Risk Insurance Audit Checklist 4zp1d

RISK & INSURANCE AUDIT CHECKLIST SL. 1 1.1

PARTICULARS INSURANCE Which of the following insurance covers have been taken by the company, and what are the conditions of cover and the payable. i. ii. iii. iv. v. vi. vii. viii. ix. x. xi. xii. xiii. xiv. xv. xvi. xvii. xviii. xix. xx.

Buildings Plant & Stock - whether against the risks fire and Industrial Special Risks protection. s Receivable due to the destruction of records. Consequential Loss of Profits or Business Interruption Machinery Breakdown and Consequential Loss Computer Breakdown and Consequential Loss Credit Insurance Environmental cover Motor Vehicle Burglary & Money Fidelity and Crime Sickness & Accident Employee Benefits protection and Medi-claims Public & Products Liability Product Recall and Product Guarantee Directors & Officers Liability Statutory Liability Work Cover Financial and Performance Bonds Marine Liability Others, if any

1.2

Obtain a list of Insurance companies which contains details of Insurance description, Sum insured and and check the data with Policy documents for its accuracy and also identify expired polices and not yet renewed, if any appearing in the list.

1.3

Obtain a list of all pending claims for all entities. Review and identify long pending claims and discuss with the Departmental Head to determine the status of each claim.

1.4

For the claims lodged with various insurance companies during year 2011-12, the ing documents like policy documents, surveyor report etc;

1.5

Review end-to-end process of lodging and receiving insurance claims with/from Insurance companies and prepare flow charts for each activity and identify the process gaps if any. Discuss with the Departmental Head and obtain his comments and agree on action plan.

1.6

Compare the Sums Insured with replacement cost of assets and assess the adequacy of insurance cover. In case of under / over insurance, if found significant, discuss with the Departmental Head and obtain explanations for such major variance. Obtain list of insurance claims that have been lodged but rejected / under processed by various insurance companies during the years 2010-11 and 2011-12. Discuss with the Departmental Head and obtain explanations for such rejections / under processing.

1.7

YES

NO

NA

2

2.1

PROPERTIES Obtain a listing of (i) Owned properties (ii) Leased properties

2.2

What covenants have been given in lease agreements in respect of: (i) Responsibility for damage to the property and insurance. (ii) Responsibility for loss of rent due to loss on of an insured period and insurance. Is a period of cover stipulated and if so what period? (iii) Does the lease provide protection to landlord / exposure to tenant? (iv) Naming of parties in the insurance policy (v) Damage to premises arising from negligence of the lessee. (vi) Responsibility for outgoings in the event of major loss. (vii) Indemnity to the Lesser for claims made by party using the premises

2.3

Determine the estimates of the following values and reinstatement costs in relation to each owned property: (i) Estimated Market Value less land value (ii) Present value (iii) The cost of replacement in new materials (iv) Estimated additional cost of upgrading to conform with current Building Regulations and Town Planning requirements if the premises are totally destroyed.

2.4

What is the estimated cost of demolition and removal of the structure and debris from the building?

2.5

Have the cost estimates been confirmed by a qualified Professional Consultant.

2.6

Are the premises mortgaged and if so to whom.

3 3.1

PLANT & EQUIPMENTS Is the plant and equipment owned, leased or otherwise under finance? Name of Lesser or Financier and date when the lease or finance is required to be repaid.

3.2

What special covenants have been given by Company in relation to leased assets?

3.3

Do you regularly have items of plant & equipment elsewhere other than own premises? If yes, describe the plant and equipment, state its estimated value.

3.4

List key items of equipment and plant vital to the business: (i) Were any specially designed and manufactured items? (ii) How readily can the equipment be replaced and what is the lead time to do so including commissioning? (iii) What is the present cost of replacement including making, delivery, and installation and commissioning?

3.5

Determine estimates of the following values and reinstatement costs for plant and equipment and other contents. (i) Current Book Value. (ii)Current replacement cost of equipment & contents of the same quality and capacity allowing for purchase, delivery, installation and commissioning.

(iii) Estimated cost of rewriting or recreating necessary books, records, documents, plans and designs. 3.6

To what extent is the business vulnerable to financial loss from the loss of documents? Please identify the documents and the extent of the loss.

4 4.1

IT ASSETS – COMPUTER HARDWARE & SOFTWARE Is the hardware and software owned or leased? Name of Lesser or Financier.

4.2

Amount of indebtedness and date of expiry of the lease or contract. Are there any special provisions in the arrangements which should be noted?

4.3

Details of hardware (manufacturer's name/type/model/etc).

4.4

Is the equipment under warranty or covered by a current service agreement?

4.5

Is the applications software unique to the business? If "yes", are master copies kept in a secure place? If “yes", have the master copies been tested to ensure they work?

4.6

Is replacement equipment readily available in the event of major loss?

