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pdfStep-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
TABLE OF CONTENTS
EZ-AUDIT OVERVIEW .................................................................................................................... 3
eZ-Audit Technical Requirements........................................................................................... 4
School Group Submissions ..................................................................................................... 4
eZ-Audit Submission Requirements ........................................................................................ 6
eZ-Audit Rules of Behavior..................................................................................................... 6
Questions/Concerns ................................................................................................................ 7
EZ-AUDIT REGISTRATION .............................................................................................................. 8
ADMINISTRATIVE TASKS/SECURITY ................................................................................................. 9
Login ....................................................................................................................................... 9
New User Login .................................................................................................................... 10
Forgot Password................................................................................................................... 14
Logout ................................................................................................................................... 17
My Profile ............................................................................................................................. 19
Change Challenge Questions................................................................................................ 21
Change Password ................................................................................................................. 22
Navigation............................................................................................................................. 23
Data Edits ............................................................................................................................. 24
eZ-Audit Security .................................................................................................................. 25
MANAGE USERS .......................................................................................................................... 26
Types of Users and Responsibilities ..................................................................................... 26
Institution Administrator Homepage .................................................................................... 26
Creating/Deleting Data Entry/Submitter Users.................................................................... 27
INSTITUTION PROFILE PAGE/STATUS ........................................................................................... 28
Institution Profile .................................................................................................................. 28
Historical Submissions.......................................................................................................... 29
Notifications.......................................................................................................................... 30
ANNUAL SUBMISSIONS ................................................................................................................. 31
Financial Statements............................................................................................................. 31
Statement of Financial Position............................................................................................ 33
Statement of Activities........................................................................................................... 36
Compliance Audit Information ............................................................................................. 37
Completeness Checklist ........................................................................................................ 39
Upload Attachments.............................................................................................................. 42
Not-for-profit Annual Submission-Submit ............................................................................ 44
MERGER/CHANGE IN OWNERSHIP ................................................................................................ 46
Financial Statement .............................................................................................................. 46
Statement of Financial Position............................................................................................ 46
Upload Attachments.............................................................................................................. 49
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
Merger/Change in Ownership Submission-Submit............................................................... 51
NEW INSTITUTION/REINSTATEMENT SUBMISSION .......................................................................... 52
Financial Statement .............................................................................................................. 52
Statement of Financial Position............................................................................................ 54
Statement of Activities........................................................................................................... 54
Completeness Checklist ........................................................................................................ 55
Upload Attachments.............................................................................................................. 57
New Institution/Reinstatement Submission-Submit............................................................... 59
STUB AUDIT SUBMISSION............................................................................................................. 60
Compliance Audit Information ............................................................................................. 60
Completeness Checklist ........................................................................................................ 63
Upload Attachments.............................................................................................................. 65
Stub Audit Submission-Submit .............................................................................................. 67
CHANGE IN FY END .................................................................................................................... 68
Change in FY END Submission ............................................................................................ 68
WAIVER/EXEMPTION REQUEST .................................................................................................... 70
Create Waiver/Exemption Request ....................................................................................... 70
ADDITIONAL INFORMATION ......................................................................................................... 74
Additional Information Submission ...................................................................................... 74
RESUBMISSION ............................................................................................................................ 75
DELINQUENT LETTER .................................................................................................................. 77
REMINDER EMAIL........................................................................................................................ 79
APPENDIX ................................................................................................................................... 80
Rules of Behavior.................................................................................................................. 80
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
eZ-Audit Overview
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 will be available for assistance at 1-877-263-0780, Monday – Friday, 9 a.m. – 5 p.m. EST
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
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.
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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.
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:
NOTE
•
•
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.)
For more information please refer to “Creating a PDF” located on the eZ-Audit website welcome page.
School Group Submissions
ED considers a school group as one A-133 report submission for multiple OPE IDs. For example, the State of
Louisiana submits one statewide audit financial report and A-133 audit report for all the state schools in Louisiana.
Another example would be a nursing program with a separate OPEID included in the A-133 of a university.
Schools that submit reports with financial statements covering more than one OPEID and multiple
compliance audits separately will complete the Compliance Audit Information, Checklist and Upload
pages for each (OPEID) school in the group. The submitting institution (Locator) can submit for all
OPEIDs or the member school can complete and submit their own information. The member school must
be registered (See Registration Instructions).
