Single Audit Preparation Checklist (2 CFR 200 Subpart F)
Use this checklist to prepare your SEFA, controls, subrecipient files, and reporting package before the Single Audit starts. It helps you confirm applicability, close documentation gaps, and reduce last-minute audit requests.
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Overview
This checklist prepares an organization for a Single Audit under 2 CFR Part 200 Subpart F by walking through the records auditors expect to see before fieldwork begins. It covers four core areas: confirming whether the audit threshold is met, building a complete and reconciled SEFA, organizing internal control and compliance support, and assembling subrecipient and reporting package documentation.
Use it when your organization expends federal awards and needs to prove that the federal award population is complete, the amounts tie to the books, and the compliance file is ready for testing. It is especially useful at year-end, during audit planning, after major grant activity, or when prior audit findings need follow-up. The checklist is also helpful when multiple departments manage different awards and the audit owner needs one place to track status and missing evidence.
Do not use it as a generic financial close checklist. It is not meant for routine AP review, bank reconciliation, or broad internal audit work unless federal awards are part of the scope. If your organization does not meet the Single Audit threshold, or if the audit is limited to a nonfederal engagement, this template may be more than you need. The value of the checklist is in making federal compliance evidence auditable, not in covering every finance process in the organization.
Standards & compliance context
- This template aligns with the Single Audit framework in 2 CFR Part 200 Subpart F by helping you document federal award expenditures, internal controls, and compliance support before audit testing begins.
- The SEFA sections support the reporting expectations commonly reviewed under federal grant guidance, including accurate award identification, reconciliation to the books, and disclosure of accounting policies.
- Subrecipient monitoring prompts reflect the federal requirement to distinguish subrecipients from contractors and to retain evidence of monitoring, follow-up, and pass-through terms.
- The control and documentation sections support the broader internal control expectations found in federal grant guidance and common audit standards used for governmental and nonprofit entities.
- If your awards include program-specific requirements, add the applicable agency guidance, Uniform Guidance terms, or award conditions so the checklist matches the actual compliance universe.
General regulatory context for orientation only — verify current requirements with counsel or the relevant agency before relying on this template for compliance.
What's inside this template
Audit Scope and Threshold Confirmation
This section matters because it determines whether a Single Audit is required and which awards, dates, and deadlines define the audit population.
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Annual federal awards expended are calculated and documented
Document the total federal awards expended for the fiscal year and compare it to the applicable Single Audit threshold.
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Single Audit applicability confirmed under 2 CFR Part 200 Subpart F
Confirm whether the organization meets the audit requirement based on federal awards expended.
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Fiscal year-end and audit deadline confirmed
Record the fiscal year-end and the target date for completing the audit package.
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Federal award programs included in scope are identified
Select all federal programs that will be included in the audit scope.
SEFA Completeness and Reconciliation
This section matters because the SEFA is the core schedule auditors use to test whether federal expenditures are complete, accurate, and tied to the books.
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SEFA includes all federal awards expended during the fiscal year
Confirm the SEFA captures every federal award expended, including direct and pass-through awards.
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SEFA reconciles to the general ledger and grant subledger
Confirm the SEFA ties to the accounting records without unexplained variances.
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CFDA/Assistance Listing numbers are accurate and current
Verify each federal program is identified using the correct Assistance Listing number.
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Pass-through entity name and identifying information are complete
Confirm pass-through awards list the pass-through entity, award number, and identifying details required for the SEFA.
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SEFA notes disclose significant accounting policies and basis of presentation
Confirm the SEFA footnotes describe the accounting basis and any significant policies or exceptions.
Internal Controls and Compliance Documentation
This section matters because auditors need evidence that federal compliance controls exist, are assigned to owners, and are supported by organized records.
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Written internal controls over federal compliance are documented
Confirm the organization has documented controls for key compliance requirements.
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Control owners and review approvals are identified
Verify that each key control has an assigned owner and evidence of review or approval.
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Supporting documentation is organized by award and compliance requirement
Confirm source documents are filed in a way that supports auditor testing.
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Allowable cost support is available for sampled transactions
Verify sampled expenditures can be supported as allowable, allocable, and reasonable.
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Time and effort or payroll allocation support is complete
Confirm payroll allocations tied to federal awards are documented and approved.
Subrecipient Monitoring and Award Administration
This section matters because pass-through responsibilities are a frequent audit focus and missing monitoring evidence is a common deficiency.
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Subrecipient versus contractor determinations are documented
Confirm each vendor relationship has been evaluated and classified appropriately.
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Subaward agreements include required federal terms and conditions
Verify subaward documents include required award information and compliance clauses.
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Subrecipient monitoring activities are performed and documented
Confirm monitoring reviews, site visits, desk reviews, or follow-up actions are documented.
