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Presentation On
Internal AuditReporting
Agenda 01
02
03
04
05
Introduction
Standards On Internal Audit
Audit Report Writing
Stakeholders Management
Concluding Thoughts
INTRODUCTION
Introduction
 Dissemination of the results of internal audit and reporting the findings to the management, and those charged with governance, is an essential
part of any internal auditreporting.
 The internal audit report is the document prepared as an outcome of the internal audit process. It contains a clear written expression of significant
findings and recommendations based on the review of the policies, processes, risks, controls and transaction processing.
 Audit findings and recommendations in the audit report are designed to facilitate organization achieve financial, management and regulatory
compliance objectives.
 The internal audit report is presented to the process owners, head of the departments, senior management, audit committee, statutory auditors,
and regulatory authorities (if required).
 Reporting of results needs to be done with a certain level of uniformity and, both the internal auditor and the recipient of the reports should have
clarity and agreement about the nature of assurance being provided through these reports.
Key Considerations:
 The internal audit report is often the main, routine vehicle through which senior management understands the value that internal audit delivers.
 Audit report presents the results of an examination or review within the organization and is considered to be the core deliverable of internal audit
services.
 Poorly communicated results may completely detract from what may be critical information for senior management and the board.
 Well-organized and communicated results are a key indicator of competency andprofessionalism.
 Each organization has unique reporting practices and expectations that affect the format, frequency and depth of their communications.
5
STANDARDS ON INTERNAL AUDIT
Share with the auditee, details of all significant findings based on auditprocedures
undertaken
Allow management to understand the issues and take corrective actions in a
methodical and comprehensive manner
Provide a sound basis for any assurance being provided by the InternalAuditor
7
01
02
03
Standard On Internal Audit 370 (Earlier SIA 4) – Reporting Results
Objectives of issuing internal audit reports
At the end of a particular assignment
(Internal Audit Report)
On a periodic basis, at the close of a plan period
(Audit Committee Report)
An “Internal Audit Report” covering a specific area, function
or part of the entity is prepared by the Internal Auditor
highlighting key observations arising from those
assignments.
This report is generally issued with details of the manner in
which the assignment was conducted and the key findings
from the audit procedures undertaken.
This report is issued to the auditee, with copies shared with
local and executive management, as agreed during the
planning phase.
A comprehensive report of all the internal audit activities
covering the entity and the plan period is prepared by the
Chief Internal Auditor (or the Engagement Partner, in case
of external service provider).
Such reporting is normally done on a quarterly basis and
submitted to the highest governing authority responsible for
internal audits, generally the Audit Committee.
Some part of the aforementioned Internal Audit Reports
may form part of the periodic (e.g. Quarterly) report shared
with the Audit Committee.
 Reporting of internal audit results is generally undertaken in two stages:
Standard On Internal Audit 370 (Earlier SIA 4) – Reporting Results
Basic Elements of
Internal Audit Report
Qualities of Good
Internal Audit Report
Internal Audit Report Formats Audit Committee Report
8
There is a clarity and consensus between the InternalAuditor and the management
with regard to the scope, approach, objectives and timing of an internal audit
To help inform, persuade and act on matters important to the conduct of an internal
audit by promoting a continuous dialogue and free flow of information between the
Internal Auditor andmanagement
To help resolve any conflicts in a timely manner
9
01
02
03
Standard On Internal Audit 360 (Earlier SIA 9) – Communication With Management
Objectives
Exit Meeting
Discussion Draft
Formal Draft
Final Report
01 02
04 03
Exit Meeting
The internal auditor should discuss with
the management regarding thefindings,
observations recommendations, and
text of the discussion draft.
Formal Draft
The internal auditor should thenprepare
a format draft report, taking intoaccount
any revision or modification resulting
from the exit meeting and other
discussions.
Discussion Draft
At the conclusion of the fieldwork, theinternal
auditor should share the discussiondraft.
Final Report
The internal auditor shouldsubmit the
final internal audit reportto the
appointing authority or management,as
directed.
Standard On Internal Audit 360 (Earlier SIA 9) – Communication With Management
 The Internal Auditor is required to have an effective two-way communication with the management, both while managing the internal
audit function, and also while conducting an internal audit assignment.
 A continuous dialogue with management, at various stages of the internal audit process, is essential to the achievement of internal
audit objectives.
10
STAKEHOLDERS MANAGEMENT
01
12
02
03
04
05
06
07
Identify your stakeholders (who / to whom)
Identify stakeholders expectation (why)
Identify how the message will be communicated (the stakeholder’s preferredmethod)
Identify communication necessary to satisfy stakeholders expectation and keep them informed (what)
Identify and finalize how the report will be communicated (this should be finalized at the design stageitself)
Identify time frame / frequency of communication
Adherence to time frame i.e. avoid last minute rush
Stakeholders Management
Process
Owner
HOD
Regulator/
Investor
CFO/CEO
/MD
Statutory
Auditor
Audit
Committee
13
STAKEHOLDERS
Who Are The Stakeholders Of Internal Audit
What Are The Stakeholders Expectations
Process Owner HOD / CFO / CEO / COO / MD
Process understanding Overall risk assessment
Genuine observations Categorization based on risk
Listen to their point of view Summarized findings
Practical suggestions / recommendations Root cause analysis
Cost-effective solution Recommendations
Process owner’s acceptance, agreed action plan, first-person
responsible for implementation and targetdate
Value addition
Audit Committee Statutory Auditor
Overall coverage and risk assessment Overall coverage
Statutory non-compliances
The Summarized finding of key issues
Issues which affects the true and fair view of the accounts/
financial reporting
Preventive controls / automated controls Statutory non-compliances
Management comments, agreed action plan,first-person
responsible for implementation and targetdate
Providing assurance / comment on improvement
Assurance which they can rely on
Comfort which would help them make a proper assessmentand
save their time
Value addition
14
HOD
• The internal audit report
• Discussion on observations at
exit meeting and prima facie reply
Statutory Auditor
• Detailed audit report with
annexures providing instances
Process Owners
• Discussion of queries during audit
• The draft internal audit report
• Detailed annexures
CFO / CEO / MD / ACM
• Executive summary
• Dashboard presentation
• Final Internal audit report
1 2
3 4
Stakeholders
15
Different Form Of Communication For Each Stakeholder
What The Stakeholders Likes To See……
Value-Adding Processes Fraud Risks Compliances
Revenue / Costs / Savings
Efficiency improvement (Rework,
Complaints, Rejections, Returns,
Inspections, Discounts, etc.)
