Audit 325554

FY End
2022-06-30
Total Expended
$8.38M
Findings
48
Programs
2
Year: 2022 Accepted: 2024-10-22

Organization Exclusion Status:

Checking exclusion status...

Findings

ID Ref Severity Repeat Requirement
503398 2022-002 Material Weakness Yes ABN
503399 2022-003 Material Weakness Yes P
503400 2022-002 Material Weakness Yes ABN
503401 2022-003 Material Weakness Yes P
503402 2022-002 Material Weakness Yes ABN
503403 2022-003 Material Weakness Yes P
503404 2022-002 Material Weakness Yes ABN
503405 2022-003 Material Weakness Yes P
503406 2022-002 Material Weakness Yes ABN
503407 2022-003 Material Weakness Yes P
503408 2022-002 Material Weakness Yes ABN
503409 2022-003 Material Weakness Yes P
503410 2022-002 Material Weakness Yes ABN
503411 2022-003 Material Weakness Yes P
503412 2022-002 Material Weakness Yes ABN
503413 2022-003 Material Weakness Yes P
503414 2022-002 Material Weakness Yes ABN
503415 2022-003 Material Weakness Yes P
503416 2022-002 Material Weakness Yes ABN
503417 2022-003 Material Weakness Yes P
503418 2022-002 Material Weakness Yes ABN
503419 2022-003 Material Weakness Yes P
503420 2022-002 Material Weakness Yes ABN
503421 2022-003 Material Weakness Yes P
1079840 2022-002 Material Weakness Yes ABN
1079841 2022-003 Material Weakness Yes P
1079842 2022-002 Material Weakness Yes ABN
1079843 2022-003 Material Weakness Yes P
1079844 2022-002 Material Weakness Yes ABN
1079845 2022-003 Material Weakness Yes P
1079846 2022-002 Material Weakness Yes ABN
1079847 2022-003 Material Weakness Yes P
1079848 2022-002 Material Weakness Yes ABN
1079849 2022-003 Material Weakness Yes P
1079850 2022-002 Material Weakness Yes ABN
1079851 2022-003 Material Weakness Yes P
1079852 2022-002 Material Weakness Yes ABN
1079853 2022-003 Material Weakness Yes P
1079854 2022-002 Material Weakness Yes ABN
1079855 2022-003 Material Weakness Yes P
1079856 2022-002 Material Weakness Yes ABN
1079857 2022-003 Material Weakness Yes P
1079858 2022-002 Material Weakness Yes ABN
1079859 2022-003 Material Weakness Yes P
1079860 2022-002 Material Weakness Yes ABN
1079861 2022-003 Material Weakness Yes P
1079862 2022-002 Material Weakness Yes ABN
1079863 2022-003 Material Weakness Yes P

Contacts

Name Title Type
NKL8CX8CHTK7 Raheel Shahzad Auditee
8479576244 Timothy S. Watson Auditor
No contacts on file

Notes to SEFA

Title: 1. Schedule of Expenditures of Federal Awards Accounting Policies: Basis of Presentation The Schedule of Expenditures of Federal Awards (Schedule) has been prepared on the accrual basis of accounting in accordance with accounting principles generally accepted in the United States of America. The Schedule includes the federal grant activity of Friend Family Health Center, Inc. and Affiliates (Organization) and is presented in accordance with 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). Therefore, some amounts presented in this schedule may differ from amounts presented in, or used in the preparation of, the financial statements. De Minimis Rate Used: Y Rate Explanation: The Organization chose to apply this flat rate to recover indirect costs associated with grants or contracts for that fiscal year Basis of Presentation The Schedule of Expenditures of Federal Awards (Schedule) has been prepared on the accrual basis of accounting in accordance with accounting principles generally accepted in the United States of America. The Schedule includes the federal grant activity of Friend Family Health Center, Inc. and Affiliates (Organization) and is presented in accordance with 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). Therefore, some amounts presented in this schedule may differ from amounts presented in, or used in the preparation of, the financial statements. Sub-recipients The Organization did not make any disbursements to subrecipients during the fiscal year 2022. Non-cash Assistance The Organization did not receive any federal non-cash assistance during the fiscal year 2022. Insurance The Organization did not receive any federally-funded insurance during fiscal year 2022. Loans The Organization did not have any federal loans or loan guarantees outstanding as of June 30, 2022. De Minimis Cost Rate The Organization elected to use the 10% de minimis cost rate during fiscal year 2022.

