee Regional Sports Fee, Broadcast TV Fee DVR Fee
University Fee 946 994 48 5.1% 946 994 48 5.1% Student Activity Fee 140 140 0 0.0% 199 199 0 0.0% Media Fee 30 30 0 0.0% 0 N/A Transportation Fee ( 40 per semester) 80 80 0 0.0% 80 80 0 0.0% Residence Hall Social Fee 50 50 0 0.0% 45 45 0 0.0% Tuition Part Time 257 270 13 5.1% 257 270 13 5.1% General University Fee 355 373 18 5.1% 303 318 15 5.0%
AP Art (2-D, 3-D, Drawing) Art Supply Fee - 70 : Exam Fee - 96 . Year : 30 days from start of semester . Art Classes : Art Supply Fee - 70 . Year : 30 days from start of semester . Culinary Arts Classes : Food Supplies - 35 . Semester : 30 days from start of semester . Band Classes : Uniform Fee - 15 . Percussion Fee - 20 : Book Fee - 16 .
PMP certification exam fee with PMI membership 405 PMP certification exam fee without PMI membership 555 PMI membership fee 139 PMI membership renewal fee 129 per year Reexamination fee for PMI members 275 Reexamination fee for non-members 375 Enroll as a member at PMI and you'll save 150 on the examination fees. With PMI membership,
8. Is the TT 35.00 enrolment fee part of the compulsory fees? No. The TT 35.00 enrolment fee is an administrative (maintenance) fee and is not part of the compulsory fees. 9. Do I need to pay the TT 35 enrolment fee if I am not paying online? Yes. This fee is to be paid regardless of the payment method
In the Custom Reports from College Board, how will I know which file contains the fee waiver codes? The fee waiver code file will be in an Excel file that uses the following naming convention: [school year] SAT Fee Waiver Codes [Your AI Code], e.g., 2021 SAT Fee Waiver Codes 123456.xlsx . How will I know that the fee waiver code file is available?
All delegates including associated dental team members will be required to maintain a journal of their implant journey and to present their experiences on day 10 of the course. COURSE STRUCTURE COURSE FEE Implant year course: Dentist fee: 6500 ( VAT) Associated Dental Team fee: 75 ( VAT) per member per day of the course