Supply chain / procurement
Benchmarking
Analytics / Dashboard reporting
Fraud scenarios
Late adjustments
Related parties
Exceptions
Journal entries
New transactions / regions /products
Whistleblowing events
Comprehensive compliance tracking and
monitoring
Self-assessments
Independent reviews
Compliance history and assessments
Board certifications
Delays
Continuing control deficiencies
16
 The situation in which individuals in leadership positions exercise their authority to achieve a
personal benefit, or to protect an organization, attempt to manipulate the internal audit activity
or internal audit reports.
 Such manipulation may result in actions to restrict the scope of audit activities, suppress audit
findings, or undermine the credibility of the Chief Internal Auditor or the Internal Audit
personnel's activity.
Situations Affecting Internal Auditing:
 Chief Internal Auditor threatened with the loss of future job opportunities if they continued audit
(examples include stagnation when peers upgraded, re-structured out of the company,
negotiated package to leave the company, eventual termination & personalthreats).
 Chief Internal Auditor who ignored executive and reported the issue to the Board, subsequently
excluded from key executive meetings (examples include access to restricted information,
treated as not part of the team, not a team player, silent treatment given).
 CEO who refused to meet with the Chief Internal Audit to avoid having direct knowledge of the
issue at hand.
17
Organizational Pressure – Pervasive Threat To The Internal Audit Objectivity/Reporting
Illustration – Extent of Pressure
Aggravating Factors:
 Lack of strong ethical culture fromtop-down
 Lack of strong, independent and supportive auditcommittee
 The culture that embraces risk and notcontrols
 Weak relationship between Chief InternalAudit andAudit Committee Chairperson or Chief InternalAuditor and Key Executives
 Chief InternalAuditor who lacks objectivity, integrity, courage, or sound judgment
 Internal audit function in an organization that lackscompetence
Organizational Pressure – Pervasive Threat To The Internal Audit Objectivity /Reporting
55%
27%
10
8%
Never
1 or 2 times
3 to 5 times
> 5 times
48%
37%
8%
7%
Never
1 or 2 times
3 to 5 times
> 5 times
Number of times
requested not to
audit high-riskarea
Number of times
asked to suppress
a finding
18
Implications on Reporting
Should Make Foundation Strong CIA ‘s Desired Attributes CIA Should Build Relationship
Strong governance, knowledgeable board Integrity and courage
– Know your internal ‘Limitations’
– Stand firm on importantissues
Meet outside of scheduled, formal meetings
Strong reporting relationship andposition
– Direct reporting relationship –CIAand
board/audit committee
– Chief Internal Audit – Recognisedsenior
independent position
Objective and fair Learn about Executives– objectives,
accomplishments, interests
Clear and supportive charter
– Documents showing with clarity-unique
role of InternalAuditor
– Specifies authority and unrestrictedscope
Relationship builder – with theboard,
executives and management
– “We are all after the same objectives.”
Lead outside of Internal Audit role; bevisible
Decision framework – when to take a stand
– Identify alternatives,consequences
Judgement to know what is an important
issue and when to take a stand, How totake
a stand?
Educate on emerging topics/Risks
Strong business knowledge Anticipates and proactively addressesissues
– Discuss protocols in advance
– Know key parties andmotivations
Find mutual areas of interest; do not take
meetings casually but prepare in detail tobe
effective
19
Ideally, the Internal Audit function should report
 Functionally to the Audit CommitteeChairperson
 Administratively to the CEO/Executive director of theorganization
Key measures to ensure the independence of the Internal Auditdepartment:
 The Chief InternalAudit should meet privately with the Board/Audit Committee without the presence of the management.
 TheAudit Committee should have final authority to review and approve the annual audit plan and all major changes to theAudit plan.
 The Audit Committee should review the performance of the Chief Internal Auditor and overall Internal Audit function at least once a
year, as well approve the compensation levels for the Chief InternalAudit.
 The Internal Audit charter should clearly articulate both functional and administrative reporting lines for the function as well as its
principal activities.
 The reporting line should facilitate open and direct communications with CEO, senior executive group and line management.
 The Internal Audit should have unrestricted access to information flows so that it receives adequate and timely information concerning
the activities, plans and business initiatives of theorganization.
 Budgetary controls and considerations imposed by the administrative reporting line should not impede internal audit in accomplishing
its objective.
20
Reporting of CIA – Lack of Independence Could Have Impact On Internal Audit Reporting
CONCLUDING THOUGHTS
 The people who receive internal audit services (audit clients) are becoming more seeking greater value-add from audits.
They are seeking insights gathered from operational audits, rather than a narrow compliance audit approach.
 Internal audit is not an isolated technical exercise but it is an integral part of the corporate governance process and the
report which is the culmination of the audit process has far-reaching consequences in changing the way the business is done
and risks are managed.
 A report is a reflection of the auditor’s mindset and is only as good as the approach with which the audit has been done. No
amount of add on by way of style and presentation can mask the inadequacy of the auditor’s performance.
 The internal auditor has to not only possess adequate knowledge of the business he is auditing but also internalize that he is
part of the management and his audit objective is aligned to the business enterprise objective and goals.
 Management is seeking internal audit reports that are easy to read, ‘tell a story’, and get to the point.
 Management values internal audit reports that provide a conclusion or opinion on the activity audited.
 The success of audit reporting is determined largely by the attitude and approach with which internal auditor carries out his
duties. As auditors, we should aspire to be the agents of positive change in the organization, and strive to be viewed and
accepted as valued insiders.
