PRO-U5320.12D Reviewing Vendor Maintenance Activity

Accounting Services (AS) Fiscal Technician III

Verifies that each week’s Vendor Maintenance Activity meets authorization and maintenance support standards.

1. Runs FWRVACT with the following parameters:
   1. Start date equal to Sunday of the audit week.
   2. End date equal to Saturday of the audit week.
   3. UserID blank.
2. Verifies users’ transactions are consistent with the Authorized Vendor Maintenance User List.  
   1. Notes any inconsistencies on AP Vendor Review spreadsheet for the audited week. (See #6 below.)
3. Selects a 25% of vendors with “CK” address modifications listed for each UserID.
   1. Chooses variety of dates and check address sequences (CK1, CK2, etc.).
4. Retrieves the following for the identified sample:
   1. Address and check number from FAIVNDH or FOIDOCH.
   2. Any relevant E-Form # using either:
      • FOATEXT – FVD (type) and W# (code), or
      • FTMVEND – Options = Text.
   3. Hard copy documentation from Accounts Payable staff for any change with no check issued. 
5. Reviews request and supporting documentation and confirms:  
   1. For newly created vendors, a W-9 exists (or in some circumstances a signed agreement with SS# for individuals).  
   2. For check address additions/modifications, documentation from the vendor such as:  
      • Vendor Maintenance e-form with attached address documentation
      • An invoice/statement  
      • Order with attached address documentation  
      • Deposit or payment receipt that includes address
      • If request for refund is made in person, payee signs
      • If request for refund is made via telephone, payee confirms address by sending email
      • Notification from vendor on letterhead
      • Email from the vendor  
      • Official notice of address change from U.S Postal Service
        
        This process may require pulling file copy of check to review attached backup. Exception: As a last resort for employees and students, verify check address matches an active W-2 address or active PA, MA, DL address.  
         
6. Contacts the staff member who made the record change if needed for better documentation, clarification or to make a correction to entry.  
7. Completes the AP Vendor Review spreadsheet for the audited week including any issues found and action taken.  
8. Prints and certifies review with written signature and date.    
9. Attaches FWRVACT, Vendor Change Logs, relevant documentation and submits review with attachments to Accounting Services (AS) Fiscal Analyst III. 

AS Fiscal Analyst III

10. Reviews weekly activity review packet.  
11. Gives AS Fiscal Technician III direction to resolve an issue. 
12. Reports any unresolved or non-compliant issue(s) to the Accounting Services (AS) Manager.  
13. Documents any corrective action(s) and certifies the review with signature and date. 

AS Manager

14. Takes any necessary action which may include reporting issues to Director of Financial Services if issue continues. 

AS Fiscal Analyst III

15. Returns packet to AS Fiscal Technician III with any necessary direction.  

AS Fiscal Tech III

16. Takes any action as directed by AS Fiscal Analyst III and documents action taken.   
17. Files review packet to be retained for six years.