Admin · Audit Prep

Annual Audit Prep · 2025 fiscal year

Auditor-facing workspace. Pre-stages every document, working trial balance, and supporting schedule the auditor will request. Reduces the typical 3-week prep scramble to 3 days.

Audit: Status: Field work May 13–15 · 73% prepared

73%Documents staged

8Auditor questions open

3Missing items

14Schedules complete

15dUntil field work

Auditor PBC list (Provided By Client)

Financial statements & ledgers · 95%

✓2025 Year-end Trial BalanceAppFolio export · Mar 4

✓2025 General Ledger detailAppFolio · Mar 4

✓2025 Bank reconciliations (12 mo)Drive · Accounting / 2025

✓AR aging at 12/31/2025AppFolio

○2024 reconciled audit closing entriesAwaiting · Kyle

Bank confirmations & statements · 100%

✓Operating account · all 12 monthly statementsFirst Federal · uploaded

✓Reserve account · all 12 monthly statementsFirst Federal · uploaded

✓CD investment statements (4)Capital City Bank

✓Bank confirmation letter (signed by President)Sent to bank Apr 14

Budget & assessments · 100%

✓2025 Approved budgetDrive · 2025 Annual Budget

✓2025 Budget approval BOD minutes11/13/2024 BOD

✓2025 Assessments billed scheduleAppFolio

✓Special assessments (none in 2025)N/A

Reserves & SIRS · 80%

✓2024 Reserve study (current)Drive

✓2024 SIRS report (Plaza Tower)Drive · 718.301(4)(p)

✓2025 Reserve contributions scheduleAppFolio

○Mid-cycle SIRS check (overdue)⚠ Quarterly task escalated

Vendor & payable detail · 60%

✓Vendor list with W-9s86 vendors

✓2025 1099 filingsDrive · Taxes

✓All contracts > $10kDrive · Contracts

○12/31/2025 unpaid invoices scheduleKyle preparing

Governance & compliance · 90%

✓2025 BOD & Annual meeting minutesAll approved & uploaded

✓BOD certifications + affidavitsAll current

✓2025 Sunbiz Annual ReportFiled Feb 11, 2025

✓Insurance policies (master, D&O, fidelity)Drive · Insurance

✓Litigation log (none active)Counsel confirmation

Open auditor questions

Confirm reserve transfers timing in November 2025

From: Sarah Mitchell (DHG audit senior) · Apr 18

Replied Apr 19 with bank statement showing the transfer dated 11/15/2025 and the corresponding Reserve account deposit dated 11/15/2025. Both attached. ✓ Resolved

Reconciliation between AppFolio AR and 2025 1099 vendor totals

From: DHG audit · Apr 22

Replied Apr 23 with reconciliation worksheet (attached) explaining the $1,840 timing difference (Dec 30 invoice paid Jan 4, 2026). ✓ Resolved

Provide minutes documenting the 2025 audit-firm engagement

From: DHG audit · Apr 24 · still open

Pending — locating the BOD meeting where DHG was re-engaged. Likely Aug 2024 board meeting. Tizi reviewing.

Walk-through of NOLA process for any owner forwarded to legal in 2025

From: DHG audit · Apr 24 · still open

Pending — preparing 2025 collections summary. AGF received 2 referrals in 2025 ($4,217 recovered). Documenting per collections workflow.

Why is the Reserve account 92% funded against 2024 study?

From: DHG audit · Apr 26 · still open

Pending — Treasurer Lopez preparing memo. Variance is on Elevator Modernization line (62% funded). BOD evaluating special assessment vs amended contributions. Memo + meeting minutes referenced.

Field work prep · May 13–15

Day 1 · May 13

Walkthrough + sample selection

DHG team on site at the management office. Walkthroughs of cash receipts, AR aging, AP cycle. They select samples from 2025 transactions for testing.

Day 2 · May 14

Substantive testing

Pull samples from AppFolio, match to bank statements, verify supporting docs. Treasurer + Kyle available for questions.

Day 3 · May 15

Wrap + open items

Review any remaining open items. Schedule follow-up calls. Estimated draft audit by mid-June. Final by July 31.

Auditor portal access: DHG team has read-only access to a dedicated /audit-2025 route with all PBC documents, Drive folder shares, and AppFolio export bundle. Every download logged. Access expires Aug 1, 2025. They never see the rest of the staff portal.