AUDITS & RETURNING FUNDS

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AUDIT INFORMATION

With guidance from an independent auditing firm, McGee Hearne & Paiz, LLP (MHP), a sampling of COVID-19 Business Relief Program recipients will be audited in the coming weeks. Entities chosen for the audit pool will receive an email with instructions on next steps. MHP will conduct the audits, which will be handled at the business level, not application or program levels. Fund recipients are encouraged to collect documentation used to calculate their fund amounts in the event they are audited. 

COVID-19 BUSINESS RELIEF PROGRAM TIP FORM

The Wyoming Business Council created a form for concerned citizens to share information regarding the COVID-19 Business Relief Program, fund applicants, or grants dispersed. Please refer to the information provided at www.wyopen.gov as you complete this form. All information collected is anonymous but is subject to review and disclosure under the Wyoming Public Records Act.

RETURNING FUNDS

 Any entity wishing to return money received from one of the Business Relief Program funds should log in to their account, navigate to the relevant business profile then click on the “Voluntary Returns” tab and follow the steps outlined. Returning complete funds will remove you from the third-party audit list and you will not need to provide any supporting documentation. Funds must be returned by November 30 to be removed from the audit pool. The final deadline for returning funds is December 18.  

If you return partial funds, please provide an explanation regarding the partial fund calculation. The State Auditor’s Office will issue updated 2020 1099 Forms that can be used for tax purposes for anyone returning funds in a timely manner. 

VIDEO TUTORIAL

We've created a helpful video tutorial to walk you through the audit process including how to upload documentation and voluntarily return funds. Click on the link below to view the video.

FREQUENTLY ASKED QUESTIONS

Is there any way to avoid being audited altogether?


The only way to ensure a business does not get audited is if they voluntarily return the entirety of funds received on or before November 30, 2020. Funds may be returned by logging in to your account, navigating to the relevant business profile then clicking on the “Voluntary Returns” tab and following the steps outlined. Returning complete funds by Nov. 30 will remove you from the third-party audit list and you will not need to provide any supporting documentation. The State Auditor’s Office will issue updated 2020 1099 Forms that can be used for tax purposes for anyone returning funds in a timely manner.




How do I upload my audit documents?


To upload necessary documentation, log into your Business Relief Program account at wybusinessgrants.force.com/brp, click on the “Audit” tab, and navigate to the relevant business profile. Then follow the steps outlined. A video tutorial is available to help walk you through the process. This information must be uploaded to your account by Wednesday, November 25. If you fail to upload the documentation by the due date, you will be asked to return all funds received.




What documents will be required to complete the audit?


Contracted accounting firm, McGee, Hearne & Paiz, LLP (MHP), created a list of information used in grant applications for the Wyoming Business Relief Program Funds. Entities selected for audit should provide the relevant items from the list below. (Allowable formats include xls,xlsx,csv,doc,docx,pdf,jpg,gif,tiff,png,txt,bmp,tif,ppt,pptx,xlsm,rtf) 1. Revenue/Income: - Total Revenue Lost - Explanation of how this amount was determined and supporting financial statements used to support computation. - Other Revenue Lost - Explanation of how this amount was determined and information used to support the calculation. - Accounts Receivable Lost - Listing of accounts receivable written off due to customers’ inability to pay due to COVID-19. - Contract Income Lost - Listing including customer name and amount of lost contract revenue due to COVID-19. - Profit/Loss Statements - Showing gross revenue from 3/13/20 to application date and showing gross revenue from 3/13/19 to same date in 2019. 2. Expenses: - PPE Expenses - Listing of amounts spent and copies of invoices supporting these items. - Signage Expenses - List of amounts spent and copies of invoices supporting these items. - Extraordinary Cleaning Expenses - Explanation on how this amount was determined such as new cleaning equipment, cleaning supplies and/or additional cleaning shifts or outside cleaning services used. - Other COVID-related Expenses - Description and any invoices or other support for these amounts. - Operating Expenses - Statement showing operating expenses from 3/13/20 to the application date unless already shown on your profit/loss statement. - Extraordinary COVID-related Expenses - If extraordinary COVID-related expenses were provided, supporting schedules or reports for COVID-related payroll, business supplies, rent/mortgage or other expenses from 3/13/20 to the application date. 3. Agriculture Fund Expenses: - Extraordinary Livestock Feed and Supplement Costs - List of amounts spent and copies of invoices supporting these items and why the amount was extraordinary. - Extraordinary Custom Hire/Labor Costs - List of amounts spent and copies of invoices/payroll reports supporting these labor amounts and why amount was extraordinary. - Extraordinary Fertilizer, Chemical and Seed Costs - List of amounts spent and copies of invoices supporting these items and why the amount was extraordinary. 4. Cost Savings (Interruption & Supplemental Relief Funds): - Labor Cost Savings – Computation for this amount and payroll reports used to support this. - Inventory Cost Savings - Description of how this was determined, and internal reports used to support this. - Supply Cost Savings - Description of how this was determined, and internal reports used to support this. - Other Cost Savings - Description of how this was determined, and internal reports used to support this. - This Year’s Cost Savings Summary - If this year’s cost savings were reported, explanation on how this was calculated and support for the amount reported.




