2022-003: Equipment and Real Property Management - Material Weakness over Internal Controls over Compliance Federal Program Title and Year: Emergency Solutions Grant Program, 2021 ALN: 14.231 Federal Awarding Agency: HUD Pass-Through Entity: New Mexico Mortgage Finance Authority Pass-Through Identifying Number: 21-02-SES-EHA-001 Criteria: Per Title 2 US Code of Federal Regulations Part 200.303a, a non-federal entity must establish and maintain effective internal control over the Federal award that provides reasonable assurance that the non-Federal entity is managing the Federal award in compliance with Federal statutes, regulations, and the terms and conditions of the Federal award. These internal controls should be in compliance with guidance in ?Standards for Internal Control in the Federal Government? issued by the Comptroller General of the United States or the ?Internal Control Integrated Framework?, issued by the Committee of Sponsoring Organizations of the Treadway Commission (COSO). Per 2 CFR 200.313(d)(1) Property records must be maintained that include a description of the property, a serial number or other identification number, the source of funding for the property (including the FAIN), who holds title, the acquisition date, and cost of the property, percentage of Federal participation in the project costs for the Federal award under which the property was acquired, the location, use and condition of the property, and any ultimate disposition data including the date of disposal and sale price of the property. Per 2 CFR 200.313(d)(2), a physical inventory of program property must be taken and the results reconciled with the property records at least once every 2 years. Condition: The Organization was not able to provide an equipment listing tracking items purchased with federal funding nor did the Organization conduct a physical inventory. Cause: The Organization does not have policies and procedures to ensure that equipment purchases with federal funds is maintained and tracked and that the Organization is performing a physical inventory at a minimum of every two years. Effect: The Organization could dispose of or lose federally funded equipment without following federal guidelines. Questioned Costs: None noted. Auditors? Recommendation: We recommend the Organization enhance the design of its control activities and policies and procedures should be developed to ensure physical inventories are taken at least once every two years and that they create a tool to assist in tracking and maintaining equipment purchased with federal funds.
2022-004: Procurement, Small Purchase - Material Weakness over Internal Controls over Compliance and Material Noncompliance Federal Program Title and Year: Emergency Solutions Grant Program, 2021 ALN: 14.231 Federal Awarding Agency: HUD Pass-Through Entity: New Mexico Mortgage Finance Authority Pass-Through Identifying Number: 21-02-SES-EHA-001 Criteria: Per Title 2 US Code of Federal Regulations Part 200.303a, a non-federal entity must establish and maintain effective internal control over the Federal award that provides reasonable assurance that the non-Federal entity is managing the Federal award in compliance with Federal statutes, regulations, and the terms and conditions of the Federal award. These internal controls should be in compliance with guidance in ?Standards for Internal Control in the Federal Government? issued by the Comptroller General of the United States or the ?Internal Control Integrated Framework?, issued by the Committee of Sponsoring Organizations of the Treadway Commission (COSO). Per 2 CFR 200.320(a)(2)(i) Small purchase procedures - The acquisition of property or services, the aggregate dollar amount of which is higher than the micro-purchase threshold but does not exceed the simplified acquisition threshold. If small purchase procedures are used, price or rate quotations must be obtained from an adequate number of qualified sources as determined appropriate by the non-Federal entity. Condition: The Organization did not follow small purchase procedures for purchases that need to obtain three quotes in as noted in their policy. Cause: The Organization did not follow its procurement policy to ensure purchases had proper approval or attained the quotes needed. Effect: The Organization may unintentionally use a higher-cost vendor when failing to obtain price or rate quotations for items under the small purchase threshold. Questioned Costs: Known questioned costs of $86,930 for small purchases that did not have quotes. Likely questioned costs of $184,444 consisting of all small purchases charged to the major program. Auditors? Recommendation: We recommend the Organization enhance the design of its control activities and policies and procedures should be developed to ensure physical inventories are taken at least once every two years and that they create a tool to assist in tracking and maintaining equipment purchased with federal funds.
