Audit 312130

Department of Health and Human Services - Refugee and Entrant Assistance Wilson/Fish Program; Assistance Listing Number 93.583; Grant period - year ended September 30, 2022Condition: Out of four grant reports selected for testing of timely submission, we determined that one grant report was filed late.Criteria: Grant reports are to be submitted in accordance with deadlines outlined in the grant agreement.Cause: Based on the large influx of refugees in a short time period and additional funds being provided to the Organization on a retrospective basis, they were not able to file the grant report timely as these factors required additional work be done on their end to ensure the grant reports were filed accurately.Effect: Due to the fact that grants may not reimburse expenses incurred until grant reports are filed, this could result in a delay in cash receipts.Context: Grant reports are filed on a quarterly basis. A sample of four grants were selected to test that submissions were made timely in accordance with the grant agreement.Recommendation: We recommend that management ensure that grants are filed timely.Responsible Official?s Response: Management will ensure that grant reports are filed timely.

Department of Health and Human Services - Refugee and Entrant Assistance Wilson/Fish Program ? Afghanistan Supplemental Appropriations ? Youth Mentoring; Assistance Listing Number 93.583; Grant period ? year ended September 30, 2022Department of Health and Human Services - Refugee and Entrant Assistance ? State Replacement Designee Administered Programs ? Refugee Cash and Medical Assistance and Refugee Social Services ? Refugee School Impact Grant; Assistance Listing Number 93.566; Grant period ? year ended September 30, 2022Condition: Out of four grant reports selected for testing of verification of documentation, we determined that documentation of the number and type of participant served could not be easily verified based on the documentation provided.Criteria: Grant performance reports are to indicate the type and number of participants served for specific programs as outlined in the grant agreement.Cause: The information requested was not readily available due to the large influx of refugees in a short period of time and the fact that the tracking of these participants by various groupings was very labor intensive and the worksheet maintained was not conducive to replicating the data as reported on the grant report.Effect: The participants serviced as reported on the grant reports may be inaccurate.Context: Grant reports are filed on a quarterly basis. A sample of two grants were selected to verify documentation of the number and type of participants served.Recommendation: We recommend that management ensure that documentation surrounding various performance requirements of grant reports be made readily available to ensure that the amounts contained in the reports are accurate.Responsible Official?s Response: Management will ensure that supporting documentation regarding the number and type of participant served is readily available and that it ties directly back to the grant reports as they are filed. They are in the process of implementing a client tracking database which will make the tracking process much easier and more transparent in coming years.

Department of Health and Human Services - Refugee and Entrant Assistance Wilson/Fish Program ? Afghanistan Supplemental Appropriations ? Youth Mentoring; Assistance Listing Number 93.583; Grant period ? year ended September 30, 2022Department of Health and Human Services - Refugee and Entrant Assistance ? State Replacement Designee Administered Programs ? Refugee Cash and Medical Assistance and Refugee Social Services ? Refugee School Impact Grant; Assistance Listing Number 93.566; Grant period ? year ended September 30, 2022Condition: Out of four grant reports selected for testing of verification of documentation, we determined that documentation of the number and type of participant served could not be easily verified based on the documentation provided.Criteria: Grant performance reports are to indicate the type and number of participants served for specific programs as outlined in the grant agreement.Cause: The information requested was not readily available due to the large influx of refugees in a short period of time and the fact that the tracking of these participants by various groupings was very labor intensive and the worksheet maintained was not conducive to replicating the data as reported on the grant report.Effect: The participants serviced as reported on the grant reports may be inaccurate.Context: Grant reports are filed on a quarterly basis. A sample of two grants were selected to verify documentation of the number and type of participants served.Recommendation: We recommend that management ensure that documentation surrounding various performance requirements of grant reports be made readily available to ensure that the amounts contained in the reports are accurate.Responsible Official?s Response: Management will ensure that supporting documentation regarding the number and type of participant served is readily available and that it ties directly back to the grant reports as they are filed. They are in the process of implementing a client tracking database which will make the tracking process much easier and more transparent in coming years.

