Criteria:To help ensure that grants receivable, deferred revenue and the expenses reported on the Schedule of Expenditures of Federal Awards are accurate, all expenses charged to federal and state contracts should be specifically identified in the general ledger system, through the use of funds or QuickBook’s classes and these specific identified expenses should be reconciled to the amounts reported to the grantor and reimbursed and further reconciled to the full award to ensure any grants receivable will ultimately be reimbursed from the grantor.Condition:The Organization tracks its federal and state contract expenses through a combination of classes within QuickBooks and spreadsheets outside of the accounting system but does not fully allocate costs specifically identified to a contract to a separate class or other distinguishing account code specific to each contract. As a result, significant effort was required by the organization during the audit process to reconcile specific expenses with the reimbursement requests and errors were made in the originally provided Schedule of Expenditures of Federal Awards. The originally provided Schedule of Expenditures of Federal Awards indicated $1,530,003 for the Coronavirus State and Local Fiscal Recovery Funds program, assistance listing number 21.027 and $288,532 for the Continuum of Care Program, Assistance Listing Number 14.267 whereas the amounts reported to the grantor, the total expenses, and the corresponding drawdowns for fiscal year 2023, and what therefore should be included on the Schedule of Expenditures of Federal Awards, totaled $1,996,449 and $552,598 for these programs, respectively. In addition, a total of $73,978 was recorded as a grant receivable, but not reimbursed by the grantor or requested for reimbursement for the HUD Continuum of Care program that was in excess of the total federal award and therefore should not have been recorded as a grant receivable.Cause and Effect:The organization does not fully utilize its accounting system to track federal and state contract expenses on an ongoing basis throughout the fiscal year. In addition, reports submitted to the grantor are not periodically reconciled to a complete list of allowable expenses incurred and to the total award and required match. If a specific account code structure is utilized to track specific program expenses then reimbursement and other reports should be reconciled directly to the underlying general ledger accounts. Without tracking these expenses within the general ledger by program, errors in reporting to the grantor could be made and amounts reported as grants receivable and deferred revenue, and amounts reported on the Schedule of Expenditures of Federal Awards may not be accurate.Auditors’ Recommendations:The Organization should establish separate classes within QuickBooks for each federal and state contract and each request for reimbursement should be reconciled to the total of all expenses within this class. Further, an overall reconciliation should be performed where the total award amounts are compared to total reimbursements requested and to any required match.
Criteria:To help ensure that grants receivable, deferred revenue and the expenses reported on the Schedule of Expenditures of Federal Awards are accurate, all expenses charged to federal and state contracts should be specifically identified in the general ledger system, through the use of funds or QuickBook’s classes and these specific identified expenses should be reconciled to the amounts reported to the grantor and reimbursed and further reconciled to the full award to ensure any grants receivable will ultimately be reimbursed from the grantor.Condition:The Organization tracks its federal and state contract expenses through a combination of classes within QuickBooks and spreadsheets outside of the accounting system but does not fully allocate costs specifically identified to a contract to a separate class or other distinguishing account code specific to each contract. As a result, significant effort was required by the organization during the audit process to reconcile specific expenses with the reimbursement requests and errors were made in the originally provided Schedule of Expenditures of Federal Awards. The originally provided Schedule of Expenditures of Federal Awards indicated $1,530,003 for the Coronavirus State and Local Fiscal Recovery Funds program, assistance listing number 21.027 and $288,532 for the Continuum of Care Program, Assistance Listing Number 14.267 whereas the amounts reported to the grantor, the total expenses, and the corresponding drawdowns for fiscal year 2023, and what therefore should be included on the Schedule of Expenditures of Federal Awards, totaled $1,996,449 and $552,598 for these programs, respectively. In addition, a total of $73,978 was recorded as a grant receivable, but not reimbursed by the grantor or requested for reimbursement for the HUD Continuum of Care program that was in excess of the total federal award and therefore should not have been recorded as a grant receivable.Cause and Effect:The organization does not fully utilize its accounting system to track federal and state contract expenses on an ongoing basis throughout the fiscal year. In addition, reports submitted to the grantor are not periodically reconciled to a complete list of allowable expenses incurred and to the total award and required match. If a specific account code structure is utilized to track specific program expenses then reimbursement and other reports should be reconciled directly to the underlying general ledger accounts. Without tracking these expenses within the general ledger by program, errors in reporting to the grantor could be made and amounts reported as grants receivable and deferred revenue, and amounts reported on the Schedule of Expenditures of Federal Awards may not be accurate.Auditors’ Recommendations:The Organization should establish separate classes within QuickBooks for each federal and state contract and each request for reimbursement should be reconciled to the total of all expenses within this class. Further, an overall reconciliation should be performed where the total award amounts are compared to total reimbursements requested and to any required match.