4.7

Have satisfactory arrangements been made for back up and disaster recovery in the event of loss and damage to equipment?

4.8

How long would it take to achieve start up? How often is the existing system backed up? Where are the backup tapes kept overnight? who is responsible for this function?

4.9

Is there a serious exposure to financial loss from the destruction or misplacement of hard copy documents? If "yes", which documents are in this category and what is the possible extent of the loss?

4.10

Provide the following values and cost estimates: (i) The cost of replacing computer records and software in the event of its destruction. (ii) The present book value of EDP Hardware. (iii)The estimated cost of replacement of EDP Hardware of the same capacity including delivery, customization, installation and commissioning.

5 5.1

5.2

5.3

5.4

RAW-MATERIAL, STORES & SPARES AND FINISHED GOODS Determine the system for quality control ,sampling, testing and assurance including recording processes and retention of records applicable to (i) Raw Materials (ii) Stores & spares (iii) Finished goods Are the manufactured products produced to any Standard? If yes, give the details. Determine if the company has in-house design and R&D teams undertaking product design and development. Have the company's products and the instructions for usage been evaluated for fitness and suitability by an independent professional organization. Is the business dependent upon any single suppliers of raw materials? Are alternative sources of raw materials readily available to meet the company's requirements should the main supplier be unable to deliver?

5.5

Determine if the value of stock fluctuates seasonally or for any other reason. If so, What is the reason? When does this occur? To what extent.

5.6

Is your inventory of stock fully computerized? How frequently are the stock records updated?

5.7

What are the & conditions of sale on which stocks are sold? What product warranties or guarantees are offered? Who services the warranties or guarantees? What is the present number of warranty claims presented annually and their cost?

5.8

Are the products mixed, blended, re-processed or incorporated into other manufacturer's production to become part of a new product?

5.9

What is the current book value of stock?

5.10

What is the lead time for the replacement of raw materials in the event of major loss or destruction?

6 6.1

IMPORTS Determine the nature of imports. Determine the Annual Value of imports. Determine the maximum value of imports for any one consignment.

6.2

Has the company agreed to waive the supplier from liability for defective goods? Has the company agreed to provide the local service for the manufacturer's warranties and, if so, on what basis?

6.3

Are purchases sourced through the Manufacturer of the goods or via a Trader? Is the purchase of imports of raw materials by specification? What sampling and testing is carried out on imports?

6.4

Where are the records kept? Determine the Annual Value of imports.

6.5

Has the Overseas Supplier effected Insurance cover in respect of its liability for defective products and, if so: (i) Is there written evidence of cover? (ii) Does it include cover for faulty design, error in formula and description of the products? (iii) What is the Limit of Liability and deductible and is the Insurer locally represented?

7 7.1

EXPORTS Determine the description of goods exported. What are the ‘Conditions of Sale’? Estimated Annual Value of exports to overseas countries.

7.2

What product warranties or guarantees are offered? What arrangements have been made for servicing warrantees for export goods? Determine the number of warranty claims and the cost of servicing them.

8 8.1

CASH What is the maximum value of cash, cheques and negotiable securities likely to be found at any one time: (i) On premises out of safes and strong rooms, viz offices, showrooms elsewhere. (ii) In safes and or strong rooms

(iii) In transit 8.2

How is cash moved from premises to Bank and what are the security arrangements?

8.3

Are there peak periods of cash aggregation for seasonal or other reasons and if so are the Police notified and special arrangements made to deal with the added risk? If so: When does this occur? What is the additional value at risk

9 9.1

CONTRACT WORK AT SITES Is contract work undertaken on land or premises owned by other parties? What is the nature of that work? What is the estimated Annual Value of Contracts?

9.2

Are there standard conditions of contract under which work is performed? Obtain copies of current contracts.

9.3

Are Deposit Guarantees or Performance Bonds issued? If “yes", what is the aggregate liability under all Bonding arrangements currently in force?

9.4

Does any work involve welding or cutting operations or the use of flammable materials and substances, hazardous chemicals or explosives?

9.5

If welding or cutting, is there a system for Hot Work Permits? How is the responsibility for the storage of hazardous chemicals and or explosives managed away from premises?

9.6

Is any work subject to Statutory or other requirements to make good or restore land or other property? Determine the exposure to financial loss in the event of the insolvency of the Principal Contractor.

10 10.1

PUBLIC AND PRODUCT LIABILITY RISK Determine the scope of the attendant risk of damage to property and bodily injury from the general operations of the business carried on at premises occupied by the company taking into : (i) The nature of the processes, chemicals, pressure vessels and dangerous things created on the land. (ii) The extent of public access to the premises including contractors and contract labour regularly at each site. (iii) The proximity and value of surrounding property and the proximity of neighbors. (iv) The discharge of pollutants into the atmosphere, into drains and watercourses under license and the possible increase in the rate of discharge following an accident. (v) If the premises are occupied by tenants, the exposure to liability for damage to surrounding property or for bodily injury in the event of negligence causing fire, explosion or water leakage in the premises or disrupting electricity causing damage to computer and electronic equipment. (vi) The extent of possible liability for financial loss from the disruption of the businesses of those whose property has been damaged or who have suffered bodily injury.