Finding Details

Finding 2022-002 Material Weakness in Internal Control Over Activities Allowed or Unallowed, Allowable Costs/Cost Principles, and Special Tests and Provisions Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria The Organization is responsible for keeping adequate supporting documentation of its compliance with applicable federal compliance requirements including for expenditures charged to federally funded grants and sliding scale fees charged to patients. Condition For AL No. 93.224, Health Center Program and AL 93.527, Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program (the federal programs), a sample of forty (40) payroll transactions were tested for Activities Allowed or Unallowed and Allowable Costs/Cost Principles. During the testing of payroll transactions, there were no instances for which the Organization was able to provide approved timesheets or timecards documenting hours worked and charged to the grants within the federal programs. There were no instances in which the Organization was able to provide documentation of review and approval of payroll journal entries for the payroll charges to the grants within the federal programs. For the federal programs, during our testing of Special Tests and Provisions, we tested sliding scale fees, for which we were unable to obtain support for patient poverty levels due to patients being allowed to self-certify their income without documentation. It was also noted that one person prepared, reviewed and submitted all vouchers and reports which is an indication of improper segregation of duties. Cause The Organization experienced significant turnover of personnel during fiscal years 2021 and 2022 which resulted in a lack of effective transfer of knowledge to new accounting and grant administration personnel so that they would know where appropriate documentation of financial transactions was stored so that it could be readily available when required. Sliding scale fees were not properly documented due to the allowance of telehealth visits and limited staff available to collect and maintain proper documentation while restrictions were in place during the COVID-19 pandemic. Effect The Organization was not in compliance with the Activities Allowed or Unallowed and Allowable Costs/Cost Principles and Special Tests and Provisions requirements of its grant agreements within its federally funded programs as prescribed by Uniform Guidance. Questioned Costs See scope limitation. Repeat Finding Yes. See Findings 2021-003 and 2021-004 in the summary schedule of prior audit findings. Recommendation We recommend that the Organization implement the following corrective actions: • Enforce its current specific internal control procedures to ensure compliance with applicable federal regulations. • Require that all personnel files have authorization and approval of current pay rates along with correspondence regarding to which grant an employee’s salary and fringe benefits should be expensed including any allocations if the employee worked on several grants. • Require that all expenses have proper invoices with approvals and should be organized within the Organization’s office. • Require that vouchers have all related invoices attached to them and be reconciled with monthly, quarterly and close-out financial reports. • Require that all vouchers and reports be prepared by one individual and independently reviewed and approved by a second individual prior to submission. There should be documentation of the review such as a sign-off or initials. • Require that all vouchers and reports should be filed timely in accordance with the various grant agreements. • Require that correspondence be received from those agencies indicating that required reports per the written grant agreements are not necessary when applicable. • Ensure that the data collection form is filed the earlier of thirty (30) days after the report date or no later than nine months after the fiscal year-end. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-003 Noncompliance with Federal and State Reporting Requirements Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria Uniform Guidance requires that single audits be completed, and the reporting package submitted to the Federal Audit Clearinghouse within the earlier of thirty (30) calendar days after receipt of the auditor’s report or nine (9) months after the end of the audit period. Condition The Organization did not submit its audited financial statements and SEFA to the Federal Audit Clearinghouse website within nine (9) months of June 30, 2022. The Organization also didn’t submit its audited financial statements, SEFA, CYEFR and other required information to the GATA portal within six (6) months after June 30, 2022. This is a repeat finding (see Finding 2022-003 in the Summary of Prior Audit Findings). Cause This condition was due to the Organization being understaffed within its accounting and finance department resulting in a significant delay in completing the recording of financial transactions, performing account reconciliations and preparing financial reports available for audit. Effect The effect is that controls over the financial reporting process were weakened thereby increasing the risk that material misstatements could be included in the financial statements without management being aware. Additionally, noncompliance with financial reporting deadlines could cause funding sources for the Organization to delay providing funding for the current fiscal year. Questioned Costs None noted. Recommendation We recommend that management hire personnel within its accounting and finance department so that all defined tasks can be performed in a more timely manner and evaluate its current processes to determine how to make them more efficient so that the current personnel within the accounting and finance department are able to complete their tasks in a more timely manner. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-002 Material Weakness in Internal Control Over Activities Allowed or Unallowed, Allowable Costs/Cost Principles, and Special Tests and Provisions Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria The Organization is responsible for keeping adequate supporting documentation of its compliance with applicable federal compliance requirements including for expenditures charged to federally funded grants and sliding scale fees charged to patients. Condition For AL No. 93.224, Health Center Program and AL 93.527, Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program (the federal programs), a sample of forty (40) payroll transactions were tested for Activities Allowed or Unallowed and Allowable Costs/Cost Principles. During the testing of payroll transactions, there were no instances for which the Organization was able to provide approved timesheets or timecards documenting hours worked and charged to the grants within the federal programs. There were no instances in which the Organization was able to provide documentation of review and approval of payroll journal entries for the payroll charges to the grants within the federal programs. For the federal programs, during our testing of Special Tests and Provisions, we tested sliding scale fees, for which we were unable to obtain support for patient poverty levels due to patients being allowed to self-certify their income without documentation. It was also noted that one person prepared, reviewed and submitted all vouchers and reports which is an indication of improper segregation of duties. Cause The Organization experienced significant turnover of personnel during fiscal years 2021 and 2022 which resulted in a lack of effective transfer of knowledge to new accounting and grant administration personnel so that they would know where appropriate documentation of financial transactions was stored so that it could be readily available when required. Sliding scale fees were not properly documented due to the allowance of telehealth visits and limited staff available to collect and maintain proper documentation while restrictions were in place during the COVID-19 pandemic. Effect The Organization was not in compliance with the Activities Allowed or Unallowed and Allowable Costs/Cost Principles and Special Tests and Provisions requirements of its grant agreements within its federally funded programs as prescribed by Uniform Guidance. Questioned Costs See scope limitation. Repeat Finding Yes. See Findings 2021-003 and 2021-004 in the summary schedule of prior audit findings. Recommendation We recommend that the Organization implement the following corrective actions: • Enforce its current specific internal control procedures to ensure compliance with applicable federal regulations. • Require that all personnel files have authorization and approval of current pay rates along with correspondence regarding to which grant an employee’s salary and fringe benefits should be expensed including any allocations if the employee worked on several grants. • Require that all expenses have proper invoices with approvals and should be organized within the Organization’s office. • Require that vouchers have all related invoices attached to them and be reconciled with monthly, quarterly and close-out financial reports. • Require that all vouchers and reports be prepared by one individual and independently reviewed and approved by a second individual prior to submission. There should be documentation of the review such as a sign-off or initials. • Require that all vouchers and reports should be filed timely in accordance with the various grant agreements. • Require that correspondence be received from those agencies indicating that required reports per the written grant agreements are not necessary when applicable. • Ensure that the data collection form is filed the earlier of thirty (30) days after the report date or no later than nine months after the fiscal year-end. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-003 Noncompliance with Federal and State Reporting Requirements Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria Uniform Guidance requires that single audits be completed, and the reporting package submitted to the Federal Audit Clearinghouse within the earlier of thirty (30) calendar days after receipt of the auditor’s report or nine (9) months after the end of the audit period. Condition The Organization did not submit its audited financial statements and SEFA to the Federal Audit Clearinghouse website within nine (9) months of June 30, 2022. The Organization also didn’t submit its audited financial statements, SEFA, CYEFR and other required information to the GATA portal within six (6) months after June 30, 2022. This is a repeat finding (see Finding 2022-003 in the Summary of Prior Audit Findings). Cause This condition was due to the Organization being understaffed within its accounting and finance department resulting in a significant delay in completing