2022-001 Bank Statement Reconciliations Criteria: Pursuant to Syracuse Model Neighborhood Facility, Inc.'s (Facility) Accounting Policy and Procedural Manual, bank reconciliations should be prepared by the finance department, and reviewed and approved by the Executive Director or a member of the Finance Committee. Condition: We examined all bank account reconciliations for the months ended March, June, September and December of 2022 and noted that the majority of the bank reconciliations were not prepared in a timely manner. Since cash activity for all federal programs go through the Facility's main checking account, untimely preparation and review of bank reconciliations is not only a financial statement finding but also a federal award finding for the Community Development Block Grant (Assistance Listing Number 14.218) and the Prevention and Treatment of Substance Abuse (Assistance Listing Number 93.959). All significant bank accounts at December 31, 2022 were reconciled and reviewed by the end of March 2023. This finding continues to be a material weakness for the Facility. Cause: There have been staffing changes within the Facility's finance department during 2022 which resulted in delays with the preparation of the bank reconciliations and consequently the review of these reconciliations. Effect: Bank reconciliations are an important part of the Facility's internal control procedures to detect any unusual or unreconciled differences within the Facility's cash balances. Recommendation: In order for bank reconciliations to be an effective internal control procedure, they should be performed and reviewed on a timely basis, within thirty days of each month end in order to properly detect and correct errors and potentially identify fraudulent misstatements. Views of Responsible Official and Planned Corrective Action: The Chief Executive Officer and Chief Financial Officer will ensure this control procedure is rectified to ensure that bank reconciliations are performed and reviewed in a timely manner.
2022-002 Grant Voucher Submissions Criteria: The majority of the Facility?s revenue are contracts and grants from government agencies. Revenue is recognized when the Facility incurs expenses related to the contract. Generally, the funds are not remitted until a voucher for the services provided or expenses incurred has been submitted for reimbursement. Condition: During the year under audit, the majority of voucher submissions for 2022 were not prepared on a timely basis and were submitted in 2023. Grant voucher submissions were not completed in a timely manner for the two programs, Community Development Block Grant (Assistance Listing Number 14.218) and the Prevention and Treatment of Substance Abuse (Assistance Listing Number 93.959). This finding is a significant deficiency for the 2022 audit. All of the vouchers were prepared and submitted by the conclusion of the audit. Cause: There have been staffing changes within the Facility's finance department during 2022 which resulted in delays with preparing vouchers and therefore, submitting vouchers for reimbursement. Effect: Late voucher preparation and submission may result in the denial of vouchers by granting agencies and the loss of revenue for services that were delivered by the Facility. Late submission directly impacts cash flows as in most cases, the Facility has already made the cash payments for the program expenses. Recommendation: The Facility should prepare and submit vouchers on a timely basis in accordance with the various grants terms and conditions. Views of Responsible Official and Planned Corrective Action: The Chief Executive Officer and Chief Financial Officer will ensure that all vouchers are prepared, reviewed and submitted on a timely basis.
2022-003 Application of Cash Receipts Criteria: Grant receivables in the consolidated statement of financial position should be properly supported by a grant receivables subsidiary ledger by grantor/funder. Condition: The grant receivables subsidiary ledger had not been updated since September 2022, and that cash receipts had been applied directly to the grants receivable general ledger. This methodology resulted in the incorrect application of cash receipts to debtors/grantors which resulted in incorrect balances for individual grantors listed under grants receivable and deferred revenue. The correct application of cash receipts to individual grantors in order to correctly reflect grants receivable balances and deferred revenue balances is important to proper revenue recognition for Community Development Block Grant (Assistance Listing Number 14.218) and the Prevention and Treatment of Substance Abuse (Assistance Listing Number 93.959). This finding is considered a significant deficiency. Balances were corrected by the conclusion of the audit. Cause: The staffing changes in the Facility?s finance department directly impacted the proper accounting over grants receivable and deferred revenue. Effect: Grant receivables and deferred revenue composed of various grantors/funders and the Facility should be aware of the balances due, collected and received in advance at any point in time. These balances have a direct impact on the revenue generated by the Facility for the provision of program services. Recommendation: The Facility should continue to utilize the grants receivable subsidiary ledger and correctly match cash receipts to the appropriate grant receivable funder and utilize any deferred revenue from the respective funder where appropriate. Proper management of receivables and deferred revenue is necessary for proper revenue recognition and cash management. Views of Responsible Official and Planned Corrective Action: The Chief Executive Officer and Chief Financial Officer will ensure that a complete and accurate grant receivables subsidiary ledger and detailed deferred revenue is maintained and reviewed regularly throughout the year.