NOTE
April 2008
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.
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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 [email protected]
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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 not-for-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 Not-for-profit 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 change in structure.
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.
**If you have submitted a pre-acquisition application, do not submit day-one balance sheet via eZAudit until the actual change in ownership has occurred. The day-one balance sheet is due on the
date in which Temporary Program Participation Agreement (PPA) expires. (See Merger/Change in
Ownership)
¾
If you wish to be reinstated to participate in Title IV program(s).
o
lease 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,
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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 [email protected]. 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 at via the web at http://ifap.ed.gov (Go to Publications, Audit
Guidance). 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 the eZ-Audit website and IFAP at
http://ifap.ed.gov.
o
You can send an email to [email protected] .
o
Contact the eZ-Audit help desk at 1-877-263-0780.
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eZ-Audit Registration
All institutions must submit a registration request letter to the Department of Education in order to gain
access to eZ-Audit. If you are a new owner (Merger/Change In Ownership) please see the eZ-Audit
Welcome Page and click on Registration Instructions for details.
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
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.
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 eZAudit login screen appears, type in the user name and temporary password you received through email from eZAudit.
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.
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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.
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 by email during the registration process.
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
April 2008
Your user name will be the first letter of your first name, the first five letters of your last
name and 2 numeric characters. Your username and password are case sensitive. If you
are locked our after 3 unsuccessful attempts at login you must wait 30 minutes then try
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
again.
**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.
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?
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
•
•
•
•
What is your favorite flower?
What is your child’s middle name?
Who is your favorite athlete?
What is your favorite movie?
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:
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
1
2
1. Type in your new password.
2. Re-type in your new password.
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
3
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit 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
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
By clicking on “Forgot Password?” link, the Password Reset page should appear requesting your user
information:
1
2
4
1.
2.
3.
4.
5.
3
5
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.
Click the RESET button to cancel current entries and begin again.
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
Challenge Questions
After eZ-Audit validates your username, the questions you initially chose will appear:
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
April 2008
The answers are case sensitive.
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit 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.
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2
2. To log back into the eZ-Audit system click on the underlined link above and repeat the LOGIN step.
NOTE
April 2008
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.
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
My Profile
To update your profile (i.e. username, email address, phone number, password, 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
April 2008
This page is used to update your user profile information such as name, email
address, phone, password, etc.
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
If you clicked on the underlined text “Update My User profile” on your institution’s homepage, the screen below
should appear:
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit 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
April 2008
All answers are case sensitive. You will not be able to view the answers as you type
them in.
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit 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
5
4
7.
8.
9.
10.
11.
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
April 2008
The password must be 8-15 characters in length and must include at least 3 of the
following: 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
eZ-Audit Help desk at 1-877-263-0780.
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit 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.
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit 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
April 2008
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. All fields
on the Statement of Financial Position and Statement of Activities must be completed. Enter
zero (0) for any null/non applicable responses. When entering auditor TIN do not use
hyphens.
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit 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.”
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
Manage Users
Types of Users and Responsibilities
1. The eZ-Audit Institution Administrator, selected by your school, is responsible for:
Registering your school with eZ-Audit
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 at registration 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
o
o
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 user’s rights:
1
2
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
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.
2. This should read the name of your institution and OPEID number. Confirm that this is correct.
Creating/Deleting Data Entry/Submitter Users
If you clicked on the “Manage Users” button, the screen below should appear:
1
2
3
4
5
“Submitter” must be selected
as a role or the “Submit”
button will not be available.
1.
2.
3.
4.
5.
Click on the DELETE USER button to delete a user from the system.
Click on the “ADD USER” button to add a user to the system.
Complete all required fields providing the name and contact information for the “New User”.
Do not forget to specify the New User’s role(s) (see “Manage Users” for role definition).
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.
April 2008
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit 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 Profile 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
April 2008
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.
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit 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.
April 2008
29
Step-by-Step Guide to Using eZ-Audit For Not-for-profit 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. (Examples: Your Fiscal Year End 10/31/2002 Annual Submission was received on
4/30/2003, FAD sent 5/30/2003, Request for Letter of Credit sent 5/15/2003)
NOTE
April 2008
Users should periodically check the Institution Home Page for an up to date status of
their submissions.
