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WVSU official says shortcomings in audit corrected

CHARLESTON, W.Va. -- A legislative audit released Tuesday found that West Virginia State University had issues with internal controls on cash receipts, inadequate inventory management and a lack of oversight for P-card purchases.

The shortcomings, which occurred between 2008 and 2011, have been corrected, Lori Elliot, assistant vice president for business and finance, told the legislative Post-Audits Committee.

"We have strengthened our internal controls since that time," she said.

Elliot said the university now follows cash handling procedures consistent with policies of the state treasurer's office and has updated management oversight for P-card purchases.

The audit, a follow-up to a 2012 review, found issues with controls of cash receipts at the university's student union, Testing Center, and particularly at the campus Child Development Center.

Receipts at the daycare center fluctuated considerably from year to year, the audit found. Daycare center deposits went from $19,944 in the 2007-08 budget year to $4,611 in fiscal 2009, to $20,221 in fiscal 2010, and $10,542 for the first 91/2 months of fiscal 2011.

WVSU officials were unable to document 2009 daycare center revenues because records were destroyed by a waterline burst, the audit noted.

Legislative auditors concluded the sharp downturn in deposits in 2009 "strongly suggest" a substantial portion of daycare revenues were not properly deposited in WVSU accounts.

The audit also found that in fiscal 2011, a single physical facilities employee had charged a total of $829,827 to his state-issued P-card, accounting for nearly 19 percent of all P-card purchases by the university that budget year.

While there was no evidence the P-card was used for improper purchases, most purchases were not properly documented on P-card log sheets, and individuals other than the cardholder had signed for 91 transactions totaling $37,177.

Likewise, a lack of adequate inventory control contributed to missing or unlocated equipment, the audit found.

Auditors selected 188 items that records show were purchased between 2001 and 2011, but were unable to locate 67 items, or 36 percent of the inventory list.

Missing items included 40 computers, an iPad, and various printers and equipment, with a combined original value of $151,300. The most expensive missing item, a $6,000 projector, had been reported stolen in 2003, WVSU officials indicated.

Reach Phil Kabler at philk@wvgazette.com or 304-348-1220.


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