FEMA grant audits can occur years after project completion. Organizations that don't maintain organized, accessible documentation face findings that can result in funding recovery. Proactive evidence management prevents these problems.

Understand documentation requirements from grant award. Different grant programs have different requirements. Review the terms and conditions carefully and establish documentation protocols that meet or exceed requirements.

Cost allocation must be defensible. Every expenditure charged to the grant should be directly related to grant objectives, properly authorized, and supported by appropriate documentation. Maintain clear audit trails from expenditure to project activity.

Common audit findings include lack of supporting documentation, insufficient procurement documentation, and ineligible costs. Review OIG audit reports from similar grants to understand where problems commonly occur and strengthen your practices in those areas.

Organize documentation for efficient retrieval. Auditors may request specific documents with little notice. Systems that allow quick location of grant agreements, procurement files, expenditure records, and progress reports demonstrate good stewardship.