What should be done to handle missing supporting documentation for costs?

• A. Leave costs as is without documentation.
• B. Require alternate justification and proceed.
• C. Use an estimated amount to fill the gap.
• D. Identify missing documentation, pursue it, and adjust the costs accordingly when available.

Answer: (D)

Missing supporting documentation for costs must be addressed through a clear, verifiable process. Start by identifying exactly what documentation is missing and why it’s needed. Then pursue obtaining those documents through the proper channels, ensuring you document the efforts you’ve taken. Only after the documentation is retrieved should you adjust the recorded costs to reflect the actual support provided. This approach maintains an auditable trail, supports accuracy, and complies with internal controls and audit expectations. Leaving costs undocumented, substituting alternate justify- ications, or guessing estimated amounts would introduce unsupported items and potential misstatements. By actively pursuing the missing documents and adjusting costs when they become available, you preserve integrity in the records and avoid improper or speculative entries.