Download:
pdf |
pdfStep-by-Step Guide to Using eZ-Audit For Public Schools
TABLE OF CONTENTS
EZ-AUDIT OVERVIEW
......................................................................................................................... 3
Frequently Asked Questions… ........................................................................................................ 3
eZ-Audit Technical Requirements .................................................................................................... 4
School Group Submissions............................................................................................................. 4
eZ-Audit Submission Requirements .................................................................................................. 5
eZ-Audit Rules of Behavior ............................................................................................................ 5
Questions/Concerns ..................................................................................................................... 6
EZ-AUDIT REGISTRATION .................................................................................................................... 7
ADMINISTRATIVE TASKS/SECURITY ......................................................................................................... 9
Login ......................................................................................................................................... 9
New User Login ......................................................................................................................... 10
Forgot Password ....................................................................................................................... 13
Logout ..................................................................................................................................... 16
My Profile ................................................................................................................................ 17
Change Challenge Questions ....................................................................................................... 19
Change Password ...................................................................................................................... 20
Navigation ................................................................................................................................ 21
Data Edits ................................................................................................................................ 22
eZ-Audit Security ....................................................................................................................... 23
MANAGE USERS .............................................................................................................................. 24
Types of Users and Responsibilities ............................................................................................... 24
Institution Administrator Homepage .............................................................................................. 24
Creating/Deleting Data Entry and Submitter Users .......................................................................... 25
INSTITUTION HOME PAGE/STATUS ....................................................................................................... 26
Institution Profile ....................................................................................................................... 26
Historical Submissions ................................................................................................................ 27
Notifications ............................................................................................................................. 28
ANNUAL SUBMISSIONS ...................................................................................................................... 29
Financial Statement.................................................................................................................... 29
Compliance Audit ...................................................................................................................... 31
Completeness Checklist ............................................................................................................... 33
Upload Attachments ................................................................................................................... 35
Public Annual Submission-Submit ................................................................................................. 37
MERGER/CHANGE IN OWNERSHIP ........................................................................................................ 38
Financial Statement.................................................................................................................... 38
Upload Attachments ................................................................................................................... 39
Merger/Change in Ownership Submission-Submit ............................................................................ 41
September 2007
1
Step-by-Step Guide to Using eZ-Audit For Public Schools
NEW INSTITUTION/REINSTATEMENT SUBMISSION...................................................................................... 42
Financial Statement.................................................................................................................... 42
Completeness Checklist ............................................................................................................... 44
Upload Attachments ................................................................................................................... 46
New Institution/Reinstatement Submission-Submit ............................................................................ 48
STUB AUDIT SUBMISSION ................................................................................................................... 49
Compliance Audit ...................................................................................................................... 49
Completeness Checklist ............................................................................................................... 51
Upload Attachments ................................................................................................................... 53
Stub Audit Submission-Submit ...................................................................................................... 55
CHANGE IN FY END ......................................................................................................................... 56
Change in FY END Submission .................................................................................................... 56
WAIVER/EXEMPTION REQUEST............................................................................................................ 57
Create Waiver/Exemption Request ................................................................................................ 57
ADDITIONAL INFORMATION ................................................................................................................ 60
Additional Information Submission ................................................................................................ 60
LETTER OF PUBLIC STATUS ................................................................................................................ 61
Letter of Public Status................................................................................................................. 61
RESUBMISSION ................................................................................................................................ 64
DELINQUENT LETTER ....................................................................................................................... 66
REMINDER EMAIL ............................................................................................................................ 68
APPENDIX ..................................................................................................................................... 69
Rules of Behavior....................................................................................................................... 69
September 2007
2
Step-by-Step Guide to Using eZ-Audit For Public Schools
eZ-Audit Overview
Frequently Asked Questions…
What is eZ-Audit?
eZ-Audit is a web based paperless single point of submission for financial statements and compliance audits. A
designee from your school simply signs on to eZ-Audit, enters summary audit and financial data directly from your
report into a web form, attaches an electronic version of the report, and hits the submit button. Your submission
through eZ-Audit will allow for more rapid and efficient processing by the Department of Education (ED) and
therefore provide you with immediate feedback.
How does eZ-Audit work?
1. Your school submits its compliance audit data and summary financial data via an Internet web form
(follow this manual for complete instructions).
2. Your school also attaches an electronic copy of your financial statement and compliance audit in a noneditable PDF format (using Adobe Acrobat).
3. The eZ-Audit system automatically forwards flagged financials and deficient audits to FSA’s School
Participation Management Team for resolution.
4. School Participation Teams communicate with you to reach resolution.
5. As desired, you can periodically check eZ-Audit for the status of your report.
How does eZ-Audit Benefit You?
• You will receive instant acknowledgement of receipt – no more lost reports!
• You will no longer need to make any copies or send reports in the mail to ED.
• Processing times will be greatly reduced, thus allowing for quicker remediation of findings.
• Web forms will contain pre-populated fields.
• There are no new reporting requirements – data entry will be limited to the same data already contained in the
reports.
• The time spent submitting these forms should be less than 1 hour.
• Status of your submissions will be accessible to you online at anytime.
• A Help Desk is available for assistance Monday – Friday, 9:00 a.m. – 5:00 p.m. EST. Call 1-877-263-0780
or email fsaezaudit@ed.gov
Who at my school will use eZ-Audit?
• eZ-Audit Institution/School Administrator, selected by your school, is responsible for:
o Registering your school with eZ-Audit
o Providing/managing access to data entry and submission approval personnel, as identified
by your school
o Maintaining security information regarding schools users as required
• eZ-Audit Data Entry Users, selected by your school, are responsible for:
o Entering data into the eZ-Audit system
o Attaching non-editable, PDF files of financial statements and compliance audits
• eZ-Audit Submission Approvers, selected by your school, are responsible for:
o Reviewing the submission prior to “submit”
o Approving the submission via the “submit” action
September 2007
3
Step-by-Step Guide to Using eZ-Audit For Public Schools
What role should my auditor play in eZ-Audit?
You may choose to ask your auditor to serve as a Data Entry User of eZ-Audit. This means that your auditor
would complete the fields in the system, and attach the audited documents in the non-editable. PDF format.
It your auditor is not selected as a Data Entry User, you may request that your auditor electronically sends you
your financial statements and compliance audits in the non-editable PDF format using Adobe Acrobat.
Please note that the PDF files containing your financial statements and compliance audits will be included as
attachments to your eZ-Audit submission – all signature pages in the financial statements and compliance audits,
as well as the school’s corrective action plan, must be scanned.
eZ-Audit Technical Requirements
eZ-Audit is a web-based application. This means you will not need to load a new application on your computer.
You will simply need to ensure that you have an Internet browser – either Netscape 4.76 or 6.2 or Internet
Explorer 5.0 or higher.
NOTE
If you receive an error that does not allow you to access eZ-Audit when you type in the URL
from your internet browser, please contact your network administrator and request that
he/she do one of the following:
•
•
Open your firewall to allow all 165.224.xxx.xxx addresses through, which would allow your
school access to all ed.gov sites
Conduct an nslookup on ezaudit.ed.gov which will allow your school access to eZ-Audit
eZ-Audit requires you to attach a non-editable PDF version of your annual submissions. Adobe Acrobat must be
used to create this attachment. You have several options for obtaining Adobe Acrobat:
•
•
•
Purchase Adobe Acrobat 5.0 software that will allow you to scan paper copies of your submissions and
convert them to PDF. (The retail cost of the software is approximately $250)
Convert an electronic version of your submission (word, excel, etc) to PDF format using www.adobe.com
online. (Adobe provides this conversion capability for $9.99 for one month with unlimited use.)
Bring paper copies of your submissions to your local copying center (Kinkos, etc.) and request that they
create a PDF version of your submission. (The cost of this option will vary, however $30 - $50 is a
reasonable estimate.)
