Audit Questions
Audit questions that need to be asked of the Region or Area before an audit that can be copied and pasted into an email to the RC/AD and the Treasurer:
1) Are the monthly bank reconciliations reviewed by someone who is not from the same household or related by birth or marriage? (This can be another signer, but not from the same household or related by birth or marriage per AYSO financial policy)
2) Does the RC, Treasurer, or another volunteer review copies of canceled checks (if there are any) and/or QuickBooks at least quarterly for any irregularities?
3) Is the RC, AD, and Treasurer all signers on ALL region bank accounts?
4) Does the region have at least 3, preferably 4 authorized signers on each of the bank accounts? (Including one from the Area or in its absence, the Section?)
5) Does the Treasurer provide transparent key financial information to the Regional Board at every board meeting that includes (1) copy of the reconciliation report, (2) a report of all income and expense items recorded since the last board meeting with sufficient detail to note the names of the vendors paid, amounts paid, (3) a copy of the budget to actual report through the most current period, (4) a balance sheet report showing assets and liabilities outstanding as of the most current period?
6) Did the region publish its budget/summary financial report to participating families at least once a year per National Policy Statement 3.2? (This could be a statement on the region/area’s webpage stating that the financial report/budget is available upon request)
7) Did the Treasurer work with the Regional Board to develop the Region's budget plan for the Membership year?
8) Was the Region's Budget completed, approved, and submitted to the AD by June 1st?
9) Is the region connected with the AYSO Office on Bill.com (for accounts receivable and accounts payable)? If so, is the bank account connected in Bill.com the region/area’s bank account?
10) Does the region utilize a cash receipt book to record transactions (if there are any), have two volunteers verify cash/checks received, and verify all monies received equal the receipts?
11) Does the region use the approved AYSO forms entitled "Registration Reconciliation Form" and "Region Cash Tally Sheet"? (if applicable)For
12) For any cash or check payments received by the region, are monies deposited into the region's bank accounts the same day or the very next business day?
13) Is the bank signature card up to date to reflect the name of the current authorized signers?
14) Is your refund policy one of the waivers during the registration process?
15) Do the payment settings on the Sports connect site include the email and phone number of the current RC or Treasurer to contact or refunds or investigation to refute a credit card dispute?
16) Do you use a point of sale software? If so, what is the name of the software used?
17) If you use a point of sale software, is it properly linked to the region's bank account?
18) If you use a point of sale software, are deposits/payments properly coded in QuickBooks?
19) If you use a point of sale software, was sales tax collected (when appropriate) and remitted to the proper government agency in a timely manner"
20) If you take cash receipts is there evidence that at least two people were present when handling cash receipts (Cash Tally Sheet)?
21) Are all reimbursements to volunteers completed through Divvy? If not, does the region require the volunteer to complete and sign an AYSO approved Reimbursement Form?
22) Before you started using QB, did the region maintain all of its financial records for a minimum of 7 years and be properly located?
If you do not collect cash (i.e. you don't have a concession stand), there are questions above that will be "NA". As well, if you don't utilize a point of sale system (to take credit cards), there will be questions that will be "NA".
