A fraud or special investigation may arise at any time. Most of these types of audits are initiated by someone who comes to management with a concern. It is not always the Internal Auditor that is contacted first; however, the President, Vice President, Police Chief, or another administrator usually contacts the Internal Auditing and Management Consulting (IAMC) Department to pursue the investigation.
Once the fraud/special investigation is completed, an audit report is necessary. Special care should be exercised. The IIA Standards address the reporting of fraud, as does the Government Auditing Standards (Yellow Book). Therefore, the UWF IAMC Department will incorporate the following format for its reports:
The dissemination of the audit report is made under the direction of the President, on a need to know basis. However, all special reports are to be transmitted to the UWF Board of Trustees in the usual manner.
Should any subsequent litigation arise from this investigation, remember that working papers can be subpoenaed as evidence. Under Florida Statutes 228.093(3)(d) and 112.3189 certain personnel and student records are confidential. These working papers must be labeled "Confidential" and removed if they are to be reviewed by someone not authorized to have access to such information. Seek the advice of General Counsel should this situation arise.
Remember the working papers are to be factual and not opinionated. The job of the Internal Auditing and Management Consulting Department is to disclose the facts and present them to management for management to make decisions and take corrective actions.