the recording of financial transactions, performing account reconciliations and preparing financial reports available for audit. Effect The effect is that controls over the financial reporting process were weakened thereby increasing the risk that material misstatements could be included in the financial statements without management being aware. Additionally, noncompliance with financial reporting deadlines could cause funding sources for the Organization to delay providing funding for the current fiscal year. Questioned Costs None noted. Recommendation We recommend that management hire personnel within its accounting and finance department so that all defined tasks can be performed in a more timely manner and evaluate its current processes to determine how to make them more efficient so that the current personnel within the accounting and finance department are able to complete their tasks in a more timely manner. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-002 Material Weakness in Internal Control Over Activities Allowed or Unallowed, Allowable Costs/Cost Principles, and Special Tests and Provisions Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria The Organization is responsible for keeping adequate supporting documentation of its compliance with applicable federal compliance requirements including for expenditures charged to federally funded grants and sliding scale fees charged to patients. Condition For AL No. 93.224, Health Center Program and AL 93.527, Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program (the federal programs), a sample of forty (40) payroll transactions were tested for Activities Allowed or Unallowed and Allowable Costs/Cost Principles. During the testing of payroll transactions, there were no instances for which the Organization was able to provide approved timesheets or timecards documenting hours worked and charged to the grants within the federal programs. There were no instances in which the Organization was able to provide documentation of review and approval of payroll journal entries for the payroll charges to the grants within the federal programs. For the federal programs, during our testing of Special Tests and Provisions, we tested sliding scale fees, for which we were unable to obtain support for patient poverty levels due to patients being allowed to self-certify their income without documentation. It was also noted that one person prepared, reviewed and submitted all vouchers and reports which is an indication of improper segregation of duties. Cause The Organization experienced significant turnover of personnel during fiscal years 2021 and 2022 which resulted in a lack of effective transfer of knowledge to new accounting and grant administration personnel so that they would know where appropriate documentation of financial transactions was stored so that it could be readily available when required. Sliding scale fees were not properly documented due to the allowance of telehealth visits and limited staff available to collect and maintain proper documentation while restrictions were in place during the COVID-19 pandemic. Effect The Organization was not in compliance with the Activities Allowed or Unallowed and Allowable Costs/Cost Principles and Special Tests and Provisions requirements of its grant agreements within its federally funded programs as prescribed by Uniform Guidance. Questioned Costs See scope limitation. Repeat Finding Yes. See Findings 2021-003 and 2021-004 in the summary schedule of prior audit findings. Recommendation We recommend that the Organization implement the following corrective actions: • Enforce its current specific internal control procedures to ensure compliance with applicable federal regulations. • Require that all personnel files have authorization and approval of current pay rates along with correspondence regarding to which grant an employee’s salary and fringe benefits should be expensed including any allocations if the employee worked on several grants. • Require that all expenses have proper invoices with approvals and should be organized within the Organization’s office. • Require that vouchers have all related invoices attached to them and be reconciled with monthly, quarterly and close-out financial reports. • Require that all vouchers and reports be prepared by one individual and independently reviewed and approved by a second individual prior to submission. There should be documentation of the review such as a sign-off or initials. • Require that all vouchers and reports should be filed timely in accordance with the various grant agreements. • Require that correspondence be received from those agencies indicating that required reports per the written grant agreements are not necessary when applicable. • Ensure that the data collection form is filed the earlier of thirty (30) days after the report date or no later than nine months after the fiscal year-end. