# Presentation: 489081

## Put the EZ in eZ-Audit

- Ti Baker

**Session 42**

## What is eZ-Audit?

- eZ-Audit is a web-based application that allows you to submit your financial statements and compliance audits electronically to the Department of Education

## Why eZ-Audit?

- Did you know that FSA receives over 13,000 financial statements and compliance audits annually?
- Have you ever been told that your financial statements and/or compliance audits have been lost?
- Have you ever just wanted to know the status of your reports?

## What are the Benefits to eZ-Audit?

- Instant acknowledgement of receipt – no more lost financial statements and compliance audits!
- Submission process should take less than 1 hour.
- Status of Submissions accessible on-line 24/7

## eZ-Audit Facts

- eZ-Audit went live on April 1, 2003
- 4,860 Registered (as of 9/30/04)
- 5,378 Submissions (Received 4/1/03 – 9/30/04)
- 4,826 Incomplete Submissions (Received 4/1/03 – 9/30/04)

## The Past 

- Prepare, copy, and mail audits
- ED Calling – “We did not receive your audit” More copies to make!
- School Calling – “It’s been two weeks, did you receive it, is it completed yet”

## The Present

- No mailing, simply enter data in eZ-Audit –
- “It seems easy, but I still have questions”
- “They received it, but it was not that easy”
- “Oh no, I have to resubmit”
- Submitting again

## The Future

- No paper!
- Submit and check your status on-line!
- “This is easy!”

## Getting Started

- Register
- Select your Institution Administrator
- Provides and manages access to personnel
- Resets usernames and passwords
- Maintains security information regarding users
- Complete your registration letter and send to     eZ-Audit
- Receive Username and Password
- Sent via email to Institution Administrator
- Login to _[www.ezaudit.ed.gov](http://www.ezaudit.ed.gov/)__ and verify registration information _

## Making it EZ – Know Your Users

- Identify Your Users
- Data Entry:  Enters data into eZ-Audit, attaches PDF
- Submitter:  Reviews and approves submission prior to submitting to ED
- Issue users a username and password
- Make sure all users sign the Rules of Behavior!

## Making it EZ – Preparing to Submit

- Have audit prepared and ready to submit
- Financial Statements and/or Compliance Audit must be converted to a PDF
- Signatures must be scanned
- Reports must be on auditor’s letterhead
- Save PDF on hard drive or desktop
- Obtain Audit Firm’s TIN

## Making it EZ – Types of Submissions

- Create FYE Annual Submission
- For participating institutions submitting annual financial statements and compliance audits
- The link will list the fiscal year end (FYE) that is due
- Prior FYE annual submission must be received prior to submitting current FYE

## Making it EZ – Types of Submissions

- Other Submissions
- Merger/Change in Ownership
- Change in Fiscal Year End
- Stub Audit
- Closeout Audit
- Exemption/Waiver
- New Institution
- Reinstatement
- Additional Information

## Making it EZ –Types of Submissions

## Making it EZ – Entering Data

- Use your financial statements and/or compliance audit to enter summary data
- When templates do not match financial statements, enter zero (0) in field
- Refer to help – Definitions of accounting terms
- Edit checks performed
- Sessions saved

## Making it EZ – Entering Data

## Making it EZ – Entering Data

- School Groups
- ED considers a school group a group of schools whereby a single school within the group submits financial statements and/or a compliance audit covering multiple OPEIDS.
- Review school group information prior to starting submission
- Notify eZ-Audit Help Desk of discrepancies

## Making it EZ – Completeness Checklist

- Checkpoint to ensure that all necessary documentation and/or data is provided with your submission
- Complete Contact Information (just in case we have questions)
- Provide Additional Comments (Is there something else you want us to know?)

## Making it EZ – Completeness Checklist

## Making it EZ – Uploading PDF

- Upload PDF of financial statements and/or compliance audit
- Browse for file
- Select attachment type
- Audited Financial Statements
- Compliance Audit
- All (Public and Not-For-Profit Schools only)
- Corrective Action Plan
- Other
- Save and proceed

## Making it EZ – Uploading PDF

## Making it EZ - Submitting

- Hit the “Submit to ED” button
- Receive instant acknowledge of receipt
-    Your FYE 12/31/2003 Annual Submission submitted on 10/15/2004 12:44:08 has been received. Review of your submission has not yet started.

## Making it EZ - Submitting

## Making it EZ – Resubmission

- Resubmission
- Notified by email
- Follow-up emails sent every 15 days up to 45 days until resubmission is received
- Letter posted to Institution Home Page
- Only required to update the portion of submission deemed incomplete

## Keeping it EZ

- Status of submissions available 24/7
- Annual Submission Due Date
- Annual Submission Receipt Date
- Overdue Notice
- Review status (complete or incomplete)

## Keeping it EZ

- Other messages
- Final Audit Determination Letter was sent on mm/dd/yyyy
- Your Letter of Credit was received on mm/dd/yyyy

## Keeping it EZ

- If users have changed
- Delete old users
- Issue username and password
- If you have a new Institution Administrator, a new registration letter must be submitted
- Change Password (expires every 90 days)

## Keeping it EZ

- Visit our websites for updates on eZ-Audit
- eZ-Audit (_[www.ezaudit.ed.gov](http://www.ezaudit.ed.gov/)_)
- IFAP (_[www.ifap.ed.](http://www.ifap.ed.gov/)__[gov](http://www.ifap.ed.gov/)_, go to Publications, Audit Guidance)

## Keeping it EZ

- Refer to:
- Frequently Asked Questions (FAQ)
- Steps to Creating an eZ-Audit Submission
- Common Submission Errors
- Creating a PDF
- On-line Help

## eZ-Audit Help Desk

- Questions, Comments, Technical Assistance
- Contact Us!
- Available Monday – Friday
-  9:00 a.m to 5:00 p.m. (Eastern Time)
- 1-877-263-0780
- Or
- Email: fsaezaudit@ed.gov

## Questions and Answers

**We Appreciate Your Feedback****Thank you for using eZ-Audit!!**