Accounts Payable Fraud Prevention
This should be attached to the invoice to show items were actually received.
What is a packing slip?
These locations are where you can find new vendor registration form and W-9
What is the SharePoint Forms/ P-drive or Special District OneDrive.
You can never have too much of this.
What is documentation?
Direct deposit payments for travel, boots, etc. will be issued on either of these two days.
What are Wednesday or Thursday?
In the event of a conflict between the local, state, or federal requirements when grant funds are involved, you must follow this.
What are the most restrictive requirements/procurement?
Scammers sometimes replace letters with this to make it look like an email come from the vendor's normal email address.
What are special characters or numbers?
These two forms are needed for a new vendor to be set up in Munis.
What are W-9 and New Vendor Registration Form?
This is still needed when preparing for a potential disaster, during a disaster, and when responding to the aftermath of a disaster.
What is procurement?
Employees should now be receiving direct deposit payments for ___ , boots, mileage and other reimbursements.
What is travel?
This entity encourages the award prepositioned contracts, or advance contracts, before an incident occurs?
Who is FEMA?
This is used to keep track of orders placed and orders still pending.
What is a requisition book?
Completed vendor registration forms should be sent to this email address.
What is purchasing@calcasieu.gov?
This is an unforeseen mischance bringing with it destruction of life or property or the imminent threat of such destruction or injury.
What is an emergency?
These two things are needed on any employee reimbursement requests.
What is the employee's email and the employee number?
Make sure to include enough vendors on your vendor lists to ensure this.
What is full and open competition?
This is the way to confirm with your vendor that an email requesting to change information is legitimate.
What is verbal confirmation?
Updated forms will be needed if there is a vendor name change, ownership change, or _____ so the vendor file can be updated accordingly.
What is address change?
**************DAILY DOUBLE****************
In a federally declared disaster, we want to ensure we are in compliance with all FEMA ____ so the Parish and/or District is able to get the maximum funding available.
What are guidelines/requirements?
Please include this for employees with the same or similar names.
What is a middle initial?
Even contracts procured before a disaster must comply with this.
What are federal procurement regulations?
The threat of one of these three things is a warning sign of a fraud attempt.
What are penalties, small claims court, or break of contract?
The Louisiana Department of Revenue recently provided Political Subdivisions with this new form.
What is a Sales Tax Exemption Form?
Procurement records for emergencies must be kept for this timeframe.
What is 6 years or longer depending on grant closeout?
These two types of individuals will still continue to receive paper checks.
What are contract labor and security officers?
When a disaster strikes, you have to act quickly to protect this.
What is life, public health, safety, and property?