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-003 Noncompliance with Federal and State Reporting Requirements Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria Uniform Guidance requires that single audits be completed, and the reporting package submitted to the Federal Audit Clearinghouse within the earlier of thirty (30) calendar days after receipt of the auditor’s report or nine (9) months after the end of the audit period. Condition The Organization did not submit its audited financial statements and SEFA to the Federal Audit Clearinghouse website within nine (9) months of June 30, 2022. The Organization also didn’t submit its audited financial statements, SEFA, CYEFR and other required information to the GATA portal within six (6) months after June 30, 2022. This is a repeat finding (see Finding 2022-003 in the Summary of Prior Audit Findings). Cause This condition was due to the Organization being understaffed within its accounting and finance department resulting in a significant delay in completing the recording of financial transactions, performing account reconciliations and preparing financial reports available for audit. Effect The effect is that controls over the financial reporting process were weakened thereby increasing the risk that material misstatements could be included in the financial statements without management being aware. Additionally, noncompliance with financial reporting deadlines could cause funding sources for the Organization to delay providing funding for the current fiscal year. Questioned Costs None noted. Recommendation We recommend that management hire personnel within its accounting and finance department so that all defined tasks can be performed in a more timely manner and evaluate its current processes to determine how to make them more efficient so that the current personnel within the accounting and finance department are able to complete their tasks in a more timely manner. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-002 Material Weakness in Internal Control Over Activities Allowed or Unallowed, Allowable Costs/Cost Principles, and Special Tests and Provisions Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria The Organization is responsible for keeping adequate supporting documentation of its compliance with applicable federal compliance requirements including for expenditures charged to federally funded grants and sliding scale fees charged to patients. Condition For AL No. 93.224, Health Center Program and AL 93.527, Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program (the federal programs), a sample of forty (40) payroll transactions were tested for Activities Allowed or Unallowed and Allowable Costs/Cost Principles. During the testing of payroll transactions, there were no instances for which the Organization was able to provide approved timesheets or timecards documenting hours worked and charged to the grants within the federal programs. There were no instances in which the Organization was able to provide documentation of review and approval of payroll journal entries for the payroll charges to the grants within the federal programs. For the federal programs, during our testing of Special Tests and Provisions, we tested sliding scale fees, for which we were unable to obtain support for patient poverty levels due to patients being allowed to self-certify their income without documentation. It was also noted that one person prepared, reviewed and submitted all vouchers and reports which is an indication of improper segregation of duties. Cause The Organization experienced significant turnover of personnel during fiscal years 2021 and 2022 which resulted in a lack of effective transfer of knowledge to new accounting and grant administration personnel so that they would know where appropriate documentation of financial transactions was stored so that it could be readily available when required. Sliding scale fees were not properly documented due to the allowance of telehealth visits and limited staff available to collect and maintain proper documentation while restrictions were in place during the COVID-19 pandemic. Effect The Organization was not in compliance with the Activities Allowed or Unallowed and Allowable Costs/Cost Principles and Special Tests and Provisions requirements of its grant agreements within its federally funded programs as prescribed by Uniform Guidance. Questioned Costs See scope limitation. Repeat Finding Yes. See Findings 2021-003 and 2021-004 in the summary schedule of prior audit findings. Recommendation We recommend that the Organization implement the following corrective actions: • Enforce its current specific internal control procedures to ensure compliance with applicable federal regulations. • Require that all personnel files have authorization and approval of current pay rates along with correspondence regarding to which grant an employee’s salary and fringe benefits should be expensed including any allocations if the employee worked on several grants. • Require that all expenses have proper invoices with approvals and should be organized within the Organization’s office. • Require that vouchers have all related invoices attached to them and be reconciled with monthly, quarterly and close-out financial reports. • Require that all vouchers and reports be prepared by one individual and independently reviewed and approved by a second individual prior to submission. There should be documentation of the review such as a sign-off or initials. • Require that all vouchers and reports should be filed timely in accordance with the various grant agreements. • Require that correspondence be received from those agencies indicating that required reports per the written grant agreements are not necessary when applicable. • Ensure that the data collection form is filed the earlier of thirty (30) days after the report date or no later than nine months after the fiscal year-end. