<div dir="ltr"><div class="gmail_default" style="font-family:arial,helvetica,sans-serif;font-size:small">SENT ON BEHALF OF TODD MORAVEC, INTERIM VP FOR ADMINISTRATION AND FINANCE</div><div class="gmail_default" style="font-family:arial,helvetica,sans-serif;font-size:small"><br></div><div class="gmail_default" style="font-size:small"><p class="MsoNormal" style="font-family:Calibri,sans-serif;margin:0in 0in 8pt;line-height:normal;background-image:initial;background-position:initial;background-size:initial;background-repeat:initial;background-origin:initial;background-clip:initial"><span style="font-family:Arial,sans-serif;color:black">March 30, 2023</span></p><p class="MsoNormal" style="font-family:Calibri,sans-serif;margin:0in 0in 8pt;line-height:normal;background-image:initial;background-position:initial;background-size:initial;background-repeat:initial;background-origin:initial;background-clip:initial"><span style="font-family:Arial,sans-serif;color:black">Dear Colleagues,</span></p><p class="MsoNormal" style="font-family:Calibri,sans-serif;margin:0in 0in 8pt;line-height:normal;background-image:initial;background-position:initial;background-size:initial;background-repeat:initial;background-origin:initial;background-clip:initial"><span style="color:black;font-family:Arial,sans-serif">As public employees, we have a responsibility to ensure that we are safeguarding college resources and being good stewards of the public trust.</span></p><p class="MsoNormal" style="font-family:Calibri,sans-serif;margin:0in 0in 8pt;line-height:normal;background-image:initial;background-position:initial;background-size:initial;background-repeat:initial;background-origin:initial;background-clip:initial"><span style="color:black;font-family:Arial,sans-serif">Guiding us in these efforts are our</span><span style="color:black;font-family:Arial,sans-serif"> </span><u style="color:black;font-family:Arial,sans-serif">Internal Controls</u><span style="color:black;font-family:Arial,sans-serif">.  Internal Controls are the activities that we engage in to ensure the college’s resources are used effectively and efficiently. These activities minimize inappropriate use of resources; loss, waste or damage of resources; overspending; or other actions inconsistent with policy or in violation of law.  </span></p><p class="MsoNormal" style="font-family:Calibri,sans-serif;margin:0in 0in 8pt;line-height:normal;background-image:initial;background-position:initial;background-size:initial;background-repeat:initial;background-origin:initial;background-clip:initial"><span style="color:black;font-family:Arial,sans-serif">Examples of our</span><span style="color:black;font-family:Arial,sans-serif"> </span><u style="color:black;font-family:Arial,sans-serif">internal controls in action</u><span style="color:black;font-family:Arial,sans-serif"> </span><span style="color:black;font-family:Arial,sans-serif">include:</span></p><p style="font-family:Calibri,sans-serif;line-height:normal;background-image:initial;background-position:initial;background-size:initial;background-repeat:initial;background-origin:initial;background-clip:initial;margin:0in 0in 0.0001pt 0.5in"><span style="font-family:Symbol;color:black">·<span style="font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;font-kerning:auto;font-feature-settings:normal;font-stretch:normal;line-height:normal;font-family:"Times New Roman"">       </span></span><span style="font-family:Arial,sans-serif;color:black">Conducting timely employee performance evaluations, including updating performance programs and job duties. </span></p><p style="font-family:Calibri,sans-serif;line-height:normal;background-image:initial;background-position:initial;background-size:initial;background-repeat:initial;background-origin:initial;background-clip:initial;margin:0in 0in 0.0001pt 0.5in"><span style="font-family:Symbol;color:black">·<span style="font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;font-kerning:auto;font-feature-settings:normal;font-stretch:normal;line-height:normal;font-family:"Times New Roman"">       </span></span><span style="font-family:Arial,sans-serif;color:black">Annual physical inventories of equipment</span></p><p style="font-family:Calibri,sans-serif;line-height:normal;background-image:initial;background-position:initial;background-size:initial;background-repeat:initial;background-origin:initial;background-clip:initial;margin:0in 0in 0.0001pt 0.5in"><span style="font-family:Symbol;color:black">·<span style="font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;font-kerning:auto;font-feature-settings:normal;font-stretch:normal;line-height:normal;font-family:"Times New Roman"">       </span></span><span style="font-family:Arial,sans-serif;color:black">Monthly review of accounts by account owners to determine if expenditures remain on track</span></p><p style="font-family:Calibri,sans-serif;line-height:normal;background-image:initial;background-position:initial;background-size:initial;background-repeat:initial;background-origin:initial;background-clip:initial;margin:0in 0in 0.0001pt 0.5in"><span style="font-family:Symbol;color:black">·<span style="font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;font-kerning:auto;font-feature-settings:normal;font-stretch:normal;line-height:normal;font-family:"Times