MAP OF BUSINESS PROCESESS
V. Analysis of risks and control measures
1.
2.
3.
Т = 1day
A = Approved E = Execution W = Storage R = Registration C = Checking
H = high M = medium L = low
V. Analysis of risks and control measures
Act.
No. Activity Essence of
Risk Example of Risk Control Measure (s) Employed Frequency
Main essences of risk:
1.Legality 2.Timeliness 3.Completeness 4.Accuracy 5.Actuality 6. Economy
* The map of the process is accompanied by all forms
** For any complex activity are accompanied by operating instructions (detailed description of activities
137 VI. Form: Diagram of flows and activities - audit trail
DIAGRAM OF
FLOWS DESCRIPTION
OF ACTIVITIES
ENFORCEMENT
DOCUMENTS RESPONSI
BILITY DEADLINE
138 Example: Map Process
Name of entity: Ministry of Finance Document: MAP PROCESS
Process Code: __________
Version of the document: Br.______
Date: ______20__
Approved the Head of entity: ___________
(Signature) SP
Prepared by:
Department of Financial Affairs
Department of Accounting and Payments Release process
Main process: Calculation and payment of salary Sub process: _____________
I. Owner of the process (Person responsible for
implementing the process) Head of Department for Financial Affairs
II. The aim of the process Timely and accurate calculation and payment of salaries to employees
III. Mandate / Authorization Act for organization and systematization of br.________ 20__.
Decision on appointment of br.______ __ 20__.
IV. Workflow Chronological description of activities (flow diagram) Completed application form and No.IV VI •
Employees involved 1. Officer salary
2. Advisor for the calculation of salary
3. Head of Department of Accounting and Payments 4. Head of Department for Financial Affairs
Minimum separation of duties
• Officer salary - data entry into the system to calculate the salary and calculate the salary
• Advisor for the calculation of salary - collect data needed to calculate
• Head of the Department for accounting and payment control the input and calculation.
Documents reporting
• Report: Application for transfer of funds
• Report: Request for payment of salaries
• Report: Cash Out lists Time period
• payment of wages until the 15th of the month Rules and regulations
• Act on payment of salaries,
• Law on Civil Servants,
• Labor Law V. Risk analysis and control
measures Completed application form no. V.
139 IV. Workflow
17Last day of previous month
18By the 2nd of the month
Officer for salary Adviser for salary calculation Head of Accounting and Payments Unit Head of the Financial Affairs Department
1. Collection of data needed to calculate Т17=0 E M
2. Control of completeness and accuracy T =
0-2 Checklist 1 Т18=0-2 C H
3. Calculation of changes compared to the previous month (sick leave, replacement, help, jubilee awards)
Т19=2-4 E M
4. Submitting data to the competent
department for approval of asset Т=5 E L
5. Entering data into the system for
calculating wage Т=5-6 E M
6. Calculation of salary (gross, net benefits,
contributions, taxes and fees) Т=7 E H
7. Control input and calculation. Adjustment of the amount of salaries and appropriations
Checklist
No. 2 Т=7-8 R H
8. Delivery of data for payment of salaries of staff to Treasury
140 V. Analysis of risks and control measures
Act.
No. Activity Essence of
risk Example of risk Control Measures Employed Frequency20
2 Control of
•erroneousrecordsinthe listof present,
• certificates for sick leave are not submitted or not submitted timely
•wrong solution for vacation
• Standardized evident sheets,
• separation of duties
• Checklist of submitted documents 1,
• electronic records of attendance,
• using software to calculate the salary the title of an employee.
• Separation of duties
• Using software calculation of salary
• controls built into the system data for calculation of salary
• inconsistent amount of approved and required funds for payment of salary
• Separation of duties
•proper planning,
• Control of output data
• ex - post control
Main essences of risk:
1.Legality
141 VI. Completed application form: Diagram of flows and activities - audit trail
Calculation and payment of salaries Description of
Activity Description of
Activity ResponsibilityResponsibility Deadline Deadline DocumentsDocuments
Не
Divide the list of salaries Calculation of hours spent at work more than full time Control of
Delivery of data for payment of salaries of employees to the
Treasury
Divide the list of salaries of Data entry into the
system to calculate the
salary
List of payments with the account numbers of
142 Operating Instruction
21Working instruction should include a detailed description of the conduct of activities, so that for each activity from the process should provide a written explanation which contains answers to the questions: What are the incoming and outgoing documents and data, which, why, when and where it conducts operations. Work instructions are prepared only for more complex activities in the process.
No. Workflow Operating Instruction21
1. Collecting the data necessary to calculate
the Head of the Department of Human Resources by the end of the previous month data needed to calculate the salary shall submit to the adviser for the calculation of salary in the Department of Accounting and payment.
2. Control of completeness and accuracy of the dates
Head of the accounting and payment control the completeness and accuracy of received data for calculation of pay for the completed checklist No.1 attached to this instruction. If the received data is not complete and accurate returns to the same adviser for the calculation of salary which it returns to the Department of Human Resources. Head of the Department of Accounting and payment complete and accurate data to submit to the officer for salary.
3.
Calculation of changes compared to the previous month (sick leave, replacement, help, jubilee awards)
Officer salary to calculate the salary changes for employees who have a change from the previous month (sick leave, replacement, help, jubilee awards) and prepare payment List the amount of gross salary, which is submitted to the Head of the Department of Accounting and payment.
4. Submitting data to the competent ministry for approval
The Head of accounting and Payment Unit payroll submit to the Ministry of Finance for approval of funds.
5. Entering data into the system for calculation of salaries
Upon approval of funds from the Ministry of Finance Officer's salary data entered into the system for calculating wages.
6.
Calculation of salary (gross, net benefits, contributions, taxes and fees)
Officer salary based on the entries made the calculation of salary (gross, net benefits, contributions, taxes and fees).
7.
Control input and
calculation. Adjustment of the amount of salaries and appropriations
Head of the accounting and payment control the input and the calculation and adjustment of the amount of the salaries and appropriations. If finds errors (inconsistencies) it returns a reference to paycheck.
8.
Delivery of data for payment of salaries to the Treasury in the Ministry of Finance
Head of the Department of Accounting and payment to the Treasury in the Ministry of Finance submitted a list of payments with numbers on transaction accounts of employees and the amounts of salaries, demanding payment of wages.
9. Division of Cash Out lists to
staff Officer salary separate the salary lists to all employees.
143 Form: Example of a checklist for control the completeness and accuracy of received data for calculating the salary
REPUBLIC OF MACEDONIA _____________________
(Name of entity) ________________________
(Organizational unit)
CHECKLIST FOR CONTROL OF COMPLETENESS AND ACCURACY OF DATA REQUIRED FOR CALCULATION OF SALARIES
• Evident from the attendance sheets for all organizational units are supplied
Yes No
• Submitted evidence forms were signed by the heads of the unit not
Yes No
• Data on attendance in the submitted evidence forms are identical to the electronic records of employee attendance
Yes No
• Data on sick leave in obvious forms, electronic records and submitted certificates of illness overlap
Yes No
• Data for vacation in evidence sheets, electronic records and provide decisions for vacation are overlap
Yes No
• Data reported for overtime work are identical to electronic records
Yes No
• Data reported for overtime work are identical to electronic records
Yes No
144
• Data reported for paid and unpaid leave are identical to electronic records
Yes No
...
(Depending of the assessment of risks may be possible and other issues)
Note:
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
In ________ per day _____________20__ year
Drew: _____________
(Name and signature) Controlled: ___________
(Name and signature)
145