SayPro Audit Preparation Checklist

1. Pre-Audit Planning

• Confirm Audit Scope & Objectives:
  Clarify the audit period, focus areas (financial, compliance, operational), and any donor-specific requirements.
• Appoint Audit Liaison:
  Designate a staff member responsible for coordinating all audit-related activities and communications.
• Notify Relevant Departments:
  Inform all involved departments (Finance, Fundraising, Programs, Compliance) about the upcoming audit and their responsibilities.

2. Documentation and Records

• Financial Statements:
  Prepare balance sheets, income statements, cash flow statements, and detailed ledgers for the audit period.
• Bank Statements & Reconciliations:
  Compile all bank statements and corresponding reconciliation reports.
• Donation Records:
  Organize donation receipts, agreements, donor correspondence, and donation tracking logs.
• Fund Allocation Records:
  Gather detailed allocation sheets, budget approvals, and fund disbursement reports.
• Grant & Restricted Fund Documentation:
  Include all grant agreements, donor restrictions, and compliance reports.
• Invoices and Receipts:
  Ensure all expenses related to donor funds have supporting invoices and receipts.
• Contracts and Agreements:
  Collect all contracts with vendors, partners, and consultants relevant to funded activities.
• Payroll Records:
  Include salary disbursements, timesheets, and related tax documentation for funded staff.

3. Compliance and Governance

• Policies and Procedures Manuals:
  Provide copies of SayPro’s financial management, procurement, and fund allocation policies.
• Board Meeting Minutes:
  Include minutes from board or SCMR meetings where fund allocations and financial decisions were discussed.
• Internal Controls Documentation:
  Submit evidence of internal controls such as approval workflows, segregation of duties, and authorization protocols.
• Previous Audit Reports and Responses:
  Review past audit findings and ensure corrective actions have been implemented and documented.

4. Program and Impact Documentation

• Project Proposals and Budgets:
  Provide project/program proposals and their approved budgets.
• Monitoring and Evaluation Reports:
  Submit progress reports, KPIs, and impact assessments for funded programs.
• Donor Reporting Materials:
  Include samples of donor reports, newsletters, and communication records showing fund usage and impact.

5. Systems and Technology

• Access to Financial Systems:
  Ensure auditors have appropriate access to SayPro’s financial dashboards, CRM, and project monitoring platforms.
• Data Backup and Security:
  Verify backup procedures and data security measures related to financial and donor information.

6. Staff Preparation

• Staff Briefing:
  Conduct meetings to inform involved personnel of the audit process, scope, and their role.
• Assign Point Persons:
  Identify key staff to respond to auditor inquiries and provide documentation.

7. On-Site Logistics (If Applicable)

• Workspace for Auditors:
  Prepare a designated area with necessary equipment (computers, printers, internet).
• Schedule Meetings and Interviews:
  Arrange meetings between auditors and relevant SayPro staff.

8. Post-Audit Follow-Up

• Receive Audit Findings:
  Collect the audit report and identify any observations or recommendations.
• Develop Corrective Action Plan:
  Address audit findings with clear action steps, responsible persons, and timelines.
• Implement Improvements:
  Ensure timely execution of agreed-upon corrective measures.
• Communicate with Donors and SCMR:
  Share relevant audit outcomes and responses to maintain transparency and trust.

Additional Notes:

• Keep all documents well-organized and easily accessible.
• Maintain consistent and clear communication with auditors.
• Emphasize transparency and ethical management in all responses.