Remediation efforts Corrective Action Plans

Perform regular reviews of internal controls over the disbursement process
Actively work with each of the payment offices to identify and implement additional procedures to prevent and detect erroneous payments
Prepare quarterly reports by Command and submit to FMO-1 and FMO-3 on erroneous payments, identifying the nature and magnitude of the erroneous payment along with any necessary control enhancements to prevent further occurrence of the type of erroneous payments identified.
Identify the nature and magnitude of the erroneous payment along with any necessary control enhancements.
Review all audit and assertion findings for indications of a breach of controls or any problems with erroneous payments or the internal controls that surround disbursements.
Ensure a mechanism is in place to review future results of assertion testing and financial statement audits for reported problems with erroneous payments, and to prepare corrective actions to address them.
Review policies and procedures for assessing agency and program risks of improper payments, taking actions to reduce those payments, and reporting the results of the actions to agency management for oversight and other actions as deemed appropriate.
Designate management to oversee initiatives related to reducing erroneous payments within the Department, and work closely with the BSO’s in this area.
Limit/control access to vendor files — access to basic vendor information (e.g., name, address, tax identification number (TIN), business size, etc.) is available to Office of Finance system users only. Access to banking information is restricted by system security to only those that require access to such records.
Control access to the accounts payable screens — authority to create, edit, approve, process, and amend payment records is limited to essential Office of Finance system users only.
Ensure authority to add records to or revise records in the vendor database is granted only to system users that require such authority.
Verify proper segregation of duties for data entry and review prior to transmitting disbursement file to Treasury — data entry duties are assigned to technicians in the Office of Finance who do not have authority to review and process payments.
Separate data entry and approval/processing of payments functions from transmitting disbursement files to Treasury that is an entirely automated process.
Design system-edit reports that highlight potential items that may result in improper payments (e.g., invoice amount and accrual amount are not the same). Have these reports reviewed on a regular basis and ensure action is taken to resolve partially open invoices.
Establish system settings to prevent a payment in excess of the amount of the invoice.