Audit 305879

PREPARATION OF SCHEDULE OF EXPENDITURES AND FEDERAL AWARDS QUESTIONED COSTS: N/A Criteria: The Uniform Guidance Subpart F section 200.510 requires the preparation of the Schedule of Expenditures of Federal Awards (SEFA) that includes an accurate reporting of federal awards expended based on the terms and conditions of the grants along with the amount of funds disbursed to sub-recipients. In order for the SEFA to be prepared accurately and properly report the amounts expended for federal awards, a system of controls should be in existence that includes the identification of federal expenditures, timely and accurate preparation and review of the amounts reported on the SEFA. Condition: The initial SEFA prepared by the School Board’s did not accurately include or identify all the federal award expenditures. This finding is repeated from the prior year. See the Summary Schedule of Prior Year Findings and Questioned Cost item 2022-003. Universe/ Population: None Sample size: None Cause: The grant awards or agreements were not properly interpreted or reviewed to identify or determine the proper amount to be reported as expenditures or SEFA. The 2 CFR Part 200, Appendix XI, Compliance Supplement publishes and distributed by the President of the United States’ Office of Management and Budget includes requirements for SEFA reporting that were not complied with. Effect: The SEFA provided to us for audit did not contain all the federal programs or the correct amounts of federal expenditures based on the terms of the grant awards and requirements to reporting on some of the federal programs reported. Inaccuracies or excluding information on the SEFA causes delays in completing the single audit and risks filing a SEFA that is incomplete or inaccurate. In addition, auditors may not identify and test the correct major federal programs in accordance with the Uniform Guidance. Recommendation: The School Board should strengthen its controls including its review and approval processes over the identification of federal programs, and the information and balances that are accumulated and reported on the SEFA to make sure the expenditures reported are an accurate representation of federal expenditures. View of Responsible Official: Management agrees with finding. Disaster Grants through FEMA are managed by rules and processes that are not easily accounted for in traditional accounting systems. Procedures will be strengthened to fully and accurately identify all federal program expenditures and record in the appropriate accounting funds.

Late Completion and Filing of Single Audit Questioned Costs: N/A Criteria: The Office of Management and Budget (OMB) designated the Census Bureau as the National Clearinghouse (or Federal Audit Clearinghouse FAC) for the receipt of Single Audit Reports from state and local governments. In this capacity, the Census Bureau serves as the central collection point and repository for audit reports prepared and submitted under provisions of the Single Audit Act of 1984 (amended in 1996), and Uniform Guidance section 200.512. States, local governments, Indian Tribes or Tribal Organizations, institutions of higher education (IHEs), and nonprofit organizations that annually expend $750,000 or more in federal awards must perform a Single Audit and complete Form SFSAC for every fiscal period during which they meet the reporting dollar threshold. The central collection point for single audit reports is the Federal Audit Clearing House Internet Data Entry System (IDES) website. Without any waivers, the report is due no later than nine months after an entity’s fiscal year end. Condition(s): The School Board did not file its single audit report with the Federal Audit Clearing House in the timeline established by regulation which is nine months after the year end of June 30, 2023. The School Board did request and received an approval of an extension to file the audit report with the Louisiana Legislative Auditor within three months of the year end to file by March 31, 2024; however, the School Board did not receive an extension to file within nine months of its year-end from the federal government. This finding is repeated from the prior year. See the Summary Schedule of Prior Year Findings and Questioned Cost item 2022-004. Universe/ Population: None Sample size: None Cause: The completion of the School Board’s audit was delayed due to the lack of proper procedures and controls to identify and record expenditures reportable on the SEFA associated with the FEMA disaster grant. The School Boards data and supporting schedules were not maintained in a manner to identify the expenditures subject to being reported on the SEFA for the FEMA disaster grant. Management was ultimately able to provide the necessary support to complete the audit. Effect: The lack of timely filing may result in delays or denial of federal grant assistance. Recommendation: The School Board should implement procedures to ensure all future filings are completed timely. View of Responsible Official: Management agrees with the finding. Management will implement procedures referenced in Finding 2023-001 and 2023-003 that will help facilitate gathering information necessary for proper recording at year end to avoid this issue in the future and allow timely completion of the audit.

