NON-MATERIAL NON-COMPLIANCE- ELIGIBILITY
MATERIAL WEAKNESS
Criteria: In accordance with 2 CFR 200, management should have an adequate system of internal control procedures in place to ensure that casefiles include all required documentation. In accordance with 45 CFR 303, child support referrals must be provided to applicable cases.
Condition: The County Department of Social Services maintained inconsistent documentation for household membership and social security information for one applicant. The Department also failed to properly include IV-D child support referral for one applicant.
Context: Of the 1,312,737 benefit payments valued at $108,568,635, we examined 60 and determined that two (3%) had inconsistent documentation supporting the eligibility determination in the case file. Upon further review, the recipients were deemed eligible.
Effect: Casefiles maintained inconsistent and missing documentation which could allow benefits to be provided to individuals who are not eligible.
Cause: The caseworker did not verify updated documentation to the NCFAST system and failed to include child support referral.
Questioned Costs: None. The finding represents an internal control issue; therefore, no questioned costs are applicable.
Recommendation: Casefiles should be reviewed to verify that all appropriate documentation is maintained and all required referrals have been made before approving benefits.
Name of Contact Person: Candice Gobble, DSS Director
Views of Responsible Officials and Planned Corrective Action: Management concurs with this finding. Please refer to the Corrective Action Plan.
NON-MATERIAL NON-COMPLIANCE
MATERIAL WEAKNESS
Criteria: In accordance with 2 CFR 200, management should have an adequate system of internal control procedures in place to ensure that casefiles include all required documentation. In accordance with EP-300 Energy Programs section 300.02 and EP-400 Crisis Intervention Programs section 400.05, documentation must be maintained to support eligibility determinations, including the application signature page or documentation of telephonic signature.
Condition: The County Department of Social Services failed to obtain the applicant’s signature, including an online or telephonic signature, on three of the DSS-8178 Energy Programs Applications. Upon further review, the applicants were ultimately eligible.
Context: Of the 6,005 benefit payments valued at $2,657,536, we examined 60 payment records ($26,341 value) and determined that three casefiles (5%) did not include a client’s signature authorizing the application. The applicants were deemed eligible.
Effect: Casefile did not include documentation of a signed application form, which could allow benefits to be provided to individuals who are not eligible.
Cause: Caseworker failed to obtain a signed application form.
Questioned Costs: None. The finding represents an internal control issue; therefore, no questioned costs are applicable.
Recommendation: Additional training should be provided to ensure caseworkers are aware of documentation requirements.
Name of Contact Person: Candice Gobble, DSS Director
Views of Responsible Officials and Planned Corrective Action: Management concurs with this finding. Please refer to the Corrective Action Plan.
NON-MATERIAL NON-COMPLIANCE
MATERIAL WEAKNESS
Criteria: In accordance with 2 CFR 200, management should have an adequate system of internal control procedures in place to ensure that casefiles include all required documentation. In accordance with EP-300 Energy Programs section 300.02 and EP-400 Crisis Intervention Programs section 400.05, documentation must be maintained to support eligibility determinations, including the application signature page or documentation of telephonic signature.
Condition: The County Department of Social Services failed to obtain the applicant’s signature, including an online or telephonic signature, on three of the DSS-8178 Energy Programs Applications. Upon further review, the applicants were ultimately eligible.
Context: Of the 6,005 benefit payments valued at $2,657,536, we examined 60 payment records ($26,341 value) and determined that three casefiles (5%) did not include a client’s signature authorizing the application. The applicants were deemed eligible.
Effect: Casefile did not include documentation of a signed application form, which could allow benefits to be provided to individuals who are not eligible.
Cause: Caseworker failed to obtain a signed application form.
Questioned Costs: None. The finding represents an internal control issue; therefore, no questioned costs are applicable.
Recommendation: Additional training should be provided to ensure caseworkers are aware of documentation requirements.
Name of Contact Person: Candice Gobble, DSS Director
Views of Responsible Officials and Planned Corrective Action: Management concurs with this finding. Please refer to the Corrective Action Plan.
NON-MATERIAL NON-COMPLIANCE
MATERIAL WEAKNESS
Criteria: In accordance with 2 CFR 200, management should have an adequate system of internal control procedures in place to ensure that casefiles include all required documentation. In accordance with EP-300 Energy Programs section 300.02 and EP-400 Crisis Intervention Programs section 400.05, documentation must be maintained to support eligibility determinations, including the application signature page or documentation of telephonic signature.
Condition: The County Department of Social Services failed to obtain the applicant’s signature, including an online or telephonic signature, on three of the DSS-8178 Energy Programs Applications. Upon further review, the applicants were ultimately eligible.
Context: Of the 6,005 benefit payments valued at $2,657,536, we examined 60 payment records ($26,341 value) and determined that three casefiles (5%) did not include a client’s signature authorizing the application. The applicants were deemed eligible.
Effect: Casefile did not include documentation of a signed application form, which could allow benefits to be provided to individuals who are not eligible.
Cause: Caseworker failed to obtain a signed application form.
Questioned Costs: None. The finding represents an internal control issue; therefore, no questioned costs are applicable.
Recommendation: Additional training should be provided to ensure caseworkers are aware of documentation requirements.
Name of Contact Person: Candice Gobble, DSS Director
Views of Responsible Officials and Planned Corrective Action: Management concurs with this finding. Please refer to the Corrective Action Plan.
