Financial Assistance - Documentation Audit

Navigation:

Audit Timeline

Member Selection

Member Communication

Staff Responsibilities

At the YMCA of Silicon Valley, we believe everyone deserves the opportunity to belong, participate, and thrive — regardless of financial circumstance. Our financial assistance program is rooted in trust, dignity, and accessibility, ensuring that individuals and families can access the programs and services that support their well-being.

To reduce barriers and create a welcoming experience, we do not require financial documentation at the time of application. Instead, we engage applicants in a conversation about their needs and work together to identify an appropriate level of support.

As part of our responsibility to steward donor funds with care and fairness, recipients may be selected to participate in a periodic audit during their approval period. During this process, members are asked to provide documentation to confirm eligibility and ensure that assistance remains aligned with their circumstances.

This approach allows us to balance compassion with accountability — making it easier for those who need support to access the Y, while ensuring resources remain available for our community now and in the future.

Audit Timeline:

February (approved applicants between October - January)

June (approved applicants between February - May)

October (approved applicants between June - September)

Member Selection:

1. Members receiving financial assistance will be selected for a random audit. Three times a year, 5 members for each branch will be selected to produce their documentation for our review. 

2. Once a member has been selected, they will not be selected again for the remainder of their current financial assistance award. 

Member Communication:

Selected members will receive a notice with instructions to visit their local YMCA branch and provide documentation within 14 days.

ADD TEMPLATE VERBIAGE HERE

Staff Responsibilities: 

Thank the member for taking the time to provide their documentation. Reassure them that all information is handled confidentially and that we do not keep copies of their documents.

Review their documentation using the Income Document Review information guide. 

Record the outcome on our Financial Assistance - Documentation Review & Executive Approval Requests form.