Audit Process & Procedures:

Financial Audit Process:

Internal and External audit of the financial statement is conducted by a Certified Chartered Accountant. The audited and certified financial statement is presented in the Finance Committee of the Autonomy body. In addition to the above, the Finance officer and his team, conducts regular check on the accounts maintained by the College office. Also, each and every bill submitted by the faculty members and the Institution was audited and verified.

The institution follows utmost care in verifying the bills and expenses carried out towards the academic and physical facility maintenance expenses. Both the Internal audit and external audit is followed over the expenses.

Every year, the finance committee constituted by the institution verifies expenses and proposed income and expenses and approves the same for implementation.

Internal audit is the process of approving the bills for the expenses, it is monitored and maintained in three levels.

Each and every expenses spent will be approved by CEO & Secretary, the bill will be audited and processed for payment by the Accounts Department under the control of the Chief Finance Officer.

External Audit is the audit process conducted by the Auditor appointed by the Management. The auditor visits accounts office and verifies the bills, vouchers and accounts statements. The external audit was coordinated by the Chief Finance officer.

Academic & Administrative Audit:

IQAC had drafted and following the approved procedure for Academic & Administrative Audit Manual. IQAC conducts internal and external audit every year.  The Internal audit was conducted by the internal committee members nominated by the principal. The external audit was conducted by inviting audit members from other institutions.

The following audit are conducted regularly

  1. Academic Audit
  2. Course File
  3. Internship
  4. Tutor Ward Interaction

The following is the procedure for the Academic Audit:

Document Particulars to be verified Remarks
Class Log Hour Wise entries & Sign of Class Rep, Class Advisor, Hod & Principal For Commerce & CS – CBCS pattern is followed so the Class log is not maintained
Course File As per SOP: Hard Copy – Timetable (one page – faculty), Name List, Syllabus Copy, Assignment Question.

Soft Copy – Course Outline, Lesson Plan, Notes, PPT, Lab Manual (if handling practical)

Consolidated Attendance Tutors should have the Consolidated Attendance (ERP Generated – Soft Copy) Overall soft copy is accepted
Lack of Attendance Lack of Attendance List for the duration June – Sep 2019, Student Sign is must.
Parents Intimation Phone Register – Separate Register to be maintained by the Tutor / Mentor (Common Register for department is not accepted)
Lesson Plan Soft Copy & ERP Generated Lesson Plan with topic Completed – Soft Copy If the staff says the CAMU error, they need demo on lesson plan and update of lesson plan (it’s their fault).
Seminar Log List of seminar topics assigned to students with date and seminar handled particulars in Class Log & signature of student (still now completed) Also check the Lesson Plan – ERP generated whether the student Roll No is mentioned in Remarks. (optional)
Assignment Hard copy of assignment submitted by student must be evaluated and marks should be assigned must acknowledged by Student and shown to audit committee members Verify the ERP for Assignment.
CIA Test Question Paper Course File should have a CIA Test question Paper with answer key
Correction of Answer Paper All the scripts should be corrected and marks should be posted in all questions with students sign in Paper
Marks Subject mark – Verified against the ERP or (Soft copy of ERP Mark statement).
Tutor / Ward Register Tutor interaction (one-to-one) with their wards & Monthly report Only Hard Copy (either filed/ Spiral / soft bind)
Proctorial Card / Student Record Up to date update. All details including pervious sem result, CIA marks and other required details
Student Feedback Feedback Report, Class Committee Meeting Minutes & Action Taken and Analysis Report
Remedial Class Timetable, Students attendance, Activity conducted will be submitted
AQAR Target Completion of GLP, Paper presentation, Workshop/FDP, Journal publication, Book publishing, Research proposal
Class advisor File Nominal Roll, Class timetable, Consolidate Mark – CIA/ ESE, Arrear list, Drop-out, rejoin, result analysis, project guide allotment, review particulars

In the Course file, the following particulars will be verified. (HC – Hard Copy, SC – Soft Copy)

  1. Time Table – Subject handling faculty – signed by HoD. – HC
  2. Name list duly signed by the HoD& Class advisor. – HC
  3. Syllabus approved by the Academic Council. – HC
  4. Course outline of the course handling by the faculty – SC
  5. Notes (atleast for first three Units) – SC
  6. Question Bank – SC.
  7. Assignment question – HC.
  8. PPT – SC.

In the Internship Audit, the following documents will be verified

  1. SOP format – Report, Feedback form & analysis, Certificate of internship completion.
  2. List of students attended the internship.
  3. HoD’s contacted the companies.

In the Tutor-Ward Audit:

  1. Audit is conducted based on the reports available in ERP alone.
  2. How many wards interacted, and how many time interacted?
  3. The Proctorial Card needs to be verified whether it is updated properly till date. If not the discrepancy should be noted.