15 | Follow-up of Contract No 2022-003 with NAPA Auto Parts and Cooperative Purchase Request Contract with Sourcewell November 2024 6.R Review Process for NAPA Invoices (Contract 2022-003) Current Status, Follow-Up Audit dated November 2024: IAD tested and analyzed 62 COPAR Invoice Packets that were paid during the period of January 1st, 2023- December 31st, 2023, to determine if: • All COPAR Packets had a manager signature to ensure they are reviewed for completeness and accuracy • All COPAR Packets included a spreadsheet with the list of invoices submitted for reimbursement for a given month and that the spreadsheet accurately identifies the type of category the NAPA invoice is pertaining to, such as: part, freight, labor, training, or other • All submitted invoices were correct and accurate with the contracted 8% gross profit rate (that does not include freight in the markup), and they have the necessary original price back up attached to the invoice Through this testing process, IAD identified the following: • The coversheet for all COPAR Packets still listed the previous contract number, 2017055, even though the current contract is No. 2022-003 • One (1) invoice included a freight charge in the markup that was not identified through the Fleet Services Department’s review process (or by the Finance Department) The review process has been substantially improved upon and all the necessary supporting documents are attached to the COPAR packets. While IAD still sees small items that appear to need improvements, IAD does not see these small items as material enough and considers Opportunity for Improvement 6- Review Process for NAPA Invoices, as closed. Original Audit Observation, Report dated April 2021: NAPA creates weekly invoice packets, separates the purchases by each of the three locations, and then sends an excel spreadsheet to the Fleet Department. The spreadsheet includes the invoice number, date, amount, and corresponding purchase order. The Fleet Administrative Specialist will then update the spreadsheet with the week ending date and break down each individual purchase into different “Line” items that reflect the different costs that are allowable under the contract (i.e. – parts, labor, and service costs). NAPA then provides the Fleet Department with a coversheet for the weekly invoice packet which includes information such as: • Purchase Order No. • Contract No. • Account No. • Invoice No. • Statement Date • Detailed Line Item Amounts • Total Invoice Amount
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