Audit 300013

Condition -- Based on our audit procedures, we noted that the Organization’s internal control process for reviewing the quarterly financial reports due under the grant agreement was not working effectively. Three of the four reports contained salary and benefit information that did not agree with supporting salary or time reports maintained by the Organization, resulting in inaccurate reporting. Cause: The ineffective report review process was the result of the transitioning of new individuals into the process that were not sufficiently trained in the Organization’s sources or methodology for calculating accurate salary and benefit information. Effect: The ineffective report review process, which resulted in underreporting of actual allowable costs, could have resulted in material questioned costs not being detected and corrected on a timely basis, resulting in inappropriate use of funds, or more material underreporting of use of funds by the Organization. Recommendation: We recommend that another level of review of the quarterly reporting be added to the review process. The person responsible for this additional review should be familiar with the grant budget and the underlying supporting documentation that should be used to correctly calculate allowable salary and benefit costs. In the event that mistakes happen, the Organization should advise the federal agency on a timely basis and appropriately amend the reports. Views of Responsible Official and Planned Corrective Action -- The Chief Executive Officer is reviewing quarterly Federal Awards reports before issuance, and comparing them to supporting documentation - See Corrective Action Plan attached.

Condition -- Based on our audit procedures, we noted that the Organization’s internal control process for reviewing the quarterly financial reports due under the grant agreement was not working effectively. Three of the four reports contained salary and benefit information that did not agree with supporting salary or time reports maintained by the Organization, resulting in inaccurate reporting. Cause: The ineffective report review process was the result of the transitioning of new individuals into the process that were not sufficiently trained in the Organization’s sources or methodology for calculating accurate salary and benefit information. Effect: The ineffective report review process, which resulted in underreporting of actual allowable costs, could have resulted in material questioned costs not being detected and corrected on a timely basis, resulting in inappropriate use of funds, or more material underreporting of use of funds by the Organization. Recommendation: We recommend that another level of review of the quarterly reporting be added to the review process. The person responsible for this additional review should be familiar with the grant budget and the underlying supporting documentation that should be used to correctly calculate allowable salary and benefit costs. In the event that mistakes happen, the Organization should advise the federal agency on a timely basis and appropriately amend the reports. Views of Responsible Official and Planned Corrective Action -- The Chief Executive Officer is reviewing quarterly Federal Awards reports before issuance, and comparing them to supporting documentation - See Corrective Action Plan attached.