13/05/2021
Dear Member/HAC Awardee,
Compliments of the season!
On the 2nd of April, the Nigeria Section received a mail from Hqtrs informing us that the Internal Audit Department has commenced the audit process of the IEEE Geo-Units financial reporting activities based on the results for the year ended December 31, 2020.
As per the IEEE Policy, Section 11.2.E.1c, the Internal Audit has expressed interest to conduct an audit of the IEEE Nigeria Section. Please see the attached checklist that indicates the documentation needed for the audit
The Section is to complete the supply of receipts and other items below to the Treasurer latest on 14th May, 2021.
Checklist below is for Section Excos, OU/AG Chairs, SB's and Branch councilors, HAC awardees, Conference Chair's/co-chairs. Please comply.
Receipts/invoices for ALL transactions > $2,000. (Additionally, transactions < $2,000 could be selected and requested of auditee) -yet to be completed
• Copies of signed contract valued $5,000 or more (if not already provided to IEEE for review) Yet to be Completed
• Copies of sponsored and co-sponsored conference financial reports (Section Chair/Sec)
• W-8, W-9 and 1099 forms for all individuals and unincorporated businesses receiving payments from the geographic
• unit in excess of $600 for rents, services (including parts & materials), prizes, awards and any other income payments. For additional tax reporting information and forms. Yet to be Completed
• Approval documentation for all awards, grants, prizes or scholarship payments in excess of $2,000 - Yet to be Completed
NB:
For those that needs help on how to get expense receipts, the Section Chair has recommended two options:
1. Walk into your vendors shops or call them to issue the printed receipts, then you scan back or upload on Google drive and share the link to Treasurer via [email protected]
2. Send the list of items bought or installed from the IEEE HAC funds to the vendor and let them put on their letterhead and send back to Treasurer via [email protected]
All these can be done in 45mins if the following are available:
1. Names of vendors used.
2. Excel sheet of items sponsored by hac.
3. Date of purchase.
Let me thank everyone for the efforts so far while requesting that we cooperate together to close out this phase.
Regards
Treasurer, IEEE Nigeria Section.