2022-004 Allocation of Functional Expenses Criteria: Accounting standards require that not for profit organization present expenses by function and natural classification. Expenses that are directly attributable to a specific functional area of the Facility should be reported as expenses of those functional areas. Condition: The proper allocation of functional expenses is a management estimate that should be evaluated on a periodic basis. In particular, management should ensure that all program expenses are properly allocated to program costs and expenses that should be administration are similarly identified. Cause: New staffing within the Facility's finance department during 2022 contributed to inconsistencies in the allocation of functional expenses. Effect: The incorrect allocation of expenses between programs and administration may result in inaccurate preparation of grant vouchers. This impacts voucher submissions and revenue recognized for programs. Recommendation: We recommend that a detailed analysis be performed of the Facility?s expenses to ensure the allocation of functional expenses is consistent with the operations of the Facility. Views of Responsible Official and Planned Corrective Action: The Chief Executive Officer and Chief Financial Officer will ensure a detailed review is performed so that expenses are properly classified between program expenses and administrative expenses.
2022-001 Bank Statement Reconciliations Criteria: Pursuant to Syracuse Model Neighborhood Facility, Inc.'s (Facility) Accounting Policy and Procedural Manual, bank reconciliations should be prepared by the finance department, and reviewed and approved by the Executive Director or a member of the Finance Committee. Condition: We examined all bank account reconciliations for the months ended March, June, September and December of 2022 and noted that the majority of the bank reconciliations were not prepared in a timely manner. Since cash activity for all federal programs go through the Facility's main checking account, untimely preparation and review of bank reconciliations is not only a financial statement finding but also a federal award finding for the Community Development Block Grant (Assistance Listing Number 14.218) and the Prevention and Treatment of Substance Abuse (Assistance Listing Number 93.959). All significant bank accounts at December 31, 2022 were reconciled and reviewed by the end of March 2023. This finding continues to be a material weakness for the Facility. Cause: There have been staffing changes within the Facility's finance department during 2022 which resulted in delays with the preparation of the bank reconciliations and consequently the review of these reconciliations. Effect: Bank reconciliations are an important part of the Facility's internal control procedures to detect any unusual or unreconciled differences within the Facility's cash balances. Recommendation: In order for bank reconciliations to be an effective internal control procedure, they should be performed and reviewed on a timely basis, within thirty days of each month end in order to properly detect and correct errors and potentially identify fraudulent misstatements. Views of Responsible Official and Planned Corrective Action: The Chief Executive Officer and Chief Financial Officer will ensure this control procedure is rectified to ensure that bank reconciliations are performed and reviewed in a timely manner.
2022-002 Grant Voucher Submissions Criteria: The majority of the Facility?s revenue are contracts and grants from government agencies. Revenue is recognized when the Facility incurs expenses related to the contract. Generally, the funds are not remitted until a voucher for the services provided or expenses incurred has been submitted for reimbursement. Condition: During the year under audit, the majority of voucher submissions for 2022 were not prepared on a timely basis and were submitted in 2023. Grant voucher submissions were not completed in a timely manner for the two programs, Community Development Block Grant (Assistance Listing Number 14.218) and the Prevention and Treatment of Substance Abuse (Assistance Listing Number 93.959). This finding is a significant deficiency for the 2022 audit. All of the vouchers were prepared and submitted by the conclusion of the audit. Cause: There have been staffing changes within the Facility's finance department during 2022 which resulted in delays with preparing vouchers and therefore, submitting vouchers for reimbursement. Effect: Late voucher preparation and submission may result in the denial of vouchers by granting agencies and the loss of revenue for services that were delivered by the Facility. Late submission directly impacts cash flows as in most cases, the Facility has already made the cash payments for the program expenses. Recommendation: The Facility should prepare and submit vouchers on a timely basis in accordance with the various grants terms and conditions. Views of Responsible Official and Planned Corrective Action: The Chief Executive Officer and Chief Financial Officer will ensure that all vouchers are prepared, reviewed and submitted on a timely basis.
