Northern Arizona University Report on Internal Control and on Compliance Year Ended June 30, 2019 A Report to the Arizona Legislature Lindsey A. Perry Auditor General The Arizona Office of the Auditor General’s mission is to provide independent and impartial information and specific recommendations to improve the operations of State and local government entities. To this end, the Office provides financial audits and accounting services to the State and political subdivisions, investigates possible misuse of public monies, and conducts performance audits and special reviews of school districts, State agencies, and the programs they administer. The Joint Legislative Audit Committee Senator Rick Gray, Chair Representative Anthony T. Kern, Vice Chair Senator Lupe Contreras Representative John Allen Senator Andrea Dalessandro Representative Timothy M. Dunn Senator David C. Farnsworth Representative Mitzi Epstein Senator David Livingston Representative Jennifer Pawlik Senator Karen Fann (ex officio) Representative Rusty Bowers (ex officio) Audit Staff Donna Miller, Director Taryn Stangle, Manager Contact Information Arizona Office of the Auditor General 2910 N. 44th St., Ste. 410 Phoenix, AZ 85018-7271 (602) 553-0333 [email protected] www.azauditor.gov TABLE OF CONTENTS Independent auditors’ report on internal control over financial reporting and on compliance and other matters based on an audit of basic financial statements performed in accordance with Government Auditing Standards 1 Schedule of findings and recommendations 3 Financial statement finding 3 University response Corrective action plan Report issued separately Comprehensive Annual Financial Report Arizona Auditor General Northern Arizona University| Year Ended June 30, 2019 PAGE i MELANIE M. CHESNEY ARIZONA AUDITOR GENERAL JOSEPH D. MOORE DEPUTY AUDITOR GENERAL LINDSEY A. PERRY DEPUTY AUDITOR GENERAL Independent auditors’ report on internal control over financial reporting and on compliance and other matters based on an audit of basic financial statements performed in accordance with Government Auditing Standards Members of the Arizona State Legislature The Arizona Board of Regents We have audited the financial statements of the business-type activities and discretely presented component unit of Northern Arizona University as of and for the year ended June 30, 2019, and the related notes to the financial statements, which collectively comprise the University’s basic financial statements, and have issued our report thereon dated October 16, 2019. Our report includes a reference to other auditors who audited the financial statements of the Northern Arizona University Foundation, the discretely presented component unit, as described in our report on the University’s financial statements. We conducted our audit in accordance with U.S. generally accepted auditing standards and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. However, the Foundation’s financial statements were not audited in accordance with Government Auditing Standards, and accordingly, this report does not include reporting on internal control over financial reporting or instances of reportable noncompliance associated with the Foundation. Internal control over financial reporting In planning and performing our audit of the financial statements, we considered the University’s internal control over financial reporting (internal control) to determine the audit procedures that are appropriate in the circumstances for the purpose of expressing our opinions on the basic financial statements, but not for the purpose of expressing an opinion on the effectiveness of the University’s internal control. Accordingly, we do not express an opinion on the effectiveness of the University’s internal control. A deficiency in internal control exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct, misstatements on a timely basis. A material weakness is a deficiency, or a combination of deficiencies, in internal control, such that there is a reasonable possibility that a material misstatement of the University’s basic financial statements will not be prevented, or detected and corrected, on a timely basis. A significant deficiency is a deficiency, or a combination of deficiencies, in internal control that is less severe than a material weakness, yet important enough to merit attention by those charged with governance. th 2910 N 44 ST • STE 410 • PHOENIX, AZ 85018 • (602) 553-0333 • WWW.AZAUDITOR.GOV Our consideration of internal control was for the limited purpose described in the first paragraph of this section and was not designed to identify all deficiencies in internal control that might be material weaknesses or significant deficiencies. Given these limitations, during our audit we did not identify any deficiencies in internal control that we consider to be material weaknesses. However, material weaknesses may exist that have not been identified. Compliance and other matters As part of obtaining reasonable assurance about whether the University’s basic financial statements are free from material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements, noncompliance with which could have a direct and material effect on the determination of financial statement amounts. However, providing an opinion on compliance with those provisions was not an objective of our audit, and accordingly, we do not express such an opinion. The results of our tests disclosed an instance of noncompliance or other matter that is required to be reported under Government Auditing Standards and that is described in the accompanying schedule of findings and recommendations as item 2019-01. University response to findings The University’s response to the finding identified in our audit is presented in its corrective action plan at the end of this report. The University is responsible for preparing a corrective action plan to address the finding. The University’s response and corrective action plan were not subjected to the auditing procedures applied in the audit of the basic financial statements, and accordingly, we express no opinion on them. Purpose of this report The purpose of this report is solely to describe the scope of our testing of internal control and compliance and the results of that testing, and not to provide an opinion on the effectiveness of the University’s internal control or on compliance. This report is an integral part of an audit performed in accordance with Government Auditing Standards in considering the University’s internal control and compliance. Accordingly, this communication is not suitable for any other purpose. Lindsey Perry, CPA, CFE Auditor General October 16, 2019 PAGE 2 SCHEDULE OF FINDINGS AND RECOMMENDATIONS Financial statement finding 2019-01 The University inappropriately paid for $40,277 of the President’s and her spouse’s travel expenses that conflicted with policies and lacked appropriate documentation, which put public monies at potential risk of misuse Condition and context—The University paid $40,277 of the President’s and her spouse’s fiscal year 2019 travel expenses, which conflicted with University and Arizona Board of Regents (ABOR) policies and lacked proper documentation to justify the deviations from policies. These expenses represented 62 percent of the total $64,969 in travel expenses the University expended on their behalf in that year. In June 2014, the ABOR chair authorized the President’s spouse to travel with her under certain conditions.1 Our review of 17 fiscal year 2019 travel expense summaries and 2 purchasing card payments for the President’s and her spouse’s travel to conferences, athletic events, donor meetings, and other University events found that the President’s travel expense summaries she signed as correct and proper did not include required documentation of the public purpose and benefit or any justification and approval for deviating from University and ABOR policies, such as approval for business- and first-class airfare, lodging that exceeded allowable rates, and unallowed expenses. Specifically: • The University reimbursed the President $30,641 for her and her spouse’s airfare to Russia that included both business- and first-class tickets and 2 additional replacement one-way business-class tickets. • Even though an event sponsor offered to pay for 2 coach airfare tickets for both the President and her spouse to attend an event in Israel or a business-class ticket if only the President attended, the University purchased a $5,862 roundtrip business-class ticket for the President’s spouse to attend with her. The event sponsor paid for a business-class ticket for the President and all of her and her spouse’s lodging and meals. • The University reimbursed the President for 13 separate hotel stays where the hotel’s room rate exceeded the allowable State government rate, which cost the University an additional $1,751. Documentation management later provided to us still did not support the public purpose for these exceptions. • The University reimbursed the President $2,023 of her and her spouse’s expenses specifically not allowed by its policies, including visas to Russia, early flight check-in fees, valet parking, room service that was in addition to her daily meal allowance,