Published on Finance Division (https://www.finance.admin.cam.ac.uk)

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Internal control procedures and conflict of interest

Definition

It is essential that effective internal controls exist throughout departments, faculties, institutions and the University to:

  • safeguard University assets
  • prevent and detect errors and fraud
  • protect the interests of the staff
  • help to ensure the accuracy of accounting records

Internal controls can be a mix of financial procedures and actions of the staff who are involved with the finances in their workplace.

Examples include:

  • segregation of duties
  • authorisation of purchase orders
  • safe custody of petty cash
  • a register for departmental assets
  • validation of a UFS accounting code
  • monitoring of research grant expenditure in accordance with the terms of the grant
  • secondary approval of a purchase invoice
  • manage potential and actual conflicts of interest
  • compliance with Financial Regulations [1]

Departmental Controls

In order to ensure that their internal controls are appropriate and operating well each department should:

  • Ensure all staff are aware of the University's Financial Regulations.
  • Identify where risks for conflicts of interest could lie, maintain a register of interests and implement a policy and procedure to manage potential and actual conflicts of interest. Refer Conflict of Interest Guidance [2]on Procurement Services website, for examples of conflicts of interest and corruption risks, considerations for migrating the risk and a Conflict of Interest Disclosure form.
  • Understand and follow recommended UFS procedures [3].
  • Read and follow the good practice guidance in the Financial Procedures Manual.
  • Implement all of the recommendations contained within any departmental Internal Audit report.
  • Write financial procedures for departmental specific areas that can be used as a point of reference and training for new finance staff.
  • Seek advice from and share good practice with Finance Division staff and/or colleagues within the University.
  • Ensure those involved in financial activities complete the appropriate Compliance training courses (see Appendix C)

Source URL:https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-20-governance-compliance/internal-control

Links
[1] https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-regulations [2] https://www.procurement.admin.cam.ac.uk/information/conflict-interest [3] https://universityofcambridgecloud.sharepoint.com/sites/FINANB/training/Shared Documents/Portal/../../../../FINANB_FinanceLearningHub/