11-2 Funding claim audits and record keeping audits

Purpose of the funding claim audit

The purpose of a funding claim audit is to:

• verify that the service is claiming and receiving the correct amount of funding
• verify that a service is meeting the record keeping requirements
• provide advice and assistance to services about record keeping requirements.

Documentation required

You must supply the following documentation, for the period for which you are being audited, to the Ministry’s Resourcing Auditors as part of the funding claim audit:

• RS7 Return.
• Attendance Registers.
• Enrolment Records.
• Staffing Records.
• Copies of practising certificates and Early Childhood qualifications (Teacher-Led services only).
• Copies of New Zealand primary teacher qualifications (Teacher-Led services only).
• Copies of overseas qualifications and the NZQA assessment of those qualifications (Teacher-Led services only).
• Copies of the letter of registration with an ECE or primary endorsement from the New Zealand Teaching Council (Teacher-Led services only).
• Completed EC12 and EC13 Forms.
• Audited general purpose financial statements or special purpose financial report.
• Records that demonstrate the employment relationship and the pay rate of the employed certificated teacher (education and care services and hospital-based services only).
• Fee information that confirms what parents are charged for their children’s attendance/enrolment.

Services will be audited on

Services of all types will be audited to verify the accuracy of their funded child hour entitlement claims including record keeping requirements for 20 Hours ECE.

Services that are required to keep a Staff Hour Count (education and care services, hospital-based services and all-day kindergartens), will also be audited on:

• Certificated and Other Teacher Hour claims
• qualifications of certificated teachers

Education and care services and hospital-based services that attest to paying all employed certificated teachers at least the amount specified in the Base Salary Scale described in Appendix 4 must hold verification of this attestation. This must include copies of signed employment contracts, letter of appointment and letter(s) confirming changes in salaries paid to certificated teachers, including certificated relievers.

Education and care services that attest to paying all employed certificated teachers according to the criteria for the salary scales described in Section 3-B-2 must hold verification of this attestation and evidence of the factors used to determine a teacher’s initial and current salary step. This must include copies of signed employment contracts, letter of appointment and letter(s) confirming changes in salaries paid to certificated teachers, including certificated relievers. It must also include evidence of service recognition, previous relevant work experience, salary progression and other factors used to determine a teacher’s initial and current salary step.

Section 3-B-2

The audit visit and report

The Resourcing Auditor will contact your service before the visit takes place, advising the time of the visit and the documentation you will need to have available.

Funding claim audits of home-based care networks will take place in the area in which the network operates.

An audit of a centre will generally take a full day, although sometimes longer periods may be required. The Resourcing Auditor will need a quiet place in which to work and access to a staff member who can answer any questions that arise.

At the end of the visit the Resourcing Auditor will provide a verbal report of the findings to the licensee or the licensee’s authorised delegate.

A formal written report will be sent to the service provider contact person.

Funding and staffing adjustement

If the audit determines the service has been incorrectly funded the service may have their funding adjusted in the next funding cycle.

Funding and attestation adjustments

Education and care services or hospital-based services who are found to have not met their attestation obligation for the Base Salary Scale described in Appendix 4 may have their funding adjusted to the applicable 0 – 24% base funding rate.

Education and care services or hospital-based services who are found to have not met their attestation obligation for Step 1 to 6 of the salary scale described in Appendix 4 may have their funding adjusted to the applicable base funding rate.

The following table details how the funding rate will be determined based on the salary requirements met by the service:

Education and care services or hospital-based services who are found to have not met their attestation obligation for Extended Parity Salary Scale described in Appendix 4 may have their funding adjusted.

The following table details how the funding rate will be determined based on the salary requirements met by the service:

Education and care services or hospital-based services who are found to have not met their attestation obligation for the Full Parity Salary Scale described in Appendix 4 may have their funding adjusted.

The following table details how the funding rate will be determined based on the salary requirements met by the service:

Appendix 4

Requesting a review of an audit

The service provider contact person can request a review of any audit findings in the report. The request must be filed within 20 working days of the receipt of the audit letter advising of the audit findings.

The request for a review should be sent to [email protected].