SayPro Expected Deliverables: Audit Documentation Package.

SayPro Role: Fundraising Audit Specialist

Overview:
The Fundraising Audit Specialist at SayPro plays a crucial role in ensuring that all fundraising activities, including donations, crowdfunding campaigns, and sponsorships, are accurately tracked and compliant with financial and legal standards. The specialist is responsible for coordinating the audit preparation process, gathering and organizing essential documents, identifying discrepancies, and ensuring that all financial records are aligned with SayPro’s fundraising efforts. This role serves as the key point of contact between SayPro’s internal teams and external auditors, ensuring a smooth, transparent, and efficient audit process.

Key Responsibilities:

1. Audit Preparation and Coordination:
   • Collaborate with the fundraising, finance, and legal teams to gather all necessary documentation.
   • Coordinate with external auditors to ensure they have everything needed for their review.
   • Organize and track all fundraising-related financial data, including donations, sponsorships, and crowdfunding records.
2. Documentation Management:
   • Ensure that all relevant documents, such as donation receipts, sponsorship contracts, and crowdfunding details, are compiled and organized in an accessible format.
   • Review the accuracy of financial reports, donation logs, and bank statements to ensure they align with the records.
3. Discrepancy Resolution:
   • Identify any discrepancies in fundraising records or financial reports before the audit begins.
   • Work with internal teams to resolve any issues or gaps in the documentation.
4. Audit Documentation Package Creation:
   • Prepare a complete and organized Audit Documentation Package for the external auditors, ensuring that every document is in order and available for review.
5. Internal Reporting and Follow-Up:
   • Report to senior management regarding audit status, findings, and required corrective actions.
   • Assist with post-audit follow-up, ensuring that any audit recommendations are implemented.

SayPro Expected Deliverables:

1. Audit Documentation Package:
A comprehensive and organized collection of all necessary documents required for the audit process. This package should provide auditors with complete visibility into SayPro’s fundraising operations and financial records. The contents of this package include:

• Financial Statements:
  • Include finalized, reconciled financial statements, such as income statements, balance sheets, and cash flow statements. These should be prepared according to accounting standards and accurately reflect SayPro’s fundraising activities.
• Donation Records:
  • Provide a full record of all donations received, including donor names, amounts, dates, and any relevant supporting documents (e.g., receipts, acknowledgment letters, or tax receipts).
  • Ensure all donations are accurately recorded and properly categorized (e.g., restricted vs. unrestricted funds).
• Crowdfunding Details:
  • Compile records for any crowdfunding campaigns, including a summary of the campaign results, total funds raised, transaction fees deducted by the platform, and corresponding bank deposits.
  • Include relevant documentation such as campaign terms, platform-generated reports, and evidence of funds transferred to SayPro accounts.
• Sponsorship Agreements:
  • Organize and include all sponsorship agreements and contracts related to fundraising events and activities.
  • Ensure the agreements are signed, have the correct terms, and include clear documentation of pledged funds, deliverables, and any special conditions associated with the sponsorship.
• Event Fundraising Documentation (if applicable):
  • Include financial reports from any fundraising events held during the period under audit. These reports should detail the income from ticket sales, donations, and any other sources of event revenue.
  • Provide expense documentation related to event costs, such as venue rental, food, entertainment, and marketing.
• Bank Reconciliation Reports:
  • Provide bank statements and reconciliation reports for all accounts associated with fundraising income and expenditures.
  • Reconcile all deposits, withdrawals, and transfers, ensuring that they align with internal financial records.
• Compliance and Tax Documentation:
  • Include all relevant tax filings, such as IRS Form 990 for non-profits, documentation related to donor tax deductions, and compliance with local or state regulations governing fundraising activities.
• Internal Audit Findings (if applicable):
  • If an internal audit was conducted in preparation for the external audit, include any findings or corrective actions taken to address discrepancies or improve financial processes.
• Audit Trail for Fund Allocation:
  • Provide a clear and detailed audit trail showing the allocation and use of restricted funds or designated donations to specific projects, ensuring transparency and donor compliance.

2. Discrepancy and Issue Resolution Reports:

• A report documenting any discrepancies or issues identified during the preparation phase and the steps taken to resolve them. This report ensures that the auditors can clearly understand the corrective actions taken prior to the audit.

3. Corrective Action Plan (if necessary):

• If the audit reveals any issues or areas of improvement, provide a comprehensive corrective action plan. This plan should outline the necessary changes in procedures, systems, or documentation to prevent future discrepancies and improve fundraising financial management.

Expected Outcomes:

• A well-organized, complete audit documentation package that ensures a smooth audit process.
• Full transparency and accuracy in all fundraising financial records, demonstrating SayPro’s commitment to ethical and compliant financial management.
• A clear roadmap for addressing any audit findings or recommendations, helping SayPro improve its fundraising and financial processes moving forward.

By fulfilling these deliverables, the Fundraising Audit Specialist ensures that SayPro is well-prepared for audits, provides auditors with complete and accurate documentation, and actively contributes to strengthening financial management processes to enhance transparency and accountability.

This role is essential for ensuring that SayPro’s fundraising activities are conducted efficiently, in compliance with relevant regulations, and are subject to thorough, transparent audit practices.