Branch Name :( BR 03)

Audit Report From 05-Sep 2014 to 26-Feb 2015

Audit Objective
Audit objective was to determine that the Branch # 02 operations, for the period starting from Jan 2014,
to June 30, 2014, are free of any financial misstatement or misappropriation and to determine the level of
compliance with rules, regulations and relevant instructions of the State Bank of Pakistan (SBP).
Scope of Audit
The audit scope was open ended with concentration on control compliances related policies and
procedures of the company. Furthermore, a Risk Assessment Review was also conducted of existing
policies and procedures, in order to identify weaknesses in the internal control system, with the view of
improving the existing controls or to establish new and strong internal controls.
Audit Approach
We performed the following audit procedures:

Substantive Audit Procedures to confirm the existence and validity at the transaction level
Internal Control Compliance Review
Risk Assessment Procedures
The audit procedures primarily consisted of document review in the light of financial information
available from the financial system.
Trial Balance and ledgers of the relevant accounts for the period of audit were obtained from the
financial information system. Ledger population of each account was analyzed. It was then verified
through the review of the supporting documents provided by the Branch in hard form. Furthermore
these documents are reviewed to determine the level of control compliance with the existing SBP
policies and procedures.

Branch Name :( BR 03)

Audit Report From 05-Sep 2014 to 26-Feb 2015
Observations were summarized and critically analyzed to identify different financial and non financial
(operational) risks.

Branch Name :( BR 03)

Audit Report From 05-Sep 2014 to 26-Feb 2015
S.
No

Issues

1)

Internal Control

2)

Operations of the Record keeping is an important issue in the

Branch
operations of the branch. Regulatory bodies or
other authorities require record during its routine
Record Keeping
inspection or on requirement basis. So proper
record should be maintained and preserves the
same for at least ten years. As it is observed that
proper importance is not given to this area, list of
files not made which helps to maintain records.

a)

Observations
Branch Manager is responsible for the overall
performance of the branch; He must keep an eye
on the performance and make sure whether
performance is according to set standards or not.
The loose control is observed during the inspection
regarding branch operations.

Response
BARNCH
MANAGER
OBSERVING
ALL
THE
OPERATION IN BRANCH.
ALL
THE
COMPUTER
OPERATION AND MANUAL
ARE
UNDER
THE
OBSERVATION OF BRANCH
MANAGR.
CHECKING
KEENLY
EVERY
WORK
WITHIN BRANCH.
DUE TO BURDON OF WORK
NO PROPER ATTENTION
WAS GIVEN TO THAT AREA.
NOW ALL RECORD ARE
KEEPING IN PROPER WAY
AND SAFELY NOW.

Branch Name :( BR 03)

Audit Report From 05-Sep 2014 to 26-Feb 2015
b)

Leave
Applications
Record

The staff of the branch should prepare and get

approval from the competent authority when
applying for leave. But staff of the branch did not
make leave record which is the violation of
companys policy.

LEAVE
RECORD
FROM
JUNAUARY 2015 WAS NOT
PREPARE . NOW LEAVE
RECORD OF ALL STAFF IS
MAINTAIN. AND ONWARD
WILL BE CAREFULL.

c)

Missing
Signature
Authorized
officer
vouchers

There are instances in which the signatures of

of relevant authorized officer were missing on the
vouchers hence violation of the companys policy
on and the F.E Circular 9 of 22 by State Bank Of
Pakistan. The detail of the such instances are given
in Annexure A.

MANAGER
SIGN
WAS
MISSING DUE TO A LOT OF
WORK. NOW ALL PAST
SIGN
MISSING
ON
VOUCHERS ARE AFFIXED.

d)

Client Signature Instances were observed where client signature

Missing
was missing on sale/purchase vouchers violation of
F.E Circular 9 of 22 by State Bank Of Pakistan. The
detail of the such instances are given in Annexure
B.

SOME
OF
CLIENT
SIGNATURE ARE MISSED
DUE TO A LOT OF CLIENT
AT ONE TIME. NOW ARE
CAREFULL ABOUT THAT.