2022-003 Application of Cash Receipts Criteria: Grant receivables in the consolidated statement of financial position should be properly supported by a grant receivables subsidiary ledger by grantor/funder. Condition: The grant receivables subsidiary ledger had not been updated since September 2022, and that cash receipts had been applied directly to the grants receivable general ledger. This methodology resulted in the incorrect application of cash receipts to debtors/grantors which resulted in incorrect balances for individual grantors listed under grants receivable and deferred revenue. The correct application of cash receipts to individual grantors in order to correctly reflect grants receivable balances and deferred revenue balances is important to proper revenue recognition for Community Development Block Grant (Assistance Listing Number 14.218) and the Prevention and Treatment of Substance Abuse (Assistance Listing Number 93.959). This finding is considered a significant deficiency. Balances were corrected by the conclusion of the audit. Cause: The staffing changes in the Facility?s finance department directly impacted the proper accounting over grants receivable and deferred revenue. Effect: Grant receivables and deferred revenue composed of various grantors/funders and the Facility should be aware of the balances due, collected and received in advance at any point in time. These balances have a direct impact on the revenue generated by the Facility for the provision of program services. Recommendation: The Facility should continue to utilize the grants receivable subsidiary ledger and correctly match cash receipts to the appropriate grant receivable funder and utilize any deferred revenue from the respective funder where appropriate. Proper management of receivables and deferred revenue is necessary for proper revenue recognition and cash management. Views of Responsible Official and Planned Corrective Action: The Chief Executive Officer and Chief Financial Officer will ensure that a complete and accurate grant receivables subsidiary ledger and detailed deferred revenue is maintained and reviewed regularly throughout the year.
2022-004 Allocation of Functional Expenses Criteria: Accounting standards require that not for profit organization present expenses by function and natural classification. Expenses that are directly attributable to a specific functional area of the Facility should be reported as expenses of those functional areas. Condition: The proper allocation of functional expenses is a management estimate that should be evaluated on a periodic basis. In particular, management should ensure that all program expenses are properly allocated to program costs and expenses that should be administration are similarly identified. Cause: New staffing within the Facility's finance department during 2022 contributed to inconsistencies in the allocation of functional expenses. Effect: The incorrect allocation of expenses between programs and administration may result in inaccurate preparation of grant vouchers. This impacts voucher submissions and revenue recognized for programs. Recommendation: We recommend that a detailed analysis be performed of the Facility?s expenses to ensure the allocation of functional expenses is consistent with the operations of the Facility. Views of Responsible Official and Planned Corrective Action: The Chief Executive Officer and Chief Financial Officer will ensure a detailed review is performed so that expenses are properly classified between program expenses and administrative expenses.
2022-001 Bank Statement Reconciliations Criteria: Pursuant to Syracuse Model Neighborhood Facility, Inc.'s (Facility) Accounting Policy and Procedural Manual, bank reconciliations should be prepared by the finance department, and reviewed and approved by the Executive Director or a member of the Finance Committee. Condition: We examined all bank account reconciliations for the months ended March, June, September and December of 2022 and noted that the majority of the bank reconciliations were not prepared in a timely manner. Since cash activity for all federal programs go through the Facility's main checking account, untimely preparation and review of bank reconciliations is not only a financial statement finding but also a federal award finding for the Community Development Block Grant (Assistance Listing Number 14.218) and the Prevention and Treatment of Substance Abuse (Assistance Listing Number 93.959). All significant bank accounts at December 31, 2022 were reconciled and reviewed by the end of March 2023. This finding continues to be a material weakness for the Facility. Cause: There have been staffing changes within the Facility's finance department during 2022 which resulted in delays with the preparation of the bank reconciliations and consequently the review of these reconciliations. Effect: Bank reconciliations are an important part of the Facility's internal control procedures to detect any unusual or unreconciled differences within the Facility's cash balances. Recommendation: In order for bank reconciliations to be an effective internal control procedure, they should be performed and reviewed on a timely basis, within thirty days of each month end in order to properly detect and correct errors and potentially identify fraudulent misstatements. Views of Responsible Official and Planned Corrective Action: The Chief Executive Officer and Chief Financial Officer will ensure this control procedure is rectified to ensure that bank reconciliations are performed and reviewed in a timely manner.
