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Business Procedures Manual

13.1 Implementation of Software Changes to Financial Accounting Systems

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Institutions using computer applications for maintaining financial accounting systems and wishing to make changes in software presently in use or wishing to implement new software, are to advise the Vice Chancellor for Fiscal Affairs and Treasurer of the Board of Regents (BOR) of such plans. This advice should ensure that all accounting systems are in compliance with specifications set forth in this manual.

Upon receiving this information, the Vice Chancellor for Fiscal Affairs and Treasurer of the Board of Regents will request the state Department of Audits and Accounts to perform a study and review of the proposed changes. No changes are to be implemented prior to receiving approval from the state auditor. The basic objectives of the state auditor’s study and review are to determine whether the proposed financial accounting system (revised or new):

  1. Contains adequate internal controls,
  2. Is auditable, and,
  3. Is operated in an environment that provides adequate security to the data.

This procedure applies to the main financial accounting system and to any other software system that maintains subsidiary records that supports the main financial accounting system.