Internal and external audits are a regular part of the administrative process, and you may be asked to provide records or information during an audit.
If you are contacted directly by external auditors, contact Cost Analysis (kcroft@mit.edu). Contact Cost Analysis if you are unsure whether an external audit has been approved, or if you have any other questions about an ongoing audit.
Maintaining Records for Audits
The best way to ensure audits go smoothly is to maintain complete, orderly records. MIT relies on central databases and records whenever possible. However, DLCIs often maintain other needed information, such as the back-up documentation for an expense transfer or the certification of a monthly expenditure statement.
Types of Audits
Federal and non-federal sponsors audit the Institute’s sponsored accounts and processes to ensure compliance with sponsor requirements.
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Uniform Guidance Subpart F requires an annual external audit of non-profit institutions expending more than $1,000,000 in federal funds. The audit reviews expenditures for allowability, allocability, and adherence to sponsor requirements and Institute policies.
The Institute engages PricewaterhouseCoopers (PwC) to perform this audit and other Institute-wide financial and compliance audits. The audit report is available from the Office of the Vice President for Finance.
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Federal agencies can engage the Institute in an audit at any time to review individual awards or multiple projects. Federal auditors perform systems audits, contract-specific audits, and other compliance audits. The majority of external systems audits are performed to comply with the requirements of Uniform Guidance.
The Defense Contract Audit Agency (DCAA) is MIT’s cognizant federal audit agency.
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Sponsors may require audits during the award period or at the close of the award, depending on the terms and conditions in the award. Requirements are included in the notice of award.
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The MIT Audit Division conducts annual process audits across various units at MIT. If selected for an internal audit, review their information on what to expect.
Information Available to Auditors
MIT will provide government auditors with access to all documents and data that are relevant to government audit purposes on a reasonably timely basis.
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The Defense Contract Audit Agency has online access to relevant Institute accounting and sponsored projects records. It may access these data freely for the purpose of audit engagements that have gone through the appropriate opening procedures.
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The Defense Contract Audit Agency and other government auditors may freely access the most up-to-date online versions of Institute policy and procedure documents.
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MIT will provide government auditors with copies of all published (i.e., available to the general public) documents upon verbal request. The Institute will also endeavor to provide the Defense Contract Audit Agency with hard copies of important published Institute reports that are not available online.
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MIT will provide government auditors with copies of all relevant unpublished Institute documents, except those deemed by the Institute to be legally privileged or protected.
Questions about whether a particular document (including special data analyses) might be deemed to be privileged or protected should be directed to the appropriate contact before that information is provided:
- Defense Contract Audit Agency as auditor: Contact Cost Analysis (kcroft@mit.edu)
- PricewaterhouseCoopers (PwC) as auditor: Contact Controller in Office of the Vice President for Finance
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Government auditors may interview Institute personnel in connection with any audits that have gone through the appropriate opening procedures. VPR will set up these interviews upon request by government auditors. It is normal for VPR staff to be present at all such interviews.
Updated August 18, 2025