10.2

Consider the extent to which the company has protected itself by contract and the likelihood of disclaimers or rights being upheld.

10.3

Determine whether Public and Products Liability Insurance has been effected and in relation to each layer if there is more than one:

(i) The limitations if any placed on the definition of "Occurrence" and when it can occur. (ii) The Limits of Liability applicable. (iii) The Limits applicable to Legal Expenses. (iv) Restrictions on the scope of cover if the company has a Branch Office (v) Whether the Products Liability insurance policy includes design or error in formula or prescription cover and advice. 10.4

Does the Business have Products Recall or Products Guarantee Insurance cover? If "yes", what is the amount of cover?

10.5

Determine if the Company’s R&D professional staff undertake fee-based outside assignments. Has separate Professional Indemnity Insurance been effected?

11 11.1

ENVIRONMENTAL RISKS What environmental considerations arise from: (i) The operations, processes or products of the Business. (ii) The storage and use of hazardous chemicals or explosives. (iii) Chemical emissions.

11.2

Is there a possibility of ground contamination? Has the company has the level of the existing contamination assessed? If any site has been contaminated, is there a program to clean up the site and to mitigate the risk of further degradation?

11.3

Are the premises or plant subject to Govt. permit or license? Has the Company been fined for breach of Govt. Regulations or Permits?

11.4

Has a ‘Disaster Plan’ been developed for implementation in the event of a major fire or accident to prevent or mitigate the effects of damage to life and surrounding property, land and watercourses from chemical pollution? If answer "yes", have the staff and employees been trained and how often are drills carried out?

12 12.1

MOTOR VEHICLES Does the Company maintain its own fleet of vehicles for executive staff, sales and carriage of goods? What is the makeup of the fleet? What is the value of vehicles centrally garaged overnight? What protection is provided against loss by fire and vandals (watchmen / sprinklers / floodlighting / dogs).

12.2

Is the fleet insured for property losses? If YES: (i) With whom is it insured? (ii) What is the basis of the cover? (iii) Are regular accident and damage reports provided by the Insurers? If “NO”: (i) How are losses funded? (ii) Is there a Risk Management Program? (iii) Who is able for management co-ordination and monitoring? (iv) Against what standards are the results compared for average cost of claims and the incidence of major loss?

12.3

Are contract vehicles used? If so: (i) Are they required to carry Comprehensive Motor and Third Party Liability insurance and if so for what amount of cover? (ii) What are the contractual obligations of the contractor/s to indemnify the company from claims for loss, damage or bodily injury arising from the contractor's operations? (iii) Are contractor's vehicles garaged on Company premises overnight? If so, what is the estimated value of the largest likely aggregation of vehicles? (iv) Determine whether the Company has any liability for negligence or otherwise in the event of loss or damage to such contractor vehicles.

13 13.1

CREDIT RISK What is value of annual sales? What are the Trading of the business? What is the annual value of sales to each of the Top Ten customers?

13.2

What is the outstanding balance for each of the Top Ten customers and the amount outstanding in excess of Trading graded by aging?

13.3

What is the Total of Sundry Debtors s outstanding last month and the amount overdue in excess of normal credit .

13.4

What procedure applies to the authorization of further orders to Customers with s in arrears? Is the present Control System satisfactory?

13.5

What impact would the insolvency of a Major Customer have on the business? Is the credit worthiness of these Major Customers regularly monitored for the company by external agencies? Has Credit Insurance been purchased or considered as an option? Is the present Credit Risk Management program sufficient?

14 14.1

FIDELITY, FRAUD & EMBEZZLEMENT Is there any history of embezzlement or fraud by staff or employees? Are the systems or controls introduced to prevent a recurrence? Is there a high turnover of staff and employees?

14.2

Is the business in a high state of growth or otherwise under pressure from backlogs or any other cause? Is the state of the bookkeeping and recording satisfactory?

14.3

To the knowledge of the company, has any of the staff or employees been convicted of any criminal offences? Where any such convicted person is working, incorporate adequate supervisory control features.

14.4

Is the business experiencing unexplained shortages in inventories of stock, plant or equipment? If so where?

14.5

Are cheques pre-numbered and/or pre-signed? Where are they kept? What are the security arrangements and how are they ed for? What is the system for authorizing payments? Is a daily check summary produced for verification?

14.6

Is there sufficient separation of the authorizing signatories? To what extent is middle and senior management involved in the Authorization process?

