Tourism Promotion Fund
Audit Checklist for $5,000 Fair & Festival Grants
And Up to $ 7,500 Grants
The goal of the West Virginia Division of Tourism is to process reimbursement requests in 30 days or less, if all of the below listed guidelines have been followed. If items are received that are missing copies of checks, invoices, etc., there may be delays in payments. Also, please keep in mind that checks are actually issued from the West Virginia Auditor’s Office, and their turn-around time is typically 7–10 days after they receive the necessary information from the West Virginia Division of Tourism. If you have any questions/comments regarding this audit checklist, please call our Internal Auditor, Eric Ayersman, CPA, at 304.957.9386.
1. Request for reimbursement to West Virginia Division of Tourism is on company/agency letterhead.
2. Request for reimbursement contains grant dates, grant number, and amount of reimbursement request.
3. Amount requested from West Virginia Division of Tourism is up to 50% of total amount of supporting invoices, which are attached, for Fair and Festival Grants, or up to 75% for up to $ 7,500 grants. (Statements are not acceptable).
4. Reimbursement request contains period of service, which is within grant period.
5. Reimbursement request contains an original signature.
6. If reimbursement is being sought for newspaper ads, are copies of tear sheets attached which bear the name of the publication, the dates of the publication, along with a copy of the invoice which covers the cost of placing the ad, and a copy of the cancelled check and/or bank statement attached?
7. Do dates that ads ran correspond with invoices?
8. Is the West Virginia Logo on the ad, and is its size and placement in accordance with the West Virginia Division of Tourism’s Logo Standard’s Guide?
9. If reimbursement is being sought for television ads, is an invoice attached for the “net” cost with an affidavit of performance from the station, and is a copy of the cancelled check and/or bank statement attached?
10. Is a copy of the DVD that aired attached?
11. Does the DVD contain the West Virginia Logo, and is its size and placement in accordance with the West Virginia Division of Tourism’s Logo Standard’s Guide?
12. If reimbursement is being sought for radio ads, is an invoice for the “net” cost attached, with the actual script that aired attached, along with a copy of the cancelled check, or a CD attached?
13. Does the invoice containing the script, or the CD that is attached, contain the West Virginia Brand Identity and is its placement in accordance with the West Virginia Division of Tourism’s Logo Standard’s Guide?
14. If reimbursement is being sought for a direct-mail piece, are the invoices attached which contain the cost of printing the material, along with a copy of the cancelled check, and along with US Postal Service receipt or mailing house invoice showing where items were part of a direct-mail campaign?
15. Does the direct-mail piece contain the West Virginia logo, and is its size and placement in accordance with the West Virginia Division of Tourism’s Logo Standard’s Guide?
16. If reimbursement is being sought for production expenses, is an invoice attached, is amount capped at 15% of total cost of direct advertising, not to exceed $ 22,500 per media category?
17. If reimbursement is being sought for billboards, is the invoice attached which contains the space cost, along with a copy of the check?
18. Are photos enclosed of the billboards, and do they bear the West Virginia Logo and is its size and placement in accordance with the West Virginia Division of Tourism’s Logo Standard’s Guide?
19. If reimbursement is being sought for postage, a receipt is needed, or a copy of an invoice, along with a copy of the check.
20. After 50% of the grant has been drawn, are copies of the partner checks on hand with the West Virginia Division of Tourism?
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Audit Checklist rev. 5/30/13-38
WV Division of Tourism • 90 MacCorkle Ave. SW • South Charleston, WV 25303 • 304-558-2200 • Fax 304-558-4893