Audit 30040

Finding 2022-002 - Eligibility - Placement Assessment Federal Programs: Foster Care - Title IV-E Federal Agency: U.S. Department of Health and Human Services Pass-Through Entity: PA Department of Human Services, Lebanon County Children & Youth CFDA Numbers: 93.658 Federal Award Year: June 30, 2022 Criteria: An assessment to determine the appropriateness of such placement must be completed by a "qualified individual" within 30 days after the placement as per Section 475A(c)(1) of the Act. If this deadline is not met, no foster care maintenance payment may be claimed for the duration of the placement (including those for the first two weeks of care) on behalf of the child. Condition: During our audit, for 1 out of 25 children selected for testing, the Organization did not complete an Individual Service Plan within 30 days of intake. The sample was not a statistically valid sample but was determined using Chapter 21 - Audit Sampling Considerations of Uniform Guidance Compliance Audits of the Government Auditing Standards and Single Audit Guide. Cause: The Organization was short a caseworker position, and because of this, it caused this child to not have the appropriate paperwork completed during the required timeframe. Effect: The accuracy of foster children records depend heavily on the accuracy and timeliness of the staff. If the Organization does not complete or review within the timely manner, records will be inaccurate. Questioned Costs: $3,249 of maintenance payments were claimed despite not completing an assessment to determine appropriateness of the child's placement within 30 days. Recommendation: The Organization should review its policy on ensuring communication and review are completed to ensure that all proper documentation is completed and reported within the required time frame as well as reported accurately. Views of Responsible Officials and Planned Corrective Actions: The Organization agrees with the finding. The staff assigned to this particular client had performance issues related to completing paperwork. The staff and their supervisor created a plan to complete outstanding reports, but the staff was terminated before this report was prepared. The Organization developed a revised tracking and submission system, and additional training on the new system will take place in November 2022.

Finding 2022-002 - Eligibility - Placement Assessment Federal Programs: Foster Care - Title IV-E Federal Agency: U.S. Department of Health and Human Services Pass-Through Entity: PA Department of Human Services, Lebanon County Children & Youth CFDA Numbers: 93.658 Federal Award Year: June 30, 2022 Criteria: An assessment to determine the appropriateness of such placement must be completed by a "qualified individual" within 30 days after the placement as per Section 475A(c)(1) of the Act. If this deadline is not met, no foster care maintenance payment may be claimed for the duration of the placement (including those for the first two weeks of care) on behalf of the child. Condition: During our audit, for 1 out of 25 children selected for testing, the Organization did not complete an Individual Service Plan within 30 days of intake. The sample was not a statistically valid sample but was determined using Chapter 21 - Audit Sampling Considerations of Uniform Guidance Compliance Audits of the Government Auditing Standards and Single Audit Guide. Cause: The Organization was short a caseworker position, and because of this, it caused this child to not have the appropriate paperwork completed during the required timeframe. Effect: The accuracy of foster children records depend heavily on the accuracy and timeliness of the staff. If the Organization does not complete or review within the timely manner, records will be inaccurate. Questioned Costs: $3,249 of maintenance payments were claimed despite not completing an assessment to determine appropriateness of the child's placement within 30 days. Recommendation: The Organization should review its policy on ensuring communication and review are completed to ensure that all proper documentation is completed and reported within the required time frame as well as reported accurately. Views of Responsible Officials and Planned Corrective Actions: The Organization agrees with the finding. The staff assigned to this particular client had performance issues related to completing paperwork. The staff and their supervisor created a plan to complete outstanding reports, but the staff was terminated before this report was prepared. The Organization developed a revised tracking and submission system, and additional training on the new system will take place in November 2022.