For most agencies, this time of year means final year-end audits are just around the corner and final entries are being made. For many, the current pandemic will mean having a completely remote virtual audit for the first time ever…but how is that possible and what can we do to prepare as agencies? First, yes, it is possible, and a few lucky agencies already completed or have started their year-end audit.

This article will share 10 helpful tips from an auditor and agency perspective to ensure your remote audit is a success and help get you through your remote audit as pain-free as possible.

1. Set up an entrance conference and include all key finance members so your team is informed on the new audit process and schedule. Also, use this as an opportunity to discuss your current operating environment and the best way to communicate with you and your staff.
2. Talk to your auditor about any limitations and availability of people or information during this time. If you have modified any procedures or control functions during this period, let your auditor know that, too.
3. Make sure to get, well in advance, the list of items needed for the audit “PBC List”. Set up a meeting to review the PBC list and make sure you are on the same page with the auditor.
4. Scan and organize your files in response to the PBC listing using an agreed upon naming convention you and your auditors understand, can easily follow, and later find items. Such as: 1 – Trial Balance; 2 – Budget versus Actuals…
5. Schedule interviews that the auditor needs to conduct well in advance and calendar the appointments with your staff, clearly identify the meeting format. Test the meeting software (Zoom, Microsoft Team, Lifesize, etc.) with your team to ensure proper functionality before the appointment.
6. Provide auditors access to computer systems. If you are not already doing so, see if it is possible to provide guest access to your ERP system either online or through remote services such as screen sharing with remote control access using available meeting software’s.
7. Look to get audit sample selections in advance of remote fieldwork to allow ample time to pull and scan (if needed) necessary files and information. If your documents are already electronic, see if your auditor can obtain guest access to obtain the samples directly.
8. Look to get an update from the auditor daily during the planned remote fieldwork on progress and what is still needed. Communication is key, especially when we are not face-to-face every day during the audit.
9. Know that auditing firms are here to help. Do reach out to them if you need anything, have questions in advance, or need to confirm their ability to use virtual software’s available to your agency.
10. Involve your information technology department staff or consultant. They will be able to provide safe alternatives for transferring files and communicating remotely.

We are optimistic that we will get through this soon and look forward to when we can meet face-to-face again. In the meantime, we will both continue to do what we love best: auditors being a resource for agencies and agencies being a resource for communities.