By the EdTec Client Management Team
March 22, 2018
In our last blog post, we covered the first two phases of the audit cycle: Auditor Solicitation and Auditor Engagement. In this post, we’ll take a deeper dive into the third phase, the Pre-Audit. This phase occurs between April and June, and involves the auditor’s first visit to the school and frequent communication between the auditor and school leaders.
Once your charter school board has selected an auditor, the first step will be working with the auditor to establish a timeline for the final report. Keep in mind that you’ll want to leave enough time to conduct a thorough review of the audit report, so the earlier you can begin the pre-audit, the better.
During the pre-audit phase, it’s important to ask questions as they come up. Remember, your auditor is a resource, not an adversary, and they want a clean audit just as much as you do. The pre-audit phase is designed to prepare the school for the main audit, so now is the time to clear up any confusion about the process, test internal controls and compliance, and remediate any issues before the end of the fiscal year.
As you prepare for the auditor’s first visit, there are a few things you’ll want to get in order so the visit runs smoothly. It is helpful to have reviewed the segregation of financial duties, prepare an explanation for significant or complex transactions, and gather key documents. These documents include internal controls policies and procedures, paperwork related to pending legal matters, as well as copies of significant transaction such as leases and loans, new contracts with service providers, and new grant agreements. Your auditor may also ask for financial documents such as trail balances and check registers.
In addition to making sure your financial house is in order, the auditor will need proof that the school has been keeping up with state reporting compliance. Well in advance of the first visit, start compiling copies of all state compliance records and supporting documentation, as this process can be quite time consuming. This documentation includes:
- Student records, bell schedules, calendar, instructional minutes
- CALPADS Fall I reports (1.17, 1.18 and 8.1)
- English Learner, Free/Reduced Lunch Program records
- CELDT or ELPAC scores for EL/RFEP students
- NSLP or alt. income form for all students reported as FRL
- Direct Certification reports (3 reports pulled throughout the year)
- Teacher credentials
- ASES attendance reports and supporting documentation
- Attendance records
- Copy of P2 and all supporting documentation
- Detail and Summary for testing month
- Teacher signed verification for testing month
Whenever possible, provide your auditor with electronic documentation to keep everything organized, and try to fulfill their requests in a timely manner to avoid delays; remember, delays now mean you will have to rush during the main audit phase later. If you have any concerns about being able to produce certain documents, share them with your auditor as soon as possible so you can work together toward a solution. Lastly, remember to share major new developments with your auditor as they occur; your auditor will need to know about plans to open a new school or take out new loans, or expectations of new funding sources, as this will impact your school’s financial situation.
Once it’s time for the actual visit, make sure you set aside ample time to meet with the auditors to provide an overview of the school’s operations and review their questions about the school’s policies and procedures. This will set the stage for a smooth and efficient visit.
The pre-audit phase is designed to prepare your school for a successful main audit. Treat your auditor like a true partner; don’t hold back any information, be clear and timely in your communication, be open to suggestions regarding how to improve processes, and ask questions as they come up! And stay tuned for our next blog post about the next phase of the audit cycle, the Main Audit!