24
Concluding Thoughts
People begin
forming an opinion
within seconds
Difficult to reverse
first opinion
25
REFERENCE MATERIAL
Executive Summary:
Report Rating
Audit Issues
Status of Management RemediationPlan
Table Of Contents
02
03
Audit Issues Highlighting:
Key Finding
Root Cause of Issue
Business Impact/Risk
Issue Severity - Risk Rating
Recommendation
Management Comments
Issue Owner
Target Date ofAction
04
Assurance Limitation Disclaimer
Annexures
05
Title Page
Addressee
Report Distribution List
Period of Audit Covered
01
27
Typical Elements In An Internal Audit Report
Opening / introductory paragraph should comprise of thefollowing:
 Background of the company / entity
 Identification of process and items of financial statementsaudited
 Statement of responsibility of the entity’s management and responsibility of the
internal auditor
Opening / Introductory Paragraph And Scope Paragraph
Scope Paragraph should comprise of the following:
 Reference to the generally accepted audit procedures in India / overseas as
applicable
 Description of the audit engagement background and the methodology of the
internal audit
 Description of the population and the sampling technique used
 Limitation in scope / exclusions, if any
28
1
5
4
2 3
CorrectiveAction
Action that must be taken to
correct the cause
29
Consequences
Difference between condition and
criteria [impact on the individual,
business unit and company as a
whole, quantify the impact]
Cause
Reason for difference between criteria &
condition [lack of controls, circumvention
of controls or external influences]
Condition
The factual evidence as to what was found
5Cs
Detailed Report – Features Of The Observation
Criteria
What is the standard that was not met?
The standard may be a company policy or other regulatory guideline. expectations used in making an evaluation
30
5 Cs In Report Writing – CaseStudy
Observation To
Contain 5Cs
Observation To Answer
The Following
Example
Criteria What is the standard? Variation in stock on physical verification with the balance as reflected in the stock
register should be NIL.
Condition What is wrong? The stock physically verified was short by 5045 units as against the balance shown
in the stock register.
Cause Why is it wrong? Issues made during the night shift were not recorded.
Consequences What is the risk / impact? The stock position in the books is overstated and the possibility of stock pilferage is
high due to lack of control.
Corrective Action What should be done? /
How to correct?
Night shift stock keeper needs to be appointed.
Alternatively, the requirement of stock for the night shift should be issued at day end
as per the requisition of the production in charge for the night shift.
The consumption during night shift is verified by counting in the morning the
balance stock left out of the lot issued to the floor during the previous days close.
31
RISK RATING
High (H)
Represents critical control weaknesses requiring prompt action to mitigate information systems or business process
vulnerabilities. Adequate compensating controls do not exist to mitigate risk exposure, or may not be sufficient given the
impact of a risk occurrence should it occur. Regulatory non-compliances involving penalties/prosecutions are also included
in this category and having financial impact exceeding say USD 250K.
Medium (M)
Represents moderate control weaknesses requiring near-term management focus to strengthen existing controls. Some
compensating controls are present, but additional controls are necessary to further mitigate risk exposure and having
financial impact between say USD 100K to 250K.
Low (L)
Represents minor control weaknesses requiring management focus to enhance existing controls. Compensating controls
are present to mitigate exposure (or if not, the impact of a risk occurrence is minor), but opportunities exist to enhance
controls or improve operating efficiency and having financial impact say below USD 100K.
CONTROLS RATING
Moderate (M)
Controls are present to mitigate most process/business risk, but management should evaluate opportunities to enhance
existing controls.
Limited (L)
Existing controls may not mitigate process/business risk and management should consider implementing a stronger
control structure.
RISK CATEGORY
Operational (O) Effectiveness and efficiency of operations.
Financial (F) Reliability of financial reporting / financial impact.
Compliance (C) Compliance with applicable laws and regulations.
Process Improvement (PI) Scope of improvement in the business process.
Risk Rating / Risk Category / Controls Rating – Legends
 Management response should be SMART (Specific, Measurable,
Achievable, Reliable, Time-bound).
 Management response should contain thefollowing:
Specific reply to the observation (to the point and not a general reply)
Action verbs like Define, Develop, Implement, Review, Approve,
Perform, Generate, Set-up,etc.
The time frame for taking appropriate correctiveaction
Personnel responsible for taking action
Resource requirements, if any, for ensuring suchcompliance
Management Response
32
Reporting issues that don’t matter to the board and top executives
Failing to communicate what matters when it matters
Lengthy cycle times – time taken for formal reportwriting
Consequences of lengthy audit cyclesare
– Audit results are not timely
– Stakeholders dissatisfaction
– Inefficient use of internal auditorstime
Factually incorrect reports
Size of the report and maintaining balance
Implications or risk not being brought outclearly
Focus only on negative aspects or mistakes
Projecting process owners as villains or blowing up things out ofproportion
Lack of practical recommendations
The reader cannot connect with thereport
Audit Reporting Challenges
33
Flow of Report Incomplete Information Drafting Errors Use of Technical Jargons
More focus on the
transaction rather than the
process or system failure
Lack of pattern or flow in the
report – this confuses the
reader
Starts with the most low risk
points – can lead to loss of
interest of the reader
Important point gets lost in
the volume of pages
Does not contain proper
examples, sample size,
extent of problem, root
cause
Not quantified for business
impact or risk of the
observations
Recommendations (or
poorly drafted
recommendation)
Spelling mistakes
Wrong English
Incomplete sentences
Long sentences
Incorrect use of
punctuations
Confuses the reader
Makes report reading more
painful
34
Common Mistakes In Internal Audit Reports
35
Accurate Objective Clear Concise Constructive Complete Timely
Free from Fair, impartial, Easily Tothe point, Helpful to the Lacking Opportune
errors and and unbiased understood avoid auditee /client nothing that is and expedient,
distortions and and is a result and logical, unnecessary and the essential to depending on
faithful to the of a fair- avoiding elaboration, organization the target the
underlying minded and unnecessary superfluous and leads to audience and significance of
facts balanced technical detail, improvements includes all the issue,
assessment of language and redundancy, where needed significant and allowing
all relevant providing all repetitiveness relevant management
facts and significant and and wordiness information to take
circumstances relevant and appropriate
information observations corrective
to support action
recommendati
ons and
conclusions
Essentials Of A Good Internal Audit Report
 Standards on internal audit do not specify any reportformat
 Different organizations use different report formats (Word, Excel and PowerPoint)
 The format depends on management expectation and requirements
 The appropriate format should be used with consistency
 Management will feel more comfortable if it becomes accustomed to the report format and
can readily turn to whatever is of interest
Report Format Characteristics
Word Format
Traditional form
Simple to use
Reference to report page / para
Power Point
Presentation
Most commonly used
Facilitates use of risk indicators
Excel Sheet
Effective tool for grouping of various observations - especially
annexures
Simple to use
Internal Audit Report Format
36
Executive Summary:
 An executive summary is a brief section before the commencement of detailed audit report. It is part of the report that is readfirst.
 It summarizes the audit findings and action plan in minimal text. People who read only the executive summary should get the essence
of the document.
