As mentioned in the introduction, a successful internal control program depends on the participation of all employees at every level. Competence and professional integrity are essential components of a sound internal control program. All employees should be aware of the University’s goals and their participation roles in attaining those goals. By knowing what their responsibilities are, all employees can help to provide reasonable assurance that the University’s internal control systems are adequate and operating in an efficient manner.
All employees are responsible for the following:
- Fulfilling the duties and responsibilities established in their job description and meeting applicable performance standards.
- Taking all reasonable steps to safeguard University assets and resources against waste, loss, damage, unauthorized use, or misappropriation.
- Reporting breakdowns in internal control systems or suggesting improvements to their supervisor.
- Refraining from using their position to secure unwarranted privileges.
- Attending education and training programs as appropriate to increase awareness and understanding
Managers have these additional responsibilities:
- Documenting policies and procedures that are to be followed in performing unit functions.
- Maintaining a work environment that encourages employees to understand the purpose of policies and procedures and that supports the maintenance of a positive internal control environment.
- Identifying the objectives for the unit and implementing cost effective internal controls designed to meet those objectives.
- Regularly testing the internal controls implemented to determine if they are functioning as intended.
- Listening to employee suggestions concerning the internal control systems.
The campus leaders at the University at Albany are committed to a sound internal control program. When internal controls are a consistent priority, positive employee attitudes are fostered. Positive employee attitudes improve the quality of job performance, and as a result the quality of internal controls. Since internal controls are designed to improve operational and management efficiency, the internal control process should be one of continuous improvement. With the awareness and cooperation of all employees, the University at Albany will continue to make progress to improve its operations.