SayPro Documents Required from Employees
Compliance Audit Report Template
A template to detail findings from the review, including any identified discrepancies and proposed corrections
Purpose of the Compliance Audit Report
The Compliance Audit Report:
- Documents Findings: Provides a clear and structured way to document the results of the compliance review for tenders, bids, quotations, and proposals.
- Identifies Discrepancies: Highlights any areas where the documents submitted do not meet the required standards, laws, or regulations.
- Proposes Corrective Actions: Recommends specific actions or steps that need to be taken to bring the documents into compliance.
- Ensures Transparency: Ensures that all findings are communicated to the relevant employees and departments in a transparent manner, making it easier to address compliance gaps.
Structure of the Compliance Audit Report Template
The Compliance Audit Report should include the following sections:
1. Header Section
This section contains general information about the audit and identifies the specific tender, bid, or proposal under review.
- Audit Report Title: “Compliance Audit Report – SayPro Monthly Compliance Review”
- Tender/Bid/Proposal Reference Number: A unique reference number for the specific tender, bid, or proposal being reviewed.
- Employee/Department: Name and department of the employee or team that submitted the documents for review.
- Audit Date: The date when the compliance audit was conducted.
- Audit Team: Names of the SayPro Tenders, Bidding, Quotations, and Proposals Office team members who conducted the review.
- Review Period: Specify the time frame during which the documents were reviewed (e.g., January 2025).
2. Document Review Summary
This section provides an overview of the documents that were reviewed during the compliance audit.
- List of Documents Submitted: A comprehensive list of all the documents submitted for review, such as the cover letter, company profile, financial statements, technical proposals, compliance certifications, etc.
- Document Submission Format: Confirm that all documents were submitted in the correct format (e.g., PDF, Word, Excel) and according to SayPro’s standard naming conventions.
- Submission Compliance: A brief assessment of whether the submission includes all required documents. Note if any documents are missing or incomplete.
3. Findings of the Compliance Review
In this section, the findings from the compliance audit are detailed. Each document is assessed for legal, regulatory, and internal compliance, and any discrepancies are noted.
- Document Name: The specific document being reviewed (e.g., “Financial Statement”, “Bid Price Breakdown”).
- Compliance Requirement: A reference to the specific legal, regulatory, or internal compliance requirement that applies to the document (e.g., “ISO 9001 Certification”, “Tax Compliance Certificate”).
- Compliance Status: Indicate whether the document complies (Yes/No).
- Discrepancies or Issues Identified: A detailed explanation of any issues or discrepancies found in the document. This could include:
- Missing signatures or authorizations.
- Outdated or expired certifications (e.g., tax clearance certificate, business license).
- Inaccurate or incomplete financial statements.
- Errors in pricing or calculations.
- Inadequate methodology in the technical proposal.
- Missing or incomplete legal contracts or certifications.
- Severity of Issue: A rating of the severity of the non-compliance, such as:
- Minor: A small issue that can be easily corrected.
- Moderate: A significant issue that may delay the submission or require rework.
- Critical: A major issue that could disqualify the submission or result in legal or regulatory penalties.
4. Proposed Corrective Actions
For each discrepancy identified in the previous section, the compliance audit report should recommend the necessary corrective actions.
- Corrective Action: A clear, actionable recommendation for correcting the issue (e.g., “Provide an updated tax clearance certificate,” “Include signatures on the bid price breakdown,” “Revise financial statement with auditor’s approval”).
- Deadline for Correction: The timeline by which the corrective action must be completed to ensure the document is compliant (e.g., “Submit corrected document by March 10, 2025”).
- Responsible Party: Identify the employee or department responsible for addressing the issue (e.g., “Finance Department,” “Legal Team”).
5. Compliance Status Summary
This section provides an overall assessment of the compliance of the entire submission, based on the findings from the audit.
- Overall Compliance Rating: A final assessment of whether the submission is compliant or non-compliant with SayPro’s internal and external standards.
- Compliant: All documents meet compliance requirements and there are no significant issues.
- Non-Compliant: One or more critical issues were identified that may affect the approval of the submission.
- Conditional Approval: The submission can be approved with certain conditions, provided corrective actions are taken.
- Audit Conclusion: A summary of the audit’s findings, including whether the submission is likely to be approved or rejected, based on the identified discrepancies and corrective actions.
6. Audit Review and Approval
This section is reserved for final approval and sign-off by the compliance audit team and relevant departments.
- Audit Team Approval: Signatures from the audit team members confirming that the audit was conducted and the findings are accurate.
- Employee/Department Response: A section where the submitting employee or department acknowledges receipt of the audit report and outlines their plan for addressing the discrepancies.
- Final Approval: Signature of the manager or senior official from the SayPro Tenders, Bidding, Quotations, and Proposals Office who approves the report.
Sample Compliance Audit Report Template
Compliance Audit Report – SayPro Monthly Compliance Review (January 2025)
Tender Reference Number: TENDER-12345
Employee/Department: John Doe, Finance Department
Audit Date: February 15, 2025
Audit Team: Jane Smith, Compliance Officer | Mark Lee, Legal Advisor
Review Period: January 2025
Document Review Summary
| Document Submitted | Compliance Status | Comments |
|---|---|---|
| Cover Letter | Compliant | All signatures are included. |
| Company Profile | Non-Compliant | Missing ISO certification. |
| Financial Statement | Non-Compliant | Outdated tax clearance certificate. |
| Technical Proposal | Compliant | Meets all specifications. |
| Bid Price Breakdown | Non-Compliant | Calculation errors in itemized list. |
Findings of the Compliance Review
| Document Name | Compliance Requirement | Compliance Status | Discrepancies/Issues Found | Severity |
|---|---|---|---|---|
| Company Profile | ISO Certification Requirement | Non-Compliant | Missing ISO 9001 certification as required. | Critical |
| Financial Statement | Tax Compliance Certification Required | Non-Compliant | Tax clearance certificate is outdated (expired January 2024). | Moderate |
| Bid Price Breakdown | Pricing Accuracy and Calculation | Non-Compliant | Errors in itemized cost breakdown (incorrect total and tax calculation). | Minor |
Proposed Corrective Actions
| Discrepancy | Corrective Action | Deadline | Responsible Party |
|---|---|---|---|
| Missing ISO Certification | Provide updated ISO 9001 certification document. | March 1, 2025 | John Doe, Finance Dept. |
| Outdated Tax Clearance Certificate | Submit valid tax clearance certificate. | March 5, 2025 | John Doe, Finance Dept. |
| Pricing Errors | Correct itemized cost breakdown and resubmit for approval. | March 3, 2025 | Jane Smith, Procurement |
Compliance Status Summary
- Overall Compliance Rating: Non-Compliant
- Audit Conclusion: The submission is non-compliant due to critical and moderate discrepancies. If corrective actions are implemented by the specified deadlines, the submission may proceed to the next stage.
Audit Team Approval:
Signature: ______________________ Date: ______________________
Employee/Department Response:
Signature: ______________________ Date: ______________________
Final Approval:
Signature: ______________________ Date: ______________________
Conclusion
The Compliance Audit Report ensures that all documents submitted for tenders, bids, and proposals meet the necessary legal, regulatory, and SayPro compliance standards. The template provides a systematic way to document discrepancies, propose corrective actions, and track the resolution process. By using this template, employees and teams can address compliance issues promptly and ensure that their submissions meet SayPro’s high standards.
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