Audit 315916

FY End
2023-12-31
Total Expended
$4.12M
Findings
4
Programs
4
Year: 2023 Accepted: 2024-07-25

Organization Exclusion Status:

Checking exclusion status...

Findings

ID Ref Severity Repeat Requirement
479414 2023-001 Significant Deficiency - P
479415 2023-002 Significant Deficiency - P
1055856 2023-001 Significant Deficiency - P
1055857 2023-002 Significant Deficiency - P

Contacts

Name Title Type
WP3JFJJQQAH8 Diana Johnson Auditee
3157892613 Christopher M. Johnston Auditor
No contacts on file

Notes to SEFA

Title: Note 1. Basis of Presentation Accounting Policies: The accompanying schedule of expenditures of federal awards includes the federal grant activity of Family Counseling Service of the Finger Lakes, Inc. (the “Organization”) and is presented on the accrual basis of accounting in accordance with accounting principles generally accepted in the United States of America. The information in this schedule is presented in accordance with the requirements of Title 2 U.S. Code of Federal Regulations Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. Therefore, some amounts presented in this schedule may differ from amounts presented in, or used in the preparation of, the basic financial statements. During the year ended December 31, 2023, the Organization received funds from the following pass-through entities which are identifiable in the accompanying schedule as: • New York State Office of Victim Services (NYS OVS) • U.S. Department of Justice (DOJ) • Substance Abuse and Mental Health Services Administration (SAMHSA) • New York State Office of Children and Family Services (NYS OCFS) Indirect costs may be included in the reported expenditures, to the extent that they are included in the federal financial reports used as the source for the data presented. The Organization has elected to use the 10 percent de minimus indirect cost rate as allowed under the Uniform Guidance. Matching costs (the Organization’s share of certain program costs) are not included in the reported expenditures. The basis of accounting varies by federal program consistent with the underlying regulations pertaining to each program. The amounts reported as federal expenditures were obtained from the federal financial reports for the applicable program and periods. The amounts reported in these reports are prepared from records maintained for each program, which are reconciled with the Organization’s financial reporting system. De Minimis Rate Used: N Rate Explanation: All 2023 significant federal award operations of Family Counseling Service of the Finger Lakes, Inc. are included in the scope of the Single Audit. Audit testing procedures were performed for transactions occurring during the year ended December 31, 2023. Grant information is indicated in the schedule of expenditures of federal awards. The accompanying schedule of expenditures of federal awards includes the federal grant activity of Family Counseling Service of the Finger Lakes, Inc. (the “Organization”) and is presented on the accrual basis of accounting in accordance with accounting principles generally accepted in the United States of America. The information in this schedule is presented in accordance with the requirements of Title 2 U.S. Code of Federal Regulations Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. Therefore, some amounts presented in this schedule may differ from amounts presented in, or used in the preparation of, the basic financial statements. During the year ended December 31, 2023, the Organization received funds from the following pass-through entities which are identifiable in the accompanying schedule as: • New York State Office of Victim Services (NYS OVS) • U.S. Department of Justice (DOJ) • Substance Abuse and Mental Health Services Administration (SAMHSA) • New York State Office of Children and Family Services (NYS OCFS) Indirect costs may be included in the reported expenditures, to the extent that they are included in the federal financial reports used as the source for the data presented. The Organization has elected to use the 10 percent de minimus indirect cost rate as allowed under the Uniform Guidance. Matching costs (the Organization’s share of certain program costs) are not included in the reported expenditures. The basis of accounting varies by federal program consistent with the underlying regulations pertaining to each program. The amounts reported as federal expenditures were obtained from the federal financial reports for the applicable program and periods. The amounts reported in these reports are prepared from records maintained for each program, which are reconciled with the Organization’s financial reporting system.