30
Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
Annual Submissions
Financial Statements
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 in the next page should appear
with your institution’s name:
April 2008
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
1
2
3
4
5
6
7
8
9
10
11
April 2008
12
32
13
Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
Confirm that 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 information on file with the Department of Education.
If the auditor’s information is correct, no action is required. If incorrect or new, please update with current
information.
Please verify current auditor’s Tax Identification Number (TIN). Please enter the auditor’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 (3-202001).
Under this section, please click on each of the types of statements and complete the fields requested.
Click Statement of Financial Position or click Statement of Activities.
IMPORTANT WARNING: Click the CANCEL button to erase/deletes 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.
Statement of Financial Position
If you clicked on the underlined text “Statement of Financial Position” on the Financial Statements page, 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 “Financial Statements”, and then click on the underlined text
“Statement of Financial Position” on the lower part of the page. The screen below should appear:
Entering Statement of Financial Position:
∗ When completing the eZ-Audit templates, it is expected that institutions provide the information
requested from information currently in its possession. Institutions are not required to perform
additional audit work to provide the requested information. However, information needed to calculate
the Institution’s composite score ration under the Department’s regulations should generally be
available in the school’s annual audited financial statement. To the extent that additional information
is needed to complete the Department’s review and composite score calculation, it is requested under
34 CFR 668.23.
∗ Please enter whole amounts including zeros (Example 999999999)
∗ To enter negative amounts use “-“ (Example –100000)
April 2008
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
1. Accounts Receivable Employees – Unsecured - All amounts due from employee borrowings from
the institution or employee advances.
34
April 2008
Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
2. Accounts Receivable–Related Parties - Unsecured - All amounts due from related parties
[affiliates] on account that are not collateralized or subject to a security agreement.
3. Notes Receivable-Related Party Unsecured – All amounts due from related parties [affiliates] on
account in the form of promissory notes that are not collateralized or subject to a security agreement.
4. Contributions/Pledges Receivable – Unsecured Related Party – All amounts due from related
parties [affiliates] on account that are not collateralized or subject to a security agreement.
5. Property, Plant and Equipment, net ( including capitalized lease assets and CIP ) – Property,
Plan and Equipment used in operations, including leases and construction in progress and
Cumulative total of all depreciation expense incurred on property, plant and equipment including
amortization of capital leases
6. Construction in Progress – All costs involved in the construction that is not yet completed.
7. Intangible Assets, net of amortization ( excluding goodwill ) – All intangibles including parents
franchises, copyrights, trademarks, brand names, covenants not to compete, etc. excluding goodwill.
8. Goodwill, net – Amount paid for an entity in excess of Fair market Value less impairment.
9. Total Assets – Please enter Total Assets. Check this total against the information in your submission
will not be accepted if this total does not match the attached PDF.
10. Long-Term Line of Credit (including the short term portion) – Amounts owed on lines of credit
with banks.
11. Long Term Debt ( including the short term portion ) - All formal long-term debt instruments in the
form of promissory notes, mortgages, bonds and other debt instruments, exclusive portion maturing
within the next fiscal year and the portion of long-term debt that is expected to mature within the next
fiscal year.
12. Capital Lease Obligations (including the short term portion) – The portion of the capital lease
obligation that is expected to mature within the next fiscal year and net present value of minimum
lease payments not maturing during the next fiscal year.
13. Post Employment and Retirement Liabilities– All amounts owed on plans that pay employees or
their beneficiaries for post employment or post retirement benefits other than pensions.
14. Total Liabilities – Please enter Total Liabilities. Check this total against the information in your
submission will not be accepted if this total does not match the attached PDF.
15. Temporarily Split Interest Agreements and Term Endowments – Components of temporarily
restricted assets that arise from transactions with owners via split interest agreements.
16. Permanently Restricted Net Assets – Net assets of the institution permanently subject to donor’s
restrictions as to time and purpose.
17. IMPORTANT WARNING: Click the CANCEL button to erase/delete all entries since the last time you
saved your work.
18. Click the SAVE button to have eZ-Audit save the values.
19. Click the SAVE and PROCEED button to capture all entries and to go to the Statement of Activities
page, to complete the next step in your submission process.
End of Statement of Financial Position. Continue to the next page for the Statement of Activities.
