Montana Single Audit Report, Financial-Compliance Audit for the Two Fiscal Years Ended June 30 .. 1988

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The documents used to remove equipment from the accounting records are not processed timely. The Controller's Office may receive notices of disposal too late to process the necessary documents in the appropriate fiscal year.
The primary reason for not updating PAMS and the accounting records for acquisitions during the last months of the fiscal year is the university does not receive "Property Action Required Lists" (PARL) until the month following payment for the item. University personnel the
...n spend approximately a month analyzing the PARLs to determine if the acquisition should be capitalized. The PARL is a list of equipment and capital expenditures developed to assist personnel in determining whether additional entries to SBAS/PAMS are necessary. According to state accounting policies, the PAMS document and the payment for the asset should be processed concurrently. This procedure would help ensure more timely PAMS and accounting updates.
In addition to purchases of fixed assets, we identified two capital leases for copy machines which should have been recorded on PAMS and the account- ing records.


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