New Roman"">       </span></span><span style="font-family:Arial,sans-serif;color:black">New employee training</span></p><p style="font-family:Calibri,sans-serif;line-height:normal;background-image:initial;background-position:initial;background-size:initial;background-repeat:initial;background-origin:initial;background-clip:initial;margin:0in 0in 0.0001pt 0.5in"><span style="font-family:Symbol;color:black">·<span style="font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;font-kerning:auto;font-feature-settings:normal;font-stretch:normal;line-height:normal;font-family:"Times New Roman"">       </span></span><span style="font-family:Arial,sans-serif;color:black">Physical control over assets (i.e. locks on doors or a safe for cash/checks)</span></p><p style="font-family:Calibri,sans-serif;line-height:normal;background-image:initial;background-position:initial;background-size:initial;background-repeat:initial;background-origin:initial;background-clip:initial;margin:0in 0in 0.0001pt 0.5in"><span style="font-family:Symbol;color:black">·<span style="font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;font-kerning:auto;font-feature-settings:normal;font-stretch:normal;line-height:normal;font-family:"Times New Roman"">       </span></span><span style="font-family:Arial,sans-serif;color:black">Separation of duties in the purchasing and payment processes</span></p><p style="font-family:Calibri,sans-serif;line-height:normal;background-image:initial;background-position:initial;background-size:initial;background-repeat:initial;background-origin:initial;background-clip:initial;margin:0in 0in 0.0001pt 0.5in"><span style="font-family:Symbol;color:black">·<span style="font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;font-kerning:auto;font-feature-settings:normal;font-stretch:normal;line-height:normal;font-family:"Times New Roman"">       </span></span><span style="font-family:Arial,sans-serif;color:black">Supervisor pre-approval of transactions (e.g. purchases, travel authorizations)</span></p><p style="font-family:Calibri,sans-serif;line-height:normal;background-image:initial;background-position:initial;background-size:initial;background-repeat:initial;background-origin:initial;background-clip:initial;margin:0in 0in 0.0001pt 0.5in"><span style="font-family:Symbol;color:black">·<span style="font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;font-kerning:auto;font-feature-settings:normal;font-stretch:normal;line-height:normal;font-family:"Times New Roman"">       </span></span><span style="font-family:Arial,sans-serif;color:black">System access controls (such as passwords)</span></p><p style="font-family:Calibri,sans-serif;line-height:normal;background-image:initial;background-position:initial;background-size:initial;background-repeat:initial;background-origin:initial;background-clip:initial;margin:0in 0in 8pt 0.5in"><span style="font-family:Symbol;color:black">·<span style="font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;font-kerning:auto;font-feature-settings:normal;font-stretch:normal;line-height:normal;font-family:"Times New Roman"">       </span></span><span style="font-family:Arial,sans-serif;color:black">Updating policies and procedures</span></p><p class="MsoNormal" style="font-family:Calibri,sans-serif;margin:0in 0in 8pt;line-height:normal;background-image:initial;background-position:initial;background-size:initial;background-repeat:initial;background-origin:initial;background-clip:initial"><span style="font-family:Arial,sans-serif;color:black">Internal Controls help us to ensure that our resources are aligned with, and support achievement of, our mission and mitigate risks that could impede our progress. </span></p><p class="MsoNormal" style="font-family:Calibri,sans-serif;margin:0in 0in 8pt;line-height:normal;background-image:initial;background-position:initial;background-size:initial;background-repeat:initial;background-origin:initial;background-clip:initial"><b><span style="font-family:Arial,sans-serif;color:black">What You Can Do</span></b></p><ul type="disc" style="font-family:arial,helvetica,sans-serif;margin-top:0in;margin-bottom:0in"><li class="MsoNormal" style="margin:0in 0in 0.0001pt;color:black;line-height:normal;background-image:initial;background-position:initial;background-size:initial;background-repeat:initial;background-origin:initial;background-clip:initial;font-family:Calibri,sans-serif"><span style="font-family:Arial,sans-serif">Familiarize yourself with our </span><span style="color:windowtext"><a href="https://www.plattsburgh.edu/about/offices-divisions/administration-finance/administrative-services/legal-compliance/internal-control/index.html" style="color:blue" target="_blank"><span style="font-family:Arial,sans-serif">Internal Control Program</span></a></span><span style="font-family:Arial,sans-serif"></span></li><li class="MsoNormal" style="margin:0in 0in 0.0001pt;color:black;line-height:normal;background-image:initial;background-position:initial;background-size:initial;background-repeat:initial;background-origin:initial;background-clip:initial;font-family:Calibri,sans-serif"><span style="font-family:Arial,sans-serif">Follow </span><span style="color:windowtext"><a href="https://www.plattsburgh.edu/about/offices-divisions/administration-finance/policies-procedures/index.html" style="color:blue" target="_blank"><span style="font-family:Arial,sans-serif;color:rgb(207,16,45)">campus policies</span></a></span><span style="font-family:Arial,sans-serif"> and procedures, as well as those in place for your job.