 An executive summary provides conclusion / auditors opinion on the area under audit.
Need For Executive Summary:
 Enables the key personnel to read the report in lesstime.
 Macro perspective in short form and quick reference for future use.
 Pick and choose – the reader can decide what he wants to read.
 Readers judges and decides based on the executive summary to see if the rest of the report is worth reading.
Tips For Executive Summary:
 Clear and concise, correct and simple. The executive summary should be 1-2 pages at the max.
 Stay away from long sentences and big words in the executive summary.
 Verify that the headings used in the summary match the body copy of the document.
 Present the sections of the executive summary in the same order as in the main report.
 Include all the must-know information in the executive summary and remove unnecessary phrases or unclear content.
 Format for readability with plenty of space between points and clear headings that guide the reader.
 Verify that the summary stands alone and supports the objective if it is the only portion of the document that will beread.
37
Tips For Writing An Effective Executive Summary
Sr.
No.
Audit Observation Action Plan
Risk
Category
Risk
Rating
Control
Rating
Slide
Reference
1
2
3
4
5
6
Control Rating Moderate Limited
Risk Rating High Medium Low
Risk Category Financial Operational Compliance
Executive Summary – Sample 1
38
Executive Summary – Sample 2
Issues
39
Due Date
Responsible
Person
Business Impact
1) Observation Heading
Issue:
Background:
Root Cause: Recommendation:
Risk & Impact: Management Response:
Person Responsible: Target Date:
Control Rating Moderate  Limited
Risk Rating  High Medium Low Risk Category  Financial Operational Compliance
Detailed Observation – Sample 1
40
1. Observation Heading
Observation Management Comments
Root Cause: 
Design
Deficiency
Operational
Ineffectiveness
System
Deficiency
 External
Risk & Implication
Recommended Action
41
Owner and Target Date
Critical
Detailed Observation – Sample 2
Content Of Audit Committee Presentation
• Dashboard report on current activities
• Critical findings or emerging trends
• Results of special investigations, status of the annual audit plan
and any changes done
• Internal audit staffing, impact of resourcelimitations
• Department performance metrics / scores
Understanding Board Expectations
• Understanding board expectations is critical when determining
content.
• By reviewing key documents such as the audit committee
charter, internal audit can gain an understanding of the audit
committee’s risks and needs.
• It is recommended to meet separately with the audit committee
(and senior management if deemed appropriate) to determine
reporting framework and expectations upfront.
Typical Contents Of An Audit Committee Presentation
Quarterly Audit Committee Presentation
• Summarize for the committee what they need to know about routine findings in a
logical summary format and report separately on more important matters suchas:
– Matters that might affect the fairness of financial reporting.
– Breaches of the company’s ethics policies.
– Details of any frauds discovered, financial values of suchfrauds.
– Significant delays in management responding to findings and recommendations.
– Monitoring and follow-up activities.
Yearly Audit Committee Presentation
• Annual report is typically a summary of the four quarterly reports. Additional items to
cover may include:
– Details of changes in personnel's in the internal auditdepartment.
– Report on the year in review to include themes or trends identified.
– Update of the risk assessment and audit plan.
– Report on the results of the internal quality assurance and improvement program.
– Discuss the results of the external quality assurance review, timing / frequency of
the external assessment and reviewer’s background.
– Review and approve updates to the internal audit departmentcharter.
– Confirmation of the independence of the internal audit activity.
– Reporting of any impairments of independence or objectivity.
42
Sr.
No.
Audit Area / Audit Entity Region Audit Rating
Detailed Issue And Action Plan
Reference
1 Latin America Unsatisfactory Slide no. xx
2 Latin America Unsatisfactory Slide no. xx
3 Asia Improvement Opportunity Slide no. xx
4 Africa Improvement Opportunity Slide no. xx
5 North America Satisfactory -
6 Europe Satisfactory -
7
Middle East
Australia , NZ
Satisfactory -
1) Number of Audits Completed In Q2 (2019-20): XX
Unsatisfactory
• Financial Loss / Fraud > USD 1 million
• Some key controls do not exist, or are not properly implemented, and there are high risk improvementopportunities.
• Control environment is impaired.
Improvement Opportunity
• Financial Loss / Fraud up to USD 1 million
• Adequate control environment in most areas.
• Moderate risk improvement opportunities identified, which require corrective action.
Satisfactory
• Satisfactory overall control environment.
• Small number of lower risk improvement opportunities identified, which require correctiveaction.
Entity Audit Rating / Conclusion
43
Audit Committee Dashboard – Sample 1
Sr.
No.
Audit Area /
Audit Entity
Audit Observation Agreed Action Plan Risk Rating * Risk Category * Control Rating *
1 High Financial Moderate
2 Medium Operational Limited
3 Medium Compliance Limited
4 Low
Process
Improvement
Limited
3) Significant Audit Issues Summary
* Legends explained in next slide
Open Audit Issues
( at quarter beginning)
Issue Closed during current quarter
Unresolved / pending issues above
6 months
Global CFO intervention/ support
required
7
For details, please refer slide no. xx to
xx
4
3
(For details, please refer slide no. xx
to xx)
1
(For details, please refer slide no. xx
to xx)
2) Remediation Status Of Past Quarters Key Audit Observations
44
Audit Committee Dashboard – Sample 1
 The major objective of internal audit review is to understand the key activities and controls in the business processes designed, review design
effectiveness of business processes and controls, assess the operating effectiveness of internal controls and provide recommendations for
business process and internal controlimprovement.
 Internal auditors don’t plan and prepare work with the objective of preventing and discovering fraud and gives no assurance that the period
covered by an internal audit would be free of fraud or other irregularities. If during the course of internal audit, we come across any fraudulent
activity, we carry out our review in respect of that business process in detail and report on the same to the management and auditcommittee.
 The performance of internal audit work is not and should not be taken as a substitute for management’s responsibilities for the application of sound
management practices. The responsibility for a sound internal control system and the prevention and detection of fraud and other irregularities
rests with management. Work performed by internal audit should not be relied upon to identify all strengths and weaknesses in internal controls,
nor relied upon to identify all circumstances of fraud or irregularity. Our focus is more on walkthroughs of business processes and identification of
internal control gaps so that the control environment can be strengthened further.