2022-003: Equipment and Real Property Management - Material Weakness over Internal Controls over Compliance Federal Program Title and Year: Emergency Solutions Grant Program, 2021 ALN: 14.231 Federal Awarding Agency: HUD Pass-Through Entity: New Mexico Mortgage Finance Authority Pass-Through Identifying Number: 21-02-SES-EHA-001 Criteria: Per Title 2 US Code of Federal Regulations Part 200.303a, a non-federal entity must establish and maintain effective internal control over the Federal award that provides reasonable assurance that the non-Federal entity is managing the Federal award in compliance with Federal statutes, regulations, and the terms and conditions of the Federal award. These internal controls should be in compliance with guidance in ?Standards for Internal Control in the Federal Government? issued by the Comptroller General of the United States or the ?Internal Control Integrated Framework?, issued by the Committee of Sponsoring Organizations of the Treadway Commission (COSO). Per 2 CFR 200.313(d)(1) Property records must be maintained that include a description of the property, a serial number or other identification number, the source of funding for the property (including the FAIN), who holds title, the acquisition date, and cost of the property, percentage of Federal participation in the project costs for the Federal award under which the property was acquired, the location, use and condition of the property, and any ultimate disposition data including the date of disposal and sale price of the property. Per 2 CFR 200.313(d)(2), a physical inventory of program property must be taken and the results reconciled with the property records at least once every 2 years. Condition: The Organization was not able to provide an equipment listing tracking items purchased with federal funding nor did the Organization conduct a physical inventory. Cause: The Organization does not have policies and procedures to ensure that equipment purchases with federal funds is maintained and tracked and that the Organization is performing a physical inventory at a minimum of every two years. Effect: The Organization could dispose of or lose federally funded equipment without following federal guidelines. Questioned Costs: None noted. Auditors? Recommendation: We recommend the Organization enhance the design of its control activities and policies and procedures should be developed to ensure physical inventories are taken at least once every two years and that they create a tool to assist in tracking and maintaining equipment purchased with federal funds.
2022-004: Procurement, Small Purchase - Material Weakness over Internal Controls over Compliance and Material Noncompliance Federal Program Title and Year: Emergency Solutions Grant Program, 2021 ALN: 14.231 Federal Awarding Agency: HUD Pass-Through Entity: New Mexico Mortgage Finance Authority Pass-Through Identifying Number: 21-02-SES-EHA-001 Criteria: Per Title 2 US Code of Federal Regulations Part 200.303a, a non-federal entity must establish and maintain effective internal control over the Federal award that provides reasonable assurance that the non-Federal entity is managing the Federal award in compliance with Federal statutes, regulations, and the terms and conditions of the Federal award. These internal controls should be in compliance with guidance in ?Standards for Internal Control in the Federal Government? issued by the Comptroller General of the United States or the ?Internal Control Integrated Framework?, issued by the Committee of Sponsoring Organizations of the Treadway Commission (COSO). Per 2 CFR 200.320(a)(2)(i) Small purchase procedures - The acquisition of property or services, the aggregate dollar amount of which is higher than the micro-purchase threshold but does not exceed the simplified acquisition threshold. If small purchase procedures are used, price or rate quotations must be obtained from an adequate number of qualified sources as determined appropriate by the non-Federal entity. Condition: The Organization did not follow small purchase procedures for purchases that need to obtain three quotes in as noted in their policy. Cause: The Organization did not follow its procurement policy to ensure purchases had proper approval or attained the quotes needed. Effect: The Organization may unintentionally use a higher-cost vendor when failing to obtain price or rate quotations for items under the small purchase threshold. Questioned Costs: Known questioned costs of $86,930 for small purchases that did not have quotes. Likely questioned costs of $184,444 consisting of all small purchases charged to the major program. Auditors? Recommendation: We recommend the Organization enhance the design of its control activities and policies and procedures should be developed to ensure physical inventories are taken at least once every two years and that they create a tool to assist in tracking and maintaining equipment purchased with federal funds.
