Policies and Procedures by Kelsey Huffman

2025-06-20 13:22:28 UTC

The policy is obviously to outline how to deal with reports of Waste, Fraud, and Abuse and explain what each category is represented by. In reading the definitions of the categories I do find it interesting that Fraud and Abuse are always active, while Waste can be either active or passive. By that, I mean saying, "we've always done it that way" can be a very wasteful response. Technology advances and innovations can streamline activities and cut time, labor, resources, and ultimately cost, out of a process that we have been "doing that way forever" and as a result the status quo has become an area of waste.

Policy 1040

2025-06-20 13:26:14 UTC

The purpose of this policy is to describe the responsibility of those involved with the university to communicate university expectations and report suspected fraud, waste, and abuse. I found it interesting that those that report are not required to disclose their identity at all if they do not want to.

Policy 3100

2025-06-20 14:34:13 UTC

The purpose of this policy is to verify the integrity, accuracy, and reliability of accounting data and other management information.

Policy 3600

2025-06-20 14:43:13 UTC

The purpose of this policy is define all the elements a department handling funds must adhere to when handling funds.

The purpose of this policy is to outline all aspects of the handling and processing of incoming funds and the procedures that must be followed in doing so.

2025-06-20 17:50:35 UTC

Policy 3100

2025-06-20 19:25:29 UTC

Preventive controls include hiring competent administrative personnel and providing adequate training to develop expertise in university fiscal and administrative policies and procedures, and applicable state and federal laws and regulations

Policy 3600

2025-06-23 17:21:41 UTC

The purpose of this policy to define and present the requirements for all departments involved in handling funds and other similar activities and to address elements such as internal controls required for funds handling and establishing clear roles and responsibilities in the funds handling processes.

Policy 3100

2025-06-25 13:49:36 UTC

Policy 1040

2025-06-26 14:54:15 UTC

This policy sets the standard for the university community to hold others accountable by reporting suspected fraud, waste and abuse.

Policy 3600 Funds Handling

2025-06-27 16:52:32 UTC

I find it interesting that in some cases, deposits may be sent to the Bursar's Office for deposit through interoffice campus mail.

Policy 3100

2025-07-09 16:04:05 UTC

This policy is about making sure Virginia Tech handles its money responsibly and follows all the rules. It outlines internal controls/checks to catch mistakes or fraud and stresses the importance of separating duties, so no one has full control over a transaction. One thing I found interesting was how much focus is put into training and reviewing things after the fact. This is the best way to prevent, catch, and correct any errors and should never be overlooked.

Hokie Hotline is new to me!

2025-07-10 21:50:25 UTC

To aid employees and the public in reporting concerns, the Office of Audit, Risk, and Compliance has established

the Hokie Hotline, which is hosted by a third-party hotline provider. The Hokie Hotline allows for confidential and

anonymous reporting of suspected fraud, waste, and abuse, as well as concerns regarding noncompliance.

Policy 3100

2025-07-23 19:55:09 UTC

This polices purpose is to ensure a baseline for all financial matters for Virginia Tech. It lays groundwork necessary of Virginia Tech to maintain its fiduciary obligation to itself, and Virginia Techs Stakeholders. The purpose of the policy is to outline specific requirements necessary to maintain those promises. It outlines fiscal responsibilities, preventative controls to protect it against fraud through negligence and wastefulness. It also points out that no one system can prevent all inappropriate, unallowable or unreasonable transactions and that human judgment is required to ensure other systems are working.

Policy 1040

2025-08-12 13:57:30 UTC

The purpose of this policy is to define the university community's (staff, students, faculty, etc) responsibility for reporting fraud, waste or abuse of funds.

The hope is to prevent fraud, before it occurs.

All members of the university community have the responsibility to report fraud, waste or abuse to the Office of Audit, Risk, and Compliance or the Virginia Tech Police Department

2025-09-23 01:24:43 UTC

This procedure explains how departments must process and pay invoices through HokieMart. It explains required documentation, rules for allowable and unallowable expenses, and steps for handling issues like partial shipments, vendor accounts, or prepayments. I found it interesting that if an invoice exceeds the original purchase order by more than 10% or $100 on a line item, the Controller’s Office requires departmental approval before payment.

2025-09-23 01:27:45 UTC

2025-09-29 20:54:48 UTC

This policy discusses the responsibility of the university to ensure effective policies and procedures for financial practices. It covers fiscal responsibility. controls in place to safeguard against fraud, errors, etc., I was interested in reading more on segregation of duties thorough the process.

Policy 3100: Fiscal Responsibility

2025-10-01 15:35:01 UTC

The policy outlines the university’s commitment to fiscal responsibility by establishing internal controls designed to safeguard against fraud, errors, mismanagement, and other financial risks. These controls help ensure the integrity, accuracy, and reliability of financial data and promote compliance with applicable laws and regulations. An important aspect of the policy is that preventive controls begin at the hiring stage. By selecting qualified personnel and providing comprehensive training, the university helps ensure that employees understand and can effectively implement fiscal and administrative policies, procedures, and comply with applicable state and federal laws. This foundational step helps reduce the risk of errors, noncompliance, and fraud from the outset.

