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IOFM Accredited Payables Specialist (APS) Certification Exam Sample Questions (Q15-Q20):

NEW QUESTION # 15
Which of the following techniques is NOT recommended to help protect confidential data?

A. Save reports to a portable USB drive and give that to the requestor instead of emailing them
B. When leaving your work area even briefly, lock your computer down
C. Shred unneeded paper documents or put them in a secure disposal container
D. When approached at your desk, turn off your monitor and turn papers face down

Answer: A

Explanation:
Protecting confidential data in accounts payable requires secure practices to prevent unauthorized access.
Locking your computer when leaving your work area (Option A), turning off your monitor and securing papers when approached (Option C), and shredding or securely disposing of unneeded documents (Option D) are recommended techniques to safeguard sensitive information. However, saving reports to a portable USB drive and giving it to a requestor (Option B) is not recommended, as USB drives are easily lost, stolen, or compromised, posing a significant security risk compared to secure email or file-sharing systems.
The web source from Esker states: "To protect confidential AP data, lock computers when unattended, secure physical documents, and use secure disposal methods. Avoid using portable devices like USB drives for data transfer due to security risks." This directly supports Options A, C, and D, while identifying Option B as an insecure practice.
The IOFM APS Certification Program covers "Internal Controls," including data security practices. The curriculum's emphasis on "peer-tested best practices" aligns with secure data handling, ruling out the use of USB drives for sensitive reports.
References:
IOFM Accounts Payable Specialist (APS) Certification Program, covering Internal Controls Esker: "To protect confidential AP data, lock computers when unattended, secure physical documents...
Avoid using portable devices like USB drives"

NEW QUESTION # 16
Addressing data security involves the use of:

A. I and II only (Hardware; Software)
B. I only (Hardware)
C. I and III only (Hardware; Human resources)
D. I, II, and III (Hardware; Software; Human resources)

Answer: D

Explanation:
Data security in accounts payable requires a comprehensive approach involvinghardware(Option I, e.g., secure servers and firewalls),software(Option II, e.g., encryption tools and authentication systems), and human resources(Option III, e.g., employee training on security protocols and access management). All three components are essential to protect sensitive financial data from breaches and unauthorized access.
The web source from Corcentric states: "Effective data security in AP combines hardware, such as secure servers, software, like encryption and access controls, and human resources, through training and policy enforcement, to safeguard sensitive information." This supports Option D, as all three elements are integral to data security.
The IOFM APS Certification Program covers "Internal Controls," emphasizing a multi-faceted approach to data security. The curriculum's focus on "peer-tested best practices" aligns with using hardware, software, and human resources to ensure robust security.
References:
IOFM Accounts Payable Specialist (APS) Certification Program, covering Internal Controls Corcentric: "Effective data security in AP combines hardware, such as secure servers, software, like encryption... and human resources"

NEW QUESTION # 17
When maintaining an audit trail of changes to the vendor master file, which of the following should be recorded? I. Who requested the change; II. Who actually made the change; III. The date the change was made.

A. II and III only
B. I, II, and III
C. I and II only
D. I and III only

Answer: B

Explanation:
TheVendor Master Filetopic in the IOFM APS Certification Program emphasizes the importance of maintaining an audit trail for changes to the vendor master file (VMF) to ensure transparency, accountability, and fraud prevention. An effective audit trail should recordwho requested the change(to verify authorization),who actually made the change(to track accountability), andthe date the change was made(to establish a timeline), ensuring a complete record for compliance and audits.
* Item I (Who requested the change): Essential to verify that the request came from an authorized individual, supporting internal controls and fraud prevention.
* Item II (Who actually made the change): Critical to track the individual who modified the VMF, ensuring accountability and traceability.
* Item III (The date the change was made): Necessary to document when the change occurred, aiding in audits and fraud investigations.
* Option A (I, II, and III): Correct, as all three items are essential components of a VMF audit trail.
* Option B (I and II only): Incorrect, as Item III (date) is also essential.
* Option C (II and III only): Incorrect, as Item I (requester) is also essential.
* Option D (I and III only): Incorrect, as Item II (changer) is also essential.
Reference to IOFM APS Documents: The APS e-textbook underVendor Master Filestates, "An audit trail for VMF changes must include who requested the change, who made the change, and the date of the change to ensure transparency and compliance." The training video reinforces, "Recording the requester, the person making the change, and the date in the VMF audit trail is critical for fraud prevention and audit readiness."