Title: Note 2. Scope of Audit Accounting Policies: The accompanying schedule of expenditures of federal awards includes the federal grant activity of Family Counseling Service of the Finger Lakes, Inc. (the “Organization”) and is presented on the accrual basis of accounting in accordance with accounting principles generally accepted in the United States of America. The information in this schedule is presented in accordance with the requirements of Title 2 U.S. Code of Federal Regulations Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. Therefore, some amounts presented in this schedule may differ from amounts presented in, or used in the preparation of, the basic financial statements. During the year ended December 31, 2023, the Organization received funds from the following pass-through entities which are identifiable in the accompanying schedule as: • New York State Office of Victim Services (NYS OVS) • U.S. Department of Justice (DOJ) • Substance Abuse and Mental Health Services Administration (SAMHSA) • New York State Office of Children and Family Services (NYS OCFS) Indirect costs may be included in the reported expenditures, to the extent that they are included in the federal financial reports used as the source for the data presented. The Organization has elected to use the 10 percent de minimus indirect cost rate as allowed under the Uniform Guidance. Matching costs (the Organization’s share of certain program costs) are not included in the reported expenditures. The basis of accounting varies by federal program consistent with the underlying regulations pertaining to each program. The amounts reported as federal expenditures were obtained from the federal financial reports for the applicable program and periods. The amounts reported in these reports are prepared from records maintained for each program, which are reconciled with the Organization’s financial reporting system. De Minimis Rate Used: N Rate Explanation: All 2023 significant federal award operations of Family Counseling Service of the Finger Lakes, Inc. are included in the scope of the Single Audit. Audit testing procedures were performed for transactions occurring during the year ended December 31, 2023. Grant information is indicated in the schedule of expenditures of federal awards. All 2023 significant federal award operations of Family Counseling Service of the Finger Lakes, Inc. are included in the scope of the Single Audit.
Title: Note 3. Period of Audit Accounting Policies: The accompanying schedule of expenditures of federal awards includes the federal grant activity of Family Counseling Service of the Finger Lakes, Inc. (the “Organization”) and is presented on the accrual basis of accounting in accordance with accounting principles generally accepted in the United States of America. The information in this schedule is presented in accordance with the requirements of Title 2 U.S. Code of Federal Regulations Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. Therefore, some amounts presented in this schedule may differ from amounts presented in, or used in the preparation of, the basic financial statements. During the year ended December 31, 2023, the Organization received funds from the following pass-through entities which are identifiable in the accompanying schedule as: • New York State Office of Victim Services (NYS OVS) • U.S. Department of Justice (DOJ) • Substance Abuse and Mental Health Services Administration (SAMHSA) • New York State Office of Children and Family Services (NYS OCFS) Indirect costs may be included in the reported expenditures, to the extent that they are included in the federal financial reports used as the source for the data presented. The Organization has elected to use the 10 percent de minimus indirect cost rate as allowed under the Uniform Guidance. Matching costs (the Organization’s share of certain program costs) are not included in the reported expenditures. The basis of accounting varies by federal program consistent with the underlying regulations pertaining to each program. The amounts reported as federal expenditures were obtained from the federal financial reports for the applicable program and periods. The amounts reported in these reports are prepared from records maintained for each program, which are reconciled with the Organization’s financial reporting system. De Minimis Rate Used: N Rate Explanation: All 2023 significant federal award operations of Family Counseling Service of the Finger Lakes, Inc. are included in the scope of the Single Audit. Audit testing procedures were performed for transactions occurring during the year ended December 31, 2023. Grant information is indicated in the schedule of expenditures of federal awards. Audit testing procedures were performed for transactions occurring during the year ended December 31, 2023. Grant information is indicated in the schedule of expenditures of federal awards.