Procedure 20310: Invoice Payment

2025-10-01 16:23:29 UTC

This procedure provides guidance on how invoice payments should be processed in various scenarios and unallowable expenses. It also provides a reminder of the approval requirement for setting up vendor accounts. It was interesting to see the detailed explanation of appliances allowable vs unallowable for employee use.

Funds Handling and Deposit of State and Local Fund

2025-10-13 18:31:11 UTC

One of the purposes of this policy is to ensure that cash or checks received by a department payable to the university are brought to the Bursar's office in a timely manner. I found the chart entitled "3.2.2 Deposit Frequency" to be of particular interest as it is an excellent tool for departments to adhere to and should be in all circumstances. Perhaps this should even be posted by the department's funds receiver.

2025-10-14 20:18:53 UTC

This procedure instructs how to pay for invoices. It gives a list of unallowable expenses, restricted expenses, guidelines for payments, guidelines for direct pay and payments to other state agencies. What interested me was the agency-sponsored event section. Some aspects of agency sponsored events must be paid with foundations funds rather than state funds because of its guidelines.

The Invoice Payment procedure covers invoice payments utilizing HokieMart. The interesting part is under the vendor account where it states, "Accounts such as a Vendor credit card, Amazon Prime membership, or Sam’s Club membership should not be established in the name of the university department or university employee." It clearly outlines that preapproval is required through procurement.

2026-01-08 19:30:19 UTC

Procedure 20310 - Invoice Payment

2026-01-26 14:38:42 UTC

Procedure 20310 outlines the process for invoice payments processed through HokieMart, including guidance on payment standards, split payments, required documentation and vendor account setup. Coming from a local government finance role, I found the procedure to be consistent with established practices and did not come across anything unexpected or surprising.

3.2.3 Secure Storage and Management of Funds

2026-02-06 14:30:18 UTC

This policy explains the requirements for handling and safeguarding university funds, including cash and checks. I found it interesting how the policy clearly outlines different security measures based on the amount of money on hand. Having these specific thresholds helps employees understand exactly what level of protection is expected and reduces confusion in daily operations.

Policy 3100

2026-02-10 17:47:02 UTC

The purpose of policy 3100 is to establish and implement policies and procedures. The rules implemented are aimed at establishing fairness, transparency, and accountability and adhering to them at all times. There are internal controls to verify and establish accountability, adequate training opportunities when policies and procedures are updated, and detects fraud and errors.

The purpose of this policy is to define the university's responsibility for reporting fraud, waste and abuse of funds and what constitutes same. The preference is prevention rather than detection. All reports are investigated thoroughly, and employees are free from retaliation of reporting.

2026-02-12 21:24:25 UTC

Policy 3600

2026-03-27 12:59:05 UTC

This policy outlines the proper way to handle funds and deposits. It achieves this by defining internal controls and standards for all parts of the fund-handling process, as well as establishing clear roles and responsibilities. I found the chart of acceptable safeguards for various amounts of money and receipts especially interesting, specifically that even receipts and documentations of sales must be stored in a locked drawer or safe.

1040

2026-03-27 18:09:59 UTC

Policy 1040 outlines the reporting, as well as investigation of suspected fraud, waste, and abuse. As university employees, everyone has a responsibility to be a good steward of all the resources VT has been given. The fraud definition brings up an interesting and important warning against extravagant/excessive use of position or authority.

Policy 3100: Fiscal Responsibility

2026-03-30 19:38:27 UTC

The policy provides internal controls to provide checks and balances that prevent and/or detect errors, irregularities, and omissions. It ensures compliance with university policy and procedure and also state laws/regulations. These controls establish departmental business processes with responsibility and segregation of duties. This ensures that no one person has the ability control financial transactions from start to finish.

Procedure 20130 - Invoice Payment

2026-04-02 19:09:17 UTC

All invoice payments should be processed by the department using the HokieMart purchasing system. Each department is responsible for determining its needs and for procuring goods and services in accordance with the Virginia Public Procurement Act and procedures established by the Procurement Department. This document shows users how to submit invoices for payment, the process used to pay them and how to set up a vendor account. I was surprised that the university is not subject to Virginia Sales Tax.

Procedure 20310

2026-04-21 14:04:47 UTC

The policy is about making sure everyone uses HokieMart the same way when paying invoices. It helps keep university spending in line with its mission and the Virginia Public Procurement Act, while making sure the Controller's Office gets all the right paperwork. It also reminds departments to do their part by logging when items arrive and making sure we don't get hit with sales tax, which keeps the whole payment process running smoothly and legally.

I found it interesting that microwaves and refrigerators are allowable expenses in the breakroom but small appliances like coffee makers and toasters fall under expenditures that are considered improper uses of public funds.

2026-04-21 16:35:32 UTC

This procedure provides instructions on how to pay invoices in HokieMart. It gives lists for allowable and unallowable purchases. One thing I thought was interesting was small appliances are not allowable to be paid for from state funds.

