Finding Number: 2022-001 Repeat Finding: No Type of Finding: Significant Deficiency Description: Payroll Expenditures Condition: Out of the sample tested, there were two on-call employees in the Transportation program that were paid at their regular pay rate rather than the on-call rate. There was also one employee?s electronic timecard where there was a split of time noted, however there was no labor distribution filled out, thus Paychex defaulted to the ?home? program which is CSBG. This resulted in hours that were incorrectly charged to the CSBG program. Criteria: Internal controls are effective if they are properly designed and implemented to prevent or detect errors in payroll processing prior to the audit. Also, charges to federal awards for salaries and wages must be based on records that accurately reflect the work performed. These records must be supported by a system of internal control which provides reasonable assurance that the charges are accurate, allowable and properly allocated. Cause: The internal controls of the Organization were not effective in preventing or detecting and correcting the pay rates used to compensate the employees tested and labor distribution used to charge programs prior to the audit. Effect: Without proper review of pay rates entered in the system used to compensate employees and a review of labor distribution on electronic timecards, it is possible that grants could be over or undercharged. Recommendation: We recommend that a review of the pay rates and labor distribution on electronic timecards, be performed to ensure they are correct prior to payroll being processed, to ensure grants are charged for the correct amount of payroll expenses. View of responsible officials: Management agrees with the finding and has committed to a corrective action plan.
Finding Number: 2022-002 Repeat Finding: No Type of Finding: Significant Deficiency in Internal Control and Nonmaterial Noncompliance Description: LIHEAP Application Certification Major Program: AL #93.568 ? Low Income Housing Energy Assistance ? FFY 2021, FFY 2022 and FFY 2023 Questioned Costs: None How the questioned costs were computed: N/A Compliance Requirements: Eligibility Condition: Out of the sample tested, there were numerous applications that were not certified within thirty business days from the date of application. Criteria: Per the Home Energy Assistance Program (HEAP) Rule, ?The Subgrantee will certify or deny an Application within thirty (30) business days from the Date of Application?. Cause: The Organization was understaffed during 2022 and couldn?t keep up with the volume of applications that needed to be certified within the thirty business days required. Effect: The Organization was not in compliance with the application certification requirement, resulting in nonmaterial noncompliance and a significant deficiency in internal controls over compliance. Recommendation: We recommend that the Organization implement a standard process for certifying the applications within the required timeframe to ensure compliance with the grant agreement and HEAP Rule. View of Responsible Officials: Management agrees with the finding and has committed to a corrective action plan.
Finding Number: 2022-001 Repeat Finding: No Type of Finding: Significant Deficiency Description: Payroll Expenditures Condition: Out of the sample tested, there were two on-call employees in the Transportation program that were paid at their regular pay rate rather than the on-call rate. There was also one employee?s electronic timecard where there was a split of time noted, however there was no labor distribution filled out, thus Paychex defaulted to the ?home? program which is CSBG. This resulted in hours that were incorrectly charged to the CSBG program. Criteria: Internal controls are effective if they are properly designed and implemented to prevent or detect errors in payroll processing prior to the audit. Also, charges to federal awards for salaries and wages must be based on records that accurately reflect the work performed. These records must be supported by a system of internal control which provides reasonable assurance that the charges are accurate, allowable and properly allocated. Cause: The internal controls of the Organization were not effective in preventing or detecting and correcting the pay rates used to compensate the employees tested and labor distribution used to charge programs prior to the audit. Effect: Without proper review of pay rates entered in the system used to compensate employees and a review of labor distribution on electronic timecards, it is possible that grants could be over or undercharged. Recommendation: We recommend that a review of the pay rates and labor distribution on electronic timecards, be performed to ensure they are correct prior to payroll being processed, to ensure grants are charged for the correct amount of payroll expenses. View of responsible officials: Management agrees with the finding and has committed to a corrective action plan.
Finding Number: 2022-001 Repeat Finding: No Type of Finding: Significant Deficiency Description: Payroll Expenditures Condition: Out of the sample tested, there were two on-call employees in the Transportation program that were paid at their regular pay rate rather than the on-call rate. There was also one employee?s electronic timecard where there was a split of time noted, however there was no labor distribution filled out, thus Paychex defaulted to the ?home? program which is CSBG. This resulted in hours that were incorrectly charged to the CSBG program. Criteria: Internal controls are effective if they are properly designed and implemented to prevent or detect errors in payroll processing prior to the audit. Also, charges to federal awards for salaries and wages must be based on records that accurately reflect the work performed. These records must be supported by a system of internal control which provides reasonable assurance that the charges are accurate, allowable and properly allocated. Cause: The internal controls of the Organization were not effective in preventing or detecting and correcting the pay rates used to compensate the employees tested and labor distribution used to charge programs prior to the audit. Effect: Without proper review of pay rates entered in the system used to compensate employees and a review of labor distribution on electronic timecards, it is possible that grants could be over or undercharged. Recommendation: We recommend that a review of the pay rates and labor distribution on electronic timecards, be performed to ensure they are correct prior to payroll being processed, to ensure grants are charged for the correct amount of payroll expenses. View of responsible officials: Management agrees with the finding and has committed to a corrective action plan.