Finding Details

Condition: The internal controls over the timesheet approval process were not operating properly. As a result, employee timesheets were not approved by a supervisor within a reasonable timeframe in 15 of the 178 timesheets selected for testing and 1 of the 178 timesheets lacked a date for the supervisor signoff. Timesheets were also not signed by the employee within a reasonable timeframe in 1 of the 178 timesheets selected for testing. Criteria: The Organization’s policy requires sign off on all timesheets by the employee preparing the timesheet as well as documented approval by the supervisor. Proper functioning internal controls would result in the organization having consistent sign off and approval on all employee timesheets before time recorded is paid out. Cause: The system of controls over the timesheet approval process did not operate properly to allow for the organization to have consistent procedures in place to allow for employee sign off and supervisor approval. Effect: The Organization was not in compliance with their internal policy regarding timesheet preparation and approval. Recommendation: The Organization should review the current timesheet preparation and approval process to allow for a consistent procedure to be put in place and followed throughout the year. All employees and supervisors should be adequately trained on this policy.
Condition: The internal controls over the federal expense approval process were not operating properly. As a result, we were unable to review approval for a selection of expenses claimed as part of the Crime Victim Assistance program. Documentation could not be provided for 1 of the 40 expenses selected for testing. Supporting documentation showing approval of the expenditure could not be provided for an additional 2 of the 40 expenses selected for testing. Criteria: The Organization’s policy is to have a finance expenditure form or expense form signed by the Director of Finance and/or VP of Finance for all purchases. For expenditures not paid by check, such as recurring payments and credit card, it is expected supporting documentation signed by the VP of Finance be retained to document expense approval. Proper functioning internal controls would result in the Organization having consistent control procedures in place for expense approval. Cause: The system of controls over the Crime Victim Assistance program did not operate properly to allow for the Organization to provide supporting documentation for 1 of 40 items selected for testing as part of the allowable cost testwork performed. It also did not operated properly to allow the Organization to provide evidence of the approval of expenditure for 2 of 40 items selected for testing as part of the allowable cost testwork performed. Effect: The Organization was unable to provide documentation to verify these federal expenditures were approved. Recommendation: The District's internal control system should be modified to document approval of all federal expenditures.
Condition: The internal controls over the timesheet approval process were not operating properly. As a result, employee timesheets were not approved by a supervisor within a reasonable timeframe in 15 of the 178 timesheets selected for testing and 1 of the 178 timesheets lacked a date for the supervisor signoff. Timesheets were also not signed by the employee within a reasonable timeframe in 1 of the 178 timesheets selected for testing. Criteria: The Organization’s policy requires sign off on all timesheets by the employee preparing the timesheet as well as documented approval by the supervisor. Proper functioning internal controls would result in the organization having consistent sign off and approval on all employee timesheets before time recorded is paid out. Cause: The system of controls over the timesheet approval process did not operate properly to allow for the organization to have consistent procedures in place to allow for employee sign off and supervisor approval. Effect: The Organization was not in compliance with their internal policy regarding timesheet preparation and approval. Recommendation: The Organization should review the current timesheet preparation and approval process to allow for a consistent procedure to be put in place and followed throughout the year. All employees and supervisors should be adequately trained on this policy.
Condition: The internal controls over the federal expense approval process were not operating properly. As a result, we were unable to review approval for a selection of expenses claimed as part of the Crime Victim Assistance program. Documentation could not be provided for 1 of the 40 expenses selected for testing. Supporting documentation showing approval of the expenditure could not be provided for an additional 2 of the 40 expenses selected for testing. Criteria: The Organization’s policy is to have a finance expenditure form or expense form signed by the Director of Finance and/or VP of Finance for all purchases. For expenditures not paid by check, such as recurring payments and credit card, it is expected supporting documentation signed by the VP of Finance be retained to document expense approval. Proper functioning internal controls would result in the Organization having consistent control procedures in place for expense approval. Cause: The system of controls over the Crime Victim Assistance program did not operate properly to allow for the Organization to provide supporting documentation for 1 of 40 items selected for testing as part of the allowable cost testwork performed. It also did not operated properly to allow the Organization to provide evidence of the approval of expenditure for 2 of 40 items selected for testing as part of the allowable cost testwork performed. Effect: The Organization was unable to provide documentation to verify these federal expenditures were approved. Recommendation: The District's internal control system should be modified to document approval of all federal expenditures.