School Group Submissions
ED considers a school group as one A-133 report submission for multiple OPEIDs. For example, the State of
Louisiana submits one statewide financial report and A-133 audit for all the state schools in Louisiana. Another
example would be a nursing program with a separate OPEID included in A-133 of a university.
NOTE
When more than one OPEID is covered in an A-133 audit, ED considers this to be a school
group, e.g., if a State submits a state-wide A-133 audit covering all of the state universities,
each with a different OPEID.
The school group should designate one of the OPEIDs as the submitting institution. The
submitting institution registers with the eZ-Audit and does the submission for all of the
schools in the school group. As part of the eZ-Audit submission, the submitting institution
has to complete the Compliance Audit Information page. This should be done only once,
September 2007
4
Step-by-Step Guide to Using eZ-Audit For Public Schools
covering all of the schools in the school group. In answering the questions on the page, the
submitting institution should answer ‘Yes” if the condition applies to any of the schools.
For example, if any of the schools participates in FFEL programs, the answer for the school
group would be ‘Yes’. If the information populated in the application is incorrect or should
you require additional assistance, please contact eZ-Audit at 1-877-263-0780 or by email at
fsaeezaudit@ed.gov
eZ-Audit Submission Requirements
Effective June 16, 2003, all Title IV participating schools are required to submit audited financial
statements and compliance audits electronically, via eZ-Audit, to the Department of Education. (Please
see May 16, 2003 Federal Register)
NOTE
OMB still requires submissions of A-133 reports (public and non-profit institutions) to be
sent to the Federal Audit Clearinghouse at 1201 E. 10th Street, Jeffersonville, IN 47132
When must an institution submit financial statements and/or compliance audit?
¾
All participating institutions must submit financial statements and compliance audits
annually. (34 CFR 668.23 and OMB Circular A-133)
o Public institutions’ financial statements and compliance audits are due nine months after the end
of the fiscal year (OMB Circular A-133).
**If your institution expends less than $300,000 in Federal funds (less than $500,000 for fiscal years
ending after December 31, 2003), you are not required to submit a compliance audit. You must
submit an Exemption/ Request to the Department for the compliance portion of the A-133 report.
(See Waiver and Exemption Request).
¾
If you are seeking initial participation in the Title IV Program.
o Please note that an Application for Approval to Participate in Federal Student Aid Programs
(www.eligcert.ed.gov) should be filed at the time of your submission.
¾
If you undergo a change in ownership, merger or structure change.
o Please note that an Application for Approval to Participate in Federal Student Aid Programs
(www.eligcert.ed.gov) should be filed at the time of your submission.
¾
If you wish to be reinstated to participate in Title IV program(s).
o Please note that an Application for Approval to Participate in Federal Student Aid Programs
(www.eligcert.ed.gov) should be filed at the time of your submission.
eZ-Audit Rules of Behavior
eZ-Audit is a Department of Education system. Department of Education computer systems are provided for the
processing of Official U.S. Government information only. All data contained on Department of Education
computer systems is owned by the Department of Education and may be monitored, intercepted, recorded, read,
copied or captured in any manner and disclosed in any manner, by authorized personnel. THERE IS NO RIGHT
OF PRIVACY IN THIS SYSTEM. System personnel may give to law enforcement officials any potential evidence
of crime found on Department of Education computer systems. Unauthorized use of this system is a violation of
Federal law and can be punished with fines or imprisonment (P.L. 99-474). “Use of this system by any user,
September 2007
5
Step-by-Step Guide to Using eZ-Audit For Public Schools
authorized or unauthorized, constitutes consent to this monitoring, interception, recording, reading, copying, or
capturing and disclosure.”
You may decide to send FSA information, including personally identifying information. The information you supply
– whether through a secure Web form, a standard Web form, or by sending an electronic mail message – is
maintained by FSA for the purpose of processing your request or inquiry. Various employees of FSA may see the
information you submit in the course of their official duties. The information may also be shared by FSA with third
parties to advance the purpose for which you provide the information, including other federal or state government
agencies. For example, if you file a complaint, it may be sent to a financial institution for action, or information
may be supplied to the Department of Justice in the event it appears that federal criminal statutes have been
violated by an entity you are reporting to FSA.
The primary use of personally identifying information will be to enable the government to contact you in the event
we have questions regarding the information you have reported. If you are concerned about how information
about you may have been used in connection with the eZ-Audit web site, or you have questions about FSA’s
privacy policy and information practices, you should e-mail us at webmaster@fsa.ed.gov. Electronic mail is not
necessarily secure. You are advised to be cautious when sending electronic mail containing sensitive,
confidential information. As an alternative, we advise users to give consideration to using postal mail.
NOTE
All eZ-Audit users are required to carefully read and sign the eZ-Audit Rules of Behavior
document that can be accessed via the web at http://ifap.ed.gov. Each user of the eZ-Audit
system must download a copy of the Rules of Behavior document, sign it and retain the
copy in the institution’s files.
Questions/Concerns
o
eZ-Audit will continue to post updates and critical information to IFAP at http://ifap.ed.gov.
o
You can send an email to fsaezaudit@ed.gov
o
Contact the eZ-Audit hotline at 1-877-263-0780.
September 2007
6
Step-by-Step Guide to Using eZ-Audit For Public Schools
eZ-Audit Registration
All institutions must submit a registration request letter to the Department of Education in order to gain
access to eZ-Audit. Also refer to the eZ-Audit Welcome page and click on Registration Instructions.
To register, please mail a letter on your school’s letterhead that includes the following:
1.
2.
3.
4.
5.
6.
7.
8.
9.
First and Last Name of appropriate person in authority (e.g. President/CEO/Chancellor)
Signature of person named in #1 above
First and Last Name of eZ-Audit Institution Administrator
Signature of designated eZ-Audit Institution Administrator
e-mail address of eZ-Audit Institution Administrator
Phone number and extension (if necessary) of eZ-Audit Institution Administrator
Fax Number
OPE ID
Fiscal Year End Date
If you are a State Auditor, please mail a letter on your state’s letterhead that includes the following:
1.
2.
3.
4.
5.
6.
7.
8.
9.
First and Last Name of appropriate person in authority
Signature of person named in #1 above
First and Last Name of eZ-Audit Institution Administrator
Signature of designated eZ-Audit Institution Administrator
e-mail address of eZ-Audit Institution Administrator
Phone number and extension (if necessary) of eZ-Audit Institution Administrator
Fax Number
Fiscal Year End Date
Attach list of all schools covered in the Statewide Audit. The list should include the name of school and
OPE ID.
Note: This data is requested for information purposes only, and will help eZ-Audit provide better Customer
Service.
Where do I send my Registration Request Letter?
Registration Request Letters should be printed on school or corporate letterhead and mailed to:
The United States Department of Education
Federal Student Aid
Attention: Ti Baker
830 First Street, NE
Room 74G2
Washington, DC 20202
Fax to: 202-275-5726
How will I receive my registration confirmation and eZ-Audit Institution Administrator user ID and password?
Your registration confirmation and eZ-Audit Institution Administrator user ID and temporary password will be sent
to the email address provided in the registration request letter that you mailed to the Department of Education.
September 2007
7
Step-by-Step Guide to Using eZ-Audit For Public Schools
You will receive two registration confirmation emails. The first email from eZ-Audit will include your user name
and instructions for accessing the eZ-Audit website. For security purposes, your temporary password will be
delivered in a second email from eZ-Audit.
Once I have sent in my Registration Request letter and have received my registration confirmation emails, when
and how do I begin using eZ-Audit?
To access eZ-Audit simply type in the URL, www.ezaudit.ed.gov in your internet browser, and when the eZ-Audit
login screen appears, type in the user name and temporary password you received through email from eZ-Audit.
