University Business Policies and Procedures Manual

2530
REMOTE ELECTRONIC INPUT TO THE FINANCIAL ACCOUNTING SYSTEM
Effective Date: November 1, 1991
Revised: 07/01/04
Subject to Change Without Notice

1. General

The University Controller has the responsibility of the oversight for the University's financial accounting system, including all changes to the accounting records. As the University expands the electronic management systems providing for input into the Finance System from departments other than the Controller's business offices, controls must be maintained to ensure the accountability and integrity of the Finance System.

The development of remote electronic input into the Finance System can improve the timeliness and accuracy of the system. However, to assure the accuracy and completeness of the institution's accounting records as well as the security of data, the Controller must approve all remote electronic input systems into the financial accounting system.

2. System Requirements

All electronic input systems must contain all of the following elements:

• The software application used must be approved by the Controller.
• Data input must comply with appropriate record layouts and system requirements.
• The application must contain sufficient edits to assure accuracy of data.
• Documentation authorizing transactions must be maintained.
• Data security must be maintained and must include an audit trail for each batch, secured access to input devices (terminals or personal computers), and password protection for data files and applications.

Comments may be sent to UBPPM@UNM.edu
http://www.unm.edu/~ubppm