Audit Deadlines (UPDATED: Feb 04, 2019)
DAGS accepts audit submissions for two months for Summer, Fall and Winter term. Audit submission periods* are as follows:
- Summer: August 1 to September 31
- Fall: December 1 to January 31
- Winter: April 1 to May 31
If the final day of the audit submission period falls on a weekend or holiday, the deadline will be extended to the next business day.
NOTE: THE FALL 2018 AUDIT PERIOD HAS BEEN EXTENDED TO THE END OF MARCH 2019. CONTACT VPFO@DAGS.CA IF YOU HAVE QUESTIONS!
PLEASE DROP-OFF SOCIETY AUDIT BOOKS IN THE DAGS OFFICE. SEE OUR CONTACT US PAGE FOR LOCATION & HOURS.
*Please note that we are in the midst of drafting new regulations and policy surrounding audit periods, packages & requirements. Detailed instructions and guidelines will be available to members soon. Contact our VPFO if you have any questions!
How to Submit a Successful Audit Package
In order to receive your society's DAGS funding disbursement for the term, please follow these instructions. Please note: only Societies whose members pay the DAGS fee may apply for Society Funding.
1. Ratify with the DSU
Only societies ratified with the Dalhousie Student Union (DSU) may receive DAGS Society Funding. Ratification expires every May, so make sure you re-ratify at the beginning of May every year. Be sure to apply for ratification well in advance of the DAGS audit submission period, as the approval process can take several weeks. For detailed instructions on DSU ratification, see DSU Ratification Instructions.
2. Attend Treasurer Training
If you are a newly-elected society treasurer, or just want to brush up on your treasurer skills, please contact our Office Coordinator to set up a Treasurer Training session. At this 30-minute session, you will receive tips on how to keep your society's financial records and how to prepare for the DAGS audit.
3. Make an Annual Budget
Every year, put together an annual society budget, in collaboration with other members of your society. Include columns for both budget and actual values for each expense and revenue source.
4. Keep Meeting Minutes
Every time your society executive meets, have someone take down minutes. Print these out and have your society executive sign them. Signed minutes show us that your society has been active in a given term.
5. Keep Financial Records
Keep track of all society income and expenses as instructed during Treasurer Training. See Treasurer Training Documents for specific bookkeeping instructions.
6. Submit Audit Materials
Every term, in order to receive your Society Funding disbursement cheque, you must submit the following to DAGS for the term under audit:
For the Board Regulation governing audit requirements and evaluation, see Regulations.
1. Ratify with the DSU
Only societies ratified with the Dalhousie Student Union (DSU) may receive DAGS Society Funding. Ratification expires every May, so make sure you re-ratify at the beginning of May every year. Be sure to apply for ratification well in advance of the DAGS audit submission period, as the approval process can take several weeks. For detailed instructions on DSU ratification, see DSU Ratification Instructions.
2. Attend Treasurer Training
If you are a newly-elected society treasurer, or just want to brush up on your treasurer skills, please contact our Office Coordinator to set up a Treasurer Training session. At this 30-minute session, you will receive tips on how to keep your society's financial records and how to prepare for the DAGS audit.
3. Make an Annual Budget
Every year, put together an annual society budget, in collaboration with other members of your society. Include columns for both budget and actual values for each expense and revenue source.
4. Keep Meeting Minutes
Every time your society executive meets, have someone take down minutes. Print these out and have your society executive sign them. Signed minutes show us that your society has been active in a given term.
5. Keep Financial Records
Keep track of all society income and expenses as instructed during Treasurer Training. See Treasurer Training Documents for specific bookkeeping instructions.
6. Submit Audit Materials
Every term, in order to receive your Society Funding disbursement cheque, you must submit the following to DAGS for the term under audit:
- Audit Cover Letter (see Treasurer Training Documents for form)
- General Ledger
- Cheque Book
- Deposit Book or Bankbook
- Monthly Bank Reconciliations (see Treasurer Training Documents for template with instructions)
- Bank Statements
- Transaction Records for all transactions (see Treasurer Training Documents for template)
- Society Annual Budget (see Treasurer Training Documents for template)
- Signed Meeting Minutes (min. 2 signatures)
For the Board Regulation governing audit requirements and evaluation, see Regulations.