</span></li><li class="MsoNormal" style="margin:0in 0in 0.0001pt;color:black;line-height:normal;background-image:initial;background-position:initial;background-size:initial;background-repeat:initial;background-origin:initial;background-clip:initial;font-family:Calibri,sans-serif"><span style="font-family:Arial,sans-serif">When assigned, complete your </span><span style="color:windowtext"><a href="https://www.plattsburgh.edu/about/offices-divisions/administration-finance/administrative-services/legal-compliance/training/index.html" style="color:blue" target="_blank"><span style="font-family:Arial,sans-serif;color:rgb(207,16,45)">compliance training</span></a></span><span style="font-family:Arial,sans-serif">.</span></li><li class="MsoNormal" style="margin:0in 0in 0.0001pt;color:black;line-height:normal;background-image:initial;background-position:initial;background-size:initial;background-repeat:initial;background-origin:initial;background-clip:initial;font-family:Calibri,sans-serif"><span style="font-family:Arial,sans-serif">If asked, participate in an internal control review or risk assessment</span></li><li class="MsoNormal" style="margin:0in 0in 0.0001pt;color:black;line-height:normal;background-image:initial;background-position:initial;background-size:initial;background-repeat:initial;background-origin:initial;background-clip:initial;font-family:Calibri,sans-serif"><span style="font-family:Arial,sans-serif">Communicate problems, ask questions and suggest improvements to your supervisor or department chair.</span></li><li class="MsoNormal" style="margin:0in 0in 0.0001pt;color:black;line-height:normal;background-image:initial;background-position:initial;background-size:initial;background-repeat:initial;background-origin:initial;background-clip:initial;font-family:Calibri,sans-serif"><span style="font-family:Arial,sans-serif">Use college resources only in support of our goals, objectives and programs.</span></li></ul><div><font color="#000000" face="Arial, sans-serif"><br></font></div><p class="MsoNormal" style="font-family:Calibri,sans-serif;margin:0in 0in 8pt;line-height:normal;background-image:initial;background-position:initial;background-size:initial;background-repeat:initial;background-origin:initial;background-clip:initial"><b><span style="font-family:Arial,sans-serif;color:black">What To Do If You Suspect A Problem</span></b><span style="font-family:Arial,sans-serif;color:black"></span></p><p class="MsoNormal" style="font-family:Calibri,sans-serif;margin:0in 0in 8pt;line-height:normal;background-image:initial;background-position:initial;background-size:initial;background-repeat:initial;background-origin:initial;background-clip:initial"><span style="font-family:Arial,sans-serif;color:black">There can be occasions when faculty, staff, students, or community members unintentionally or intentionally misuse state funds, equipment and supplies or participate in unethical activities or practices. If you suspect or know of such actions, you can make a report to the Anonymous Internal Control Hotline (voice mailbox) at </span><a href="tel:+1-866-633-6112" style="color:blue" target="_blank"><span style="font-family:Arial,sans-serif;color:rgb(207,16,45)">866-633-6112</span></a><span style="font-family:Arial,sans-serif;color:black">. If you notice something unusual, report it.  </span><a href="https://www.plattsburgh.edu/about/offices-divisions/administration-finance/administrative-services/legal-compliance/internal-control/internal-control-hotline.html" style="color:blue" target="_blank"><span style="font-family:Arial,sans-serif;color:rgb(207,16,45)">Learn more about the Internal Control Hotline</span></a></p><p class="MsoNormal" style="font-family:Calibri,sans-serif;margin:0in 0in 8pt;line-height:normal;background-image:initial;background-position:initial;background-size:initial;background-repeat:initial;background-origin:initial;background-clip:initial"><span style="font-family:Arial,sans-serif;color:black"></span></p><p class="MsoNormal" style="font-family:Calibri,sans-serif;margin:0in 0in 8pt;line-height:normal;background-image:initial;background-position:initial;background-size:initial;background-repeat:initial;background-origin:initial;background-clip:initial"><b><span style="font-family:Arial,sans-serif;color:black">Contact Us</span></b><span style="font-family:Arial,sans-serif;color:black"></span></p><p class="MsoNormal" style="font-family:Calibri,sans-serif;margin:0in 0in 0.0001pt;line-height:normal;background-image:initial;background-position:initial;background-size:initial;background-repeat:initial;background-origin:initial;background-clip:initial"><span style="font-family:Arial,sans-serif;color:black">Should you have questions about the Internal Control Program, please Sean Dermody, AVP for Regional Procurement Services, at 518-564-3606 or Lauren Currie, Internal Control Coordinator at 518-564-2538.</span></p></div></div>