A. Purpose
The Audit Committee (the “Committee”) of
the Board of Directors (the “Board”) of
Ebix, Inc. (the “Company”) shall oversee
the Company’s accounting and financial reporting
processes and the audits of the Company’s financial
statements, and shall otherwise exercise oversight responsibility,
and assist the Board in fulfilling its oversight functions,
with respect to matters involving the accounting, auditing,
financial reporting and internal control functions of
the Company. In so doing, it shall be the goal of the
Committee to maintain free and open means of communication
between the members of the Board, the Company’s
independent public accountants who audit the Company’s
financial statements (the “Auditors”) and
the Company’s financial management. While it is
not the Committee’s responsibility to certify
the Company’s financial statements or to guarantee
the Auditors’ report, the Committee will facilitate
discussions among the Board, the Auditors and the Company’s
management.
B. Composition
The Committee shall be comprised of three or more directors,
as determined by the Board on the recommendation of
the Corporate Governance and Nominating Committee. Each
member of the Committee shall be “independent”
as defined by the rules of The NASDAQ Stock Market (“NASDAQ”)
and the Securities and Exchange Commission (the “SEC”)
that are applicable to audit committee members. Each
committee member shall also be free from any relationship
that, in the opinion of the Board, would interfere with
the exercise of his or her independent judgment as a
member of the Committee.
All members of the Committee shall have a basic understanding
of finance and accounting and be able to read and understand
fundamental financial statements, including the Company’s
balance sheet, income statement, and cash flow statement.
At least one member of the Committee shall have accounting
or related financial management expertise consisting
of employment experience in finance or accounting, requisite
professional certification in accounting, or other comparable
experience or background, which results in the individual’s
financial sophistication, including being or having
been a chief executive officer, chief financial officer
or other senior officer with financial oversight responsibilities.
The Committee shall comply with any other audit committee
composition requirements of NASDAQ and the SEC.
C. Meetings
The Committee shall meet with such frequency and at
such intervals as it shall determine necessary to carry
out its duties and responsibilities, but not less than
quarterly. In addition, the Committee shall hold any
special meetings as may be necessary or called by the
Chairperson of the Committee or at the request of the
Auditors or the Company’s management. Representatives
of the Auditors, members of the Company’s management
and others may attend meetings of the Committee at the
invitation of the Committee and shall provide pertinent
information as necessary. As part of its purpose to
foster open and candid communication, the Committee
shall meet periodically as necessary with the Auditors,
the Company’s management and any others that the
Committee invites to meet with it in separate executive
sessions to discuss any matters that the Committee or
these individuals believe should be discussed privately
with the Committee. The Committee may meet via telephone
conference calls or take action in writing executed
by all of the members. Except as otherwise specifically
provided for in this Charter, a quorum shall consist
of [two] members.
Unless the Board elects a Chairperson of the Committee
(the “Chairperson”), the Committee shall
elect a Chairperson by majority vote. The Chairperson
of the Committee shall set the agenda of each meeting
and arrange for the distribution of the agenda, together
with supporting material, to the Committee members prior
to each meeting. The Chairperson will also cause to
be prepared and circulated to the Committee members
minutes of each meeting.
D. Functions
In carrying out its functions, the Committee’s
policies and procedures shall remain flexible, so that
it may be in a position to react or respond to changing
circumstances or conditions. The Committee shall review
and reassess no less than annually the adequacy of the
Committee’s charter.
