2130 - External Audits

1. Requests from an outside agency to conduct a financial or programmatic audit, review, inquiry, or investigation (“review”) of a sponsored project must be directed, in writing, to Research Services.

2. Research Services will notify the Office of Audit and Compliance and the responsible department and/or school business administrator of any pending “review.”

3. An entrance and exit conference will be a required part of the “review” process.

4. During the “review,” every effort must be made by the responsible business administrator and Research Services to provide sufficient documentation and/or an adequate explanation to written requests for information, in order to preclude cost disallowances or other deficiency findings.

5. On visits to any other administrative areas of the University, auditors/Investigators must be accompanied by Research Services personnel at all times.

6. Cost disallowances cited in an audit/review report which cannot be refuted must be transferred immediately from the sponsored project account to the unrestricted operating account or other appropriate non-sponsored project account of the school or center.

PRINCIPAL INVESTIGATOR

• Directs requests for an external review, inquiry, audit or Investigation of sponsored projects to ORS;
• Provides explanation or documentation for any request made by auditors;
• Attends interview meetings with auditors, as required.

BUSINESS ADMINISTRATOR

• Directs request for an external audit of sponsored projects to ORS;
• Provides explanation or documentation for any request made by auditors;
• Attends interview meetings with auditors, as required.

 

OFFICE OF RESEARCH SERVICES

• Notifies PI, BA, and OACP if a review, inquiry, audit or an investigation is scheduled;
• Schedules meetings with auditors including entrance, exit and interview meetings;
• Provides space, as necessary during the site visit;
• Provides documentation, reports and approvals to auditors as necessary;
• Coordinates responses to audit findings and recommendations with responsible department, PI, OACP, the Office of General Counsel and the Comptroller’s Office, as necessary;
• Accompanies auditors when visiting other administrative offices;
• Maintains copies of all documentation requests, communication, approvals findings, management responses and recommendations;
• Ensures that cost disallowances are resolved accordingly;
• Prepares revised financial reports, as required;
• Prepares charge-back entries, as necessary, for disallowances;
• Maintains copies of the audit files in accordance with the record retention policy.

 

 

The source of this document is Research Services