BC 2018 01 16 Regular Meeting - Laserfiche WebLink

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January 16, 2018 (Regular Meeting) Page 3415 IV. RESPONSIBILITIES A. Internal Audit Division is responsible for properly managing the department so that (1) audit work fulfills the purposes and responsibilities established herein; (2) resources are efficiently and effectively employed; and (3) audit work conforms to the Government Audit Standards, issued by the Comptroller General of the United States. The Internal Audit Division will report in writing on all audits and reviews conducted and will attend the Audit Committee meetings on a quarterly basis to report on significant recommendations and the operations of the audit services function. B. Generally, the Internal Audit Division will notify the department director or manager ("auditee") that a review is scheduled. This written notification should inform the auditee of when the audit is scheduled, who will be performing the audit, and why the audit has been planned (regularly scheduled, management or external auditor request, etc.). The notification should also include the objectives and scope of the audit; the expected start date and planned duration of the audit; and advance preparation needs. C. The director or manager of the department under audit is responsible for: Ensuring that a spirit of cooperation prevails throughout the course of the examination. Ensuring corrective action is taken if inadequacies are identified in the written audit reports. Informing the Senior Internal Auditor of any actual or suspected fraud or illegal acts for independent review. D. The Audit Committee is responsible for ensuring that areas of risk within the County are reviewed on a regular basis; activities susceptible to fraud, waste, and abuse of County resources are audited; and internal controls are in place and implemented. V. REPORTS AND PROCEDURES Upon the completion of audit fieldwork, the Internal Audit Division should discuss the proposed audit findings and recommendations with the auditee at a closing conference. Audit will prepare a report draft with their proposed findings and recommendations along with a space for management's responses. The draft is then forwarded to the appropriate manager to respond and outline corrective actions to be taken. The responses are due two (2) weeks after the receipt of the draft report. The auditee's response will include comments, action items, and target dates and will be incorporated in the final report. If a timely response is not received, the County Manager will be contacted for assistance in resolving the matter. The final audit report will be submitted by the Internal Audit Division to appropriate levels of County management. All audit reports will be distributed to the Audit Committee as they are released, or as part of the normal distribution of audit reports. Audit findings will also be summarized and reported to the Audit Committee and the Board of County Commissioners on a quarterly basis. Subsequent to the issuance of the final report, the Internal Audit Division should schedule a follow up review to ensure that needed actions based on the audit were actually taken. The director or manager of the department, is responsible for seeing that corrective action on recommendations are made or deficient conditions reported by the Internal Audit Division are planned and taken. If the proper corrective action is not taken, the Internal Audit Division is responsible for presenting a report on significant matters to the Audit Committee. VI. INDEPENDENCE AND CODE OF ETHICS Independence is essential for effective operation of the internal audit function. It is the policy of the County; therefore, that all audit activities shall remain free of influence by any organizational elements. This shall include such matters as scope of audit programs, the frequency and timing of audits, and the content of audit reports. Furthermore, the Audit staff has a responsibility to conduct themselves so that their good faith and integrity are