2022-002 Grant Voucher Submissions Criteria: The majority of the Facility?s revenue are contracts and grants from government agencies. Revenue is recognized when the Facility incurs expenses related to the contract. Generally, the funds are not remitted until a voucher for the services provided or expenses incurred has been submitted for reimbursement. Condition: During the year under audit, the majority of voucher submissions for 2022 were not prepared on a timely basis and were submitted in 2023. Grant voucher submissions were not completed in a timely manner for the two programs, Community Development Block Grant (Assistance Listing Number 14.218) and the Prevention and Treatment of Substance Abuse (Assistance Listing Number 93.959). This finding is a significant deficiency for the 2022 audit. All of the vouchers were prepared and submitted by the conclusion of the audit. Cause: There have been staffing changes within the Facility's finance department during 2022 which resulted in delays with preparing vouchers and therefore, submitting vouchers for reimbursement. Effect: Late voucher preparation and submission may result in the denial of vouchers by granting agencies and the loss of revenue for services that were delivered by the Facility. Late submission directly impacts cash flows as in most cases, the Facility has already made the cash payments for the program expenses. Recommendation: The Facility should prepare and submit vouchers on a timely basis in accordance with the various grants terms and conditions. Views of Responsible Official and Planned Corrective Action: The Chief Executive Officer and Chief Financial Officer will ensure that all vouchers are prepared, reviewed and submitted on a timely basis.
2022-003 Application of Cash Receipts Criteria: Grant receivables in the consolidated statement of financial position should be properly supported by a grant receivables subsidiary ledger by grantor/funder. Condition: The grant receivables subsidiary ledger had not been updated since September 2022, and that cash receipts had been applied directly to the grants receivable general ledger. This methodology resulted in the incorrect application of cash receipts to debtors/grantors which resulted in incorrect balances for individual grantors listed under grants receivable and deferred revenue. The correct application of cash receipts to individual grantors in order to correctly reflect grants receivable balances and deferred revenue balances is important to proper revenue recognition for Community Development Block Grant (Assistance Listing Number 14.218) and the Prevention and Treatment of Substance Abuse (Assistance Listing Number 93.959). This finding is considered a significant deficiency. Balances were corrected by the conclusion of the audit. Cause: The staffing changes in the Facility?s finance department directly impacted the proper accounting over grants receivable and deferred revenue. Effect: Grant receivables and deferred revenue composed of various grantors/funders and the Facility should be aware of the balances due, collected and received in advance at any point in time. These balances have a direct impact on the revenue generated by the Facility for the provision of program services. Recommendation: The Facility should continue to utilize the grants receivable subsidiary ledger and correctly match cash receipts to the appropriate grant receivable funder and utilize any deferred revenue from the respective funder where appropriate. Proper management of receivables and deferred revenue is necessary for proper revenue recognition and cash management. Views of Responsible Official and Planned Corrective Action: The Chief Executive Officer and Chief Financial Officer will ensure that a complete and accurate grant receivables subsidiary ledger and detailed deferred revenue is maintained and reviewed regularly throughout the year.
2022-004 Allocation of Functional Expenses Criteria: Accounting standards require that not for profit organization present expenses by function and natural classification. Expenses that are directly attributable to a specific functional area of the Facility should be reported as expenses of those functional areas. Condition: The proper allocation of functional expenses is a management estimate that should be evaluated on a periodic basis. In particular, management should ensure that all program expenses are properly allocated to program costs and expenses that should be administration are similarly identified. Cause: New staffing within the Facility's finance department during 2022 contributed to inconsistencies in the allocation of functional expenses. Effect: The incorrect allocation of expenses between programs and administration may result in inaccurate preparation of grant vouchers. This impacts voucher submissions and revenue recognized for programs. Recommendation: We recommend that a detailed analysis be performed of the Facility?s expenses to ensure the allocation of functional expenses is consistent with the operations of the Facility. Views of Responsible Official and Planned Corrective Action: The Chief Executive Officer and Chief Financial Officer will ensure a detailed review is performed so that expenses are properly classified between program expenses and administrative expenses.
2022-001 Bank Statement Reconciliations Criteria: Pursuant to Syracuse Model Neighborhood Facility, Inc.'s (Facility) Accounting Policy and Procedural Manual, bank reconciliations should be prepared by the finance department, and reviewed and approved by the Executive Director or a member of the Finance Committee. Condition: We examined all bank account reconciliations for the months ended March, June, September and December of 2022 and noted that the majority of the bank reconciliations were not prepared in a timely manner. Since cash activity for all federal programs go through the Facility's main checking account, untimely preparation and review of bank reconciliations is not only a financial statement finding but also a federal award finding for the Community Development Block Grant (Assistance Listing Number 14.218) and the Prevention and Treatment of Substance Abuse (Assistance Listing Number 93.959). All significant bank accounts at December 31, 2022 were reconciled and reviewed by the end of March 2023. This finding continues to be a material weakness for the Facility. Cause: There have been staffing changes within the Facility's finance department during 2022 which resulted in delays with the preparation of the bank reconciliations and consequently the review of these reconciliations. Effect: Bank reconciliations are an important part of the Facility's internal control procedures to detect any unusual or unreconciled differences within the Facility's cash balances. Recommendation: In order for bank reconciliations to be an effective internal control procedure, they should be performed and reviewed on a timely basis, within thirty days of each month end in order to properly detect and correct errors and potentially identify fraudulent misstatements. Views of Responsible Official and Planned Corrective Action: The Chief Executive Officer and Chief Financial Officer will ensure this control procedure is rectified to ensure that bank reconciliations are performed and reviewed in a timely manner.