Can I just email the documents?


To ensure the security of your information, it is important that you use only the online portal to upload your documents. Our audit team will ONLY have access to documents submitted through the online portal. Documents delivered in any other way will NOT be considered.




Can I use my phone or other mobile device to upload documents?


No, the system is not mobile-friendly and all documentation must be uploaded using a desktop or laptop computer.




I already provided this information when you reviewed my application, do I need to provide it again?


To ensure the privacy and security of your confidential information, we have created a specific location for required audit documents for access by our audit team. It is important that you provide all the requested documents through the process outlined above, even if you have provided it with previous application(s). We will never ask you to email your documents or submit them any other way than via the secure portal.




How do I return funds to the WBC?


Any entity wishing to return money received from one of the Business Relief Program funds should log in to their account, navigate to the relevant business profile then click on the “Voluntary Returns” tab and follow the steps outlined. Returning complete funds will remove you from the third-party audit list and you will not need to provide any supporting documentation. Funds must be returned by November 30 to be removed from the audit pool. The final deadline for returning funds is December 18. If you return partial funds, please provide an explanation regarding the partial fund calculation. The State Auditor’s Office will issue updated 1099 Forms that can be used for 2020 tax purposes for anyone returning funds in a timely manner.




What authority does the WBC have to conduct these audits?


The authority to conduct audits is found within the statutes creating the Business Relief Programs as well as the program rules governing each program’s administration; applicants accepted these terms in applying for the programs. Further, each applicant accepted the potential for audit – and agreed to comply – as part of the certification statements when they submitted their application.




What must I do if the audit determines I received funds for which I was not eligible?


In this instance, the WBC will provide instructions which will outline the specific process for these funds to be returned. Applicants who fail to return funds as required will be subject to additional action.




What if the audit indicates fraud on the part of an applicant?


In the case of suspected fraud, the WBC will rely on its partners in the Wyoming Attorney General’s Office, the Wyoming Division of Criminal Investigation and other federal agencies for investigation. Fraudulent applicants may be subject to state and/or federal charges and other civil and criminal penalties as allowed by law.




Who can I contact for help?


We recommend you work with your accountant, bookkeeper, or local lender to collect necessary documentation to complete your audit request. For technical assistance, please call our toll-free hotline at 1-877-257-7844.




Are the results of these audits a matter of public record?


Individual audit results are confidential under the Wyoming Public Records Act and cannot be released to the public. The WBC will be unable to respond to any requests for information on any specific applicant’s selection for audit or not, nor the findings of any audit.




How does the return of any funds, voluntary or otherwise, affect my tax situation?


Any funds returned to the WBC for any reason will be processed to reflect the return on the 1099 statement issued for tax year 2020 so long as those funds are received on or before December 18, 2020. Funds received after that time may require a corrected 1099 to be issued. The WBC cannot provide tax, business, or legal advice; businesses with questions specific to their situation should seek out a competent professional of their choice.




Do I still have to report on my Expenditure Plan if I am audited?


Yes, that report will become available on December 1 and instructions will be sent via email. The formal audit and the Expenditure Report reconciliation are separate processes, even if they may depend on similar information. For more information on the Expenditure Plan Reporting, please visit https://www.wyobizrelief.org/expenditure-reporting-resources




I have been selected for audit, but I do not wish to participate. What can I do?


Any applicant submitted for audit can remove themselves from the audit pool by voluntarily returning the entirety of funds received. Funds may be returned by logging in to your account, navigating to the relevant business profile then clicking on the “Voluntary Returns” tab and following the steps outlined. Returning complete funds by Nov. 30 will remove you from the third-party audit list and you will not need to provide any supporting documentation. The State Auditor’s Office will issue updated 2020 1099 Forms that can be used for tax purposes for anyone returning funds in a timely manner.




Why is the WBC conducting these audits?


As conscientious and responsible stewards of these federal CARES Act dollars, the WBC is obligated to ensure funds were paid only to eligible businesses and only for allowable losses and expenses. These audits will help ensure the integrity of the program and that funds are directed to those applicants with a genuine need.




Will I be asked to email my documentation?


To ensure privacy and security of your confidential information, all audit information must be uploaded to the secure portal. You may receive emails from MHP auditors or WBC staff requesting additional documentation, but we are unable to accept information submitted by email (or any other method).




How is the WBC determining which applicants will be audited?


In cooperation with our audit contractor, McGee Hearne & Paiz, LLP (MHP), the WBC developed a list of objective criteria against which applicants’ submissions could be evaluated for overall audit risk. From this list, a random sampling of applicants was performed to create the final audit pool which was further informed by the WBC’s BRP tip submission form.




What happens if I do not provide the required documents by the deadline?


Applicants who fail to comply with the audit process are required to immediately return all funds received. Funds may be returned by logging in to your account, navigating to the relevant business profile then clicking on the “Voluntary Returns” tab and following the steps outlined. The WBC will take all appropriate actions against applicants who fail to return funds upon request.




Can I get an extension?


No. For the State of Wyoming to comply with federal rules of the CARES Act, all funds must be expended and any reviews or audits complete before the end of the year 2020.