April 2008
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
Statement of Activities
If you clicked on the underlined text “Statement of Activities” from the Financial Statements page, 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 “Financial Statements”, and then click on the underlined text
“Statement of Activities” on the lower part of the page. The screen below should appear:
1
2
3
4
5
Entering Statement of Activities Data:
∗ When completing the eZ-Audit templates, it is expected that institutions provide the information
requested from information currently in its possession. Institutions are not required to perform
additional audit work to provide the requested information. However, information needed to calculate
the Institution’s composite score ration under the Department’s regulations should generally be
available in the school’s annual audited financial statement. To the extent that additional information
is needed to complete the Department’s review and composite score calculation, it is requested under
34 CFR 668.23.
∗ Please enter whole amounts including zeros (Example 999999999)
∗ To enter negative amounts use “-“ (Example –100000)
April 2008
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
1. Total Unrestricted Revenues – Sum total of unrestricted revenues.
2. Total Unrestricted Expenses – Total of all unrestricted expenses.
3. IMPORTANT WARNING: Click the CANCEL button to erase/delete all entries since the last time you
saved your work.
4. Click the SAVE button for eZ-Audit to save all the values.
5. Click the SAVE and PROCEED button to save all entries and then take you back to the Financial
Statements page.
Compliance Audit Information
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 Info”. The screen below should appear:
April 2008
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
1
2
3
4
5
6
7
8
9
10
11
12
April 2008
38
13
Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
19.
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 this is a new auditor, please
select NO, and update with current information.
This field should be pre-populated. Please enter the auditor’s Tax Identification Number (TIN) if this
information is incorrect or missing. DO NOT USE HYPHENS.
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 NO, do not answer question 5.
Indicate whether your compliance audit report contains any findings related to the FSA Title IV
programs., Refer to the Federal Awards Section – Summary of Auditor’s Results in the Schedule of
Findings and Questioned costs of the annual A-133 report.
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.
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 for this page. To
complete Compliance Audit Information page for member school(s), click on the name of the
school. Complete the Compliance Audit Information page following the steps above.
Click the SAVE and PROCEED button to go to the Annual Submission-Completeness Checklist
page. This is the next stage in the submission process. If you are a school group this will take you
to the Checklist page for the school you have selected.
School Group Submissions:
9
9
To complete the Compliance Audit Information page for member school(s), click on the name of
the school.
Complete the Compliance Audit Information page following the steps above.
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:
April 2008
39
Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
1
2
3
5
2a
4
April 2008
6
40
Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
1. Confirm that the information displayed is correct.
2. Ensure all applicable documents are included with your A-133 audit report submission .
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. To complete the Checklist page for
member school(s), click on the name of the school. Complete the Checklist page following the
steps above.
6. Click the SAVE and PROCEED button to save all entries and to take you to the Upload Attachment
page. If you are a school group this will take you to the Upload page for the school you have
selected.
School Group Submissions:
9
9
To complete the Checklist page for member school(s), click on the name of the school.
Complete the Checklist page following the steps above.
NOTE
April 2008
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.
41
Step-by-Step Guide to Using eZ-Audit For Not-for-profit 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 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).
April 2008
42
Step-by-Step Guide to Using eZ-Audit For Not-for-profit 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. To Upload the Compliance Audit and/or
Corrective Action Plan for member school(s), click on the name of the school. Follow steps
above.
7. Click the SAVE and PROCEED button to take you to the Not-for-profit Annual Submission-submit page.
School Group Submissions:
9
To Upload the Compliance Audit and/or Corrective Action Plan for member school(s), click on the
name of the school.
Follow the steps above.
NOTE
April 2008
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.
43
Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
Not-for-profit 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 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 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.
If you are submitting for a school group the following screen on the next page will appear.
44
April 2008
Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
Not-for-profit Annual Submission-Submit continued:
1
2
1. To submit for all schools in the group click Select All.
2. Click the Submit indicator to submit for individual schools.
3. Click on the “SUBMIT TO ED” button to complete your FSA Annual Submission process. This will then take
you to your institution’s homepage with a displayed confirmation of your audit submission(s). If you do not
see the “Submit To ED” button, please verify that submitter is selected as a user role.
NOTE
April 2008
You will have “read” access only once submitted.
45
Step-by-Step Guide to Using eZ-Audit For Not-for-profit 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
3
4
7
5
8
6
1.
2.
3.
4.
5.
6.
Confirm the information displayed is correct.
Enter date of day one balance sheet.
Provide a reason. Enter “Change in Ownership”.
Enter contact information.