Please be sure to log on to the eZ-Audit system immediately, in order to change your temporary password and
ensure your access to the site is secure.
What if I need to change my Institution Administrator?
To change your Institution Administrator a new registration letter, following registration instructions, must be
submitted. The new Institution Administrator will receive a username and password within 48 hours of receipt.
NOTE
If you submit an OMB Circular A-133 report covering multiple schools, only the submitting
institution needs to register with eZ-Audit. The A-133 report submission made by the
“submitting institution” will fulfill the requirements for all schools in the school group.
September 2007
8
Step-by-Step Guide to Using eZ-Audit For Public Schools
Administrative Tasks/Security
Login
After typing in the URL www.ezaudit.ed.gov in your Internet browser, the “Welcome to eZ-Audit” screen below
should appear:
1
2
3
1. Enter the username provided to you during the registration process by email.
2. Enter in your password or your temporary password if this is your first time using this site.
3. Single click the LOGIN button-this will take you to your institution’s homepage.
NOTE
Your user name will be the first letter of your first name, the first five letters of your last
name and 2 numeric characters.
**If you have an existing users logging in for the first time, you will be presented with the challenge
questions and answers page where you will select the questions and answer them accordingly.
September 2007
9
Step-by-Step Guide to Using eZ-Audit For Public Schools
New User Login
If you are a new eZ-Audit user and have successfully logged into eZ-Audit for the first time, you will be presented
with the following screen after the Password Reset Functionality has been implemented:
1
2
3
4
There are two sets of challenge questions to choose and answer accordingly.
1. Select a challenge question from the first drop down list. You will have the following selection:
Challenge Question List 1:
• What month is your mother born?
• What is your father’s middle name?
• In what city was your mother born?
• Which hospital were you born in?
• Who is your favorite author?
2. Type your answer to the question you have selected.
3. Select a challenge question from the first drop down list. You will have the following selection:
Challenge Question List 2:
• What is your favorite color?
• What is your favorite flower?
• What is your child’s middle name?
• Who is your favorite athlete?
• What is your favorite movie?
September 2007
10
Step-by-Step Guide to Using eZ-Audit For Public Schools
4. Type your answer to the question you have selected.
5. Click on the SUBMIT button. This will take you to the Update My Profile page where you will type in you new
password.
NOTE
All answers are case sensitive. You will not be able to view the answers as you type
them in.
Update My Profile Page
After you successfully login by clicking on the Submit button from the Challenge Questions page the following
screen will appear on the screen. Enter your new password:
1
2
1.
2.
Type in your new password.
Re-type in your new password.
September 2007
11
Step-by-Step Guide to Using eZ-Audit For Public Schools
3
September 2007
4
12
Step-by-Step Guide to Using eZ-Audit For Public Schools
3. Click the SAVE button to ensure all changes are successfully captured by the system.
4. Click the RESET button to cancel entries and begin again.
Forgot Password
If you forget your password, click on the “Forgot Password?” link from the login page.
1
September 2007
13
Step-by-Step Guide to Using eZ-Audit For Public Schools
By clicking on “Forgot Password?” link, the Password Reset page should appear requesting your user
information:
1
2
4
3
5
1.
2.
3.
4.
Click on the check box to indicate that you are an institution user.
Enter your username.
Enter the OPEID of your institution.
Click the SUBMIT button. This will take to the Password Reset page with the challenge
questions.
5. Click the RESET button to cancel current entries and begin again.
Challenge Questions
After eZ-Audit validates your username, the questions you initially chose will appear:
September 2007
14
Step-by-Step Guide to Using eZ-Audit For Public Schools
1
2
3
4
1. Please type your answer to the first question.
2. Please type your answer to the second question.
3. Click the SUBMIT button. This will take you to a page that informs you a temporary password has been sent
to your email.
4. Click the RESET button to cancel current entries and begin again.
NOTE
The answers are case sensitive.
September 2007
15
Step-by-Step Guide to Using eZ-Audit For Public Schools
Logout
If you clicked on the LOGIN button from the page above, this will bring you to your institution’s homepage. The
screen below should appear with your institution’s name:
1
1. To logout of the eZ-Audit system, click on the LOGOUT button at the top of this page. The screen
shown on the next page should appear if you have successfully logged out of the system.
2
2. To log back into the eZ-Audit system click on the underlined link above and repeat the LOGIN step.
NOTE
Your eZ-Audit session will automatically expire after 30 minutes of inactivity. If you
have not saved your work when the session expires, data will be lost.
September 2007
16
Step-by-Step Guide to Using eZ-Audit For Public Schools
My Profile
To update your profile (i.e. username, email address, phone number, password, challenge questions etc.), repeat
the LOGIN step. This will take you to your institution’s eZ-Audit homepage. The screen below should appear with
your institution’s name:
1
1. Click on the underlined text “Update My User profile” located on the lower left hand side of the screen.
This will take you to the Update My Profile page shown on the next page.
NOTE
This page is used to update your user profile information such as name, email
address, phone, password, challenge questions etc.
September 2007
17
Step-by-Step Guide to Using eZ-Audit For Public Schools
If you clicked on the underlined text “Update My User profile” on your institution’s homepage, the screen below
should appear:
September 2007
18
Step-by-Step Guide to Using eZ-Audit For Public Schools
NOTE
Take a moment to review the information on this screen for accuracy. If changes need to
be made, update the information as necessary and enter any missing information.
Remember to SAVE your changes!!!
Change Challenge Questions
To change your challenge questions, repeat the My Profile step, taking you to the Update My Profile page. The
screen shown below appears at the bottom of that page:
1
3
2
4
1.
2.
3.
4.
5.
6.
Select a question from the first drop down list.
Select a question from the second drop down list.
Enter your answer to the first question you have selected.
Enter your answer to the second question you have selected.
Click the SAVE button to ensure all changes are successfully captured by the system.
Click the RESET button to cancel current entries and begin again.
NOTE
All answers are case sensitive. You will not be able to view the answers as you type
them in.
September 2007
19
Step-by-Step Guide to Using eZ-Audit For Public Schools
Change Password
To change your password, repeat the My Profile step. This will take you to the Update My Profile page. The
screen shown below should appear at the midsection of that page:
1
2
3
4
7.
8.
9.
10.
11.
5
Type your old or temporary password.
Type your new password.
Retype your new password.
Click the SAVE button to ensure all changes are successfully captured by the system.
Click the RESET button to cancel current entries and begin again.
NOTE
The password must be 8-15 characters in length and must include uppercase, lowercase
letters and numeric values. Clicking the SAVE button ensures all information has been
saved by the system. Please note that the system will automatically prompt you to
change your password every 90 days. Follow the same process described above to
make this change. If you require additional help, contact the Help desk at 1-877-2630780.
September 2007
20
Step-by-Step Guide to Using eZ-Audit For Public Schools
Navigation
To move from field to field in the eZ-Audit system, simply press the Tab button on your computer. This takes you
from one field to the next.
1
2
1. To go back to a previous screen or action, simply click on the back or forward button.
2. To move across forms or sections in the system, click the underlined text of interest.
September 2007
21
Step-by-Step Guide to Using eZ-Audit For Public Schools
Data Edits
Edit checks will be automatically performed on each page when you click on any of the transaction buttons such
as the “SAVE or SAVE and PROCEED” buttons. If any invalid data entries are detected, the page will redisplay
with error message(s) at the top indicating the field that needs to be corrected and the correction to be made. To
continue, make the changes indicated by the message(s) displayed and click the “SAVE or SAVE and
PROCEED” buttons. This will allow for the submission process to continue. The system will not allow you to
submit to the Department of Education without correcting the errors. See sample screens below:
NOTE
The eZ-Audit system does not allow punctuation marks in the fields. For example, “$” dollar,
“:”colon and “,” comma signs input into the system will result in an error message. Also,
please note that all fields must be completed. Enter “0” for any null response.
