9.21 Audits - Policies and Procedures for University Personnel and External
Auditors
Purpose
The purpose of this statement is to outline policies and procedures
for university personnel and external auditors in the examination of university
financial operations. Policy
It is the policy of the university to cooperate fully with external
auditors in the performance of their duties. In exchange, the university
requests that auditors observe certain procedures to facilitate orderly
reviews. The procedures are detailed in the following paragraphs.
General
Auditors are assured of full cooperation in arranging contracts with
university employees who can facilitate their audit. Auditors are requested
to arrange all contacts through the University Controller. Advance arrangements
will ensure (1) that the proper persons are on hand to assist the auditors,
(2) relevant records are located and available, (3) the interview is scheduled
so as to provide minimum disruption of departmental activities and (4)
required facilities and services are available. Notifications
A. By Auditor. It is anticipated that the audit agency will inform the
university of proposed audits. Notice should be given to the University
Controller. The notice should indicate the scope and purpose of the audit.
To facilitate this notice, auditors will be asked to complete a University
External Audit Information Form - Sponsored Projects for distribution
by the Controller. When an entrance conference is necessary the Controller
will make arrangements with appropriate university officials. The audit
agency may contact the University Controller by telephone at 319-273-2162.
B. By Departmental Personnel. If any university employee is contacted
by an auditor without prior notification from the Controller, the employee
should notify the Controller at 3-2162. The visiting auditor should also
be requested to contact the Controller in Gilchrist Hall.
C. By the Controller. The University Controller will notify the Office
of Grants and Contracts, the Vice-President for Administrative Services
and the Director of Business Services; and, as applicable, the appropriate
college dean, department head and principal investigator regarding all
known aspects of the upcoming review. The Controller will personally accompany
the auditor and introduce him/her to appropriate university personnel.
Entrance Conference
The objectives of an entrance conference are to establish the purpose,
scope and timing of the audit, the information required by auditors, and
the physical facilities needed. Contact During Ongoing Audits
After the audit commences and until conclusion it is important for the
Controller to maintain contact with the auditor-in-charge. As requested,
the Controller's Office will arrange additional interviews, secure additional
required documents, answer questions, and supplement interviewee statements.
The purpose of such contact is to expedite the audit and to correct any
erroneous information which may have been given inadvertently.
Availability of University Records
A. Auditors should request from the office supervisor the records required.
The office supervisor will inform the auditor as to the best place, time
and method of securing records. University personnel will furnish to auditors
the records required or assist them in locating the records.
B. University personnel will inform auditors where to return records.
All re-filing will be done by university personnel.
C. In cases where it is necessary to remove records from an office,
the auditor will secure the approval of the supervisor. The auditor will
comply with the office procedures for identifying records removed from
the files, including listing and signing for records removed.
D. Any problems should be referred to the Controller. Availability
of Findings and Exit Conferences
The purpose of the exit conference is to inform university representatives
of the audit findings, to clarify possible misunderstandings, and to identify
the issues that are unresolved. Any formal exit conferences should involve,
when available and when appropriate, the Vice-President for Administrative
Services, the Director of Business Services, the Controller, the Administrator
of Grants and Contracts, and/or the project director.
In some circumstances, the university may be asked to make preliminary
comments on findings concerning specific transactions. In such cases,
auditors are expected to provide sufficient information, including reference
to specific sponsor policy, to enable the university to adequately review
the question(s) and provide a meaningful response.
When audits are of limited scope and a formal exit conference involving
several people is not practical or justified, the auditors should notify
the university Controller when their field work is complete.
Scheduling of exit conferences will be the responsibility of the Controller.
Audit Reports and Responses
A copy of the audit report should be sent by the auditors to the:
Other copies are sent to various individuals and agencies as appropriate
to the subject under audit. Requests for response should be addressed
to the President or Vice President for Administrative Services.
Vice-President for Administrative Services | 