Finding Number: 2022-001 Repeat Finding: No Type of Finding: Significant Deficiency Description: Payroll Expenditures Condition: Out of the sample tested, there were two on-call employees in the Transportation program that were paid at their regular pay rate rather than the on-call rate. There was also one employee?s electronic timecard where there was a split of time noted, however there was no labor distribution filled out, thus Paychex defaulted to the ?home? program which is CSBG. This resulted in hours that were incorrectly charged to the CSBG program. Criteria: Internal controls are effective if they are properly designed and implemented to prevent or detect errors in payroll processing prior to the audit. Also, charges to federal awards for salaries and wages must be based on records that accurately reflect the work performed. These records must be supported by a system of internal control which provides reasonable assurance that the charges are accurate, allowable and properly allocated. Cause: The internal controls of the Organization were not effective in preventing or detecting and correcting the pay rates used to compensate the employees tested and labor distribution used to charge programs prior to the audit. Effect: Without proper review of pay rates entered in the system used to compensate employees and a review of labor distribution on electronic timecards, it is possible that grants could be over or undercharged. Recommendation: We recommend that a review of the pay rates and labor distribution on electronic timecards, be performed to ensure they are correct prior to payroll being processed, to ensure grants are charged for the correct amount of payroll expenses. View of responsible officials: Management agrees with the finding and has committed to a corrective action plan.
Finding Number: 2022-002 Repeat Finding: No Type of Finding: Significant Deficiency in Internal Control and Nonmaterial Noncompliance Description: LIHEAP Application Certification Major Program: AL #93.568 ? Low Income Housing Energy Assistance ? FFY 2021, FFY 2022 and FFY 2023 Questioned Costs: None How the questioned costs were computed: N/A Compliance Requirements: Eligibility Condition: Out of the sample tested, there were numerous applications that were not certified within thirty business days from the date of application. Criteria: Per the Home Energy Assistance Program (HEAP) Rule, ?The Subgrantee will certify or deny an Application within thirty (30) business days from the Date of Application?. Cause: The Organization was understaffed during 2022 and couldn?t keep up with the volume of applications that needed to be certified within the thirty business days required. Effect: The Organization was not in compliance with the application certification requirement, resulting in nonmaterial noncompliance and a significant deficiency in internal controls over compliance. Recommendation: We recommend that the Organization implement a standard process for certifying the applications within the required timeframe to ensure compliance with the grant agreement and HEAP Rule. View of Responsible Officials: Management agrees with the finding and has committed to a corrective action plan.
Finding Number: 2022-001 Repeat Finding: No Type of Finding: Significant Deficiency Description: Payroll Expenditures Condition: Out of the sample tested, there were two on-call employees in the Transportation program that were paid at their regular pay rate rather than the on-call rate. There was also one employee?s electronic timecard where there was a split of time noted, however there was no labor distribution filled out, thus Paychex defaulted to the ?home? program which is CSBG. This resulted in hours that were incorrectly charged to the CSBG program. Criteria: Internal controls are effective if they are properly designed and implemented to prevent or detect errors in payroll processing prior to the audit. Also, charges to federal awards for salaries and wages must be based on records that accurately reflect the work performed. These records must be supported by a system of internal control which provides reasonable assurance that the charges are accurate, allowable and properly allocated. Cause: The internal controls of the Organization were not effective in preventing or detecting and correcting the pay rates used to compensate the employees tested and labor distribution used to charge programs prior to the audit. Effect: Without proper review of pay rates entered in the system used to compensate employees and a review of labor distribution on electronic timecards, it is possible that grants could be over or undercharged. Recommendation: We recommend that a review of the pay rates and labor distribution on electronic timecards, be performed to ensure they are correct prior to payroll being processed, to ensure grants are charged for the correct amount of payroll expenses. View of responsible officials: Management agrees with the finding and has committed to a corrective action plan.
Finding Number: 2022-001 Repeat Finding: No Type of Finding: Significant Deficiency Description: Payroll Expenditures Condition: Out of the sample tested, there were two on-call employees in the Transportation program that were paid at their regular pay rate rather than the on-call rate. There was also one employee?s electronic timecard where there was a split of time noted, however there was no labor distribution filled out, thus Paychex defaulted to the ?home? program which is CSBG. This resulted in hours that were incorrectly charged to the CSBG program. Criteria: Internal controls are effective if they are properly designed and implemented to prevent or detect errors in payroll processing prior to the audit. Also, charges to federal awards for salaries and wages must be based on records that accurately reflect the work performed. These records must be supported by a system of internal control which provides reasonable assurance that the charges are accurate, allowable and properly allocated. Cause: The internal controls of the Organization were not effective in preventing or detecting and correcting the pay rates used to compensate the employees tested and labor distribution used to charge programs prior to the audit. Effect: Without proper review of pay rates entered in the system used to compensate employees and a review of labor distribution on electronic timecards, it is possible that grants could be over or undercharged. Recommendation: We recommend that a review of the pay rates and labor distribution on electronic timecards, be performed to ensure they are correct prior to payroll being processed, to ensure grants are charged for the correct amount of payroll expenses. View of responsible officials: Management agrees with the finding and has committed to a corrective action plan.