Admissions, enrolment and student master
Risk: Admissions, withdrawals, concessions or student master changes are not approved, complete or reconciled to fee billing.
Controls
- Admission approval workflow
- Student master maker-checker
- Withdrawal approval
- Concession and quota review
Tests
- Match admissions to application, approval, fee plan and student master
- Test withdrawals and transfer certificates
- Review concession, scholarship and quota changes
- Reconcile enrolment count to fee billing
Evidence
Admission form, approval record, student master dump, concession approval, withdrawal/TC record and enrolment reconciliation.
Fee billing, collection and receivables
Risk: Tuition, transport, hostel, exam or other fees are under-billed, waived, collected outside system or not reconciled.
Controls
- Approved fee structure
- Automated fee billing
- Receipt and bank reconciliation
- Waiver approval
Tests
- Recompute fee billing by class/course/category
- Match receipts to bank/payment gateway
- Age fee receivables and write-offs
- Review manual receipts and fee waivers
Evidence
Fee circular, student ledger, receipt register, payment gateway report, bank statement, waiver approval and ageing.
Scholarships, concessions and restricted funds
Risk: Scholarships, concessions, donations or restricted grants are applied to ineligible students or used outside approved purpose.
Controls
- Eligibility verification
- Scholarship sanction review
- Restricted-fund tagging
- Utilisation review
Tests
- Sample scholarship eligibility and sanction
- Trace concession posting to student ledger
- Reconcile restricted funds to utilisation
- Review old unutilised balances
Evidence
Scholarship file, eligibility proof, sanction letter, student ledger, restricted-fund ledger and utilisation certificate.
Grants, donations and fund accounting
Risk: Government grants, CSR support, donations, capitation-like receipts or corpus funds are misstated or diverted.
Controls
- Grant agreement tracking
- Donation receipt control
- Fund-wise ledger
- Utilisation certificate review
Tests
- Match grants/donations to sanction, receipt and fund ledger
- Review utilisation against terms
- Test restricted/corpus fund movement
- Scan unusual manual receipts
Evidence
Grant sanction, donation receipt, fund ledger, bank proof, utilisation certificate, donor restriction and management approval.
Payroll, faculty workload and outsourced staff
Risk: Salary, visiting faculty, contractual staff, overtime, PF/ESI/PT/TDS or outsourced staff costs are unsupported.
Controls
- HR master review
- Attendance/workload approval
- Payroll input maker-checker
- Outsourced manpower verification
Tests
- Match payroll to appointment, attendance and bank payment
- Review faculty workload and visiting-faculty claims
- Test statutory deductions and challans
- Match outsourced invoices to deployment sheets
Evidence
HR master, appointment letter, timetable/workload, attendance, payroll register, bank proof, challans and deployment sheet.
Procurement, stores, library and laboratories
Risk: Books, lab equipment, consumables, uniforms, meals, repairs or services are procured without budget, quotation or receipt evidence.
Controls
- Budget approval
- Quotation/PO control
- GRN/service confirmation
- Stores/library issue records
Tests
- Match requisition, quotation, PO, receipt and invoice
- Review split purchases and emergency procurement
- Test lab/store issues and library acquisitions
- Check vendor onboarding and related-party flags
Evidence
Budget, requisition, quotations, PO, GRN/service note, invoice, stores issue, library accession record and vendor file.
Fixed assets, infrastructure and capex
Risk: Buildings, classrooms, labs, IT assets, buses or equipment are unauthorised, not tagged, not physically verified or wrongly capitalised.
Controls
- Capex approval
- Capitalisation checklist
- Asset tagging
- Physical verification
Tests
- Sample capex against approval, invoice and installation
- Review CWIP ageing and readiness
- Inspect asset tags and location
- Test disposal/scrap approvals
Evidence
Capex approval, invoice, completion/installation certificate, CWIP ageing, FAR, tag list, physical verification sheet and disposal approval.
Hostel, transport, canteen and auxiliary services
Risk: Hostel, bus, canteen, uniform, books or activity receipts and costs are not reconciled to students, vendors or service records.
Controls
- Service enrolment master
- Route/room allocation review
- Vendor billing reconciliation
- Daily collection control
Tests
- Reconcile hostel/transport enrolment to billing and collection
- Review route, room and meal records
- Test vendor invoices to attendance/usage logs
- Review cash/manual collections
Evidence
Service master, route/room allocation, attendance/usage log, vendor invoice, collection report and bank settlement.
Affiliation, accreditation and statutory compliance
Risk: CBSE/state board/UGC/AICTE/other approvals, public disclosures, safety requirements, returns or tax filings lapse without escalation.
Controls
- Compliance calendar
- Affiliation/accreditation tracker
- Public disclosure review
- Notice and renewal escalation
Tests
- Check approval validity and renewal evidence
- Review website disclosure/public-report requirements
- Test GST/TDS/PF/ESI/PT filings where applicable
- Age notices and pending actions
Evidence
Affiliation letter, accreditation record, compliance calendar, website disclosure support, returns/challans, notices and renewal tracker.
SIS/LMS/ERP access and data controls
Risk: Users can change student master, fee plans, waivers, marks, payroll or vendor data without review.
Controls
- Role-based access
- Leaver access review
- Master-change approval
- Audit-log monitoring
Tests
- Review privileged SIS/LMS/ERP users
- Test leaver and shared IDs
- Sample student/fee/payroll/vendor master changes
- Review audit logs and interface exceptions
Evidence
User list, role matrix, HR exit list, master-change log, audit log, interface exception report and review sign-off.