2022-003: Equipment and Real Property Management - Material Weakness over Internal Controls over Compliance Federal Program Title and Year: Emergency Solutions Grant Program, 2021 ALN: 14.231 Federal Awarding Agency: HUD Pass-Through Entity: New Mexico Mortgage Finance Authority Pass-Through Identifying Number: 21-02-SES-EHA-001 Criteria: Per Title 2 US Code of Federal Regulations Part 200.303a, a non-federal entity must establish and maintain effective internal control over the Federal award that provides reasonable assurance that the non-Federal entity is managing the Federal award in compliance with Federal statutes, regulations, and the terms and conditions of the Federal award. These internal controls should be in compliance with guidance in ?Standards for Internal Control in the Federal Government? issued by the Comptroller General of the United States or the ?Internal Control Integrated Framework?, issued by the Committee of Sponsoring Organizations of the Treadway Commission (COSO). Per 2 CFR 200.313(d)(1) Property records must be maintained that include a description of the property, a serial number or other identification number, the source of funding for the property (including the FAIN), who holds title, the acquisition date, and cost of the property, percentage of Federal participation in the project costs for the Federal award under which the property was acquired, the location, use and condition of the property, and any ultimate disposition data including the date of disposal and sale price of the property. Per 2 CFR 200.313(d)(2), a physical inventory of program property must be taken and the results reconciled with the property records at least once every 2 years. Condition: The Organization was not able to provide an equipment listing tracking items purchased with federal funding nor did the Organization conduct a physical inventory. Cause: The Organization does not have policies and procedures to ensure that equipment purchases with federal funds is maintained and tracked and that the Organization is performing a physical inventory at a minimum of every two years. Effect: The Organization could dispose of or lose federally funded equipment without following federal guidelines. Questioned Costs: None noted. Auditors? Recommendation: We recommend the Organization enhance the design of its control activities and policies and procedures should be developed to ensure physical inventories are taken at least once every two years and that they create a tool to assist in tracking and maintaining equipment purchased with federal funds.
2022-004: Procurement, Small Purchase - Material Weakness over Internal Controls over Compliance and Material Noncompliance Federal Program Title and Year: Emergency Solutions Grant Program, 2021 ALN: 14.231 Federal Awarding Agency: HUD Pass-Through Entity: New Mexico Mortgage Finance Authority Pass-Through Identifying Number: 21-02-SES-EHA-001 Criteria: Per Title 2 US Code of Federal Regulations Part 200.303a, a non-federal entity must establish and maintain effective internal control over the Federal award that provides reasonable assurance that the non-Federal entity is managing the Federal award in compliance with Federal statutes, regulations, and the terms and conditions of the Federal award. These internal controls should be in compliance with guidance in ?Standards for Internal Control in the Federal Government? issued by the Comptroller General of the United States or the ?Internal Control Integrated Framework?, issued by the Committee of Sponsoring Organizations of the Treadway Commission (COSO). Per 2 CFR 200.320(a)(2)(i) Small purchase procedures - The acquisition of property or services, the aggregate dollar amount of which is higher than the micro-purchase threshold but does not exceed the simplified acquisition threshold. If small purchase procedures are used, price or rate quotations must be obtained from an adequate number of qualified sources as determined appropriate by the non-Federal entity. Condition: The Organization did not follow small purchase procedures for purchases that need to obtain three quotes in as noted in their policy. Cause: The Organization did not follow its procurement policy to ensure purchases had proper approval or attained the quotes needed. Effect: The Organization may unintentionally use a higher-cost vendor when failing to obtain price or rate quotations for items under the small purchase threshold. Questioned Costs: Known questioned costs of $86,930 for small purchases that did not have quotes. Likely questioned costs of $184,444 consisting of all small purchases charged to the major program. Auditors? Recommendation: We recommend the Organization enhance the design of its control activities and policies and procedures should be developed to ensure physical inventories are taken at least once every two years and that they create a tool to assist in tracking and maintaining equipment purchased with federal funds.
