Audit 298424

Audit Finding 2023-001 – Lack of Segregation of Duties Criteria: Internal control is a process, affected by the Rice Lake Housing Authority's (the Authority) board of commissioners, management, and other personnel, designed to provide reasonable assurance regarding the achievement of objectives in the following categories: effectiveness and efficiency of operations, reliability of financial reporting, and compliance with applicable laws and regulations. A good system of internal control provides for an adequate segregation of duties so that no one individual handles a transaction from its inception to completion. Condition: Due to the limited employees and resources available to the Authority, many aspects of the internal control structure that rely on segregation of duties are missing. Specific accounting processes noted that are affected by the lack of segregation of duties include cash disbursements, payroll disbursements, cash receipting, and specific reporting functions required for the Authority. Cause: Due to the limited number of personnel within the Authority, segregation of the accounting functions necessary to ensure adequate internal accounting control is not possible. This is not unusual in operations the size of the Authority; however, management should constantly be aware of this condition and realize that the concentration of duties and responsibilities in a limited number of individuals is not desirable from an accounting point of view. Effect: Inadequate segregation of duties could adversely affect the Authority’s ability to detect misstatements in amounts that would be material in relation to the financial statements in a timely period by personnel in the normal course of performing their assigned functions. Recommendation: We recommend that the Authority’s board of commissioners and management be aware of the lack of segregation of the accounting functions and, where possible, implement oversight procedures to ensure the internal control policies and procedures are being implemented by personnel to the extent possible. View of Responsible Officials: Management agrees with the finding.

Audit Finding 2023-001 – Lack of Segregation of Duties Criteria: Internal control is a process, affected by the Rice Lake Housing Authority's (the Authority) board of commissioners, management, and other personnel, designed to provide reasonable assurance regarding the achievement of objectives in the following categories: effectiveness and efficiency of operations, reliability of financial reporting, and compliance with applicable laws and regulations. A good system of internal control provides for an adequate segregation of duties so that no one individual handles a transaction from its inception to completion. Condition: Due to the limited employees and resources available to the Authority, many aspects of the internal control structure that rely on segregation of duties are missing. Specific accounting processes noted that are affected by the lack of segregation of duties include cash disbursements, payroll disbursements, cash receipting, and specific reporting functions required for the Authority. Cause: Due to the limited number of personnel within the Authority, segregation of the accounting functions necessary to ensure adequate internal accounting control is not possible. This is not unusual in operations the size of the Authority; however, management should constantly be aware of this condition and realize that the concentration of duties and responsibilities in a limited number of individuals is not desirable from an accounting point of view. Effect: Inadequate segregation of duties could adversely affect the Authority’s ability to detect misstatements in amounts that would be material in relation to the financial statements in a timely period by personnel in the normal course of performing their assigned functions. Recommendation: We recommend that the Authority’s board of commissioners and management be aware of the lack of segregation of the accounting functions and, where possible, implement oversight procedures to ensure the internal control policies and procedures are being implemented by personnel to the extent possible. View of Responsible Officials: Management agrees with the finding.

Audit Finding 2023-002 – Insufficient Collateral Criteria: A good system of internal control contemplates an adequate system for monitoring the requirements of pledged collateral. Condition: The HUD Financial Management Handbook requires that any portion of Housing Authority Funds not insured by a Federal insurance organization shall be fully (100%) and continuously collateralized with specific and identifiable U.S. Government or Agency securities prescribed by HUD in a notice. Collateralization is required on a daily basis at the end of the business day. Such securities shall be pledged and set aside in accordance with applicable law or Federal regulations. The Authority had insufficient pledged collateral as of June 30, 2023. The Authority’s deposits were under collateralized by approximately $10,934 at June 30, 2023. Cause: The Authority does not have an internal control system designed to properly monitor the requirements of pledged collateral.Effect: At year-end, the Authority did not have sufficient collateral pledged and was not in compliance with HUD regulations. Additionally, non-compliance increases the custodial risk of the Authority. Recommendation: We recommend the Authority monitor all deposits to determine if there is adequate collateral pledged to secure deposits in accordance with HUD regulations. View of Responsible Officials: The management of the Authority is in agreement with the finding.

Audit Finding 2023-002 – Insufficient Collateral Criteria: A good system of internal control contemplates an adequate system for monitoring the requirements of pledged collateral. Condition: The HUD Financial Management Handbook requires that any portion of Housing Authority Funds not insured by a Federal insurance organization shall be fully (100%) and continuously collateralized with specific and identifiable U.S. Government or Agency securities prescribed by HUD in a notice. Collateralization is required on a daily basis at the end of the business day. Such securities shall be pledged and set aside in accordance with applicable law or Federal regulations. The Authority had insufficient pledged collateral as of June 30, 2023. The Authority’s deposits were under collateralized by approximately $10,934 at June 30, 2023. Cause: The Authority does not have an internal control system designed to properly monitor the requirements of pledged collateral.Effect: At year-end, the Authority did not have sufficient collateral pledged and was not in compliance with HUD regulations. Additionally, non-compliance increases the custodial risk of the Authority. Recommendation: We recommend the Authority monitor all deposits to determine if there is adequate collateral pledged to secure deposits in accordance with HUD regulations. View of Responsible Officials: The management of the Authority is in agreement with the finding.