Branch Name :( BR 03)

Audit Report From 05-Sep 2014 to 26-Feb 2015
e)

Signature
Missing
of
Manager/Teller
officer on Inter
Branch vouchers

SOME OF MANAGER SIGN

MISSING
DURING
ANY
LEAVE
OR
DUE
TO
MISUNDERSTANDING. PAST
ALL
MANAGER SIGN
MISSING ARE CLEAR NOW.
AND
NOW
DOING
ACCORDING
WITH
VOUCHER.
Card It was observed that the employees were not EMPLOYEES ARE ADVISES
wearing the identity card issued to them by Head AND
ARE
GIVING
Office hence violation of the companys policy.
WARINING TO THEM.

f)

Identity
Policy

g)

Cash
During the audit instances were observed that
Paid/Received
stamp was not affixed on vouchers. The detail of
Stamp
not such instances is given in Annexure D.
affixed

STAMP ARE MISSED ON

SOME VOUCHER DUE TO A
LOT OF CUSTOMER ON
TIME. NOW AFFIXED ALL
MISSING STAMP.

h)

Selection
wrong head

VOUCHER
POSTED
BY
MISTAKE
NOW
GIVING
PROPER ATTENTION TO IT.

of

There are instances in which the signatures of

Manager were missing on the Inter branch
vouchers hence violation of the companys policy
and the F.E Circular 9. The detail of the such
instances are given in Annexure C.

Voucher Number 04CH3039 amounted to Rs.

3,250/- dated 25/10/2014 is wrongly posted under
head
of
account
Vehicles
Repairs
&
Maintenance the same should be posted under

Branch Name :( BR 03)

Audit Report From 05-Sep 2014 to 26-Feb 2015
the head Vehicles Petrol, Diesel, CNG.

i)

Original
seen There are instances in which the relevant staff has
stamp missing
failed to affix the original seen stamp on the
retained identification documents of the customer
hence violation of the F.E Circular 04 of 2013 issued
by SBP. The detail of such instances is given in
Annexure E.

MISSED DUE NOT GOOD

ATTENTION ON IT. FROM
ONWARD IS MANITAING ON
TIME AND ALSO AFFIXED
STAMP ON MISSING ONE.

j)

Vouchers/Suppor
ting of vouchers
missing from the
record

SOME
OF
VOUCHERS
SUPPORRTING
VOUCHERS
ARE MISS PLACE WRONGLY
ARE CORRECTED NOW. ONE
OR TWO OF SUUPPORTING
ARE REQUIRED FROM HEAD
OOFCE AS MINTIONED.

k)

HR/Personal files The personal files of some staff were not found in DOCUMENT OF ZUBAIR
of Staff
the branch which is on the payroll and their name TAHIR, MUHAMMAD DAUD,
is also on the attendance register.
MUBBASHIR
HSSAIN
IS
REQUIRED FROM HEAD
OOFICE
ALONG
WITH
APPOINTMENT
LATTER.
AND ONLY DOCUMENT OF

During audit instances were observed where

vouchers/supporting of various vouchers were
missing from the record. The details of such
instances are given in Annexure F.

Branch Name :( BR 03)

Audit Report From 05-Sep 2014 to 26-Feb 2015
FARHAN IS REQIRED.

l)

ID Card number During audit it was observed that ID card number

not correct
not matched with the number mentioned on
system generated receipt.
The detail of such
instances is given in Annexure G.

m)

Signature
on Instances were observed where the signature of
CNIC
is the customer was mismatched with the copy of
mismatched with CNIC provided with the purchase invoices.
Signature
on
voucher

n)

Signature
of
Dealer
Missing
on Dealer Deal
Vouchers

o)

There are instances in which the signatures of

Manager were missing on the Inter branch
vouchers hence violation of the companys policy
and the F.E Circular 9. The detail of the such
instances is given in Annexure H.
Processing
During audit it was observed that processing officer
Officer Signature signature missing on following voucher.
Missing
Date
Voucher No
Observation
29/12/1
4

04OJ350

Processing officer
signature missing

POSTED
WRONGLY
ON
JUST TWO OR THREE
VOUCHERES. AND NOW
VERY CAREFULL ABOUT
THAT.
SOMETIME CUSTOMER
CANNOT DO THE SIGN
MATCHING TO HIS CNIC
EVEN BY TRYING TWO
THREE TIMES. DUE TO OLD
SIGNATURE.
SIGNATURE OF DEALER
MISSING DUE TO RUSH OF
CUSTOMER. ARE CLEAR
NOW
AND
WILL
BE
CAREFULL ONWARD.
RAE
MISS
DUE
TO
SOMETIME A LOT OF
WORK. AND NOW DID ALL
THE MISSING SIGNATURE.

