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<p class="MsoNormal"><o:p><br>
</o:p></p>
<p class="MsoNormal" style="margin-left: 22.5pt; text-indent:
-0.9pt;">The JLab
Internal Auditor performed an audit of travel completed between
October 1, 2008
and December 31, 2009.<span style=""> </span>An observation <span
style=""> </span>reported in that audit cited that expense
reports were not being submitted in accordance with Sections
402.02.A and
402.02.B of the Administrative Manual, a Travel Expense Report
must be
submitted within 5 working days for domestic travel and 20 days
after the
return from foreign travel.<span style=""> </span><span style=""> </span>The
auditor went on to identify that “A total
of 59% of the 68 expense reports reviewed for conference
attendance, were
submitted untimely”.</p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal" style="margin-left: 22.5pt; text-indent:
-0.9pt;">In accordance
with the recommended audit action, “The CFO will issue reminders
periodically
to all staff of the requirement to submit Travel Expense Reports
within 5 working
days of domestic travel and within 20 days after returning from
foreign travel.
Additionally the TA system currently notifies Travel Coordinators
when
completed trips have not been closed within 15, 30, 45, and 60
days of the trip
end date.” </p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Notifications will be sent weekly, on Tuesday
mornings as
follows:<span style=""> </span></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">TA preparer<span style="">
</span>15
– 30 – 45 – 60 – 90 – 150 days after trip end date</p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">TA preparer + Preparer’s Supervisor<span
style=""> </span>30 - 45 – 60 – 90
- 150 days after trip
end date</p>
<p class="MsoNormal" style="margin-left: 0in; text-indent: 0in;"><o:p> </o:p></p>
<p class="MsoNormal" style="margin-left: 0in; text-indent: 0in;"><o:p> </o:p></p>
<p class="MsoNormal" style="margin-left: 0in; text-indent: 0in;"><b
style=""><u>The e-mail Notice will read:<o:p></o:p></u></b></p>
<p class="MsoNormal" style="margin-left: 0in; text-indent: 0in;"><o:p> </o:p></p>
<p class="MsoNormal" style="margin-left: 0in; text-indent: 0in;"><span
style="font-size: 10pt; font-family: "Courier New";">*****************************************
<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left: 0in; text-indent: 0in;"><span
style="font-size: 10pt; font-family: "Courier New";">THIS
NOTICE
IS GENERATED AUTOMATICALLY <o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left: 0in; text-indent: 0in;"><span
style="font-size: 10pt; font-family: "Courier New";">FOR
YOUR
CONVENIENCE. <o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left: 0in; text-indent: 0in;"><span
style="font-size: 10pt; font-family: "Courier New";">*****************************************<span
style=""> </span><o:p></o:p></span></p>
<p>You are receiving this email because one of your Travel
Authorization
records may have an error. Trip #: <b>xxxxxxxxxx</b><br>
Traveler: <br>
Trip Begin Date: <br>
Trip End Date: <br>
Trip Destination: </p>
<p class="MsoNormal" style="margin-left: 0in; text-indent: 0in;"><span
style="font-size: 12pt; font-family: "Times New
Roman","serif";">The error
is described as (<b>EXPENSE_REPORT_xx_DAYS_LATE</b>).<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left: 0in; text-indent: 0in;"><span
style="font-size: 12pt; font-family: "Times New
Roman","serif";">For help call Carol Kinsey
269-7519. <o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left: 0in; text-indent: 0in;"><span
style="font-size: 12pt; font-family: "Times New
Roman","serif";">We
automatically check for 12 errors. Please correct these errors.<o:p></o:p></span></p>
<table class="MsoNormalTable" style="width: 100%;" border="1"
cellpadding="0" width="100%">
<tbody>
<tr style="">
<td style="padding: 0.75pt;">
<p class="MsoNormal" style="margin-left: 0in; text-align:
center; text-indent: 0in;" align="center"><b><span
style="font-size: 12pt; font-family: "Times New
Roman","serif";">*<o:p></o:p></span></b></p>
</td>
<td style="padding: 0.75pt;">
<p class="MsoNormal" style="margin-left: 0in; text-align:
center; text-indent: 0in;" align="center"><b><span
style="font-size: 12pt; font-family: "Times New
Roman","serif";">ERROR<o:p></o:p></span></b></p>
</td>
<td style="padding: 0.75pt;">
<p class="MsoNormal" style="margin-left: 0in; text-align:
center; text-indent: 0in;" align="center"><b><span
style="font-size: 12pt; font-family: "Times New
Roman","serif";">REASON<o:p></o:p></span></b></p>
</td>
<td style="padding: 0.75pt;">
<p class="MsoNormal" style="margin-left: 0in; text-align:
center; text-indent: 0in;" align="center"><b><span
style="font-size: 12pt; font-family: "Times New
Roman","serif";">SOLUTION<o:p></o:p></span></b></p>
</td>
</tr>
<tr style="">
<td style="padding: 0.75pt;" valign="top">
<p class="MsoNormal" style="margin-left: 0in; text-indent:
0in;"><span style="font-size: 12pt; font-family:
"Times New Roman","serif";">9,10,11,12<o:p></o:p></span></p>
</td>
<td style="padding: 0.75pt;" valign="top">
<p class="MsoNormal" style="margin-left: 0in; text-indent:
0in;"><span style="font-size: 12pt; font-family:
"Times New Roman","serif";">EXPENSE_REPORT_30-60-90-150_DAYS_LATE<o:p></o:p></span></p>
</td>
<td style="padding: 0.75pt;" valign="top">
<p class="MsoNormal" style="margin-left: 0in; text-indent:
0in;"><span style="font-size: 12pt; font-family:
"Times New Roman","serif";">The
traveler has returned from trip but has not filled out
and expense report. This is required!<o:p></o:p></span></p>
</td>
<td style="padding: 0.75pt;" valign="top">
<p class="MsoNormal" style="margin-left: 0in; text-indent:
0in;"><span style="font-size: 12pt; font-family:
"Times New Roman","serif";">Submit
expense report to finance so they may clear the trip.<br>
Expense Report forms can be obtained through Travel
Services, VARC, Rm. 5 or from the person who arranges
travel for your department.<o:p></o:p></span></p>
</td>
</tr>
</tbody>
</table>
<p class="MsoNormal" style="margin-left: 0in; text-indent: 0in;"><span
style="font-size: 12pt; font-family: "Times New
Roman","serif";"><br>
Thank you, for helping make the travel data accurate.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left: 0in; text-indent: 0in;"><span
style="font-size: 12pt; font-family: "Times New
Roman","serif";">********************************************************<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left: 0in; text-indent: 0in;"><span
style="font-size: 12pt; font-family: "Times New
Roman","serif";">To comply
with the recommended action on this audit finding, the above
all-staff email will
be sent periodically as a reminder of the JLab policy.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left: 0in; text-indent: 0in;"><span
style="font-size: 12pt; font-family: "Times New
Roman","serif";"><o:p> </o:p></span></p>
<p class="MsoNormal" style="margin-left: 0in; text-indent: 0in;"><span
style="font-size: 12pt; font-family: "Times New
Roman","serif";"><o:p> </o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
<pre class="moz-signature" cols="72">--
Joshua Cameron
Administrative Assistant
Jefferson Lab
Phone: (757) 269-7628</pre>
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