Click on Statement of Financial Position - (see section on completing the Statement of Financial Position).
IMPORTANT WARNING: Click the CANCEL button to erase/delete all entries since the last time you
saved your work.
7. Click the SAVE button to ensure all entries currently on the screen are successfully stored by the system.
8. Click the SAVE and PROCEED button to go to the Upload Attachments page. This is the next stage in
the submission process.
Statement of Financial Position
If you clicked on the underlined text “Statement of Financial Position” on the Financial Statements page, 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
Merger / Change in Ownership Submission”. Click on the underlined text “Financial Statements”, and then click on
the underlined text “Statement of Financial Position” on the lower part of the page. The screen in the next page
should appear:
April 2008
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
1
2
3
4
5
6
7
8
9
11
10
1.
2.
3.
4.
5.
April 2008
Cash and Cash Equivalents - Cash balances held to meet payments arising in the ordinary course
of operations. Cash & Cash Equivalents consist of, in addition to currency on hand and deposits held
by financial institutions that can be added to or withdrawn without limitations, such as demand
deposits, Short Term, highly liquid investments that are both readily convertible to known amounts of
cash and so near their maturity that they present insignificant risk of change in value.
Current Total Net Accounts Receivable - Net accounts receivable equals gross accounts
receivable less the allowance for doubtful accounts [line items 3 thru 7 minus 8]. This field is
automatically calculated by the eZ-Audit system.
Investments ( convertible within 90 days ) – Debt and equity securities, real property, land and
other long-term investments.
Accounts Receivable – Related Parties – Unsecured – All amounts due from related parties
[affiliates] on account that are not collateralized or subject to a security agreement.
Current Liabilities – All amounts owed to suppliers or providers of services from normal operations,
all amounts owed to students and/or financial partners subject to Title IV programs, all amounts owed
to students from deposits and advance payments, current liabilities that result from the consumption
of an asset or service during the fiscal year prior to payment, receipts on tuition not recognized as
47
Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
6.
7.
8.
9.
10.
11.
revenue and deferred based upon the institution’s revenue recognition policy, amounts owed on lines
of credit with banks, the portion of long-term debt that is expected to mature within the next fiscal
year, the portion of the capital lease obligation that is expected to mature within the next fiscal year
and other current liabilities.
Total Assets – Sum of all assets included in line items 1 thru 25 above. This will be automatically
calculated by the eZ-Audit system.
Total Intangible Assets ( as defined by GAAP ) – All intangibles including parents franchises,
copyrights, trademarks, brand names, covenants not to compete, good will accreditation costs,
program development costs, etc.
Total Liabilities - Sum of all liabilities included in line items 27 thru 42 above. This will be
automatically calculated by the eZ-Audit system.
Click the CANCEL button to erase all entries
Click the SAVE button for eZ-Audit to save the entries
Click the SAVE and PROCEED button to save all entries and then take you back to the Financial
Statement page.
NOTE
April 2008
With a Merger/Change in Ownership, Not-for-profit schools are required only to complete
the Statement of Financial Position.
48
Step-by-Step Guide to Using eZ-Audit For Not-for-profit 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
x
1. Confirm the information displayed is correct.
2. Read and follow instructions accordingly.
April 2008
49
Step-by-Step Guide to Using eZ-Audit For Not-for-profit 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 submission.
6. Click the CANCEL button to erase 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
April 2008
As part of your Merger/Change in ownership submission, you must include an electronic
copy of your day one balance sheet and/or complete audited financial statements.
Please note that all files must be in a non-editable PDF format.
50
Step-by-Step Guide to Using eZ-Audit For Not-for-profit 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. Confirm 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.
You will have “read” access only once submitted.
NOTE
April 2008
51
Step-by-Step Guide to Using eZ-Audit For Not-for-profit 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 in the next page should appear with your institution’s name:
April 2008
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
1
2
3
4
5
6
7
8
9
10
11
12
April 2008
13
53
14
Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
Confirm the information displayed is correct.
Enter fiscal year end date (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 of the audit period.
Provide a reason if your audit period is less than a year.
Enter audit firm’s TIN (Tax Identification Number).
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).
Under this section, please click on each of the types of statements and complete the fields requested.
Click on Statement of Financial Position – (see section on completing the Statement of Financial Position
under Annual Submission) or click on Statement Of Activities - (see section on completing the Statement
of Activity under Annual Submission.
