# Audit Checklist An audit is a structured review of your Local Committee's (LC) operations, finances, and governance to verify that you are meeting AIESEC in Denmark's national standards and legal obligations. Audits can be internal (conducted by the Member Committee or the LC itself) or external (conducted by an independent party). This page helps you prepare, know what documents to have ready, and avoid the most common findings. {% hint style="info" %} An audit is not a punishment — it is a health check. The best LCs welcome audits because they surface issues early, before they become crises. {% endhint %} ## Pre-Audit Preparation Start preparing at least two weeks before a scheduled audit. If audits are unannounced, having these items in order at all times is the best strategy. ### Step 1 — Confirm Scope Find out exactly what the audit will cover: * **Full audit:** Covers all six standards categories (exchange, member experience, governance, finance, partnerships, marketing) * **Financial audit:** Focused on budget, spending, receipts, and bank statements * **Governance audit:** Focused on meeting minutes, elections, compendium compliance * **Functional audit:** Focused on a specific function (e.g., oGX delivery, partnership management) Ask the auditor (MC representative or external party) for the audit scope in writing before the review date. ### Step 2 — Assign an Audit Contact Designate one person (typically the LCP or VP Finance) as the primary contact for the auditor. This person is responsible for: * Gathering all requested documents * Scheduling interviews or walkthroughs if needed * Responding to auditor questions within 48 hours * Distributing findings to the EB after the audit ### Step 3 — Gather Documents Use the Required Documents section below as your checklist. Collect everything into a single folder (physical or digital) so it is easy to hand over. ### Step 4 — Conduct a Self-Audit Before the official audit, walk through the checklist yourself. Flag anything that is missing, incomplete, or not up to standard. Fix what you can before the auditor arrives. ## Required Documents ### Financial Documents * [ ] **Annual budget** — Approved by the membership or EB, with date of approval * [ ] **Quarterly financial reports** — All completed quarters since the last audit * [ ] **Bank statements** — Full statements for the audit period (every month) * [ ] **Receipts** — For all expenditures above 100 DKK, organized by date or category * [ ] **Invoice records** — Issued and received invoices with payment status * [ ] **Partnership financial terms** — Financial components of partnership agreements (sponsorship amounts, in-kind contributions) * [ ] **Reimbursement records** — All member reimbursement requests with receipts and approval signatures * [ ] **Tax filings** — If applicable, proof of filing or exemption documentation ### Governance Documents * [ ] **LC constitution / bylaws** — Current version, with date of last amendment * [ ] **EB meeting minutes** — All minutes for the audit period * [ ] **GBM minutes** — All minutes for the audit period, including attendance and quorum records * [ ] **Election records** — Documentation of the most recent LCP and EB elections (candidacies, voting results, timeline compliance) * [ ] **Transition documents** — Handover documents from the previous EB to the current EB * [ ] **Membership register** — Current list of active members with join dates ### Operational Documents * [ ] **Exchange tracker** — Record of all exchanges (outgoing and incoming) for the audit period, including statuses * [ ] **Partnership agreements** — Signed copies of all active partnerships * [ ] **Onboarding records** — Evidence that the onboarding baseline was delivered (e.g., buddy assignments, 30-day check-in tracker) * [ ] **NMS results** — National Member Survey response rates and summary results * [ ] **Reporting submissions** — Proof that required reports (financial, operational) were submitted to the MC on time ### Legal & Compliance Documents * [ ] **Organization registration** — Proof of valid registration as a student organization or forening * [ ] **GDPR compliance** — Privacy policy, data processing records, and consent mechanisms for member data * [ ] **Insurance** — If applicable, proof of event insurance or liability coverage {% hint style="danger" %} Missing financial documents are the single most common audit finding. Keep receipts and bank statements organized in real time — retroactively reconstructing them is painful and often incomplete. {% endhint %} ## Common Audit Findings Based on previous audits across AIESEC in Denmark, these are the issues that come up most frequently. Use this list as a preventive guide. ### Financial Findings | Finding | How to Prevent It | | ------------------------------------------- | --------------------------------------------------------------------------------------------- | | Missing receipts for expenditures | Photograph or scan every receipt on the day of purchase. Store in a dedicated Drive folder. | | Budget not formally approved | Bring the budget to a GBM for a formal vote. Record the vote in the minutes. | | Quarterly reports not submitted on time | Set calendar reminders two weeks before each deadline. Assign a specific person. | | Reimbursements without proper documentation | Require a reimbursement form with receipt, purpose, and approval signature for every request. | | Co-mingling of personal and LC funds | Always use the LC bank account. Never run LC money through a personal account. | ### Governance Findings | Finding | How to Prevent It | | ---------------------------------------- | ------------------------------------------------------------------------------------------------------------------------- | | EB meeting minutes missing or incomplete | Assign a minute-taker at the start of each meeting. Minutes should be finalized within 48 hours. | | GBMs held without quorum | Check quorum at the start of every GBM and record it in the minutes. If quorum is not met, do not make binding decisions. | | Election procedures not followed | Review the National Compendium election requirements before every election cycle. Create a timeline and checklist. | | No transition documents from previous EB | Make transition documentation a mandatory deliverable for outgoing EB members, completed before their term ends. | ### Operational Findings | Finding | How to Prevent It | | ------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------- | | Exchange participants not properly prepared | Use a standardized pre-departure checklist and track completion for every EP. | | Onboarding baseline not fully delivered | Use the onboarding checklist from [Onboarding Standards](/recruitment/onboarding-standards.md) and track completion per new member. | | Partnership deliverables not tracked | Maintain a partnership tracker with deliverables, deadlines, and status updated monthly. | | NMS response rate below target | Promote the survey in GBMs, Slack, and team meetings. Consider incentives for participation. | ## After the Audit ### Receiving Findings The auditor will provide a written report summarizing: * **Compliant areas** — Where the LC met or exceeded standards * **Findings** — Specific areas where standards were not met, with evidence * **Recommendations** — Suggested actions to address each finding * **Severity rating** — Each finding rated as minor, moderate, or critical ### Responding to Findings 1. **Acknowledge** the findings within 7 days of receiving the report. 2. **Create an action plan** for each finding, including what will be done, by whom, and by when. 3. **Submit the action plan** to the MC (or auditor) within 14 days. 4. **Implement** the actions according to your timeline. 5. **Report progress** at your next MC check-in. {% hint style="warning" %} Critical findings (e.g., missing funds, governance violations) may trigger the consequence framework described in [National Standards](/standards-and-compliance/national-standards.md). Address these with the highest priority. {% endhint %} ### Follow-Up Audit For LCs with critical findings, the MC may schedule a follow-up audit within 60–90 days to verify that remediation actions have been implemented. ## Audit-Ready Culture The best way to pass an audit is to not need to "prepare" for one. Build audit-readiness into your LC's daily operations: * **File as you go.** Receipts, minutes, and reports go into the right Drive folder the same day they are created. * **Assign owners.** Every document type has one person responsible for keeping it current. * **Review quarterly.** At the start of each quarter, the LCP and VP Finance spend 30 minutes reviewing the checklist above and fixing any gaps. * **Normalize transparency.** When members see that records are kept openly and consistently, they contribute to the culture rather than working around it. *Last updated: April 2026 · Maintained by: MC Vice President* --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. 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