 Internal audit procedures are designed to focus on areas of greatest risk and significance which are identified and agreed with management in
advance, internal audit scope and approved annual internal audit plan. Since the internal audit is executed by an individual internal auditor on the
basis of their ability to assess risk and situation of control environment of a particular audit area/entity, audit procedures may not disclose/conduct
an audit of all issues and/or other significant matters about the department/company, or reveal all errors, irregularities and frauds in the underlying
information due to limitation of skill set, time spent on an entity for audit and other uncontrollable limitations.
 The approach employed during the internal audit work does not constitute a comprehensive review of all the operations and is subject to the level
of bias in the method of sample selection.
 Internal auditors rely on management to provide accounting and other records for the purposes of audit work to ensure the authenticity of these
records.
45
Audit Coverage And Assurance Limitation
Thank you

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Internal Audit Reporting

  • 1.
  • 3. Agenda 01 02 03 04 05 Introduction Standards On Internal Audit Audit Report Writing Stakeholders Management Concluding Thoughts
  • 5. Introduction  Dissemination of the results of internal audit and reporting the findings to the management, and those charged with governance, is an essential part of any internal auditreporting.  The internal audit report is the document prepared as an outcome of the internal audit process. It contains a clear written expression of significant findings and recommendations based on the review of the policies, processes, risks, controls and transaction processing.  Audit findings and recommendations in the audit report are designed to facilitate organization achieve financial, management and regulatory compliance objectives.  The internal audit report is presented to the process owners, head of the departments, senior management, audit committee, statutory auditors, and regulatory authorities (if required).  Reporting of results needs to be done with a certain level of uniformity and, both the internal auditor and the recipient of the reports should have clarity and agreement about the nature of assurance being provided through these reports. Key Considerations:  The internal audit report is often the main, routine vehicle through which senior management understands the value that internal audit delivers.  Audit report presents the results of an examination or review within the organization and is considered to be the core deliverable of internal audit services.  Poorly communicated results may completely detract from what may be critical information for senior management and the board.  Well-organized and communicated results are a key indicator of competency andprofessionalism.  Each organization has unique reporting practices and expectations that affect the format, frequency and depth of their communications. 5
  • 7. Share with the auditee, details of all significant findings based on auditprocedures undertaken Allow management to understand the issues and take corrective actions in a methodical and comprehensive manner Provide a sound basis for any assurance being provided by the InternalAuditor 7 01 02 03 Standard On Internal Audit 370 (Earlier SIA 4) – Reporting Results Objectives of issuing internal audit reports
  • 8. At the end of a particular assignment (Internal Audit Report) On a periodic basis, at the close of a plan period (Audit Committee Report) An “Internal Audit Report” covering a specific area, function or part of the entity is prepared by the Internal Auditor highlighting key observations arising from those assignments. This report is generally issued with details of the manner in which the assignment was conducted and the key findings from the audit procedures undertaken. This report is issued to the auditee, with copies shared with local and executive management, as agreed during the planning phase. A comprehensive report of all the internal audit activities covering the entity and the plan period is prepared by the Chief Internal Auditor (or the Engagement Partner, in case of external service provider). Such reporting is normally done on a quarterly basis and submitted to the highest governing authority responsible for internal audits, generally the Audit Committee. Some part of the aforementioned Internal Audit Reports may form part of the periodic (e.g. Quarterly) report shared with the Audit Committee.  Reporting of internal audit results is generally undertaken in two stages: Standard On Internal Audit 370 (Earlier SIA 4) – Reporting Results Basic Elements of Internal Audit Report Qualities of Good Internal Audit Report Internal Audit Report Formats Audit Committee Report 8
  • 9. There is a clarity and consensus between the InternalAuditor and the management with regard to the scope, approach, objectives and timing of an internal audit To help inform, persuade and act on matters important to the conduct of an internal audit by promoting a continuous dialogue and free flow of information between the Internal Auditor andmanagement To help resolve any conflicts in a timely manner 9 01 02 03 Standard On Internal Audit 360 (Earlier SIA 9) – Communication With Management Objectives
  • 10. Exit Meeting Discussion Draft Formal Draft Final Report 01 02 04 03 Exit Meeting The internal auditor should discuss with the management regarding thefindings, observations recommendations, and text of the discussion draft. Formal Draft The internal auditor should thenprepare a format draft report, taking intoaccount any revision or modification resulting from the exit meeting and other discussions. Discussion Draft At the conclusion of the fieldwork, theinternal auditor should share the discussiondraft. Final Report The internal auditor shouldsubmit the final internal audit reportto the appointing authority or management,as directed. Standard On Internal Audit 360 (Earlier SIA 9) – Communication With Management  The Internal Auditor is required to have an effective two-way communication with the management, both while managing the internal audit function, and also while conducting an internal audit assignment.  A continuous dialogue with management, at various stages of the internal audit process, is essential to the achievement of internal audit objectives. 10
  • 12. 01 12 02 03 04 05 06 07 Identify your stakeholders (who / to whom) Identify stakeholders expectation (why) Identify how the message will be communicated (the stakeholder’s preferredmethod) Identify communication necessary to satisfy stakeholders expectation and keep them informed (what) Identify and finalize how the report will be communicated (this should be finalized at the design stageitself) Identify time frame / frequency of communication Adherence to time frame i.e. avoid last minute rush Stakeholders Management
  • 14. What Are The Stakeholders Expectations Process Owner HOD / CFO / CEO / COO / MD Process understanding Overall risk assessment Genuine observations Categorization based on risk Listen to their point of view Summarized findings Practical suggestions / recommendations Root cause analysis Cost-effective solution Recommendations Process owner’s acceptance, agreed action plan, first-person responsible for implementation and targetdate Value addition Audit Committee Statutory Auditor Overall coverage and risk assessment Overall coverage Statutory non-compliances The Summarized finding of key issues Issues which affects the true and fair view of the accounts/ financial reporting Preventive controls / automated controls Statutory non-compliances Management comments, agreed action plan,first-person responsible for implementation and targetdate Providing assurance / comment on improvement Assurance which they can rely on Comfort which would help them make a proper assessmentand save their time Value addition 14
  • 15. HOD • The internal audit report • Discussion on observations at exit meeting and prima facie reply Statutory Auditor • Detailed audit report with annexures providing instances Process Owners • Discussion of queries during audit • The draft internal audit report • Detailed annexures CFO / CEO / MD / ACM • Executive summary • Dashboard presentation • Final Internal audit report 1 2 3 4 Stakeholders 15 Different Form Of Communication For Each Stakeholder
  • 16. What The Stakeholders Likes To See…… Value-Adding Processes Fraud Risks Compliances Revenue / Costs / Savings Efficiency improvement (Rework, Complaints, Rejections, Returns, Inspections, Discounts, etc.) Supply chain / procurement Benchmarking Analytics / Dashboard reporting Fraud scenarios Late adjustments Related parties Exceptions Journal entries New transactions / regions /products Whistleblowing events Comprehensive compliance tracking and monitoring Self-assessments Independent reviews Compliance history and assessments Board certifications Delays Continuing control deficiencies 16
