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Suggested Citation:"Summary." National Academies of Sciences, Engineering, and Medicine. 2012. State DOT Financial Auditing Requirements for Public Transportation Assistance Programs. Washington, DC: The National Academies Press. doi: 10.17226/14653.
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NAtioNAl CooperAtive HigHwAy reseArCH progrAm Senior Program Officer: Gwen Chisholm-Smith March 2012 C o n t e n t s summary, 1 Background, 2 survey Results, 3 Survey Respondents, 3 Financial Auditing Requirements of State DOTs, 6 Who Conducts and Pays for Financial Audits, 7 Roles of State DOTs in Subrecipient Financial Audits, 8 Financial Audit Reporting Submission Deadlines and Consequences, 8 Subrecipient Financial Audit Manuals or Guidelines, 10 state Dot Best Practices, 10 Federal Requirements (OMB Circular A-133), 10 State Requirements, 10 the Kentucky transportation Cabinet, 12 Source of Financial Audit Requirement, 12 Procedures for Obtaining and Reviewing Subrecipient Financial Audits, 12 Internal Systems Used to Track Financial Audit Findings, 13 the oregon Dot, 13 Sources of Financial Audit Requirement, 14 Procedures for Obtaining and Reviewing Subrecipient Financial Audits, 14 the ohio Dot, 15 Source of Financial Audit Requirement, 15 Procedures for Obtaining and Reviewing Subrecipient Financial Audits, 16 Role of State DOT Auditor, 16 the new York state Dot, 17 Sources of Financial Audit Requirement, 17 Procedures for Obtaining and Reviewing Subrecipient Financial Audits, 18 Role of the Internal Auditor, 18 the Michigan Dot, 19 Appendix A, 20 Appendix B, 21 Appendix C, 25 stAte Dot FinAnCiAl AuDiting RequiReMents FoR PuBliC tRAnsPoRtAtion AssistAnCe PRogRAMs This digest summarizes key findings from NCHRP Project 20-65(33), “Determination of State DOT Financial Auditing Requirements for Their Public Transportation Assistance Programs,” conducted by The DMP Group. It documents various policies and procedures used by state departments of transportation (DOTs) for conducting grantee financial audits, presenting best practices currently in use to enable state DOTs to enhance and streamline their current financial auditing requirements. The digest was prepared from the project final report authored by Maxine Marshall, John F. Potts, and Karon J. Cofield, Ph.D. Research Results Digest 368 suMMARY The goal of this research effort was to determine what state departments of trans- portation (DOTs) require with respect to financial audit requirements for subrecipi- ents. A web-based survey was developed to obtain general information. The survey became the basis for further research, in- cluding a review of documents available in the DOTs’ state management plans and on DOT and state audit division websites. Forty-five state DOTs and the District of Columbia DOT responded to the survey. (For purposes of analyzing responses to specific questions in the survey, the phrase “state DOTs” includes all respondents to the question including, when applicable, the District of Columbia DOT.) Of the state DOTs that responded to the survey, 45 percent indicated that they per- form a limited review of subrecipient finan- cial audits; 10 percent responded that they rely on other departments within their agen- cies to perform this function; and 20 percent described a more involved role in conduct- ing a detailed review and assessment of the financial audit, or that the staff conducted financial audits of subrecipients. Fifty-six percent of respondents indi- cated that they do not have audit manuals with guidelines that auditing firms must fol- low for subrecipient financial audits. Several state DOTs indicated that they rely on other sources, such as contractors’ state licens- ing board standards, state internal audits, or federal Office of Management and Budget (OMB) circulars, or on standards as deter- mined by the secretary or commissioner of the DOT. Seven state DOTs indicated that they have their own guidelines that audit firms are required to follow. Three of these (New York, West Virginia, and Michigan) cited state statutes that contain subrecipient audit requirements. The remaining state DOTs identified administrative policies, usually issued by the state’s chief financial officer, as the source of financial audit guidelines. One state DOT (Alaska) identified an audit manual, available on the state’s Department of Administration (DOA) website, which

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TRB’s National Cooperative Highway Research Program (NCHRP) Research Results Digest 368: State DOT Financial Auditing Requirements for Public Transportation Assistance Programs identifies various financial policies and procedures used by states for conducting grantee financial audits.

The report documents policies, procedures, and practices used by some state departments of transportation designed to enhance and streamline their current financial auditing requirements.

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