Audits fall into two categories: financial and non-financial. Please see the information below to learn more about these two types of audits, or refer to the Audit Evaluation Guideline for a description of Infrastructure Canada’s annual audit of the program.
The applicant must ensure that proper and accurate accounts and records, including invoices, statements, receipts and vouchers, are kept for at least three (3) years after termination of the Agreement and will, upon reasonable notice, make them available to the Secretariat for inspection or audit.
The objective of the audit is to provide reasonable assurance that funds were expended in accordance with the Agreement. The audit will include a review of the nature and extent of supporting documentation, assessment of accuracy of claim information, verification of proper authorizations and such other due diligence reviews as appropriate.
The following information is required at the time of the visit:
- Original invoices and/or contracts supporting the claims.
- Progress and other work status reports relating to the claims.
- Bank statements and detailed general ledger pertaining to the period in which the funds were expended.
- Evidence supporting the signature of the authorized municipal official, and the engineer or project manager. This could include approved signing authorities for the municipality, contracts or other agreements signed by the engineer and or project manger; written confirmation from the engineer or project manger on their letterhead confirming their certification of the claim.
Project Site Visits:
Projects will be visited by Project Officers to review construction activity, ensure that scope of work matches the Application and that benefits identified appear to be achievable.
Environmental Site Visits:
Projects where environmental mitigation requirements are in place will be visited by the Environmental Officer. This is to ascertain that work is being undertaken in accordance with these requirements. For further information on the environmental requirements please visit the Environmental Assessment section of this site.
Tendering of Projects:
- All Contracts for the implementation of Projects will be tendered publicly and awarded in a way that is transparent, competitive, and consistent with value for money principles.
- If a public tender is not feasible, then permission from the Director of the Secretariat to go to invitational tender is required and at least three bids must be solicited.
- At some point you may be required to provide sufficient evidence that a fair and competitive bidding process was undertaken for the construction of your project. Information that should be maintained on file would include but not be limited to:
- A copy of the tender ad
- A copy of the minutes describing the opening of the tenders and the award
- Or other similar evidence that is available to you.