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Subrecipient audit reports and follow-up actions are tracked
Verify subrecipient audit results are reviewed and any issues are tracked to resolution.
Reporting Package and Closeout Readiness
This section matters because the final audit package must show prior findings, current issues, sign-offs, and a clear path for auditor requests.
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Reporting package components are assembled
Confirm the required reporting package documents are complete and ready for review.
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Prior-year audit findings are addressed or updated
Verify prior findings have documented corrective actions or current status updates.
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Current-year findings and questioned costs are evaluated
Confirm any current-year issues have been assessed for inclusion in the reporting package.
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Management representation and sign-off package is prepared
Confirm leadership review and approval are ready for the final audit package.
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Audit support contact list and document request tracker are current
Verify the audit point-of-contact list and PBC tracker are up to date.
How to use this template
- Confirm the fiscal year-end, calculate annual federal awards expended, and document whether the Single Audit threshold is met for the year.
- List every federal award in scope, then assign each section of the checklist to the person who owns the underlying records and approvals.
- Reconcile the SEFA to the general ledger and grant subledger, then correct any missing awards, misclassified expenditures, or outdated Assistance Listing references.
- Gather control narratives, approval evidence, payroll allocations, and sampled transaction support in folders organized by award and compliance requirement.
- Review subrecipient determinations, subaward terms, monitoring evidence, and prior-year findings, then update the reporting package and request tracker before audit fieldwork starts.
Best practices
- Tie every SEFA line to a source report or ledger extract so the auditor can trace the amount without asking for a second reconstruction.
- Document the basis for each subrecipient versus contractor determination before the award is executed, not after monitoring begins.
- Keep payroll allocation support current for the full fiscal year, especially when staff split time across multiple federal awards or cost centers.
- Store compliance evidence by award and by requirement so sampled transactions can be pulled quickly during fieldwork.
- Flag unresolved prior-year findings separately from current-year issues so management can see what is closed, what is recurring, and what still needs action.
- Use a single document request tracker for all audit asks to avoid duplicate responses and missed deadlines.
- Photograph or scan signed approvals, subaward terms, and monitoring evidence at the time they are completed instead of waiting until year-end.
What this template typically catches
Issues teams running this template most often surface in practice:
Common use cases
Frequently asked questions
Who should use a Single Audit Preparation Checklist?
Finance, grants, compliance, and accounting teams use it to get ready for a Single Audit before the auditor arrives. It is especially useful for organizations that expend federal awards and need to confirm SEFA completeness, control documentation, and subrecipient records. If multiple departments touch grant activity, this checklist helps assign ownership instead of leaving audit prep to one person.
What organizations does this checklist apply to?
It applies to nonfederal entities that expend federal awards and may be subject to a Single Audit under 2 CFR Part 200 Subpart F. That includes many nonprofits, universities, local governments, and other recipients or subrecipients of federal funds. It is not a general financial audit checklist, so it should be used when federal award compliance and reporting are in scope.
How often should this checklist be completed?
Use it annually, aligned to the fiscal year-end and the Single Audit reporting deadline. Many teams start it before year-end close so SEFA, subrecipient monitoring, and support files are already organized when the audit begins. If your federal funding mix changes during the year, update it again before final reporting.
Who should own the checklist and gather the evidence?
Ownership usually sits with the controller, grants manager, or compliance lead, with input from payroll, procurement, program staff, and subrecipient managers. The best practice is to assign each section to the person who actually maintains the records, not just the person who signs the final package. That reduces gaps in support and makes follow-up faster when auditors ask for backup.
How does this relate to SEFA and the reporting package?
The checklist is designed to prepare both the Schedule of Expenditures of Federal Awards and the supporting audit package. It prompts you to reconcile federal expenditures to the general ledger, confirm Assistance Listing information, and gather the notes and sign-offs that auditors typically request. It also helps you identify prior-year findings and current-year issues before the reporting package is finalized.
What are the most common mistakes this checklist helps prevent?
Common issues include an incomplete SEFA, mismatched grant totals between the ledger and subledger, missing Assistance Listing numbers, and weak documentation for payroll allocations. Teams also miss subrecipient monitoring evidence, outdated subaward terms, and unresolved prior-year findings. This checklist surfaces those gaps early so they can be corrected before fieldwork.
Can this checklist be customized for our grant portfolio or ERP?
Yes. You can add award-specific compliance requirements, internal review steps, or document links for your ERP, grant management system, or shared drive. Many teams also tailor it by funding source, such as education, health, housing, or research grants, so the evidence list matches the actual compliance requirements being tested.
Does this replace the auditor's request list or workpaper package?
No. It prepares your organization to respond efficiently to the auditor's request list and workpaper needs. Think of it as the internal readiness layer that makes the audit package easier to assemble and review. A clean checklist does not replace audit evidence, but it helps ensure the evidence exists and is organized before the request arrives.
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