14.7

Are Debtor and Creditor s and balances reconciled with Supplier or Customer

statements and with what frequency? including private ledger s?

What is the state of the reconciliation process

14.8

Is the authorization process and responsibility for cash highly concentrated in certain key individuals?

14.9

Is the payroll list periodically checked with other records to ensure that employees are correctly paid on time for the work they do and that the numbers and names correspond?

14.10

What is the system for handling income: (i) How are cash sales documented and verified? (ii) Are cash and/or cheques reconciled and processed daily? (iii) What is the general state of unallocated cash in the s? (iv) Is there any peak period where the business operates differently resulting in large aggregations of cash and if so, how is this managed?

14.11

What is the amount of the petty cash held in cash to facilitate normal business dealings? (i) How often are the petty cash reconciled and by whom? (ii) Is the level of supervision adequate?

14.12

Are there particular areas where the business is vulnerable to loss by fraud or dishonesty? Under present systems, over what period of time could fraud and dishonesty losses occur before being detected?

15 15.1

PROPERTY PROTECTION & SECURITY SYSTEMS Are all of the premises solely occupied by the Company? Or Detached from other premises?

15.2

Are any of the premises Built on filled land? In areas subject to earthquake, cyclone, tsunami or bushfire? Exposed to landslip from ading terrain? Exposed to damage from the processes and nature of ading or nearby premises?

15.3

Are all of the premises sprinklered by approved double water supply systems with fire hydrants and hand appliances? Are there external drenchers? What other suppressant for fire or explosion exist?

15.4

Has any authority requested the upgrading of the fire protection system to current requirements and have orders been issued? Do the companies have their own fire brigade or fire fighting unit at any premises? Is there high pile storage and if so has the sprinkler system been upgraded to match the requirements of Regulations for the additional fire load?

15.5

Which of the following are employed: (i) Gatekeeper: Full time / Business hours only (ii) Caretaker: During non-business hours (iii) Watching Service: 24 hour / Full time in non-business / Periodic walk through in non business hours by patrolman.

15.6

Are factory premises properly fenced with security wire? What is the quality of perimeter lighting and is it on all night or for selected hours only?

15.7

Are cases and drums or other goods stacked around the site and if so: (i) Are the stacks well clear of power lines? Are they straight and well maintained? (ii) Do they present any threat to the buildings from the nature of their packaging or contents? Do they obstruct the view and provide a ready means of cover for intruders? (iii) Are they exposed to fire risk from grass or any surrounding material or from vandals or children?

15.8

15.9

Is there a procedure for authorizing visitor access to sites including contractors? Is there a system of monitoring contractor's plant and materials to be used and stored at any premises and for issuing site work permits? If “yes”, what is the process of monitoring and ensuring compliance? Confirm whether any of the following are stored and ascertain safety arrangements: (i) Bulk LPG gas and Petrol (ii) Flammable Solvents and Explosives (iii) Poisons and Hazardous Chemicals

15.10

What types of safes exist for the storage of cash and documents? Are they drill and torch resistant? Are the safes or any critical areas alarmed to warn of intruders and connected to a Central Station monitored by a 24 hour Security Service?

15.11

Has the business or any of its premises been threatened with damage or disruption by letter or anonymous telephone callers? Have any of the Directors or Executives been threatened with harm by letter or anonymous callers? If “yes” when did this occur, were the police notified?

15.12

What is the relationship with neighbors and ading owners? Is there any history of aggravation from noise etc;

15.13

Is there a history of tres upon the premises by others? If "yes", what measures have been adopted to safeguard against these intrusions?

15.14

Is any of the Client processes secret, and is the continuance of secrecy significant to the value of any of the Companies? If so: (i) Determine the level of security in relation to the process and intellectual property risk. (ii) Ascertain if important documents, plans and software kept in a place of safety from risk of loss and/or damage. (iii) What are the controls to safeguard against copying or theft by employees or unauthorized persons or from industrial espionage? (iv) What backup material is retained elsewhere for immediate use in the event of loss or damage at any premises?

15.15

What is the history of strikes and industrial unrest in the Client businesses?

15.16

Is the present measure of employee morale excellent or is there unrest and hostility?

16 16.1

INSURANCE PROFESSIONALS & ADVISORS Determine the name/s of the present Insurance Brokers

16.2

Ascertain the extent to which the history of past placements of insurances is available and

confirm that relevant documentation is properly archived in a secure place for retrieval when necessary. 16.3

Are there any Assets or operations of the business for which the companies have not been able to obtain insurance cover? If "yes", please determine the full details of the risks, the reasons and the names of the Insurers who refused cover.

16.4

Determine the Client loss experience for the last 3 years under: (i) Insurance policies placed with non owned Insurance Companies. (ii) Captive Insurance arrangements. (iii) Self assumed risks where decisions have been taken not to place risk with an Insurer.