2022-003: Equipment and Real Property Management - Material Weakness over Internal Controls over Compliance Federal Program Title and Year: Emergency Solutions Grant Program, 2021 ALN: 14.231 Federal Awarding Agency: HUD Pass-Through Entity: New Mexico Mortgage Finance Authority Pass-Through Identifying Number: 21-02-SES-EHA-001 Criteria: Per Title 2 US Code of Federal Regulations Part 200.303a, a non-federal entity must establish and maintain effective internal control over the Federal award that provides reasonable assurance that the non-Federal entity is managing the Federal award in compliance with Federal statutes, regulations, and the terms and conditions of the Federal award. These internal controls should be in compliance with guidance in ?Standards for Internal Control in the Federal Government? issued by the Comptroller General of the United States or the ?Internal Control Integrated Framework?, issued by the Committee of Sponsoring Organizations of the Treadway Commission (COSO). Per 2 CFR 200.313(d)(1) Property records must be maintained that include a description of the property, a serial number or other identification number, the source of funding for the property (including the FAIN), who holds title, the acquisition date, and cost of the property, percentage of Federal participation in the project costs for the Federal award under which the property was acquired, the location, use and condition of the property, and any ultimate disposition data including the date of disposal and sale price of the property. Per 2 CFR 200.313(d)(2), a physical inventory of program property must be taken and the results reconciled with the property records at least once every 2 years. Condition: The Organization was not able to provide an equipment listing tracking items purchased with federal funding nor did the Organization conduct a physical inventory. Cause: The Organization does not have policies and procedures to ensure that equipment purchases with federal funds is maintained and tracked and that the Organization is performing a physical inventory at a minimum of every two years. Effect: The Organization could dispose of or lose federally funded equipment without following federal guidelines. Questioned Costs: None noted. Auditors? Recommendation: We recommend the Organization enhance the design of its control activities and policies and procedures should be developed to ensure physical inventories are taken at least once every two years and that they create a tool to assist in tracking and maintaining equipment purchased with federal funds.
2022-004: Procurement, Small Purchase - Material Weakness over Internal Controls over Compliance and Material Noncompliance Federal Program Title and Year: Emergency Solutions Grant Program, 2021 ALN: 14.231 Federal Awarding Agency: HUD Pass-Through Entity: New Mexico Mortgage Finance Authority Pass-Through Identifying Number: 21-02-SES-EHA-001 Criteria: Per Title 2 US Code of Federal Regulations Part 200.303a, a non-federal entity must establish and maintain effective internal control over the Federal award that provides reasonable assurance that the non-Federal entity is managing the Federal award in compliance with Federal statutes, regulations, and the terms and conditions of the Federal award. These internal controls should be in compliance with guidance in ?Standards for Internal Control in the Federal Government? issued by the Comptroller General of the United States or the ?Internal Control Integrated Framework?, issued by the Committee of Sponsoring Organizations of the Treadway Commission (COSO). Per 2 CFR 200.320(a)(2)(i) Small purchase procedures - The acquisition of property or services, the aggregate dollar amount of which is higher than the micro-purchase threshold but does not exceed the simplified acquisition threshold. If small purchase procedures are used, price or rate quotations must be obtained from an adequate number of qualified sources as determined appropriate by the non-Federal entity. Condition: The Organization did not follow small purchase procedures for purchases that need to obtain three quotes in as noted in their policy. Cause: The Organization did not follow its procurement policy to ensure purchases had proper approval or attained the quotes needed. Effect: The Organization may unintentionally use a higher-cost vendor when failing to obtain price or rate quotations for items under the small purchase threshold. Questioned Costs: Known questioned costs of $86,930 for small purchases that did not have quotes. Likely questioned costs of $184,444 consisting of all small purchases charged to the major program. Auditors? Recommendation: We recommend the Organization enhance the design of its control activities and policies and procedures should be developed to ensure physical inventories are taken at least once every two years and that they create a tool to assist in tracking and maintaining equipment purchased with federal funds.