The Committee’s functions may be divided into
the following general categories: (1) overseeing financial
reporting, (2) evaluating independent audit processes,
(3) reviewing internal controls established by management,
and (4) other functions. The Committee shall:
1. Financial Information and Reports
a. Meet with the Auditors and the Company’s
management to discuss, review and comment upon the interim
financial statements to be included in each of the Company’s
Quarterly Reports on Form 10-Q prior to the public announcement
of financial results and the filing of the Form 10-Q
with the SEC. All members of the Committee are encouraged
to attend these meetings; however, a quorum for these
meetings or for this portion of regular meetings of
the Committee may be the Chairperson of the Committee
as authorized by applicable rules.
b. Review with the Auditors and the Company’s
management the Company’s annual financial statements
to be included in the Company’s Annual Report
on Form 10-K prior to the public announcement of financial
results and the filing of the Form 10-K with the SEC.
c. Review the disclosure under “Management’s
Discussion and Analysis and Analysis of Financial Condition
and Results of Operations” in each Annual Report
on Form 10-K and Quarterly Report on Form 10-Q, prior
the filing thereof with the SEC.
d. Review the Company’s press releases announcing
financial results or financial forecasts of the Company
prior to their dissemination.
e. Discuss with the Auditors their judgments about
the quality, not just the acceptability, of the Company’s
accounting principles and financial disclosure practices
used or proposed and the appropriateness of significant
management judgments.
f. Discuss with the Company’s management and
the Auditors the effect of regulatory and accounting
initiatives, as well as off-balance sheet structures,
on the Company’s financial statements.
g. Based upon discussions with, and reliance upon,
the Auditors and the Company’s management, prepare
any audit committee reports or other audit committee-related
disclosure, in filings with the SEC or otherwise, required
by applicable securities laws, rules and regulations
or by the rules of any securities exchange or market
on which securities of the Company are listed, including
a report to be included in the Company’s proxy
statement stating whether the Committee has (i) reviewed
and discussed the audited financial statement with management,
(ii) discussed with the Auditors the matters required
to be discussed by Statement on Auditing Standards No.
61, (iii) received from the Auditors disclosures regarding
their independence required by Independence Standards
Board Standard No. 1 and (iv) discussed with the Auditors
their independence. The proxy statement shall also contain
a statement as to whether the Committee members are
independent and that the Committee has adopted a charter.
h. Review a report from the Auditors periodically,
but no less than annually, as to (i) all critical accounting
policies to be used, (ii) all alternative disclosures
and treatments of financial information within generally
accepted accounting principles (“GAAP”)
that have been discussed with the Company’s management,
the ramifications of the use of such alternative disclosures
and treatments and the disclosures and treatments preferred
by the Auditors; and (iii) other material written communications
between the Auditors and the Company’s management,
including management letters and schedules of unadjusted
differences.
i. Recommend to the Board, based upon the review and
discussion described above, whether the annual financial
statements should be included in the Company’s
Annual Report on Form 10-K.
2. Audit Processes
a. Be directly responsible for the appointment,
compensation, retention and oversight of the work of
the Auditors, including resolution of disagreements
between management and the Auditors regarding financial
reporting, for the purpose of preparing or issuing an
audit report or performing other audit, review or attest
services for the Company. The Auditors shall report
directly to the Committee.
b. Pre-approve all audit services and non-audit services
(including the fees and terms thereof) to be performed
for the Company by the Auditors to the extent required
by, and in a manner consistent with, applicable law
and policies established by the Committee. The Committee
may delegate, subject to any rules or limitations it
deems appropriate, to one or more designated members
of the Committee the authority to grant such pre-approvals;
provided, however, that the decisions of any member
to whom authority is so delegated to pre-approve an
activity shall be presented to the full Committee for
ratification at its next meeting.
c. On an annual basis, review the Auditors’ independence
and objectivity by (i) inquiring into matters such as
all relationships between the Auditors and the Company
and (ii) reviewing annual disclosures from the Auditors
regarding their independence as required by Independence
Standards Board Standard No. 1.
d. On an annual basis, obtain and review a report from
the Auditors concerning their internal quality control
review of the firm, any inquiry or investigation by
governmental or professional authorities within the
preceding five (5) years respecting one or more independent
audits carried out by the firm and any steps taken to
address material issues raised by such review or any
such inquiry or investigation.
e. Review the experience and qualifications of the
senior members of the Auditors’ team.
f. Review the annual audit plan of the Auditors and
evaluate their performance and adherence to the prior
year’s audit plan.
g. Require the rotation of the lead audit partner on
a regular basis in Accordance with the requirements
of Securities Exchange Act of 1934 (the “Exchange
Act”).
h. Review and approve or veto the Company’s hiring
of employees or former employees of the Auditors who
participated in any capacity in the audits of the Company.
i. Following completion of the annual audit, review
separately with the Company’s management and the
Auditors the effectiveness of the audit effort, including
significant difficulties encountered during the course
of the audit and any restrictions on the scope of work
or access to required information.
