The accuracy of the financial statements is derived in part from the internal controls that are implemented to ensure only valid vendors, accounts, expenses and authorizations are used in the preparation of those financial statements. We must constantly review the internal controls that are in place and evaluate their effectiveness.
In reviewing the setup of new vendors, we have noticed that there is no authorized back up to add new vendors, except a check request or in some cases only an email. As we continue to add new centers, this process will not support effective internal controls. For that reason, we need to tighten how new vendors are set up.
We need to formalize the documentation that Accounts Payable receives to enter a new vendor in the payables system. This new vendor set up form should be completed prior to submitting a check request for a new vendor. This will also alleviate some of the pressures to get W-9 and other information into the system allowing those vendors to be paid.
The vendor set up form should be completed and submitted to Accounts Payable along with a W-9 before any check requests are paid. If this form is completed you can submit it with your check request, but please be aware that the request will only be paid if we have the completed form. This process does not pertain to current vendors. If you know that you will be ordering from a new vendor, check with Accounts Payable to make sure they are not already set up.
Questions, requests and submission of vendor set up forms should be sent to firstname.lastname@example.org.