NEW QUESTION # 18
In which ways can the accounts payable specialist benefit the organization as a whole? I. Meet the organization's commitments; II. Communicate to management barriers to performance; III. Maintain positive relationships with suppliers.

A. II and III only
B. I, II, and III
C. I and II only
D. I and III only

Answer: B

Explanation:
TheVendor Master Filetopic in the IOFM APS Certification Program emphasizes the strategic role of accounts payable (AP) specialists in managing vendor data and relationships, which directly benefits the organization. AP specialists contribute by ensuring timely payments to meet commitments, communicating operational challenges to management, and fostering positive supplier relationships, all of which enhance organizational efficiency and reputation.
* Item I (Meet the organization's commitments): AP specialists ensure invoices areprocessed and paid on time, meeting the organization's financial obligations to vendors. This supports trust and operational continuity.
* Item II (Communicate to management barriers to performance): AP specialists identify issues such as process bottlenecks, system inefficiencies, or vendor disputes and report them to management, enabling proactive solutions.
* Item III (Maintain positive relationships with suppliers): By managing the vendor master file, resolving disputes, and ensuring timely payments, AP specialists foster strong supplier relationships, which can lead to better terms and reliability.
* Option A (II and III only): Incorrect, as it excludes I, which is a core AP function.
* Option B (I and III only): Incorrect, as it excludes II, which is also a key responsibility.
* Option C (I, II, and III): Correct, as all three items represent ways AP specialists benefit the organization.
* Option D (I and II only): Incorrect, as it excludes III, which is critical for vendor management.
Reference to IOFM APS Documents: The APS e-textbook underVendor Master Filestates, "AP specialists add value by ensuring accurate vendor data, timely payments to meet organizational commitments, and strong supplier relationships." It also notes that "communicating barriers to performance, such as delays or system issues, helps management optimize AP processes." The training video reinforces that AP's role extends beyond transactions to strategic contributions, including supplier trust and process improvement.

NEW QUESTION # 19
Payments to non-resident aliens for services that are performed in the U.S. must be reported on Form 1042-S if the payment amount exceeds:

A. $300
B. $0
C. $600
D. $1,000

Answer: B

Explanation:
TheTax and Regulatory Compliancetopic in the APS Certification Program covers IRS reporting requirements for payments to non-resident aliens, including Form 1042-S. Payments to non-resident aliens for services performed in the U.S. are subject to reporting on Form 1042-S, regardless of the amount, meaning the threshold is$0. This ensures compliance with IRS regulations and potential withholding requirements (e.
g., 30% under Section 1441, unless reduced by a tax treaty).
* Option A ($1,000): Incorrect. There is no $1,000 threshold for Form 1042-S reporting.
* Option B ($600): Incorrect. The $600 threshold applies to Form 1099 reporting for U.S. persons, not Form 1042-S for non-resident aliens.
* Option C ($0): Correct. All payments to non-resident aliens for U.S.-source income, such as services performed in the U.S., must be reported on Form 1042-S, with no minimum threshold.
* Option D ($300): Incorrect. There is no $300 threshold for Form 1042-S reporting.
Reference to IOFM APS Documents: The APS e-textbook underTax and Regulatory Complianceexplains,
"Form 1042-S is used to report payments to non-resident aliens for U.S.-source income, such as services performed in the U.S., with no minimum dollar threshold." TheMaster Guide to Form 1099 Compliance, a recommended IOFM resource, clarifies, "Unlike Form 1099, Form 1042-S requires reporting of all payments to non-resident aliens, starting at $0, to ensure compliance with IRS withholding rules." The training video reinforces this, noting the importance of Form 1042-S for international payments.

NEW QUESTION # 20
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