Audits

[Not2L84U2]

Has anyone been through an audit over a grant they received? We just received the questions and 1199A for a $650,000 regional communications grant we applied for and we're trying to prepare for upcoming events now. It was brought to my attention that it states in the program guidance that any grant larger than $500,000 MUST
undergo an audit through OMB Circular A-133. What do we need to do to prepare for this audit? Is there a cost that would be involved? We've never had to deal with a grant of this size, so we're not really sure what to anticipate. I have been reading OMB Circular A-133 but so far it hasn't helped either. Any information is appreciated.

[onebugle]

Take a look at the program guidance. Page 31 Indirect Costs (3) Audit costs. Basicly you assume the cost of the audit, unless you included it with your proposal as an eligible cost.

I don't have access to my files (off today), but when you recieve the award notice, it will explain what you need to retain in your files.

I have set up each of our grant files (going by memory)with sub-files to include the following info:

Application
Award Notice
Funding Requests
Bids/quotes
Bills
Payments
Correspondence

This way if we are ever audited the packet can be handed rght to the auditor.

Your files will have to be more in depth (probably) due to the regional nature of the award.

[ktb9780]

Document, document, document! Foolow all your local procurement policies and bid practices.

KB

[dixiechicknc]

One of the departments (well, several, actually) I work with, will be audited this year, and I have seen one in particular's books (that stood out). They have theirs in a large 3 or 4" 3-ring binder, with copies of everything according to the appropriate section w/ tabs - (bids, any emails, contact w/ FPS, etc.) it was probably one of the most comprehensive set-ups I had seen from someone. They had just started at the beginning, and just 3 hole punched and copied everything. Had notes from any sales people, any communications, etc. all in one place.

If you're just getting started it is a good idea, on a smaller size grant, (since I know it will fit in a book that size) to do something like that, rather than always say, hmmm, maybe it's at the station? or in the truck? or at home. Just easy to misplace quotes, bids, papers, etc. Especially if there are multiple people dealing with them. As others have said, CYA!

[Not2L84U2]

I understand about preparing the book and we are in the process of doing that, but I still don't understand where the money comes in to play. Who is charging fees, how much, and when? We didn't budget for the cost of the audit in our grant application and now we're trying to figure out how much we're going to have to spend. If there is money left over from the grant itself, can that money be moved to pay for the audit? I guess I just don't understand why, if OMB is mandating the audit and they are the ones performing it, then are they charging for the same thing they are mandating?

[dixiechicknc]

The best person/s to answer audit questions such as those would be your Regional Fire Protection Specialist. That is who comes in and does "Site Visits" (sometimes referred to incorrectly as audits). They also host the annual workshops for your Region in the early Spring or winter that go over (hopefully) guidelines, etc. on the AFG. You can always call the help desk and ask for the numbers of your regional reps if you don't know them. (they used to appear on their site, easily under their workshop schedules - by region, however, now, not so easy to find!)

Anyway, the RFPS would be able to give you the proper direction on the audit or point you to whomever you need to speak to about that. Good Luck!

[SWFD94]

There is no cost to the Federally-conducted audit. There is a cost if you wish to have an outside agency (i.e. local accounting firm) conduct an audit. Then, you would have to pay for that.

[flashpoint7401]

Hey Dixie...And just who would you be talking about. Hope things are well. P.S. Check your e-mail.

[dixiechicknc]

Flash...YOU know whom I am referring... Was chatting about you this week to a certain person concerning those same possibly site visits. Braggin about the record keeping skills ya'll have going on! Bravo! Have checked email, but will do so again. You've been a stranger, lately.

[dixiechicknc]

Hey, ya'll remember me at 01030 tomorrow AM, it's when I'll face our state auditor on my personal taxes for three years....LOL. seems they want to view my record keeping skills. (and make sure there is no lack-there of!) Am quite worried - so...keep your fingers crossed! Need all the good wishes you can muster! Thanks.

Oh, and my own home dept. is now getting the infamous site-visit. Of course, we welcome the visit since our RFPS is so incredibly cool. Well, at least he appeared that way in the Workshop this year (do I get brownie points, if you're lurking??? LMAO... )Couldn't resist...

I feel as if I must have a target on my head of which the gov, has a heat seeking missile honed in on...LOL. And of course, I don't know why! I promise, I have been good!