September 2007
22
Step-by-Step Guide to Using eZ-Audit For Public Schools
eZ-Audit Security
System Security and Use: All eZ-Audit users are required to carefully read and sign the eZ-Audit Rules
of Behavior document that can be accessed via the web at http://ifap.ed.gov. Each user of the eZ-Audit
system must download a copy of the Rules of Behavior document, sign it and retain the copy in the
institution’s files. This document (Rules of Behavior), clearly defines acceptable behavior and the
consequences for flouting such behavior as contained in P.L. 99-474.
To ensure that you as a user are protected from unauthorized users having access to your system, the
following points should be considered and adhered to diligently:
o
o
o
o
o
o
o
o
o
Do not leave computers unattended when processing sensitive data.
Place sensitive information out of sight when visitors are present.
Verify that you are completely logged off from an active session.
Invoke screensaver password when leaving a workstation.
Only authorized employees within your institution should have access to the eZ-Audit system.
Do not write your password down on paper.
Passwords should be no less than eight characters and should contain both alpha and numeric
characters.
Avoid creating passwords that can be easily guessed (e.g., names of children, pets, etc.).
Do not disclose your password to others (e.g., to a coworker in order to share files).
Privacy: THERE IS NO RIGHT OF PRIVACY IN THIS SYSTEM. System personnel may give to law
enforcement officials any potential evidence of crime found on Department of Education computer
systems. Unauthorized use of this system is a violation of Federal law and can be punished with fines or
imprisonment (P.L. 99-474). “Use of this system by any user, authorized or unauthorized, constitutes
consent to this monitoring, interception, recording, reading, copying, or capturing and disclosure.”
September 2007
23
Step-by-Step Guide to Using eZ-Audit For Public Schools
Manage Users
Types of Users and Responsibilities
1. The eZ-Audit Institution/School Administrator, selected by your school, is responsible for:
o Registering your school with eZ-Audit
o Providing/managing access to data entry and submission approval personnel, as identified
by your school
o Maintaining security information regarding schools users as required
2. The eZ-Audit Data Entry Users, selected by your school are responsible for:
o Entering data into the eZ-Audit system
o Attaching non-editable, PDF files of audited financial statements and compliance audits
3. The eZ-Audit Submission Approvers, selected by your school, are responsible for:
o Reviewing the submission prior to “submit”
o Approving the submission via the “submit” action
Institution Administrator Homepage
To log into the eZ-Audit system as your institution’s administrator, repeat the LOGIN step. The screen below
should appear once your administrator’s username and password has been entered and verified by the system.
This screen below is different between persons having administrator or users rights:
1
2
1. The “MANAGE USERS” button should be displayed if you have administrator’s rights to this
system. Click on it to perform any of the manage users tasks such as adding or deleting a user.
The screen on the next page should appear:
September 2007
24
Step-by-Step Guide to Using eZ-Audit For Public Schools
2. This should read your institution’s name and OPEID number. Confirm that this is correct.
Creating/Deleting Data Entry and Submitter Users
If you clicked on the “Manage Users” button, the screen below should appear:
1
2
1. Click on the “DELETE USER” button to delete a user from the system.
2. Click on the “ADD USER” button to add a user to the system. The screen below should then appear:
3
5
4
“Submitter” must be selected as
a role or the “Submit” button will
not be available.
3. Complete all required fields providing the name and contact information for the “New User”.
4. Do not forget to specify the New User’s role (see “Manage Users” for role definition).
5. Remember to click on the “ADD USER” button to save all entries. NOTE: If you are adding “submitter”
or “data entry” as a user role and the user is currently logged in, they must logout and login again for the
roles to take effect.
September 2007
25
Step-by-Step Guide to Using eZ-Audit For Public Schools
NOTE
One person can have all three-user roles. When the Institution Administrator adds a
new user, the user will receive an email with their username and an email with a
temporary password.
Institution Home Page/Status
Institution Profile
This is a sample of what an institution’s profile page should look like. Institutions should confirm that the
information is correct.
NOTE
Changes to the Institution’s Profile can only be made via the eAPP. This can be accessed
at www.eligcert.ed.gov. School group listings are also listed on this page. If there is a
discrepancy with the school group listing please contact the eZ-Audit Help Desk at
1-877-263-0780.
September 2007
26
Step-by-Step Guide to Using eZ-Audit For Public Schools
Historical Submissions
This page provides a history of the institution’s past transactions as available in the eZ-Audit system. You may view
prior submissions at anytime. Please note that you will have “read” only access to these historical submissions.
September 2007
27
Step-by-Step Guide to Using eZ-Audit For Public Schools
Notifications
At anytime you will be able to view your institution’s review status by viewing the notification section of your
homepage. This can be reached by repeating the step LOGIN. This will bring you to your institution’s eZ-Audit
homepage and the screen below should appear:
1
2
1. This should read the name of your institution and OPEID number. Confirm that this is correct.
2. This is the Notification section. Most recent institution’s submission status and other notifications will be
displayed.
NOTE
Users should periodically check the Institution Home Page for an up to date status of
their submissions.
September 2007
28
Step-by-Step Guide to Using eZ-Audit For Public Schools
Annual Submissions
Financial Statement
To complete your institution’s annual submission, complete the LOGIN step. This will take you to your institution’s
eZ-Audit homepage. On the upper left hand side of the page, you will see a section “Create Annual Submissions”.
Click on the underlined text “Create FYE----Annual Submission”, and the screen below should appear with your
institution’s name:
1
STOP
2
3
4
5
6
7
8
9
10
September 2007
11
12
29
Step-by-Step Guide to Using eZ-Audit For Public Schools
Public Annual Submission– Financial Statements page continues:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
Confirm the information displayed is correct.
Begin date is the beginning of the audit period.
End date is the end of the audit period.
Provide a reason if your audit period is less than a year.
This is the auditor on file with the Department of Education.
If the auditor’s information is correct, no action is required. If incorrect or new, please select NO and update
auditor information.
This field should be pre-populated. Please enter the state’s Tax Identification Number (TIN) if this
information is incorrect or missing. DO NOT USE HYPHENS.
Refer to Section I – Summary of Auditor’s Results in the Schedule of Findings and Questioned Costs of the
annual A-133 report.
Refer to Part II, Question 2 of the Federal Audit Clearinghouse Data Collection Form SF-FAC (3-20-2001).
IMPORTANT WARNING: Click the CANCEL button to erase/delete all entries since the last time you saved
your work.
Click the SAVE button to ensure all entries are successfully stored by the system on this page.
Click the SAVE and PROCEED button to go to the Compliance Audit Information page. This is the next
stage in the submission process.
NOTE
Do not leave any field blank.
September 2007
30
Step-by-Step Guide to Using eZ-Audit For Public Schools
Compliance Audit
If you successfully entered or saved the information inputted on the Financial Statements page by clicking on the
SAVE and PROCEED button, the screen below should appear. This page can also be reached by repeating the
LOGIN step. This will take you to your institution’s eZ-Audit homepage. On the upper left hand side of the page,
you will see a section “Create Annual Submissions”. Click on the underlined text “Create FYE----Annual
Submission”, and then click on the underlined text “Compliance Audit Information”. The screen below should
appear:
1
STOP
2
3
4
5
6
7
1.
2.
3.
4.
5.
6.
Confirm the information displayed is correct.
Begin date is the beginning of the audit period.
End date is the end of the audit period.
Provide a reason if your audit period is less than a year.
This is the auditor on file with the Department of Education.
If the auditor’s information is correct, no action is required. If incorrect or new, select NO, and update with
current auditor’s information.
7. This field should be pre-populated. Please enter the state’s Tax Identification Number (TIN) if this
information is incorrect or missing. DO NOT USE HYPHENS.
