The Washington State Auditor's Office published a list of 8 key questions for public agencies to ask when approving payments to contractors, consultants, and vendors. Here's their list from their March 2010 Fraud Risk Alert newsletter:
- Do you have firsthand knowledge that this vendor or contractor exists? If not, who can you contact to verify they do exist?
- Is this invoice based on an approved contract? Have the terms of the contract been met? If not, is a contract necessary based on the information in the invoice?
- Has the vendor/contractor provided the goods or services identified in the invoice or other billing statements? If you are not sure, verify with an independent source.
- Are the correct amounts for price (including unit prices used), sales tax, freight and other variables addressed in the invoice?
- Are the prices being invoiced reasonable? Look for a standard to assess whether the price charged is reasonable.
- Do the quantities make sense? Do the quantities agree to the contract or agreement?
- Has anyone verified the invoice and other documents are mathematically correct?
- Has anyone verified this invoice has not already been paid?
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