US Department of Education Virtual Audit – How I survived! Jamie Manzanares Director, TRIO Student Support Services Contents • Be prepared before the audit – Know the TRIO Regulations! – Prepare your files (student, budget, etc.) – Have a relationship with your TRIO Program Officer • The audit – The letter – Working with your institution – The interview/process – After action report Program Preparation • Make sure you and your staff know the TRIO Regulations! • Have an established process for identifying the student participants you are enrolling in your program – Be consistent on your decision making • Selection of students • Cultural trips • Grant Aid • File setup • Database operation Consistency Consistency Consistency Consistency Consistency Consistency Consistency Consistency Consistency Consistency Consistency Time and Effort Report The Letter of Notification! If there is more than one TRIO program at your institution, they too will be audited! Key points of the audit Preparing Documents for the audit Documents for the audit Be honest and know what you are talking about! • They will ask questions of you, to be follow up with questions to your staff, and then Administration • Have supporting documentation at hand to send to them or to refer to in support your answer(s) • Talk to your Finance Office and Grant Compliance Office and make sure you are on the “same page” – later example • Phone and video conference with more than just one person from the US Department of Education • Ability to scan and send 40 hard copy participant files Finance Question Finance Question cont. Finance Question - continued Other areas that questions were asked: • How did you award Grant Aid? What was the criteria? Show the scoring matrix, if used. • Explain the Cultural Trips you took? What was priority used to select students to attend? How many attended? Was prior approval given to purchase meals? • How many transfer trips were taken? What was the selection criteria used to chose students to attend? Was prior approval given to purchase meals? After Action Letter Conclusion • The audit is survivable – Prepare in advance – Work with your institution – Work with your Program Officer – Work with your staff – Be honest – Be willing to learn • Questions?
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