  • 17.  The situation in which individuals in leadership positions exercise their authority to achieve a personal benefit, or to protect an organization, attempt to manipulate the internal audit activity or internal audit reports.  Such manipulation may result in actions to restrict the scope of audit activities, suppress audit findings, or undermine the credibility of the Chief Internal Auditor or the Internal Audit personnel's activity. Situations Affecting Internal Auditing:  Chief Internal Auditor threatened with the loss of future job opportunities if they continued audit (examples include stagnation when peers upgraded, re-structured out of the company, negotiated package to leave the company, eventual termination & personalthreats).  Chief Internal Auditor who ignored executive and reported the issue to the Board, subsequently excluded from key executive meetings (examples include access to restricted information, treated as not part of the team, not a team player, silent treatment given).  CEO who refused to meet with the Chief Internal Audit to avoid having direct knowledge of the issue at hand. 17 Organizational Pressure – Pervasive Threat To The Internal Audit Objectivity/Reporting
  • 18. Illustration – Extent of Pressure Aggravating Factors:  Lack of strong ethical culture fromtop-down  Lack of strong, independent and supportive auditcommittee  The culture that embraces risk and notcontrols  Weak relationship between Chief InternalAudit andAudit Committee Chairperson or Chief InternalAuditor and Key Executives  Chief InternalAuditor who lacks objectivity, integrity, courage, or sound judgment  Internal audit function in an organization that lackscompetence Organizational Pressure – Pervasive Threat To The Internal Audit Objectivity /Reporting 55% 27% 10 8% Never 1 or 2 times 3 to 5 times > 5 times 48% 37% 8% 7% Never 1 or 2 times 3 to 5 times > 5 times Number of times requested not to audit high-riskarea Number of times asked to suppress a finding 18
  • 19. Implications on Reporting Should Make Foundation Strong CIA ‘s Desired Attributes CIA Should Build Relationship Strong governance, knowledgeable board Integrity and courage – Know your internal ‘Limitations’ – Stand firm on importantissues Meet outside of scheduled, formal meetings Strong reporting relationship andposition – Direct reporting relationship –CIAand board/audit committee – Chief Internal Audit – Recognisedsenior independent position Objective and fair Learn about Executives– objectives, accomplishments, interests Clear and supportive charter – Documents showing with clarity-unique role of InternalAuditor – Specifies authority and unrestrictedscope Relationship builder – with theboard, executives and management – “We are all after the same objectives.” Lead outside of Internal Audit role; bevisible Decision framework – when to take a stand – Identify alternatives,consequences Judgement to know what is an important issue and when to take a stand, How totake a stand? Educate on emerging topics/Risks Strong business knowledge Anticipates and proactively addressesissues – Discuss protocols in advance – Know key parties andmotivations Find mutual areas of interest; do not take meetings casually but prepare in detail tobe effective 19
  • 20. Ideally, the Internal Audit function should report  Functionally to the Audit CommitteeChairperson  Administratively to the CEO/Executive director of theorganization Key measures to ensure the independence of the Internal Auditdepartment:  The Chief InternalAudit should meet privately with the Board/Audit Committee without the presence of the management.  TheAudit Committee should have final authority to review and approve the annual audit plan and all major changes to theAudit plan.  The Audit Committee should review the performance of the Chief Internal Auditor and overall Internal Audit function at least once a year, as well approve the compensation levels for the Chief InternalAudit.  The Internal Audit charter should clearly articulate both functional and administrative reporting lines for the function as well as its principal activities.  The reporting line should facilitate open and direct communications with CEO, senior executive group and line management.  The Internal Audit should have unrestricted access to information flows so that it receives adequate and timely information concerning the activities, plans and business initiatives of theorganization.  Budgetary controls and considerations imposed by the administrative reporting line should not impede internal audit in accomplishing its objective. 20 Reporting of CIA – Lack of Independence Could Have Impact On Internal Audit Reporting
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  • 24.  The people who receive internal audit services (audit clients) are becoming more seeking greater value-add from audits. They are seeking insights gathered from operational audits, rather than a narrow compliance audit approach.  Internal audit is not an isolated technical exercise but it is an integral part of the corporate governance process and the report which is the culmination of the audit process has far-reaching consequences in changing the way the business is done and risks are managed.  A report is a reflection of the auditor’s mindset and is only as good as the approach with which the audit has been done. No amount of add on by way of style and presentation can mask the inadequacy of the auditor’s performance.  The internal auditor has to not only possess adequate knowledge of the business he is auditing but also internalize that he is part of the management and his audit objective is aligned to the business enterprise objective and goals.  Management is seeking internal audit reports that are easy to read, ‘tell a story’, and get to the point.  Management values internal audit reports that provide a conclusion or opinion on the activity audited.  The success of audit reporting is determined largely by the attitude and approach with which internal auditor carries out his duties. As auditors, we should aspire to be the agents of positive change in the organization, and strive to be viewed and accepted as valued insiders. 24 Concluding Thoughts
  • 25. People begin forming an opinion within seconds Difficult to reverse first opinion 25
  • 27. Executive Summary: Report Rating Audit Issues Status of Management RemediationPlan Table Of Contents 02 03 Audit Issues Highlighting: Key Finding Root Cause of Issue Business Impact/Risk Issue Severity - Risk Rating Recommendation Management Comments Issue Owner Target Date ofAction 04 Assurance Limitation Disclaimer Annexures 05 Title Page Addressee Report Distribution List Period of Audit Covered 01 27 Typical Elements In An Internal Audit Report
  • 28. Opening / introductory paragraph should comprise of thefollowing:  Background of the company / entity  Identification of process and items of financial statementsaudited  Statement of responsibility of the entity’s management and responsibility of the internal auditor Opening / Introductory Paragraph And Scope Paragraph Scope Paragraph should comprise of the following:  Reference to the generally accepted audit procedures in India / overseas as applicable  Description of the audit engagement background and the methodology of the internal audit  Description of the population and the sampling technique used  Limitation in scope / exclusions, if any 28
  • 29. 1 5 4 2 3 CorrectiveAction Action that must be taken to correct the cause 29 Consequences Difference between condition and criteria [impact on the individual, business unit and company as a whole, quantify the impact] Cause Reason for difference between criteria & condition [lack of controls, circumvention of controls or external influences] Condition The factual evidence as to what was found 5Cs Detailed Report – Features Of The Observation Criteria What is the standard that was not met? The standard may be a company policy or other regulatory guideline. expectations used in making an evaluation
  • 30. 30 5 Cs In Report Writing – CaseStudy Observation To Contain 5Cs Observation To Answer The Following Example Criteria What is the standard? Variation in stock on physical verification with the balance as reflected in the stock register should be NIL. Condition What is wrong? The stock physically verified was short by 5045 units as against the balance shown in the stock register. Cause Why is it wrong? Issues made during the night shift were not recorded. Consequences What is the risk / impact? The stock position in the books is overstated and the possibility of stock pilferage is high due to lack of control. Corrective Action What should be done? / How to correct? Night shift stock keeper needs to be appointed. Alternatively, the requirement of stock for the night shift should be issued at day end as per the requisition of the production in charge for the night shift. The consumption during night shift is verified by counting in the morning the balance stock left out of the lot issued to the floor during the previous days close.
