The success of an ACH audit is determined long before an auditor ever walks through the door or reviews any documentation. An organization’s staff has worked all year long keeping up with regulation requirements, ACH Rules changes, software updates, staffing changes… the list goes on and on! Do not lose your organization’s well-deserved recognition by being ill prepared for your audit. Here are my top four tips to help make your audit as smooth, efficient (and hopefully pain free) as possible.
- Tip # 1: Gather Requested Documentation Early
Once your audit has been scheduled and the auditor has provided a list of requested documentation, make a plan of attack. Schedule uninterrupted time for any staff responsible to gather documentation. Keep in mind that any staff who is new to a position or unfamiliar with the current software may need additional scheduled time compared to a veteran employee who has been through several audits. Most auditors will ask for the documentation to be prepared and/or provided at least a week before the date of the audit – the earlier the better. Having documentation ready early will hopefully make it less stressful.
- Tip # 2: Organize Your Documentation
Audit documentation should be well-organized. Each document provided should be numbered or utilize a naming convention that ties the document back to the request. Typically, the naming convention will be provided by the auditor. This makes it clear to the auditor and any staff the documentation’s intended use. If clarification is needed on any of the requests, ask the auditor ahead of time. Being as prepared as possible is best and always appreciated!
- Tip # 3: Keep Your Documentation Secure
The documentation must be provided in a commercially secure manner. In most situations, your auditor can provide access to a secure file transfer software. If your institution’s policy limits your ability to utilize the specific software, work with your auditor to agree upon another form of secure file sharing. Ensure that all communication with the auditor which may include protected information be sent securely, including email. If the auditor is coming onsite, they may have additional requests for WiFi, a surge protector, etc. These requests should be confirmed and prepared ahead of time.
- Tip # 4: Anticipate Time for Questions and Requests for Additional Documentation
Auditors do their best to anticipate all documents that will need to be reviewed, but it is not uncommon for the auditor to submit additional requests once the audit has begun. All staff members should be aware of the date of the audit and available as needed to pull any additional requests or answer any questions. Having time scheduled into your staff’s daily schedule during the audit is helpful. Let the auditor know what times are best for any communication with staff.
If you haven’t booked your service yet, our expert staff is prepared to virtually conduct your audit. Secure your spot on our calendar! Email audit@epcor.org for a no-obligation quote or to schedule your audit service today.
Let Us Navigate You Through the Process!
Don't conduct your ACH audit blindly! Join us for our Navigating the ACH Audit virtual workshop on October 15th and together, we will walk through the steps you need to take to conduct your ACH audit with confidence and navigate potential roadblocks that might pop up along the way. In 90 minutes we'll cover the who, what, when, where and why of conducting your audit and tackle frequently asked questions such as: What if a checklist item doesn't apply; Who should oversee my audit; What should I be looking for; and more. Or, if you can’t attend this session, make it easy with our ACH Audit Workbook. Our fully interactive workbook will eliminate guesswork and guide you through the process. Happy auditing!
|