Department of Health and Human Services - Refugee and Entrant Assistance Wilson/Fish Program; Assistance Listing Number 93.583; Grant period - year ended September 30, 2022Condition: Out of four grant reports selected for testing of timely submission, we determined that one grant report was filed late.Criteria: Grant reports are to be submitted in accordance with deadlines outlined in the grant agreement.Cause: Based on the large influx of refugees in a short time period and additional funds being provided to the Organization on a retrospective basis, they were not able to file the grant report timely as these factors required additional work be done on their end to ensure the grant reports were filed accurately.Effect: Due to the fact that grants may not reimburse expenses incurred until grant reports are filed, this could result in a delay in cash receipts.Context: Grant reports are filed on a quarterly basis. A sample of four grants were selected to test that submissions were made timely in accordance with the grant agreement.Recommendation: We recommend that management ensure that grants are filed timely.Responsible Official?s Response: Management will ensure that grant reports are filed timely.

Department of Health and Human Services - Refugee and Entrant Assistance Wilson/Fish Program ? Afghanistan Supplemental Appropriations ? Youth Mentoring; Assistance Listing Number 93.583; Grant period ? year ended September 30, 2022Department of Health and Human Services - Refugee and Entrant Assistance ? State Replacement Designee Administered Programs ? Refugee Cash and Medical Assistance and Refugee Social Services ? Refugee School Impact Grant; Assistance Listing Number 93.566; Grant period ? year ended September 30, 2022Condition: Out of four grant reports selected for testing of verification of documentation, we determined that documentation of the number and type of participant served could not be easily verified based on the documentation provided.Criteria: Grant performance reports are to indicate the type and number of participants served for specific programs as outlined in the grant agreement.Cause: The information requested was not readily available due to the large influx of refugees in a short period of time and the fact that the tracking of these participants by various groupings was very labor intensive and the worksheet maintained was not conducive to replicating the data as reported on the grant report.Effect: The participants serviced as reported on the grant reports may be inaccurate.Context: Grant reports are filed on a quarterly basis. A sample of two grants were selected to verify documentation of the number and type of participants served.Recommendation: We recommend that management ensure that documentation surrounding various performance requirements of grant reports be made readily available to ensure that the amounts contained in the reports are accurate.Responsible Official?s Response: Management will ensure that supporting documentation regarding the number and type of participant served is readily available and that it ties directly back to the grant reports as they are filed. They are in the process of implementing a client tracking database which will make the tracking process much easier and more transparent in coming years.

Department of Health and Human Services - Refugee and Entrant Assistance Wilson/Fish Program ? Afghanistan Supplemental Appropriations ? Youth Mentoring; Assistance Listing Number 93.583; Grant period ? year ended September 30, 2022Department of Health and Human Services - Refugee and Entrant Assistance ? State Replacement Designee Administered Programs ? Refugee Cash and Medical Assistance and Refugee Social Services ? Refugee School Impact Grant; Assistance Listing Number 93.566; Grant period ? year ended September 30, 2022Condition: Out of four grant reports selected for testing of verification of documentation, we determined that documentation of the number and type of participant served could not be easily verified based on the documentation provided.Criteria: Grant performance reports are to indicate the type and number of participants served for specific programs as outlined in the grant agreement.Cause: The information requested was not readily available due to the large influx of refugees in a short period of time and the fact that the tracking of these participants by various groupings was very labor intensive and the worksheet maintained was not conducive to replicating the data as reported on the grant report.Effect: The participants serviced as reported on the grant reports may be inaccurate.Context: Grant reports are filed on a quarterly basis. A sample of two grants were selected to verify documentation of the number and type of participants served.Recommendation: We recommend that management ensure that documentation surrounding various performance requirements of grant reports be made readily available to ensure that the amounts contained in the reports are accurate.Responsible Official?s Response: Management will ensure that supporting documentation regarding the number and type of participant served is readily available and that it ties directly back to the grant reports as they are filed. They are in the process of implementing a client tracking database which will make the tracking process much easier and more transparent in coming years.