Audit 320544

Criteria: The requirements of Title 2 U.S. Code of Federal Regulations (CFR) Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, (Uniform Guidance), Subpart E, Cost Principles, include the following: * The total cost of a federal award is the sum of the allowable direct and allocable indirect costs less any applicable credits. * A cost is allocable to a particular federal award if the goods or services involved are chargeable or assignable to that federal award or the cost objective in accordance with the relative benefits received. * Indirect Facilities and Administrative Costs are those costs incurred for a common purpose benefiting more than one cost objective, and not readily assignable to the cost objectives specifically benefited. Indirect costs should be allocated equitably to all programs and cost centers of an organization. * A Direct Allocation Method for allocating indirect costs is acceptable provided each joint cost is prorated using a basis that accurately measures the benefits provided to each federal award and other activity of an entity. The basis must be established in accordance with reasonable criteria and supported by current data. * An organization should have appropriate internal controls in place to ensure the compliance requirements indicated above are met. Condition: During the year ended December 31, 2023, JFS had a contract with the Department of Health and Human Services (DHHS) for the Mental Health Workforce Development Initiative. The contract is funded on the basis of cost reimbursement. JFS prepared schedules identifying allowable direct and indirect costs incurred during the month and submitted to DHHS based upon reimbursable costs identified in these schedules. The largest reimbursable cost category was salary and related expenses. Our audit testing revealed that approximately $44,000 of costs related to the pay period ending May 5, 2023, were accidentally submitted for reimbursement twice during 2023. After this was brought to the attention of the finance office, the Organization performed a self-review and identified total billing errors of approximately $69,000 (which includes the aforementioned duplicate payroll billing) during the contract period. The Organization was able to identify additional eligible costs of approximately $90,000 during the contract period that had not been included in previous reimbursement requests. The Organization plans to work with DHHS to provide updated documentation of eligible costs utilized. Cause: The primary cause for the finding was human error in preparing the schedules of costs that were submitted for reimbursement. Effect: Requests for reimbursement were made in excess of amounts allowed based on the provision of the Uniform Guidance and the underlying contract with DHHS. Recommendation: We recommend JFS implement procedures to ensure the proper amounts of eligible costs are submitted for reimbursement.

Criteria: The requirements of Title 2 U.S. Code of Federal Regulations (CFR) Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, (Uniform Guidance), Subpart E, Cost Principles, include the following: * The total cost of a federal award is the sum of the allowable direct and allocable indirect costs less any applicable credits. * A cost is allocable to a particular federal award if the goods or services involved are chargeable or assignable to that federal award or the cost objective in accordance with the relative benefits received. * Indirect Facilities and Administrative Costs are those costs incurred for a common purpose benefiting more than one cost objective, and not readily assignable to the cost objectives specifically benefited. Indirect costs should be allocated equitably to all programs and cost centers of an organization. * A Direct Allocation Method for allocating indirect costs is acceptable provided each joint cost is prorated using a basis that accurately measures the benefits provided to each federal award and other activity of an entity. The basis must be established in accordance with reasonable criteria and supported by current data. * An organization should have appropriate internal controls in place to ensure the compliance requirements indicated above are met. Condition: During the year ended December 31, 2023, JFS had a contract with the Department of Health and Human Services (DHHS) for the Mental Health Workforce Development Initiative. The contract is funded on the basis of cost reimbursement. JFS prepared schedules identifying allowable direct and indirect costs incurred during the month and submitted to DHHS based upon reimbursable costs identified in these schedules. The largest reimbursable cost category was salary and related expenses. Our audit testing revealed that approximately $44,000 of costs related to the pay period ending May 5, 2023, were accidentally submitted for reimbursement twice during 2023. After this was brought to the attention of the finance office, the Organization performed a self-review and identified total billing errors of approximately $69,000 (which includes the aforementioned duplicate payroll billing) during the contract period. The Organization was able to identify additional eligible costs of approximately $90,000 during the contract period that had not been included in previous reimbursement requests. The Organization plans to work with DHHS to provide updated documentation of eligible costs utilized. Cause: The primary cause for the finding was human error in preparing the schedules of costs that were submitted for reimbursement. Effect: Requests for reimbursement were made in excess of amounts allowed based on the provision of the Uniform Guidance and the underlying contract with DHHS. Recommendation: We recommend JFS implement procedures to ensure the proper amounts of eligible costs are submitted for reimbursement.