September 2007
31
Step-by-Step Guide to Using eZ-Audit For Public Schools
Compliance Audit Information Continues:
8
9
10
12
11
13
8. Indicate whether the Student Financial Aid Cluster was audited as a major program in the A-133 audit.
Refer to Section I – Summary of Auditor’s Results in the Schedule of Findings and Questioned Costs of
the annual A-133 report. Note: If the answer to this question is YES, skip question 5. If the answer to
this question is NO, answer questions 5.
9. If your A-133 audit submission contains any findings related to the FSA Title IV programs (If the A-133
report covers multiple institutions, this applies to all institutions covered) click Yes. Refer to the Scheduled
of Findings and Questioned Costs included in the annual A-133 submission; Section II – financial
Statement Findings and Section III – Schedule of Federal Award Findings and Questioned Costs
10. Refer to Section I - Summary of Auditor’s Results in the Schedule of Findings and Questioned Costs of
the annual A-133 report. Note: Only indicate the opinion type for Title IV programs if the SFA cluster
was audited as a major program.
11. MPORTANT WARNING: Click CANCEL button to erase/delete all entries sine the last time you saved
your work.
12. Click the SAVE button to ensure all entries are successfully stored by the system for this page.
13. Click the SAVE and PROCEED button to go to the Public Annual Submission-Completeness
Checklist page. This is the next stage in the submission process.
September 2007
32
Step-by-Step Guide to Using eZ-Audit For Public Schools
Completeness Checklist
If you successfully entered or saved the information inputted on the Compliance Audit Information page by
clicking on the SAVE AND PROCEED button, the screen below should appear. This page can also be reached
by repeating the LOGIN step. This will take you to your institution’s eZ-Audit homepage. On the upper left hand
side of the page, you will see a section “Create Annual Submissions”. Click on the underlined text “Create FYE---Annual Submission”, and then click on the underlined text “Completeness Checklist”. The screen below should
appear:
1
STOP
2
2
1. Confirm that the information displayed is correct.
2. Ensure all applicable documents are included with your A-133 audit report submission.
September 2007
33
Step-by-Step Guide to Using eZ-Audit For Public Schools
Completeness Checklist Continues:
2
3
5
6
4
3. Provide contact information (name, phone, email) for who should be contacted regarding the submission
and/or additional notes as necessary. Please feel free to attach any additional document(s). If you do
attach these additional documents, please write a note in this field advising that you have attached
additional information not required in this process.
4. IMPORTANT WARNING: Click the CANCEL button to erase/delete all entries since the last time you
saved your work.
5. Click the SAVE button to save all entries currently on screen.
6. Click the SAVE and PROCEED button to save all entries and to take you to the Upload Attachment
page.
NOTE
Signatures (scanned) are required on Independent Auditors Report on Financial
Statements, Report on Compliance and Internal Controls Over Financial Reporting
Based on an Audit of Financial Statements Performed in Accordance with Government
Auditing Standards, Report on Internal Control Over Compliance, Report on Compliance
with Specified Requirements Applicable to the SFA Programs. Signatures created using
a word processing application are not acceptable.
September 2007
34
Step-by-Step Guide to Using eZ-Audit For Public Schools
Upload Attachments
If you successfully entered or saved the information inputted on the Completeness Checklist page by clicking on
the SAVE and PROCEED button, the screen below should appear. This page can also be reached by repeating
the LOGIN step. This will take you to your institution’s eZ-Audit homepage. On the upper left hand side of the
page, you will see a section “Create Annual Submissions”. Click on the underlined text “Create FYE----Annual
Submission”, and then click on the underlined text “Upload Attachments”. The screen below should appear:
1
2
3
4
5
6
7
1. Confirm that the information displayed is correct.
2. Click on the Browse button to search for document(s) to be attached. Then follow instructions on the next
page on searching and attaching document(s).
September 2007
35
Step-by-Step Guide to Using eZ-Audit For Public Schools
A. Scroll down to locate correct directory.
B. Select correct folder or
directory to locate file.
C. Ensure the correct file
name is displayed.
D. Click on the Open
button to attach file.
3. Check all appropriate boxes for the documents you attached.
4. After the document has been attached and the file type identified by checking the box, click the “ADD”
button to ensure that the document has been successfully attached to your compliance audit submission.
5. Click the CANCEL button to erase all entries.
6. Click the SAVE button to save all entries currently on screen.
7. Click the SAVE and PROCEED button to take you to the Public Annual Submission-submit page.
NOTE
As part of your annual submission, you must include an electronic copy of your
complete A-133 report. Please note that all files must be in a non editable PDF format
and NO personal information such as Social Security Numbers should be contained in
attachments. Remember, you can attach additional information not required during this
process. If you do attach additional information, please make a note in the “Contact
Information/Notes” field on the Completeness Checklist page.
September 2007
36
Step-by-Step Guide to Using eZ-Audit For Public Schools
Public Annual Submission-Submit
If you successfully entered, saved and attached an electronic copy of your submissions by clicking on the SAVE
and PROCEED button, the screen below should appear. This page can also be reached by repeating the LOGIN
step. This will take you to your institution’s eZ-Audit homepage. On the upper left hand side of the page, you will
see a section “Create Annual Submissions”. Click on the underlined text “Create FYE----Annual Submission”, and
then click on the underlined text “Submit”. The screen below should appear:
1
2
3
1. Confirm that the information displayed is correct.
2. Read to understand and attest that you have met all requirements.
3. Click on the SUBMIT TO ED button to complete your Public Annual Submission process. This will then
take you to your institution’s homepage with a displayed confirmation of your submission. If you do not
have the SUBMIT TO ED button please verify that “submitter” is selected as a user role. See Manage
Users for details.
NOTE
You will have “read” access only once submitted.
September 2007
37
Step-by-Step Guide to Using eZ-Audit For Public Schools
Merger/Change in Ownership
Financial Statement
To complete a Change in Ownership Submission, complete the LOGIN step. This will take you to your institution’s
eZ-Audit homepage. On the upper left hand side of the page, you will see a section “Other Submissions”. Click on
the underlined text “Create Merger/Change in Ownership Submission”, and then the screen below should appear:
1
2
STOP
3
4
5
6
7
1.
2.
3.
4.
5.
Confirm the information displayed is correct.
Enter date of one day balance sheet.
Provide a reason.
Click on Statement of Position - (see section on completing the Statement of Position).
IMPORTANT WARNING: Click the CANCEL button to make changes/delete all entries since the last time
you saved your work.
6. Click the SAVE button to ensure all entries currently on the screen are successfully stored by the system.
7. Click the SAVE and PROCEED button to go to the Upload Attachments page. This is the next stage in
the submission process.
NOTE
With a Merger/Change in Ownership, Not-for-profit schools are required only to complete
the Statement of Position.
September 2007
38
Step-by-Step Guide to Using eZ-Audit For Public Schools
Upload Attachments
If you successfully entered or saved the information inputted on the Create Merger/Change in Ownership
Submission-Financial Statements page by clicking on the SAVE and PROCEED button, the screen below should
appear. This page can also be reached by repeating the LOGIN step. This will take you to your institution’s eZAudit homepage. On the upper left hand side of the page, you will see a section “Other Submissions”. Click on the
underlined text “Create Merger/Change in Ownership Submission”, and then click on the underlined text “Upload
Attachments”. The screen below should appear:
1
2
3
4
5
6
7
8
1. Please confirm that the information displayed is correct.
2. Read and follow instructions accordingly.
September 2007
39
Step-by-Step Guide to Using eZ-Audit For Public Schools
3. Click on the Browse button to search for document(s) to be attached. Then follow instructions on the next
page on searching for and attaching document(s).
A. Scroll down to locate correct directory.
B. Select correct folder or
directory to locate file.