Criteria:To help ensure that grants receivable, deferred revenue and the expenses reported on the Schedule of Expenditures of Federal Awards are accurate, all expenses charged to federal and state contracts should be specifically identified in the general ledger system, through the use of funds or QuickBook’s classes and these specific identified expenses should be reconciled to the amounts reported to the grantor and reimbursed and further reconciled to the full award to ensure any grants receivable will ultimately be reimbursed from the grantor.Condition:The Organization tracks its federal and state contract expenses through a combination of classes within QuickBooks and spreadsheets outside of the accounting system but does not fully allocate costs specifically identified to a contract to a separate class or other distinguishing account code specific to each contract. As a result, significant effort was required by the organization during the audit process to reconcile specific expenses with the reimbursement requests and errors were made in the originally provided Schedule of Expenditures of Federal Awards. The originally provided Schedule of Expenditures of Federal Awards indicated $1,530,003 for the Coronavirus State and Local Fiscal Recovery Funds program, assistance listing number 21.027 and $288,532 for the Continuum of Care Program, Assistance Listing Number 14.267 whereas the amounts reported to the grantor, the total expenses, and the corresponding drawdowns for fiscal year 2023, and what therefore should be included on the Schedule of Expenditures of Federal Awards, totaled $1,996,449 and $552,598 for these programs, respectively. In addition, a total of $73,978 was recorded as a grant receivable, but not reimbursed by the grantor or requested for reimbursement for the HUD Continuum of Care program that was in excess of the total federal award and therefore should not have been recorded as a grant receivable.Cause and Effect:The organization does not fully utilize its accounting system to track federal and state contract expenses on an ongoing basis throughout the fiscal year. In addition, reports submitted to the grantor are not periodically reconciled to a complete list of allowable expenses incurred and to the total award and required match. If a specific account code structure is utilized to track specific program expenses then reimbursement and other reports should be reconciled directly to the underlying general ledger accounts. Without tracking these expenses within the general ledger by program, errors in reporting to the grantor could be made and amounts reported as grants receivable and deferred revenue, and amounts reported on the Schedule of Expenditures of Federal Awards may not be accurate.Auditors’ Recommendations:The Organization should establish separate classes within QuickBooks for each federal and state contract and each request for reimbursement should be reconciled to the total of all expenses within this class. Further, an overall reconciliation should be performed where the total award amounts are compared to total reimbursements requested and to any required match.
Criteria:To help ensure that grants receivable, deferred revenue and the expenses reported on the Schedule of Expenditures of Federal Awards are accurate, all expenses charged to federal and state contracts should be specifically identified in the general ledger system, through the use of funds or QuickBook’s classes and these specific identified expenses should be reconciled to the amounts reported to the grantor and reimbursed and further reconciled to the full award to ensure any grants receivable will ultimately be reimbursed from the grantor.Condition:The Organization tracks its federal and state contract expenses through a combination of classes within QuickBooks and spreadsheets outside of the accounting system but does not fully allocate costs specifically identified to a contract to a separate class or other distinguishing account code specific to each contract. As a result, significant effort was required by the organization during the audit process to reconcile specific expenses with the reimbursement requests and errors were made in the originally provided Schedule of Expenditures of Federal Awards. The originally provided Schedule of Expenditures of Federal Awards indicated $1,530,003 for the Coronavirus State and Local Fiscal Recovery Funds program, assistance listing number 21.027 and $288,532 for the Continuum of Care Program, Assistance Listing Number 14.267 whereas the amounts reported to the grantor, the total expenses, and the corresponding drawdowns for fiscal year 2023, and what therefore should be included on the Schedule of Expenditures of Federal Awards, totaled $1,996,449 and $552,598 for these programs, respectively. In addition, a total of $73,978 was recorded as a grant receivable, but not reimbursed by the grantor or requested for reimbursement for the HUD Continuum of Care program that was in excess of the total federal award and therefore should not have been recorded as a grant receivable.Cause and Effect:The organization does not fully utilize its accounting system to track federal and state contract expenses on an ongoing basis throughout the fiscal year. In addition, reports submitted to the grantor are not periodically reconciled to a complete list of allowable expenses incurred and to the total award and required match. If a specific account code structure is utilized to track specific program expenses then reimbursement and other reports should be reconciled directly to the underlying general ledger accounts. Without tracking these expenses within the general ledger by program, errors in reporting to the grantor could be made and amounts reported as grants receivable and deferred revenue, and amounts reported on the Schedule of Expenditures of Federal Awards may not be accurate.Auditors’ Recommendations:The Organization should establish separate classes within QuickBooks for each federal and state contract and each request for reimbursement should be reconciled to the total of all expenses within this class. Further, an overall reconciliation should be performed where the total award amounts are compared to total reimbursements requested and to any required match.