3. Risk Management and Controls
a. Inquire of the Auditors and the Company’s
management about significant risks or exposures and
assess the steps which management has taken to minimize
such risks and monitor control of these areas.
b. Review and monitor compliance with the Company’s
Code of Ethics for Senior Financial Officers.
c. Review with the Auditors and the Company’s
management their findings on the adequacy and effectiveness
of internal controls and their recommendations for improving
the internal control environment, including management’s
controls and security procedures with respect to the
Company’s information systems.
d. Review with the Auditors and the Company’s
management the extent to which changes or improvements
in financial or accounting practices, as approved by
the Committee, have been implemented. This review will
be conducted at an appropriate time subsequent to the
implementation of changes or improvements, as decided
by the Committee.
e. Periodically review with the Company’s legal
counsel any matters that could have a significant impact
on the Company’s financial statements, such as
compliance with laws, rules and regulations, litigation
and inquiries received from governmental agencies and
regulators.
f. Review and approve the appointment, replacement,
reassignment or dismissal of the Company’s principal
financial officer.
4. Other Functions
a. Establish procedures for the receipt, retention,
and treatment of complaints received by the Company
regarding accounting, internal accounting controls,
or auditing matters.
b. Establish procedures for the confidential, anonymous
submission by Company employees of concerns regarding
questionable accounting or auditing matters.
c. Review and approve related party transactions and
conflicts of interest questions between Board members
or senior management, on the one hand, and the Company,
on the other hand (as defined and required by applicable
securities laws, rules and regulations and the rules
of the NASDAQ).
d. Oversee and review the Company’s asset management
policies, including an annual review of the Company’s
investment policies and performance for cash and short-term
investments.
e. Review and monitor compliance with Company standards
of business conduct and monitor compliance with the
Foreign Corrupt Practices Act.
f. Conduct or authorize investigations into any other
matters within the Committee’s scope of responsibilities.
g. Have the authority to retain independent counsel,
accountants, or other advisors, as it determines necessary
to carry out its duties.
h. Determine appropriate funding, which the Company
shall provide, for payment of: (i) compensation to the
Auditors engaged for the purpose of preparing or issuing
an audit report or performing other audit, review or
attest services for the Company, (ii) compensation to
any advisors employed by the Committee, and (iii) ordinary
administrative expenses of the Committee that are necessary
or appropriate in carrying out its duties.
i. Perform such other functions assigned by law, the
Company’s charter or bylaws, or the Board of Directors.
E. Scope of Responsibilities
While the Committee has the functions set forth in
this Charter, it is not the duty of the Committee to
plan or conduct audits or to determine that the Company’s
financial statements are complete and accurate or are
in Accordance with GAAP. The Company’s management
is principally responsible for Company accounting policies,
the preparation of the financial statements and ensuring
that the financial statements are prepared in Accordance
with GAAP. Management is also responsible for implementing
procedures to help ensure that the Company and its employees
comply with applicable laws and regulations and with
the Company’s applicable ethics standards. The
Auditors are responsible for auditing and attesting
to the Company’s financial statements and understanding
the Company’s system of internal controls in order
to plan and to determine the nature, timing and extent
of audit procedures to be performed.
The Committee plays a critical role in serving as a
check and balance for the Company’s financial
reporting system. In carrying out its functions, the
Committee’s goal is to help ensure that management
properly develops and adheres to a sound system of internal
controls and that the Auditors, through their own review,
objectively assess the Company’s financial reporting
practices.
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