C. Ensure the correct file
name is displayed.
D. Click on the Open
button to attach file.
4. Check all appropriate documents attached.
5. After the document has been selected and the file type identified by checking the box, click the “ADD”
button to ensure that the document has been successfully attached to your compliance audit submission.
6. Click the CANCEL button to make changes to all entries.
7. Click the SAVE button to ensure all entries are successfully stored by the system on this page.
8. Click the SAVE and PROCEED button to save all entries and to take you to the Merger/Change in
Ownership Submission page. This is the next stage in the submission process.
NOTE
As part of your Merger/Change in ownership submission, you must include an electronic
copy of your one-day balance sheet and/or complete audited financial statements.
Please note that all files must be in a non-editable PDF format.
September 2007
40
Step-by-Step Guide to Using eZ-Audit For Public Schools
Merger/Change in Ownership Submission-Submit
If you successfully entered, saved and attached an electronic copy of your complete audited financial statements
by clicking on the SAVE and PROCEED button, the screen below should appear. This page can also be reached
by repeating the LOGIN step. This will take you to your institution’s eZ-Audit homepage. On the upper left hand
side of the page, you will see a section “Other Submissions”. Click on the underlined text “Merger/Change in
Ownership”, and then click on the underlined text “Submit”. The screen below should appear:
1
2
3
1. Please confirm that the information displayed is correct.
2. Read to understand and attest that you have met all requirements.
3. Click on the SUBMIT TO ED button to complete your submission process. This will then take you to your
institution’s homepage with a displayed confirmation of your audit submission. If you do not have the
“SUBMIT TO ED” button please verify that “submitter” is selected as a user role. See Manage Users for
details.
NOTE
You will have “read” access only once submitted.
September 2007
41
Step-by-Step Guide to Using eZ-Audit For Public Schools
New Institution/Reinstatement Submission
Financial Statement
To submit your institution’s New Institution/Reinstatement Submission audit, complete the LOGIN step. This will
take you to your institution’s eZ-Audit homepage. On the upper left hand side of the page, you will see a section
“Other Submissions”. Click on the underlined text “Create New Institution Submission” or “Create Reinstatement
Submission”, and then the screen below should appear with your institution’s name:
1
2
3
4
5
6
7
8
9
10
11
12
13
Create New Institution/Reinstatement Submission – Financial Statement Continues:
1. Please confirm that the information displayed is correct.
September 2007
42
Step-by-Step Guide to Using eZ-Audit For Public Schools
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
Enter fiscal year end date (most recent FYE) (MM/DD/YYYY).
Auto populated to exactly one year from the entered Fiscal Year End 1 (MM/DD/YYYY)
Text Indicating to provide responses for most current Fiscal Year End (Fiscal Year End 1)
Begin date is the beginning of the audit period.
End date is the end o the audit period.
Provide a reason if your audit period is less than a year.
Enter the auditor firm’s Tax Identification Number (TIN).
Refer to Section I – Summary of Auditor’s Results in the Schedule of Findings and Questioned Costs of
the annual A-133 report.
Refer to Part II, Question 2 of the Federal Audit Clearinghouse Data Collection Form SF-FAC (3-202001).
IMPORTANT WARNING: Click the CANCEL button to make changes/delete all entries since the last time
saved your work.
Click the SAVE button to ensure all entries are successfully stored by the system on this page.
Click the SAVE and PROCEED button to go to the Completeness Checklist. This is the next stage in the
submission process.
September 2007
43
Step-by-Step Guide to Using eZ-Audit For Public Schools
Completeness Checklist
If you successfully entered or saved the information inputted on the Financial Statement Information page by
clicking on the SAVE AND PROCEED button, the screen below should appear. This page can also be reached
by repeating the LOGIN step. This will take you to your institution’s eZ-Audit homepage. On the upper left hand
side of the page, you will see a section “Create Annual Submissions”. Click on the underlined text “Create New
Institution Submission”, and then click on the underlined text “Completeness Checklist”. The screen below should
appear:
1
2
3
5
4
September 2007
44
6
Step-by-Step Guide to Using eZ-Audit For Public Schools
Completeness Checklist continues:
1. Please confirm that the information displayed is correct.
2. Ensure all applicable documents are included with your report submission
3. Provide contact information (name, phone, email) of who should be contacted in regard to the submission
and additional notes as necessary. Please feel free to attach any additional document(s). If you do attach
these additional documents, please write a note in this field advising that you have attached additional
information not required in this process.
4. Click the CANCEL button to erase all entries.
5. Click the SAVE button to save all entries currently on screen.
6. Click the SAVE and PROCEED button to take you to the Upload Attachment page.
NOTE
Signatures (scanned) are required on Independent Auditors Report, Independent
Auditors Report on Compliance and on Internal Control Over Financial Reporting Based
on an Audit of Financial Statements Performed in Accordance with Government Auditing
Standards, Independent Auditors Report on Compliance with Requirements Applicable
to Each Major Program and Internal Control Over Compliance in Accordance with OMB
Circular A-133. Font altered signatures are not acceptable.
September 2007
45
Step-by-Step Guide to Using eZ-Audit For Public Schools
Upload Attachments
If you successfully entered or saved the information inputted on the Completeness Checklist page by clicking on
the SAVE and PROCEED button, the screen below should appear. This page can also be reached by repeating
the LOGIN step. This will take you to your institution’s eZ-Audit homepage. On the upper left hand side of the
page, you will see a section “Other Submissions”. Click on the underlined text “Create New Institution
Submission”, and then click on the underlined text “Upload Attachments”. The screen below should appear:
1
2
3
4
5
6
7
1. Please confirm that the information displayed is correct.
2. Click on the Browse button to search for document(s) to be attached. Then follow instructions on the next
page on searching and attaching document(s).
September 2007
46
Step-by-Step Guide to Using eZ-Audit For Public Schools
A. Scroll down to locate correct directory.
B. Select correct folder or
directory to locate file.
C. Ensure the correct file
name is displayed.
D. Click on the Open
button to attach file.
3. Check all appropriate documents attached.
4. After the document has been selected and the file type identified by checking the box, click the “ADD”
button to ensure that the document has been successfully attached to your compliance audit submission.
5. Click the CANCEL button to erase all entries.
6. Click the SAVE button to save all entries currently on the screen.
7. Click the SAVE and PROCEED button to take you to the New Institution Submission-submit page.
NOTE
As part of your initial/reinstatement submission, you must include an electronic copy of
your complete audited financial statements. Please note that all files must be in a non
editable. PDF format and no personal information such as Social Security Numbers should
be contained in attachments. Remember, you can attach additional information not required
during this process. If you do attach additional information, please make a note in the
“Notes” field on the Completeness Checklist page.
September 2007
47
Step-by-Step Guide to Using eZ-Audit For Public Schools
New Institution/Reinstatement Submission-Submit
If you successfully entered, saved and attached an electronic copy of your submission by clicking on the SAVE
and PROCEED button, the screen below should appear. This page can also be reached by repeating the LOGIN
step. This will take you to your institutions eZ-Audit homepage. On the upper left hand side of the page, you will
see a section “Other Submissions”. Click on the underlined text “New Institution/Reinstatement Application
Submission”, and then click on the underlined text “Submit”. The screen below should appear:
1
2
3
1. Please confirm that the information displayed in correct.
2. Please read to understand and attest that you have met all requirements.
3. Click on the “SUBMIT TO ED” button to complete your New Institution Submission process. If you do not
have the “SUBMIT TO ED” button please verify that “submitter” is selected as a user role. See Manage
Users for details.
NOTE
You will have “read” access only once submitted.
