United States Department of Veterans Affairs

VA Office of Financial Policy — Frequently Asked Questions

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Cash Management  (Corresponding Policy Volume)
  1. Request some clarification on the unannounced agent cashier audits. According to VA Financial Policies and Procedures Vol VIII Ch 3, (Agent Cashier Accountability Policy) 030205 D. "Unannounced audits or spot checks are conducted of the Agent Cashier's advance and undeposited collections at least quarterly sometime within the four annual 90-day cycles to maintain the integrity of the agent cashier's disbursing funds, and twice a year for cashless Agent Cashier activities." Does this mean that if our station does not deal with cash, that we only have to perform an unannounced audit of the Agent Cashier only twice a year or will we still have to do 90 day audits as well?

1.  Request some clarification on the unannounced agent cashier audits. According to VA Financial Policies and Procedures Vol VIII Ch 3, (Agent Cashier Accountability Policy) 030205 D. "Unannounced audits or spot checks are conducted of the Agent Cashier's advance and undeposited collections at least quarterly sometime within the four annual 90-day cycles to maintain the integrity of the agent cashier's disbursing funds, and twice a year for cashless Agent Cashier activities." Does this mean that if our station does not deal with cash, that we only have to perform an unannounced audit of the Agent Cashier only twice a year or will we still have to do 90 day audits as well?

The policy is correct.  The person who inquired about this is located at the VBA Regional Office in Jackson, MS.  The VBA facilities have little or no cash.  As long as the person has no cash then they should follow the policy for cashless Agent Cashier Activities.

Page 27, D, 1:  “Facility directors, or designees, will ensure that unannounced audits or spot checks of the Agent Cashier’s advance and undeposited collections are conducted at least quarterly during the four annual 90-day cycles, to maintain the integrity of the agent cashier’s disbursing funds, and for cashless Agent Cashier Activities, twice a year.”