Audit Finding 2023-001 – Lack of Segregation of Duties Criteria: Internal control is a process, affected by the Rice Lake Housing Authority's (the Authority) board of commissioners, management, and other personnel, designed to provide reasonable assurance regarding the achievement of objectives in the following categories: effectiveness and efficiency of operations, reliability of financial reporting, and compliance with applicable laws and regulations. A good system of internal control provides for an adequate segregation of duties so that no one individual handles a transaction from its inception to completion. Condition: Due to the limited employees and resources available to the Authority, many aspects of the internal control structure that rely on segregation of duties are missing. Specific accounting processes noted that are affected by the lack of segregation of duties include cash disbursements, payroll disbursements, cash receipting, and specific reporting functions required for the Authority. Cause: Due to the limited number of personnel within the Authority, segregation of the accounting functions necessary to ensure adequate internal accounting control is not possible. This is not unusual in operations the size of the Authority; however, management should constantly be aware of this condition and realize that the concentration of duties and responsibilities in a limited number of individuals is not desirable from an accounting point of view. Effect: Inadequate segregation of duties could adversely affect the Authority’s ability to detect misstatements in amounts that would be material in relation to the financial statements in a timely period by personnel in the normal course of performing their assigned functions. Recommendation: We recommend that the Authority’s board of commissioners and management be aware of the lack of segregation of the accounting functions and, where possible, implement oversight procedures to ensure the internal control policies and procedures are being implemented by personnel to the extent possible. View of Responsible Officials: Management agrees with the finding.

Audit Finding 2023-001 – Lack of Segregation of Duties Criteria: Internal control is a process, affected by the Rice Lake Housing Authority's (the Authority) board of commissioners, management, and other personnel, designed to provide reasonable assurance regarding the achievement of objectives in the following categories: effectiveness and efficiency of operations, reliability of financial reporting, and compliance with applicable laws and regulations. A good system of internal control provides for an adequate segregation of duties so that no one individual handles a transaction from its inception to completion. Condition: Due to the limited employees and resources available to the Authority, many aspects of the internal control structure that rely on segregation of duties are missing. Specific accounting processes noted that are affected by the lack of segregation of duties include cash disbursements, payroll disbursements, cash receipting, and specific reporting functions required for the Authority. Cause: Due to the limited number of personnel within the Authority, segregation of the accounting functions necessary to ensure adequate internal accounting control is not possible. This is not unusual in operations the size of the Authority; however, management should constantly be aware of this condition and realize that the concentration of duties and responsibilities in a limited number of individuals is not desirable from an accounting point of view. Effect: Inadequate segregation of duties could adversely affect the Authority’s ability to detect misstatements in amounts that would be material in relation to the financial statements in a timely period by personnel in the normal course of performing their assigned functions. Recommendation: We recommend that the Authority’s board of commissioners and management be aware of the lack of segregation of the accounting functions and, where possible, implement oversight procedures to ensure the internal control policies and procedures are being implemented by personnel to the extent possible. View of Responsible Officials: Management agrees with the finding.

Audit Finding 2023-002 – Insufficient Collateral Criteria: A good system of internal control contemplates an adequate system for monitoring the requirements of pledged collateral. Condition: The HUD Financial Management Handbook requires that any portion of Housing Authority Funds not insured by a Federal insurance organization shall be fully (100%) and continuously collateralized with specific and identifiable U.S. Government or Agency securities prescribed by HUD in a notice. Collateralization is required on a daily basis at the end of the business day. Such securities shall be pledged and set aside in accordance with applicable law or Federal regulations. The Authority had insufficient pledged collateral as of June 30, 2023. The Authority’s deposits were under collateralized by approximately $10,934 at June 30, 2023. Cause: The Authority does not have an internal control system designed to properly monitor the requirements of pledged collateral.Effect: At year-end, the Authority did not have sufficient collateral pledged and was not in compliance with HUD regulations. Additionally, non-compliance increases the custodial risk of the Authority. Recommendation: We recommend the Authority monitor all deposits to determine if there is adequate collateral pledged to secure deposits in accordance with HUD regulations. View of Responsible Officials: The management of the Authority is in agreement with the finding.

Audit Finding 2023-002 – Insufficient Collateral Criteria: A good system of internal control contemplates an adequate system for monitoring the requirements of pledged collateral. Condition: The HUD Financial Management Handbook requires that any portion of Housing Authority Funds not insured by a Federal insurance organization shall be fully (100%) and continuously collateralized with specific and identifiable U.S. Government or Agency securities prescribed by HUD in a notice. Collateralization is required on a daily basis at the end of the business day. Such securities shall be pledged and set aside in accordance with applicable law or Federal regulations. The Authority had insufficient pledged collateral as of June 30, 2023. The Authority’s deposits were under collateralized by approximately $10,934 at June 30, 2023. Cause: The Authority does not have an internal control system designed to properly monitor the requirements of pledged collateral.Effect: At year-end, the Authority did not have sufficient collateral pledged and was not in compliance with HUD regulations. Additionally, non-compliance increases the custodial risk of the Authority. Recommendation: We recommend the Authority monitor all deposits to determine if there is adequate collateral pledged to secure deposits in accordance with HUD regulations. View of Responsible Officials: The management of the Authority is in agreement with the finding.