September 2007
48
Step-by-Step Guide to Using eZ-Audit For Public Schools
Stub Audit Submission
Compliance Audit
To complete your institution’s Stub Audit Submission, complete the LOGIN step. This will take you to your
institution’s eZ-Audit homepage. On the upper left hand side of the page, you will see a section “Other
Submissions”. Click on the underlined text “Stub Audit Submission”, and the screen below should appear with
your institution’s name:
1
2
3
4
5
6
7
1.
2.
3.
4.
5.
6.
Please confirm that the information listed is correct.
Begin date is the beginning of the audit period.
End date is the end of the audit period.
Provide a reason if your audit period is less than a year.
This is the auditor on file with the Department of Education.
If the auditor’s information is correct, no action is required. If incorrect or new, select NO and update with
current auditor information.
7. This field should be pre-populated. Please enter the state’s Tax Identification Number (TIN) if this
information is incorrect or missing. DO NOT USE HYPHENS.
September 2007
49
Step-by-Step Guide to Using eZ-Audit For Public Schools
Stub Audit Submission Continues:
8
9
10
11
12
13
8. Indicate whether the Student Financial Aid Cluster was audited as a major program in the A-133 audit.
Refer to Section I – Summary of Auditor’s Results in the Schedule of Findings and Questioned Costs of
the annual A-133 report. Note: If the answer to this question is YES, skip question 5. If the answer to
this question is NO, answer question 5 and skip question 5.
13
9. If your A-133 audit submission contains any findings related to the FSA Title IV programs (If the A-133
report covers multiple institutions, this applies to all institutions covered) click Yes. Refer to the Scheduled
of Findings and Questioned Costs included in the annual A-133 submission; Section II – financial
Statement Findings and Section III – Schedule of Federal Award Findings and Questioned Costs.
10. Refer to Section I - Summary of Auditor’s Results in the Schedule of Findings and Questioned Costs of
the annual A-133 report. Note: Only indicate the opinion type for Title IV programs if the SFA cluster
was audited as a major program.
11. IMPORTANT WARNING: Click the CANCEL button to make changes/delete all entries since the last time
14
you saved your work.
12. Click the SAVE button to ensure all entries are successfully stored by the system on this page.
13. Click the SAVE and PROCEED button to go to the Completeness Checklist. This is the next stage in the
submission process.
September 2007
50
Step-by-Step Guide to Using eZ-Audit For Public Schools
Completeness Checklist
If you successfully entered or saved the information inputted on the Financial Statements page by clicking on the
SAVE AND PROCEED button, the screen below should appear. This page can also be reached by repeating the
LOGIN step. This will take you to your institution’s eZ-Audit homepage. On the upper left hand side of the page, you
will see a section “Other Submissions”. Click on the underlined text “Stub Audit Submission”, and then click on the
underlined text “Completeness Checklist”. The screen below should appear:
STOP
1
2
1. Please confirm that the information displayed is correct.
2. Ensure all applicable documents are included with your audit report submission.
September 2007
51
Step-by-Step Guide to Using eZ-Audit For Public Schools
Completeness Checklist Continues:
3
4
5
6
3. Provide contact information (name, phone, email) of who should be contacted regarding submission and
additional notes as necessary. Please feel free to attach any additional document(s). If you do attach
these additional documents, please write a note in this field advising that you have attached additional
information not required in this process
4. Click the CANCEL button to erase/delete all entries since the last time you saved your work.
5. Click the SAVE button to save all entries currently on screen.
6. Click the SAVE and PROCEED button to take you to the Upload Attachment page.
NOTE
Signatures (scanned) are required on Independent Auditors Report, Independent
Auditors Report on Compliance and on Internal Control Over Financial Reporting Based
on an Audit of Financial Statements Performed in Accordance with Government Auditing
Standards, Independent Auditors Report on Compliance with Requirements Applicable
to Each Major Program and Internal Control Over Compliance in Accordance with OMB
Circular A-133. Signatures created using a word processing application are not
acceptable.
September 2007
52
Step-by-Step Guide to Using eZ-Audit For Public Schools
Upload Attachments
If you successfully entered or saved the information inputted on the Completeness Checklist page by clicking on
the SAVE and PROCEED button, the screen below should appear. This page can also be reached by
repeating the LOGIN step. This will take you to your institution’s eZ-Audit homepage. On the upper left hand
side of the page, you will see a section “Other Submissions”. Click on the underlined text “Stub Audit
Submission”, and then click on the underlined text “Upload Attachments”. The screen below should appear:
1
2
3
4
1. This should read the name of your institution and OPEID number. Confirm that this is correct.
2. Click on the Browse button to search for document(s) to be attached. Then follow instructions on the next
page on searching and attaching document.
September 2007
53
Step-by-Step Guide to Using eZ-Audit For Public Schools
A. Scroll down to locate correct directory.
B. Select correct folder or
directory to locate file.
C. Ensure the correct file
name is displayed.
D. Click on the Open
button to attach file.
3. Check all appropriate documents attached.
4. After the document has been selected and the file type identified by checking the box, click the “ADD”
button to ensure that the document has been successfully attached to your compliance audit submission.
5. Click the CANCEL button to erase all entries since the last time you saved your work.
6. Click the SAVE button to save all entries currently on the screen.
7. Click the SAVE and PROCEED button to take you to the Stub Audit Submission-submit page.
NOTE
As part of your stub audit submission, you must include an electronic copy of your audit
and/or complete audited financial statements. Please note that all files must be in a non
editable. PDF format and no personal information such as Social Security Numbers
should be contained in attachments. Remember, you can attach additional information
not required during this process. If you do attach additional information, please make a
note in the “Notes” field on the Completeness Checklist page.
September 2007
54
Step-by-Step Guide to Using eZ-Audit For Public Schools
Stub Audit Submission-Submit
If you successfully entered, saved and attached an electronic copy of your submission by clicking on the SAVE
and PROCEED button, the screen below should appear. This page can also be reached by repeating the LOGIN
step. This will take you to your institution’s eZ-Audit homepage. On the upper left hand side of the page, you will
see a section “Other Submissions”. Click on the underlined text “Stub Audit Submission”. Click “Submit” from the
menu. The screen below should appear:
1
2
3
1. Confirm the information displayed is correct.
2. Please read to understand and attest that you have met all requirements.
3. Click on the “SUBMIT TO ED” button to complete your Stub Audit Submission process. If you do not
have the “SUBMIT TO ED” button please verify that “submitter” is selected as a user role. See Manage
Users for details.
NOTE
You will have read access only once submitted. Please note that only the financial
statements and audit sections for the period audited should be completed and the Stub
Audit must be attached.
September 2007
55
Step-by-Step Guide to Using eZ-Audit For Public Schools
Change in FY End
Change in FY END Submission
This page can be reached by repeating the LOGIN step. This will take you to your institutions eZ-Audit
homepage. On the upper left hand side of the page, you will see a section “Other Submissions”. Click on the
underlined text “Change Fiscal Year End Date”. The screen below should appear:
1
2
3
4
1.
2.
3.
4.
Confirm the information displayed is correct.
This represents information on file with ED concerning current fiscal year.
Click on the drop down list to change month as desired.
Click on the “SUBMIT TO ED” button to ensure that date change is captured by the eZ-Audit system. If
you do not have the “SUBMIT TO ED” button please verify that “submitter” is selected as a user role.
See Manage Users for details.
NOTE
When notifying ED of a change in fiscal year end, please submit change 90 days prior to
your current fiscal year end date. Contact your School Participation Team
Representative for information regarding additional submission requirements.
September 2007
56
Step-by-Step Guide to Using eZ-Audit For Public Schools
Waiver/Exemption Request
Create Waiver/Exemption Request
This page can be reached by repeating the LOGIN step. This will take you to your institution’s eZ-Audit
homepage. On the upper left hand side of the page, you will see a section “Other Submissions”. Click on the
underlined text “Create Waiver/Exemption Request”. The screen below should appear:
1
2
3
4
5
6
1. Confirm the information displayed is correct.
2. Click on the Browse button to search for document to be attached. The screen below should appear:
A. Scroll down to locate correct directory.
September 2007
57
Step-by-Step Guide to Using eZ-Audit For Public Schools
B. Select correct folder or
directory to locate file.