  • 31. 31 RISK RATING High (H) Represents critical control weaknesses requiring prompt action to mitigate information systems or business process vulnerabilities. Adequate compensating controls do not exist to mitigate risk exposure, or may not be sufficient given the impact of a risk occurrence should it occur. Regulatory non-compliances involving penalties/prosecutions are also included in this category and having financial impact exceeding say USD 250K. Medium (M) Represents moderate control weaknesses requiring near-term management focus to strengthen existing controls. Some compensating controls are present, but additional controls are necessary to further mitigate risk exposure and having financial impact between say USD 100K to 250K. Low (L) Represents minor control weaknesses requiring management focus to enhance existing controls. Compensating controls are present to mitigate exposure (or if not, the impact of a risk occurrence is minor), but opportunities exist to enhance controls or improve operating efficiency and having financial impact say below USD 100K. CONTROLS RATING Moderate (M) Controls are present to mitigate most process/business risk, but management should evaluate opportunities to enhance existing controls. Limited (L) Existing controls may not mitigate process/business risk and management should consider implementing a stronger control structure. RISK CATEGORY Operational (O) Effectiveness and efficiency of operations. Financial (F) Reliability of financial reporting / financial impact. Compliance (C) Compliance with applicable laws and regulations. Process Improvement (PI) Scope of improvement in the business process. Risk Rating / Risk Category / Controls Rating – Legends
  • 32.  Management response should be SMART (Specific, Measurable, Achievable, Reliable, Time-bound).  Management response should contain thefollowing: Specific reply to the observation (to the point and not a general reply) Action verbs like Define, Develop, Implement, Review, Approve, Perform, Generate, Set-up,etc. The time frame for taking appropriate correctiveaction Personnel responsible for taking action Resource requirements, if any, for ensuring suchcompliance Management Response 32
  • 33. Reporting issues that don’t matter to the board and top executives Failing to communicate what matters when it matters Lengthy cycle times – time taken for formal reportwriting Consequences of lengthy audit cyclesare – Audit results are not timely – Stakeholders dissatisfaction – Inefficient use of internal auditorstime Factually incorrect reports Size of the report and maintaining balance Implications or risk not being brought outclearly Focus only on negative aspects or mistakes Projecting process owners as villains or blowing up things out ofproportion Lack of practical recommendations The reader cannot connect with thereport Audit Reporting Challenges 33
  • 34. Flow of Report Incomplete Information Drafting Errors Use of Technical Jargons More focus on the transaction rather than the process or system failure Lack of pattern or flow in the report – this confuses the reader Starts with the most low risk points – can lead to loss of interest of the reader Important point gets lost in the volume of pages Does not contain proper examples, sample size, extent of problem, root cause Not quantified for business impact or risk of the observations Recommendations (or poorly drafted recommendation) Spelling mistakes Wrong English Incomplete sentences Long sentences Incorrect use of punctuations Confuses the reader Makes report reading more painful 34 Common Mistakes In Internal Audit Reports
  • 35. 35 Accurate Objective Clear Concise Constructive Complete Timely Free from Fair, impartial, Easily Tothe point, Helpful to the Lacking Opportune errors and and unbiased understood avoid auditee /client nothing that is and expedient, distortions and and is a result and logical, unnecessary and the essential to depending on faithful to the of a fair- avoiding elaboration, organization the target the underlying minded and unnecessary superfluous and leads to audience and significance of facts balanced technical detail, improvements includes all the issue, assessment of language and redundancy, where needed significant and allowing all relevant providing all repetitiveness relevant management facts and significant and and wordiness information to take circumstances relevant and appropriate information observations corrective to support action recommendati ons and conclusions Essentials Of A Good Internal Audit Report
  • 36.  Standards on internal audit do not specify any reportformat  Different organizations use different report formats (Word, Excel and PowerPoint)  The format depends on management expectation and requirements  The appropriate format should be used with consistency  Management will feel more comfortable if it becomes accustomed to the report format and can readily turn to whatever is of interest Report Format Characteristics Word Format Traditional form Simple to use Reference to report page / para Power Point Presentation Most commonly used Facilitates use of risk indicators Excel Sheet Effective tool for grouping of various observations - especially annexures Simple to use Internal Audit Report Format 36
  • 37. Executive Summary:  An executive summary is a brief section before the commencement of detailed audit report. It is part of the report that is readfirst.  It summarizes the audit findings and action plan in minimal text. People who read only the executive summary should get the essence of the document.  An executive summary provides conclusion / auditors opinion on the area under audit. Need For Executive Summary:  Enables the key personnel to read the report in lesstime.  Macro perspective in short form and quick reference for future use.  Pick and choose – the reader can decide what he wants to read.  Readers judges and decides based on the executive summary to see if the rest of the report is worth reading. Tips For Executive Summary:  Clear and concise, correct and simple. The executive summary should be 1-2 pages at the max.  Stay away from long sentences and big words in the executive summary.  Verify that the headings used in the summary match the body copy of the document.  Present the sections of the executive summary in the same order as in the main report.  Include all the must-know information in the executive summary and remove unnecessary phrases or unclear content.  Format for readability with plenty of space between points and clear headings that guide the reader.  Verify that the summary stands alone and supports the objective if it is the only portion of the document that will beread. 37 Tips For Writing An Effective Executive Summary
  • 38. Sr. No. Audit Observation Action Plan Risk Category Risk Rating Control Rating Slide Reference 1 2 3 4 5 6 Control Rating Moderate Limited Risk Rating High Medium Low Risk Category Financial Operational Compliance Executive Summary – Sample 1 38
