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Audit Process and Requirements Overview

Audit Process and Requirements Overview. ASTRA January 6, 2011. Administrative Operations Section Martin Eckhardt, Manager. Delegated Audit Team Janette Martin, Team Lead Shirley Gilchrist Ginnie Schirmer Lance Gagelman Gary Bond Leroy Charbonneau (on loan from FIT).

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Audit Process and Requirements Overview

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  1. Audit Process and RequirementsOverview ASTRA January 6, 2011

  2. Administrative Operations SectionMartin Eckhardt, Manager Delegated Audit Team • Janette Martin, Team Lead • Shirley Gilchrist • Ginnie Schirmer • Lance Gagelman • Gary Bond • Leroy Charbonneau (on loan from FIT)

  3. Delegated Audit Team Duties • Agency Reviews • Review/Approval of Non-Delegated Audit Transactions • Claims – Legislative, Prior FY, Property Damage/Loss • Statewide Indirect Cost Allocation Plan • Travel and Subsistence Rates • A&R’s Budget Preparation

  4. Agency Review Components • Random Sample of Agency Transactions • Compliance Review of Transactions • Capital Assets • Local Funds • Cell Phones • Official Hospitality • Agency Assigned Vehicles

  5. Compliance Review of Transactions • Authoritative Hierarchy • Statutes (K.S.A.s) • Regulations (K.A.R.s) • Policy (PPM) • Procedures (PPM, Informational Circulars, SMART “Blasts”, etc.)

  6. Internal ControlSegregation of Duties • Approvals/Authorizations • Custody of Assets • Recordkeeping • Reconciliations

  7. History of Delegated Audit

  8. Agency Reviews (Audits) • Two Review Perspectives Under SMART • A&R • Purchases • Agency Reviews • FY 2010 • FY 2011

  9. A&R Agency Reviews • During FY 2011 • Began Nov. 29, 2010 • Reviews include FY 2009 & FY 2010 • 8 agency reviews conducted as of Dec. 31

  10. Agency Reviews (Audits) • FYs 2009 & 2010 during FY 2011 • Focus on STARS transactions • Compliance Review of Transactions • Assets • Local Funds

  11. A&R Agency Reviews • FY 2011 A&R Reviews during FY 2012 • A/P • Asset Management • Purchases • Other Modules ?

  12. A&R Agency Reviews • As knowledge of SMART increases • Audits may be changed • Seek to become more paperless • Reliance on SMART internal controls may increase • Incorporate SMART features in audits

  13. Agency Reviews (Audits) • FY 2011 during FY 2012 • Reviewing SMART transactions • Compliance • Supporting Documentation • Local Funds • 1099 Reporting • Assets

  14. A&R Agency Reviews in FY 2012 • Agencies won’t be penalized for not following procedures or processes that have not been formally and communicated.

  15. A&R Agency Reviews • Future A&R Reviews • Agencies have two opportunities to respond to audit findings • Initial findings on audit findings worksheet • Draft of audit letter • Continue on-site audits

  16. Delegated Audit Website • da.ks.gov/ar/genacct/Audit/Delegated.htm • Delgated Audit Authority Program Overview • Agency Responsibilities • Accounts and Reports Responsibilities • Delegated Audit Procedures • What can the agency expect during the annual audit.

  17. Delegated Audit Website • da.ks.gov/ar/genacct/Audit/Delegated.htm • SMART Revisions for Delegated Audit • Work in progress • Evolving process • A&R will notify agencies when the website has been updated

  18. Contact Information • SMART Technical Questions • Submit Help Desk ticket • Policy Questions • Email or Call Delegated Audit Team Janette Martin Gary Bond Shirley Gilchrist Ginnie Schirmer Lance Gagelman Martin Eckhardt Janette.Martin@da.ks.gov Gary.Bond@da.ks.gov Shirley.Gilchrist@da.ks.gov Ginnie.Schirmer@da.ks.gov Lance.Gagelman@da.ks.gov Martin.Eckhardt@da.ks.gov 785-296-2708 785-296-7217 785-296-2882 785-296-7021 785-296-2255 785-296-2661

  19. Questions ?

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