Click the CANCEL button to erase/delete all entries.
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.
Statement of Financial Position
See Statement of Financial Position on the Financial Statements page under Annual Submissions for details in
completing all data fields.
Statement of Activities
See “Statement Of Activities” on the Financial Statements page under Annual Submissions for details in
completing all data fields.
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit 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 New
Institution Submission”, and then click on the underlined text “Completeness Checklist ”. The screen below should
appear:
1
2
3
5
4
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
1. Confirm the information displayed is correct.
2. Ensure all applicable documents are included with your A-133 audit report submission .
3. Provide the 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. 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 save all entries and to take you to the Upload Attachment
page.
NOTE
April 2008
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.
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit 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 in the next page should
appear:
1
2
3
4
5
6
7
1. Confirm 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.
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
A. Scroll down to locate correct directory.
B. Select correct folder or
directory to locate file.
D. Click on the Open
button to attach file.
C. Ensure the correct file
name is displayed.
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 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
April 2008
As part of your initial 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 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.
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit 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 “Initial/Reinstatement Submission”, and then click
on the underlined text “Submit”. 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 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
April 2008
You will have “read” access only once submitted.
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
Stub Audit Submission
Compliance Audit Information
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 Stub Audit Submission”,
and then click on the underlined text “Compliance Audit”. The screen in the next page should appear:
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
1
2
3
4
5
6
7
8
9
10
11
April 2008
12
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
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 this is a new auditor, please
select NO, and update with current information.
This field should be pre-populated. Please enter the auditor’s Tax Identification Number (TIN) if this
information is incorrect or missing. DO NOT USE HYPHENS.
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 NO, do not answer question 5.
If your compliance audit report does not contain any findings related to the FSA Title IV programs, click
NO and no action is required.
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.
IMPORTANT WARNING: Click the CANCEL button to erase/delete all entries sine the last time you
saved your work.
Click the SAVE button to ensure all entries are successfully stored by the system for this page.
Click the SAVE and PROCEED button to go to the Not-for-profit Annual Submission-Completeness
Checklist page.
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit 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:
1
2
3
5
4
April 2008
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
1. Confirm the information displayed is correct.
2. Ensure all applicable documents are included with your A-133 audit report submission .
3. Provide contact information (name, phone, email) of who should be contacted regarding the submission
and additional notes or comments 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
April 2008
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.
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit 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 in the next page should
appear:
1
2
3
4
5
6
7
1. Confirm 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.
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit 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 submission.
5. Click the CANCEL button to erase/delete 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
April 2008
As part of your stub audit submission, you must include an electronic copy of your
complete audited financial statements and compliance audit. Please note that all files
must be in a non-editable .pdf format and NO personal information should be contained
in attachments such as Social Security Numbers.
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit 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”, and then click on the
underlined text “Submit”. 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
April 2008
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.
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit 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”, and then click on the underlined text “Change in FY End”. The
screen below should appear:
1
2
3
4
1. Confirm the information displayed is correct.
2. This represents information on file with ED concerning current fiscal year.
3. Click on the drop down list to change month as desired.
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
4. 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
April 2008
Contact your School Participation Team Representative for information regarding
additional submission requirements.
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit 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 “Other Submissions”, and then click on the underlined text “Create Waiver Exemption Request”.
The screen in the next page should appear:
April 2008
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
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:
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
NOTE
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).
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. 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 submission. The screen will
then change to the screen in the next page:
April 2008
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
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 Waiver 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.
April 2008
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit 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 submission was not submitted via
eZ-Audit it will not be listed. If the review is completed you cannot submit additional information. Please
check your Institution Homepage Notification section the status of your submission.
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
April 2008
To submit additional information the submission must still be under FSA review.
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit 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.
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit Schools
3. Return to your home page.
4
4. Click the Resubmit link from left navigation area.
5. Correct submission as directed in Incomplete Letter. Portions of submission deemed complete will be
read-only.
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit 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.
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit 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.
April 2008
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit 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.
April 2008
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Step-by-Step Guide to Using eZ-Audit For Not-for-profit 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
April 2008
80
____________________
Date
| File Type | application/pdf |
| File Title | eZ-Audit Proprietary School Users Manual |
| Author | Olayinka Ola |
| File Modified | 2008-04-22 |
| File Created | 2008-04-22 |