P1040

2026-04-22 12:53:37 UTC

The purpose of Policy 1040 is to define the university community's responsibility for reporting fraud, waste, and abuse. It sets reporting channels, whistleblower protections, and disciplinary consequences. One interesting item is in section 2.5 where it gives investigators authority to examine, copy, or remove files from desks and cabinets without the user's knowledge or consent (within the scope of an investigation).

1040

2026-05-27 14:26:55 UTC

1040 outlines VT's commitment to honest behavior by all employees, which includes a responsibility to report any suspected fraud, waste, or abuse. It is nice to know this includes protection from retaliation.

This policy outlines purchases and payments abiding by procurement’s standards and legal compliance. In this policy, there is clear guidance on allowable and unallowable purchases. There is also information on Virginia Sales Tax Exemption, timely invoice and credit memo processing, and special circumstances such as pre-payments.

2026-05-27 18:41:55 UTC

Policy 3100

2026-05-27 20:28:19 UTC

The purpose of this policy is to establish rules and internal controls to ensure university money and resources are managed responsibly, accurately, legally, and transparently. It requires monthly financial review through FINTRACS where at least 2 people must review transactions to reduce the risk of fraud.

2026-05-28 14:32:31 UTC

The purpose of this policy is to define the university community’s responsibility for reporting suspected fraud, waste, and abuse and to communicate the university’s expectation that dishonest and/or fraudulent activity not occur.

I have reported fraudulent activities by employees to my director on a few occasions. Examples include a supervisor renting a car from fleet services for an employee to use because her car was broken down. The same employee asked for reimbursed for a meal with her spouse, saying it was a 'business meal'.

Policy 3100: Fiscal Responsibility

2026-05-31 20:05:08 UTC

This policy is the establishment of internal controls to verify the integrity, accuracy, and reliability of accounting data and other management information. It is the adequate implementation of this responsibility that requires that managers establish and ensure the proper execution of procedures and monitor and review revenues and expenditures. Who ensures that this happens? It interests me to see how this plays out by department.

Policy 20310- Invoice Payments

2026-06-01 13:26:21 UTC

This policy outlines the procedures for processing invoices through Hokiemart. Invoice copies must be submitted to the Controller’s Office and must include the associated purchase order (PO) number. The policy also identifies unallowable expenses. Additionally, it provides receiving guidelines to help departments accurately record receipt of goods in Hokiemart, ensuring timely payment processing without delays.

Accounts Payable Procedures

2026-06-01 15:05:57 UTC

This policy outlines the framework for how departments and colleges at the university pay invoices for various types of services. There are detailed reasons for what is acceptable and what is not allowed. The forms in Hokie Mart help to direct payers in the right direction. The guidelines for payments was helpful. I've used these guidelines but had not seen what happens on the back end. It helps the procedures for the processes make sense.

2026-06-01 15:29:24 UTC

This Policy is used to describe what can happen in cases of Fraud, Waste, and Abuse of VT property and how these cases are handled.

Procedure 20310: Invoice Payment

2026-06-01 18:20:10 UTC

This procedure outlines how all invoice payments should be processed through HokieMart. There are many forms available in HokieMart for use in purchasing. Most invoices are received in the Controller's office when usign HokieMart. However, if an invoice is received in the department, they should process it in HokieMart, and then send it to the Controller's office with the PO number written on the invoice. I didn't know that if the price on the invoice is 10% or $100 higher than the PO price, the Controller's office will contact the ordering department to see if it is approved.

Funds Handling

2026-06-17 14:16:39 UTC

Only authorized BOV members can open up a bank or financial account on behalf of the university.

Invoice Payments

2026-06-17 14:21:11 UTC

This covers expenses that are allowable and unallowable. I found it interesting that a department cannot purchase a coffee pot, for example, for their office.

Policy 1040

2026-06-22 12:21:17 UTC

This policy defines what is considered fraud and abuse of University property and resources.

I found it interesting all of the categories defined in this policy that outlines what is considered an abuse of the University property.

2026-06-24 14:16:01 UTC

The policy clearly states that EVERY university employee is responsible for reporting suspected fraud, waste, and abuse.

Policy 3100

2026-06-26 13:26:36 UTC

This policy establishes expectations for responsible financial stewardship at Virginia Tech by promoting fairness, transparency, accountability, and compliance with federal and state requirements. It emphasizes the importance of strong internal controls to protect university resources, ensure the accuracy of financial information, and prevent or detect errors, fraud, and inappropriate transactions. The policy requires organizational units to implement processes such as segregation of duties, appropriate authorization levels, and staff training to reduce financial risk. One item that surprised me was how strongly highlighted the need for independent reviews and reconciliations of financial transactions was, since human oversight is essential for identifying issues that automated systems may miss.

Importance of human review

2026-07-14 18:42:56 UTC

Policy 3100 "Fiscal Responsibility" establishes rules, expectations, and guidelines, for Faculty and Staff related to the handling of University funds. The focus of the document is the establishment of controls and prevention measures that prevent fraud and/or mistakes. Something that surprised me about this document is that it specifically states that review of financial documents must be conducted by a human. This is perhaps meant to indicate that the University is aware of and actively avoiding the numerous risks that could come with streamlining workflows using AI systems.