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Northwestern State University |
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Audit Alert 2008-02 |
Internal
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Identity Theft Measures Credit Card and Social Security Numbers on Travel Documents
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Bank of America Corporate Travel Cards are issued to individual employees. Employees are personally liable for these VISA credit cards. During a travel review, Internal Audit has noted numerous credit card statements provided as part of the documentation for reimbursement. For those credit card statements reviewed, credit card numbers could be viewed on approximately 95% of them. Credit card numbers appear more than one time on a single credit statement. With the ever increasing rise in identify theft (inclusive of credit card fraud), employees should take care to scratch through all instances of credit card numbers on any statements provided for reimbursement purposes. At a minimum, your personally-liable credit card number will be on file at the University for three years. From an internal control perspective, credit card statements (or vendor statements) should only be supplied as a last resort for reimbursement (payment). The actual, original receipt (invoice) should be used. Additionally, all University employees have been assigned an employee (vendor) number. There is no longer a need to include social security numbers on Request for Authorized Travel or Travel Expense Account forms.
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