C. Ensure the correct file
name is displayed.
D. Click on the Open
button to attach file.
3. After the document has been attached and the file type identified by checking the box, click the “ADD”
button to ensure that the document has been successfully attached to your compliance audit submission.
The screen will then change to the screen below:
September 2007
58
Step-by-Step Guide to Using eZ-Audit For Public Schools
1
2
3
4
5
6
4. Select the Fiscal Year End date from the drop down menu for which you are requesting an exemption.
5. Click the CANCEL button to erase all entries.
6. Click the “SUBMIT TO ED” button to submit your Exemption Request. This will then take you to your
institution’s homepage with a displayed confirmation of your transaction. If you do not have the
“SUBMIT TO ED” button please verify that “submitter” is selected as a user role. See Manage Users for
details.
September 2007
59
Step-by-Step Guide to Using eZ-Audit For Public Schools
Additional Information
Additional Information Submission
This page can be reached by repeating the LOGIN step. This will take you to your institution’s eZ-Audit
homepage. On the upper left hand side of the page, you will see a section “Other Submissions”. Click on the
underlined text “Other Submissions”, and then click on the underlined text “Submit Additional Information”. The
screen below should appear:
1
2
3
4
1. Confirm the information displayed is correct.
2. Select submission to associate the additional information with. If the review is completed you cannot
submit additional information.
3. Click on the Browse button to search for document to be attached. The screen below should appear:
A. Scroll down to locate correct directory.
B. Select correct folder or
directory to locate file.
C. Ensure the correct file
name is displayed.
D. Click on the Open
button to attach file.
4. After the document has been attached and the file type identified by checking the box, click the “ADD”
button to ensure that the document has been successfully attached to your compliance audit submission.
NOTE
To submit additional information the submission must still be under FSA review.
September 2007
60
Step-by-Step Guide to Using eZ-Audit For Public Schools
Letter of Public Status
Letter of Public Status
This page can be reached by repeating the LOGIN step. This will take you to your institution’s eZ-Audit
homepage. On the bottom left hand side of the page, you will see a section “Administration”. Click on the
underlined text “Upload Letter of Public Status”. The screen below should appear. A Letter of Public Status is a
letter from an officer of a state or other government entity confirming that the institution is a Public Institution.
1
2
3
1. Please confirm that the information displayed is correct.
2. If the Department does not have a Letter of Public Status on file for your institution you will receive this
notification on your Home Page.
3. Please click the Upload Letter of Public Status link. The screen on the next page should appear.
Please note that this notification will remain on your Home Page until a Letter of Public
Status is submitted to the Department. For more information regarding the Letter of Public
Status please refer to 34 CFR 668.171 (c). Please note this is a one-time submission only.
Letter of Public Status continued:
NOTE
September 2007
61
Step-by-Step Guide to Using eZ-Audit For Public Schools
1
2
4
4
1. Confirm the information displayed is correct.
2. Click on the Browse button to search for document to be attached. The screen below should appear:
September 2007
62
Step-by-Step Guide to Using eZ-Audit For Public Schools
3. After the document(s) has been attached and the file type identified by checking the box, click the “ADD”
button to ensure that the document(s) has been successfully attached.
4. Click the cancel button to delete entry.
5. Click the “Submit To ED” button to submit your Letter of Public Status to the Department. This will then
take you to your institution’s homepage with a displayed confirmation of your transaction. If you do not
have the “SUBMIT TO ED” button please verify that “submitter” is selected as a user role. See Manage
Users for details.
September 2007
63
Step-by-Step Guide to Using eZ-Audit For Public Schools
Resubmission
If your submission has been deemed incomplete you will be required to Resubmit. An email will be sent to the
person(s) as listed on the Checklists page in Contacts informing them that the submission has been deemed
incomplete. A copy will also be sent to the Institution’s President and Financial Aid Administrator.
Resubmissions should be submitted 15 calendar days from receipt of email/letter.
To resubmit you must first view your incomplete letter posted to the Notifications section of your Institution
Home Page. To begin your resubmission, follow steps below.
1. Login to eZ-Audit. This will take you to your Institution’s Home Page. The screen below should appear.
Verify the name on your institution and OPEID.
1
2
2. Click link to view Incomplete Letter. Incomplete letter will provide information regarding the reason(s)
your submission was deemed incomplete. Letter will open in separate window.
September 2007
64
Step-by-Step Guide to Using eZ-Audit For Public Schools
3. Return to your home page.
4.
5.
Click the Resubmit link from left navigation area.
Correct submission as directed in Incomplete Letter. Portions of submission deemed complete will be
read-only.
September 2007
65
Step-by-Step Guide to Using eZ-Audit For Public Schools
Delinquent Letter
If your submission is not received by its due date, a Delinquent Email will be sent to the Institution’s President,
CFO, and Institution’s Financial Aid Administrator. The email will indicate that a Delinquent Letter has been
posted to the Notifications section of your Institution’s Home Page. Once the Delinquent Email is received,
you will be directed to logon onto eZ-Audit to view the Delinquent Letter. The Delinquent Letter will disappear
once you have submitted the submission.
3
1
1. Click link to view Delinquent Letter. Delinquent letter will provide information regarding which annual
submission is over due. Letter will open in separate window.
September 2007
66
Step-by-Step Guide to Using eZ-Audit For Public Schools
2. Close or minimize the browser to return to your home page.
3. Click on the Create Annual Submission link to submit your annual submission.
September 2007
67
Step-by-Step Guide to Using eZ-Audit For Public Schools
Reminder Email
A Reminder email will be sent 60 and/or 30 days prior the submission due date. The Reminder Email will be
sent to the Institution’s President, CFO, Financial Aid Administrator and eZ-Audit Institution Administrator to
remind them that the Compliance Audit and/or Financial Statement due date is approaching.
September 2007
68
Step-by-Step Guide to Using eZ-Audit For Public Schools
Appendix
Rules of Behavior
eZ-Audit System Rules of Behavior
Statement of Acceptance of User Responsibility
For Official, Approved Use Only – the eZ-Audit system is funded by the Government to support various
programmatic efforts needed to accomplish the Department of Education/FSA mission. As such, these
resources are to be used only for official Government business.
Violations – It is critical that all users adhere to accepted user principles regarding appropriate use (see
principles below).
Accepted User Principles - Users’ access to computing resources indicates a level of trust bestowed
upon them by their management and ultimately by the Department of Education/FSA. Users are
responsible for their actions and must be aware of and acknowledge their responsibilities.
At a minimum all users are responsible for these principles:
Ensuring that the eZ-Audit system is used only for official Government business.
Ensuring that the eZ-Audit system is used in compliance with Title IV program participation
agreements and other applicable regulatory requirements to ensure program integrity.
Protecting the information users are processing from access by, or disclosure to, unauthorized
personnel.
Immediately reporting all security incidents and potential threats and vulnerabilities involving
computing resources to eZ-Audit staff with a description of the event.
Protecting authenticators, such as passwords.
Reporting any compromise or suspected compromise of a password to eZ-Audit staff with a
description of the event.
Accessing only systems, networks, data, control information, and software for which they are
authorized.
I certify that I have read and understand the rules as stated above, and that I agree to comply with the government’s requirements
for the protection of any information covered by the privacy Act.
_________________________________
Signature
September 2007
____________________
Date
69
| File Type | application/pdf |
| File Title | eZ-Audit Proprietary School Users Manual |
| Author | Olayinka Ola |
| File Modified | 2019-03-08 |
| File Created | 2007-09-13 |