  • 39. Executive Summary – Sample 2 Issues 39 Due Date Responsible Person Business Impact
  • 40. 1) Observation Heading Issue: Background: Root Cause: Recommendation: Risk & Impact: Management Response: Person Responsible: Target Date: Control Rating Moderate  Limited Risk Rating  High Medium Low Risk Category  Financial Operational Compliance Detailed Observation – Sample 1 40
  • 41. 1. Observation Heading Observation Management Comments Root Cause:  Design Deficiency Operational Ineffectiveness System Deficiency  External Risk & Implication Recommended Action 41 Owner and Target Date Critical Detailed Observation – Sample 2
  • 42. Content Of Audit Committee Presentation • Dashboard report on current activities • Critical findings or emerging trends • Results of special investigations, status of the annual audit plan and any changes done • Internal audit staffing, impact of resourcelimitations • Department performance metrics / scores Understanding Board Expectations • Understanding board expectations is critical when determining content. • By reviewing key documents such as the audit committee charter, internal audit can gain an understanding of the audit committee’s risks and needs. • It is recommended to meet separately with the audit committee (and senior management if deemed appropriate) to determine reporting framework and expectations upfront. Typical Contents Of An Audit Committee Presentation Quarterly Audit Committee Presentation • Summarize for the committee what they need to know about routine findings in a logical summary format and report separately on more important matters suchas: – Matters that might affect the fairness of financial reporting. – Breaches of the company’s ethics policies. – Details of any frauds discovered, financial values of suchfrauds. – Significant delays in management responding to findings and recommendations. – Monitoring and follow-up activities. Yearly Audit Committee Presentation • Annual report is typically a summary of the four quarterly reports. Additional items to cover may include: – Details of changes in personnel's in the internal auditdepartment. – Report on the year in review to include themes or trends identified. – Update of the risk assessment and audit plan. – Report on the results of the internal quality assurance and improvement program. – Discuss the results of the external quality assurance review, timing / frequency of the external assessment and reviewer’s background. – Review and approve updates to the internal audit departmentcharter. – Confirmation of the independence of the internal audit activity. – Reporting of any impairments of independence or objectivity. 42
  • 43. Sr. No. Audit Area / Audit Entity Region Audit Rating Detailed Issue And Action Plan Reference 1 Latin America Unsatisfactory Slide no. xx 2 Latin America Unsatisfactory Slide no. xx 3 Asia Improvement Opportunity Slide no. xx 4 Africa Improvement Opportunity Slide no. xx 5 North America Satisfactory - 6 Europe Satisfactory - 7 Middle East Australia , NZ Satisfactory - 1) Number of Audits Completed In Q2 (2019-20): XX Unsatisfactory • Financial Loss / Fraud > USD 1 million • Some key controls do not exist, or are not properly implemented, and there are high risk improvementopportunities. • Control environment is impaired. Improvement Opportunity • Financial Loss / Fraud up to USD 1 million • Adequate control environment in most areas. • Moderate risk improvement opportunities identified, which require corrective action. Satisfactory • Satisfactory overall control environment. • Small number of lower risk improvement opportunities identified, which require correctiveaction. Entity Audit Rating / Conclusion 43 Audit Committee Dashboard – Sample 1
  • 44. Sr. No. Audit Area / Audit Entity Audit Observation Agreed Action Plan Risk Rating * Risk Category * Control Rating * 1 High Financial Moderate 2 Medium Operational Limited 3 Medium Compliance Limited 4 Low Process Improvement Limited 3) Significant Audit Issues Summary * Legends explained in next slide Open Audit Issues ( at quarter beginning) Issue Closed during current quarter Unresolved / pending issues above 6 months Global CFO intervention/ support required 7 For details, please refer slide no. xx to xx 4 3 (For details, please refer slide no. xx to xx) 1 (For details, please refer slide no. xx to xx) 2) Remediation Status Of Past Quarters Key Audit Observations 44 Audit Committee Dashboard – Sample 1
  • 45.  The major objective of internal audit review is to understand the key activities and controls in the business processes designed, review design effectiveness of business processes and controls, assess the operating effectiveness of internal controls and provide recommendations for business process and internal controlimprovement.  Internal auditors don’t plan and prepare work with the objective of preventing and discovering fraud and gives no assurance that the period covered by an internal audit would be free of fraud or other irregularities. If during the course of internal audit, we come across any fraudulent activity, we carry out our review in respect of that business process in detail and report on the same to the management and auditcommittee.  The performance of internal audit work is not and should not be taken as a substitute for management’s responsibilities for the application of sound management practices. The responsibility for a sound internal control system and the prevention and detection of fraud and other irregularities rests with management. Work performed by internal audit should not be relied upon to identify all strengths and weaknesses in internal controls, nor relied upon to identify all circumstances of fraud or irregularity. Our focus is more on walkthroughs of business processes and identification of internal control gaps so that the control environment can be strengthened further.  Internal audit procedures are designed to focus on areas of greatest risk and significance which are identified and agreed with management in advance, internal audit scope and approved annual internal audit plan. Since the internal audit is executed by an individual internal auditor on the basis of their ability to assess risk and situation of control environment of a particular audit area/entity, audit procedures may not disclose/conduct an audit of all issues and/or other significant matters about the department/company, or reveal all errors, irregularities and frauds in the underlying information due to limitation of skill set, time spent on an entity for audit and other uncontrollable limitations.  The approach employed during the internal audit work does not constitute a comprehensive review of all the operations and is subject to the level of bias in the method of sample selection.  Internal auditors rely on management to provide accounting and other records for the purposes of audit work to ensure the authenticity of these records. 45 Audit Coverage And Assurance Limitation