Overview of Audit Program Purpose Documentation to Maintain How to Prepare for an Audit
Purpose - Why Audit? Costs Must be Incurred to be Reimbursed Assure Invoices are Accurate and Supported by Documentation Maintain a Level Playing Field
DEQ Audit Procedures Work in Progress On DEQ Web Page Once Final
Documentation to Maintain Keep Paper Trail to Show Work Was Performed (field logs, notes, etc.) Costs Were Incurred (supporting invoices) Costs Belong to the Site (site name or number reference where possible) Audit Will Review Existing Documents You Can’t Create Them Later
Documentation: What Will DEQ Audit For? In All Cases, Units Claimed (hours, samples, cubic yards, miles, etc.) In Certain Cases, Markup (lab and soil treatment costs, bid items, X- codes, C-codes, A-codes)
How to Prepare for an Audit Gather Paperwork and Supporting Documentation for the Claim Being Audited Make Sure your Accounting System Supports the Documents Be Prepared to Explain How Items are Tracked and Invoiced Through Your Accounting System
“Accounting System” A mechanism for businesses to enter data into a manual or computerized system to identify and classify assets, liabilities and disbursements; this mechanism allows businesses to identify and track financial and operational transactions for billing and reporting purposes.
“Accounting System” “At the heart of modern financial accounting is the double-entry bookkeeping system. This system involves making at least two entries for every transaction: a debit in one account, and a corresponding credit in another account. The sum of all debits should always equal the sum of all credits. This provides an easy way to check for errors.” “Accountancy." Wikipedia, the free encyclopedia. 7 Feb 2007.
Remember No one Likes to be Audited. Knowing what to do can make it easier. Audit is Designed to Make Sure Everyone’s Costs are Adequately Documented, for a Level Playing Field
The End “I didn’t really say everything I said.” Yogi Berra