An Inspector will be assigned to an
agency and will conduct an analysis on the agency’s spending
data for a given time period. The Inspector will select a sample
of these transactions for further review during the Inspection.
The agency will be notified in writing that an inspection is
The inspection will generally occur at the agency’s location;
however, there have been instances where the agency was required
to mail in documentation for review. During the inspection,
documentation pertaining to the specified transactions will be
reviewed. If questions arise, agency personnel should be
available to provide answers or additional information.
Once the on-site inspection has been completed, the Inspector
will conduct a meeting with agency personnel to review the
preliminary findings. The agency is encouraged to ask questions
during this session. This is also an opportunity for the
Inspector to provide one-on-one training concerning Purchasing
Finally, the Inspector will document the findings in a Draft
Inspection Report, which will be mailed to the agency for
comment. The agency will have approximately two weeks to review
the report and respond in writing and provide additional
documentation. A final report will be issued and will
incorporate agency comments.
In the event the Inspector determines that the agency may be
stringing, the agency will be required to respond to this
finding in writing. Stringing is defined as “Issuing a series of
requisitions or purchase orders to circumvent competitive
bidding or to defeat the State Purchasing Card transaction or
delegated purchasing limit".
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