Checklist for Administration Audit:

Sl. No. Question Covered

(Yes / No)

01. Will you please explain us the responsibilities of your department?

- Understand very clearly what is within their purview and what is not
(In some organizations maintenance of IT infrastructure like UPS etc
may be within their purview and some organizations it may not be –
In some organizations Purchase function may be the responsibility of
the Admin and in some it may be the part of Finance and in some
there may be a separate Purchase function)

02. Will you please show us the records of fixed assets?

- Check for the fixed assets register – Verify whether the fixed assets
are appropriately labelled – Verify whether the recently purchased
fixed assets are part of this register – Verify whether the written off
items / lost items are still part of this register

- Check whether the periodical stock taking of the fixed assets is

carried out and any discrepancy has been brought to the notice of
the Management

- If import of items as per STPI, check for proper maintenance of bond

register and the corresponding STPI records

- Check whether there is a system of control (like Gate Pass) on the

outgoing material from the organization – Check whether such gate
passes are signed by only authorized personnel of the organization –
Check whether the item is a “returnable” or “non-returnable” item is
mentioned therein without any ambiguity – Check for the return of
the returnable items sent out of the organization for repair / other
purposes

- Check whether there is a system of control over incoming materials

- their recording – their handing over to the corresponding
department - Check for the effectiveness of the same

- Check as to how the personal belongings like USB, CD etc are

controlled in the organization – Check for the effectiveness of the
same

03. Will you please explain us as to how the organizational infrastructure is

maintained?

- Check for the records of infrastructural equipments like UPSs, ACs,

DG Sets, Water Purifiers etc and see whether they are under
 warranty / AMC

- Check whether contracts / agreements / purchase orders clearly

mention the terms and conditions of preventive maintenance /
maintenance

- Check whether the preventive maintenance schedule is up-to-date

and the schedule mentioned therein is as per the terms of the
contract / purchase orders

- Check whether the preventive maintenance is carried out as per the

schedule

- Check for the maintenance records from the suppliers and see
whether there are any serious issues – If so, check for the actions
taken

04. Will you please explain how the physical security in your organization is
handled?

- Check whether the records of the security personnel is available

- Check for the records of the background verification of the security

personnel

- Check whether the access control system is implemented effectively

– whether it is implemented in all the floors – whether it is working –
whether the badges are issued to all the employees / contractors –
whether badges of the persons who left the organizations disabled –
whether the loss of badge is informed and the lost badges are
disabled –whether the physical HID cards held by the department
are matching the total HID cards purchased minus actual HID cards
issued

- Observe whether the access control system is utilized effectively by

the staff members

- Check whether all the restricted areas have restricted access and
check for the existence of such access to only authorized personnel

05. Will you please explain us as to how your organization is protected from
calamities like Fire, Floods etc?

- Check for the existence of appropriate number of Fire Extinguishers

of appropriate type are available – Check whether they have been
inspected as required – Check whether they are in useable condition
– Check whether the security personnel / others are aware of the
usage of the fire extinguishers – Check whether security personnel
are aware of the evacuation priorities in case of fire emergency –
 Check whether any fire drills were carried out – Check for effective
working of smoke detectors if they are installed

06. Will you please explain us as to how travel arrangements are made by you
and local transport service to the employees is provided by you?

- Check for the effectiveness of the system

07. Please describe as to how the housekeeping function is carried out in your
organization?

- Check the housekeeping checklists

- Make a physical walkthrough along with the department functional

and check for appropriate housekeeping

- Interview the housekeeping personnel and check whether their

understanding is in sync with the expectations from the department

08. Will you please explain to us as to how do you get to know the complaints on
your department and how do you track them to closure?

- Check whether there is an effective system, to track complaints and

close them is available

- Check whether proper analysis of these are carried out so that their
recurrence is avoided

09. How is the performance of your department measured quantitatively

(functional objectives)? How is your department’s performance reviewed by
the senior management?

10. (If the department handles Purchase function):

Will you please explain us your purchase procedure?

- Check as to how the purchase requisitions are made to the

department – Check for the origination and completeness of these
requisitions

- Check as to how the suppliers are identified and evaluated – Check

for the evaluation records

- Check as to how the department ensures complete, correct

description of the items to be purchased and terms & conditions in
the Purchase Order

- Check for the up-to-date maintenance of Approved List of Suppliers

- Check for the records of incoming inspection

- Check for the performance tracking of the suppliers and records of
periodical re-evaluation of suppliers