Branch Name :( BR 03)

Audit Report From 05-Sep 2014 to 26-Feb 2015
p)

Cashier
Signature

During audit it was observed that cashier signature ARE MISSED DUE TO
missing on sale voucher.
MISSCARE. NOW GINING
PROPER ATTENTION ON
Date
Voucher No
Observation
EVERY VOUCHER.
18/11/1
4

q)

r)

Cashier sig missing

Difference in Bill
During audit it was observed where there is
amount
and difference between the bill amount and voucher
Voucher amount
amount.

Wrong
affixed

Date

Vouch
er

18/10/1
4

04CH301
6

Actual
Amoun
t
816

Invoice
Amount
148
6

A/C
Head

DIFFERENCE CAUSED OF
NOT PROVIEDING BILL BY
HOTEL. BRING THE BILL OF
THAT DATE FROM THE
HOTEL AND MADE IT
CORRECT.

Entertainment

Stamp During audit it was observed that wrong stamp STAMPED

DUE
TO
(Cash received) affixed on dealer deal voucher.
MISSCARE AND CORRECT
IT NOW. ALSO CAREFULL
ABOUT THAT ONWARD.
Date
20/10/1
4

s)

04CS9252

Head Office
Correspondence
File

Voucher No

04DD1222

Observation

Wrong stamp affixed

During the period under review it was observed ONE OR TWO LATTER ARE
that the letters issued from Head Office were not MISPLACE. NOW THE FILE
placed in the relevant Head Office Correspondence IS COMPLETE AND UP TO
file.
DATE.

Branch Name :( BR 03)

Audit Report From 05-Sep 2014 to 26-Feb 2015
t)

Dual
vault

Control

It was observed that dual control over vault was NOW

PAYING
over
not fully implemented, hence the violation of CONTROL ON VAULT.
company as well as SBPs violation.

FULL

v)

During audit it was observed that cheque number DUE

TO
Cheque number notwas not mentioned on Advertisement voucher MISSUNDERSTANDING NOT
mentioned on voucher
(04OJ313).
MENTIONED.
WILL
BE
CAREFUL ONWARD.

w)

It was observed that the signatures of relevant SIGNATURE MISSED DUE

Signature Missing authorized
of
officer were missing on Expense TO BURDON OF WORK. IS
Authorized/Teller voucher.
NOW CLEAR
officer on Expense
vouchers
Date
Voucher No
Observation
27/12/1
4

x)

Anti-Money
Laundering

04OJ349

Authorized sig missing

Staff of the branch needs more trainings and

awareness about anti money laundering and KYC
rules.

General Observations
Salary register was not maintained for the month of Jan and Feb 2015
Syed Amir Abbas signature were missing on salary register (Bonus Eid ul Azha)
Cutting on daily cash & FC Closing inventory sheet did not bear the initial of authorized person
Guards attendance register was not properly maintained
Cashier signature missing on Key Register
Zubair , Waqar and Mubashir s salary sheet was missing.

Branch Name :( BR 03)

Audit Report From 05-Sep 2014 to 26-Feb 2015

SBP circular file were not placed in the branch

Fire Extinguisher was not properly placed

RESPONSE
ALL THE REGISTERS
STAFF ATTENDANCE, GUARD ATTENDANCE, KEY REGISTER & DAILY
CASH & FC CLOSING ALL ARE NOW COPLETE UP TO DATE. ALL
SIGNATUER ARE COMPELETED ON ALL REGISTER ACCORDING TO
REQUIRMENT.