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SayPro Audit Preparation Form (SPT-APF)
SayPro is a Global Solutions Provider working with Individuals, Governments, Corporate Businesses, Municipalities, International Institutions. SayPro works across various Industries, Sectors providing wide range of solutions.
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Document Control
| Document Title | SayPro Audit Preparation Form |
|---|---|
| Audit Period | [Month/Quarter/Year] |
| Prepared By | [Name & Position] |
| Date of Preparation | [Date] |
| Version | [Version Number] |
1. Audit Scope and Objectives
- Scope:
Outline the specific areas covered by the audit (e.g., donor fund allocation, financial reporting, compliance with donor restrictions, operational expenses). - Objectives:
Define the goals of the audit, such as verifying accuracy, ensuring compliance, identifying risks, and improving controls.
2. Checklist of Required Documents & Evidence
| # | Document / Evidence Item | Description / Notes | Location / File Path | Prepared By | Status (Ready/Pending) | Remarks / Follow-up Actions |
|---|---|---|---|---|---|---|
| 1 | Donation Records | Complete list of all incoming donations within period | SayPro CRM / Finance System | |||
| 2 | Donor Fund Allocation Reports | Monthly and quarterly allocation reports | Financial Dashboards / Docs | |||
| 3 | Department Funding Requests | Approved funding request forms from departments | Department Records / Docs | |||
| 4 | Allocation Justification Memos | Documentation supporting fund allocation decisions | Project Management System | |||
| 5 | Donor Impact Communication Drafts | Copies of reports/communications sent to donors | Communication Archives | |||
| 6 | Financial Statements and Bank Reconciliations | Statements for audit period | Finance Department Files | |||
| 7 | Compliance Checklists | Completed monthly compliance reviews | Compliance Records | |||
| 8 | Internal Control Policies and Procedures | Updated policies governing fund management | Policy Repository | |||
| 9 | Staff Training Records | Documentation of relevant compliance and ethics training | HR Records | |||
| 10 | Previous Audit Reports | Reports from prior audits and follow-up actions | Audit Archives | |||
| 11 | Risk Assessments | Risk logs and mitigation plans related to fund allocation | Risk Management System | |||
| 12 | System Access Logs | Logs showing access to financial and CRM systems | IT Department / System Logs | |||
| 13 | Board or SCMR Meeting Minutes | Minutes related to fund allocation oversight | Governance Records | |||
| 14 | Other Relevant Documents | [Specify] |
3. Audit Preparation Tasks & Responsibilities
| Task Description | Assigned To | Deadline | Status (Not Started/In Progress/Completed) | Notes/Comments |
|---|---|---|---|---|
| Gather all required documents and evidence | [Name/Team] | [Date] | ||
| Verify accuracy and completeness of donation data | [Name/Team] | [Date] | ||
| Confirm donor restrictions compliance | [Name/Team] | [Date] | ||
| Review and reconcile financial records | [Name/Team] | [Date] | ||
| Prepare allocation summaries and justification memos | [Name/Team] | [Date] | ||
| Coordinate with audit team and respond to queries | [Name/Team] | [Date] | ||
| Conduct internal compliance review | [Name/Team] | [Date] | ||
| Archive audit preparation documentation | [Name/Team] | [Date] |
4. Audit Contact Information
| Contact Person | Role / Responsibility | Phone Number | Email Address | Notes |
|---|---|---|---|---|
| Internal Audit Lead | [Name] | |||
| External Audit Firm Contact | [Name] | |||
| SayPro Fundraising Director | [Name] | |||
| Finance Manager | [Name] | |||
| Compliance Officer | [Name] |
5. Final Review and Sign-Off
| Name | Position | Signature | Date |
|---|---|---|---|
| Audit Preparation Lead | |||
| Fund Allocation Officer | |||
| SayPro Fundraising Director |
End of Form
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