NON-MATERIAL NON-COMPLIANCE- ELIGIBILITY
MATERIAL WEAKNESS
Criteria: In accordance with 2 CFR 200, management should have an adequate system of internal control procedures in place to ensure that casefiles include all required documentation. In accordance with 45 CFR 303, child support referrals must be provided to applicable cases.
Condition: The County Department of Social Services maintained inconsistent documentation for household membership and social security information for one applicant. The Department also failed to properly include IV-D child support referral for one applicant.
Context: Of the 1,312,737 benefit payments valued at $108,568,635, we examined 60 and determined that two (3%) had inconsistent documentation supporting the eligibility determination in the case file. Upon further review, the recipients were deemed eligible.
Effect: Casefiles maintained inconsistent and missing documentation which could allow benefits to be provided to individuals who are not eligible.
Cause: The caseworker did not verify updated documentation to the NCFAST system and failed to include child support referral.
Questioned Costs: None. The finding represents an internal control issue; therefore, no questioned costs are applicable.
Recommendation: Casefiles should be reviewed to verify that all appropriate documentation is maintained and all required referrals have been made before approving benefits.
Name of Contact Person: Candice Gobble, DSS Director
Views of Responsible Officials and Planned Corrective Action: Management concurs with this finding. Please refer to the Corrective Action Plan.
NON-MATERIAL NON-COMPLIANCE
MATERIAL WEAKNESS
Criteria: In accordance with 2 CFR 200, management should have an adequate system of internal control procedures in place to ensure that casefiles include all required documentation. In accordance with EP-300 Energy Programs section 300.02 and EP-400 Crisis Intervention Programs section 400.05, documentation must be maintained to support eligibility determinations, including the application signature page or documentation of telephonic signature.
Condition: The County Department of Social Services failed to obtain the applicant’s signature, including an online or telephonic signature, on three of the DSS-8178 Energy Programs Applications. Upon further review, the applicants were ultimately eligible.
Context: Of the 6,005 benefit payments valued at $2,657,536, we examined 60 payment records ($26,341 value) and determined that three casefiles (5%) did not include a client’s signature authorizing the application. The applicants were deemed eligible.
Effect: Casefile did not include documentation of a signed application form, which could allow benefits to be provided to individuals who are not eligible.
Cause: Caseworker failed to obtain a signed application form.
Questioned Costs: None. The finding represents an internal control issue; therefore, no questioned costs are applicable.
Recommendation: Additional training should be provided to ensure caseworkers are aware of documentation requirements.
Name of Contact Person: Candice Gobble, DSS Director
Views of Responsible Officials and Planned Corrective Action: Management concurs with this finding. Please refer to the Corrective Action Plan.
NON-MATERIAL NON-COMPLIANCE
MATERIAL WEAKNESS
Criteria: In accordance with 2 CFR 200, management should have an adequate system of internal control procedures in place to ensure that casefiles include all required documentation. In accordance with EP-300 Energy Programs section 300.02 and EP-400 Crisis Intervention Programs section 400.05, documentation must be maintained to support eligibility determinations, including the application signature page or documentation of telephonic signature.
Condition: The County Department of Social Services failed to obtain the applicant’s signature, including an online or telephonic signature, on three of the DSS-8178 Energy Programs Applications. Upon further review, the applicants were ultimately eligible.
Context: Of the 6,005 benefit payments valued at $2,657,536, we examined 60 payment records ($26,341 value) and determined that three casefiles (5%) did not include a client’s signature authorizing the application. The applicants were deemed eligible.
Effect: Casefile did not include documentation of a signed application form, which could allow benefits to be provided to individuals who are not eligible.
Cause: Caseworker failed to obtain a signed application form.
Questioned Costs: None. The finding represents an internal control issue; therefore, no questioned costs are applicable.
Recommendation: Additional training should be provided to ensure caseworkers are aware of documentation requirements.
Name of Contact Person: Candice Gobble, DSS Director
Views of Responsible Officials and Planned Corrective Action: Management concurs with this finding. Please refer to the Corrective Action Plan.
NON-MATERIAL NON-COMPLIANCE
MATERIAL WEAKNESS
Criteria: In accordance with 2 CFR 200, management should have an adequate system of internal control procedures in place to ensure that casefiles include all required documentation. In accordance with EP-300 Energy Programs section 300.02 and EP-400 Crisis Intervention Programs section 400.05, documentation must be maintained to support eligibility determinations, including the application signature page or documentation of telephonic signature.
Condition: The County Department of Social Services failed to obtain the applicant’s signature, including an online or telephonic signature, on three of the DSS-8178 Energy Programs Applications. Upon further review, the applicants were ultimately eligible.
Context: Of the 6,005 benefit payments valued at $2,657,536, we examined 60 payment records ($26,341 value) and determined that three casefiles (5%) did not include a client’s signature authorizing the application. The applicants were deemed eligible.
Effect: Casefile did not include documentation of a signed application form, which could allow benefits to be provided to individuals who are not eligible.
Cause: Caseworker failed to obtain a signed application form.
Questioned Costs: None. The finding represents an internal control issue; therefore, no questioned costs are applicable.
Recommendation: Additional training should be provided to ensure caseworkers are aware of documentation requirements.
Name of Contact Person: Candice Gobble, DSS Director
Views of Responsible Officials and Planned Corrective Action: Management concurs with this finding. Please refer to the Corrective Action Plan.