2022-002 Grant Voucher Submissions Criteria: The majority of the Facility?s revenue are contracts and grants from government agencies. Revenue is recognized when the Facility incurs expenses related to the contract. Generally, the funds are not remitted until a voucher for the services provided or expenses incurred has been submitted for reimbursement. Condition: During the year under audit, the majority of voucher submissions for 2022 were not prepared on a timely basis and were submitted in 2023. Grant voucher submissions were not completed in a timely manner for the two programs, Community Development Block Grant (Assistance Listing Number 14.218) and the Prevention and Treatment of Substance Abuse (Assistance Listing Number 93.959). This finding is a significant deficiency for the 2022 audit. All of the vouchers were prepared and submitted by the conclusion of the audit. Cause: There have been staffing changes within the Facility's finance department during 2022 which resulted in delays with preparing vouchers and therefore, submitting vouchers for reimbursement. Effect: Late voucher preparation and submission may result in the denial of vouchers by granting agencies and the loss of revenue for services that were delivered by the Facility. Late submission directly impacts cash flows as in most cases, the Facility has already made the cash payments for the program expenses. Recommendation: The Facility should prepare and submit vouchers on a timely basis in accordance with the various grants terms and conditions. Views of Responsible Official and Planned Corrective Action: The Chief Executive Officer and Chief Financial Officer will ensure that all vouchers are prepared, reviewed and submitted on a timely basis.
2022-003 Application of Cash Receipts Criteria: Grant receivables in the consolidated statement of financial position should be properly supported by a grant receivables subsidiary ledger by grantor/funder. Condition: The grant receivables subsidiary ledger had not been updated since September 2022, and that cash receipts had been applied directly to the grants receivable general ledger. This methodology resulted in the incorrect application of cash receipts to debtors/grantors which resulted in incorrect balances for individual grantors listed under grants receivable and deferred revenue. The correct application of cash receipts to individual grantors in order to correctly reflect grants receivable balances and deferred revenue balances is important to proper revenue recognition for Community Development Block Grant (Assistance Listing Number 14.218) and the Prevention and Treatment of Substance Abuse (Assistance Listing Number 93.959). This finding is considered a significant deficiency. Balances were corrected by the conclusion of the audit. Cause: The staffing changes in the Facility?s finance department directly impacted the proper accounting over grants receivable and deferred revenue. Effect: Grant receivables and deferred revenue composed of various grantors/funders and the Facility should be aware of the balances due, collected and received in advance at any point in time. These balances have a direct impact on the revenue generated by the Facility for the provision of program services. Recommendation: The Facility should continue to utilize the grants receivable subsidiary ledger and correctly match cash receipts to the appropriate grant receivable funder and utilize any deferred revenue from the respective funder where appropriate. Proper management of receivables and deferred revenue is necessary for proper revenue recognition and cash management. Views of Responsible Official and Planned Corrective Action: The Chief Executive Officer and Chief Financial Officer will ensure that a complete and accurate grant receivables subsidiary ledger and detailed deferred revenue is maintained and reviewed regularly throughout the year.
2022-004 Allocation of Functional Expenses Criteria: Accounting standards require that not for profit organization present expenses by function and natural classification. Expenses that are directly attributable to a specific functional area of the Facility should be reported as expenses of those functional areas. Condition: The proper allocation of functional expenses is a management estimate that should be evaluated on a periodic basis. In particular, management should ensure that all program expenses are properly allocated to program costs and expenses that should be administration are similarly identified. Cause: New staffing within the Facility's finance department during 2022 contributed to inconsistencies in the allocation of functional expenses. Effect: The incorrect allocation of expenses between programs and administration may result in inaccurate preparation of grant vouchers. This impacts voucher submissions and revenue recognized for programs. Recommendation: We recommend that a detailed analysis be performed of the Facility?s expenses to ensure the allocation of functional expenses is consistent with the operations of the Facility. Views of Responsible Official and Planned Corrective Action: The Chief Executive Officer and Chief Financial Officer will ensure a detailed review is performed so that expenses are properly classified between program expenses and administrative expenses.