PREPARATION OF SCHEDULE OF EXPENDITURES AND FEDERAL AWARDS QUESTIONED COSTS: N/A Criteria: The Uniform Guidance Subpart F section 200.510 requires the preparation of the Schedule of Expenditures of Federal Awards (SEFA) that includes an accurate reporting of federal awards expended based on the terms and conditions of the grants along with the amount of funds disbursed to sub-recipients. In order for the SEFA to be prepared accurately and properly report the amounts expended for federal awards, a system of controls should be in existence that includes the identification of federal expenditures, timely and accurate preparation and review of the amounts reported on the SEFA. Condition: The initial SEFA prepared by the School Board’s did not accurately include or identify all the federal award expenditures. This finding is repeated from the prior year. See the Summary Schedule of Prior Year Findings and Questioned Cost item 2022-003. Universe/ Population: None Sample size: None Cause: The grant awards or agreements were not properly interpreted or reviewed to identify or determine the proper amount to be reported as expenditures or SEFA. The 2 CFR Part 200, Appendix XI, Compliance Supplement publishes and distributed by the President of the United States’ Office of Management and Budget includes requirements for SEFA reporting that were not complied with. Effect: The SEFA provided to us for audit did not contain all the federal programs or the correct amounts of federal expenditures based on the terms of the grant awards and requirements to reporting on some of the federal programs reported. Inaccuracies or excluding information on the SEFA causes delays in completing the single audit and risks filing a SEFA that is incomplete or inaccurate. In addition, auditors may not identify and test the correct major federal programs in accordance with the Uniform Guidance. Recommendation: The School Board should strengthen its controls including its review and approval processes over the identification of federal programs, and the information and balances that are accumulated and reported on the SEFA to make sure the expenditures reported are an accurate representation of federal expenditures. View of Responsible Official: Management agrees with finding. Disaster Grants through FEMA are managed by rules and processes that are not easily accounted for in traditional accounting systems. Procedures will be strengthened to fully and accurately identify all federal program expenditures and record in the appropriate accounting funds.

Late Completion and Filing of Single Audit Questioned Costs: N/A Criteria: The Office of Management and Budget (OMB) designated the Census Bureau as the National Clearinghouse (or Federal Audit Clearinghouse FAC) for the receipt of Single Audit Reports from state and local governments. In this capacity, the Census Bureau serves as the central collection point and repository for audit reports prepared and submitted under provisions of the Single Audit Act of 1984 (amended in 1996), and Uniform Guidance section 200.512. States, local governments, Indian Tribes or Tribal Organizations, institutions of higher education (IHEs), and nonprofit organizations that annually expend $750,000 or more in federal awards must perform a Single Audit and complete Form SFSAC for every fiscal period during which they meet the reporting dollar threshold. The central collection point for single audit reports is the Federal Audit Clearing House Internet Data Entry System (IDES) website. Without any waivers, the report is due no later than nine months after an entity’s fiscal year end. Condition(s): The School Board did not file its single audit report with the Federal Audit Clearing House in the timeline established by regulation which is nine months after the year end of June 30, 2023. The School Board did request and received an approval of an extension to file the audit report with the Louisiana Legislative Auditor within three months of the year end to file by March 31, 2024; however, the School Board did not receive an extension to file within nine months of its year-end from the federal government. This finding is repeated from the prior year. See the Summary Schedule of Prior Year Findings and Questioned Cost item 2022-004. Universe/ Population: None Sample size: None Cause: The completion of the School Board’s audit was delayed due to the lack of proper procedures and controls to identify and record expenditures reportable on the SEFA associated with the FEMA disaster grant. The School Boards data and supporting schedules were not maintained in a manner to identify the expenditures subject to being reported on the SEFA for the FEMA disaster grant. Management was ultimately able to provide the necessary support to complete the audit. Effect: The lack of timely filing may result in delays or denial of federal grant assistance. Recommendation: The School Board should implement procedures to ensure all future filings are completed timely. View of Responsible Official: Management agrees with the finding. Management will implement procedures referenced in Finding 2023-001 and 2023-003 that will help facilitate gathering information necessary for proper recording at year end to avoid this issue in the future and allow timely completion of the audit.