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-003 Noncompliance with Federal and State Reporting Requirements Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria Uniform Guidance requires that single audits be completed, and the reporting package submitted to the Federal Audit Clearinghouse within the earlier of thirty (30) calendar days after receipt of the auditor’s report or nine (9) months after the end of the audit period. Condition The Organization did not submit its audited financial statements and SEFA to the Federal Audit Clearinghouse website within nine (9) months of June 30, 2022. The Organization also didn’t submit its audited financial statements, SEFA, CYEFR and other required information to the GATA portal within six (6) months after June 30, 2022. This is a repeat finding (see Finding 2022-003 in the Summary of Prior Audit Findings). Cause This condition was due to the Organization being understaffed within its accounting and finance department resulting in a significant delay in completing the recording of financial transactions, performing account reconciliations and preparing financial reports available for audit. Effect The effect is that controls over the financial reporting process were weakened thereby increasing the risk that material misstatements could be included in the financial statements without management being aware. Additionally, noncompliance with financial reporting deadlines could cause funding sources for the Organization to delay providing funding for the current fiscal year. Questioned Costs None noted. Recommendation We recommend that management hire personnel within its accounting and finance department so that all defined tasks can be performed in a more timely manner and evaluate its current processes to determine how to make them more efficient so that the current personnel within the accounting and finance department are able to complete their tasks in a more timely manner. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-002 Material Weakness in Internal Control Over Activities Allowed or Unallowed, Allowable Costs/Cost Principles, and Special Tests and Provisions Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria The Organization is responsible for keeping adequate supporting documentation of its compliance with applicable federal compliance requirements including for expenditures charged to federally funded grants and sliding scale fees charged to patients. Condition For AL No. 93.224, Health Center Program and AL 93.527, Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program (the federal programs), a sample of forty (40) payroll transactions were tested for Activities Allowed or Unallowed and Allowable Costs/Cost Principles. During the testing of payroll transactions, there were no instances for which the Organization was able to provide approved timesheets or timecards documenting hours worked and charged to the grants within the federal programs. There were no instances in which the Organization was able to provide documentation of review and approval of payroll journal entries for the payroll charges to the grants within the federal programs. For the federal programs, during our testing of Special Tests and Provisions, we tested sliding scale fees, for which we were unable to obtain support for patient poverty levels due to patients being allowed to self-certify their income without documentation. It was also noted that one person prepared, reviewed and submitted all vouchers and reports which is an indication of improper segregation of duties. Cause The Organization experienced significant turnover of personnel during fiscal years 2021 and 2022 which resulted in a lack of effective transfer of knowledge to new accounting and grant administration personnel so that they would know where appropriate documentation of financial transactions was stored so that it could be readily available when required. Sliding scale fees were not properly documented due to the allowance of telehealth visits and limited staff available to collect and maintain proper documentation while restrictions were in place during the COVID-19 pandemic. Effect The Organization was not in compliance with the Activities Allowed or Unallowed and Allowable Costs/Cost Principles and Special Tests and Provisions requirements of its grant agreements within its federally funded programs as prescribed by Uniform Guidance. Questioned Costs See scope limitation. Repeat Finding Yes. See Findings 2021-003 and 2021-004 in the summary schedule of prior audit findings. Recommendation We recommend that the Organization implement the following corrective actions: • Enforce its current specific internal control procedures to ensure compliance with applicable federal regulations. • Require that all personnel files have authorization and approval of current pay rates along with correspondence regarding to which grant an employee’s salary and fringe benefits should be expensed including any allocations if the employee worked on several grants. • Require that all expenses have proper invoices with approvals and should be organized within the Organization’s office. • Require that vouchers have all related invoices attached to them and be reconciled with monthly, quarterly and close-out financial reports. • Require that all vouchers and reports be prepared by one individual and independently reviewed and approved by a second individual prior to submission. There should be documentation of the review such as a sign-off or initials. • Require that all vouchers and reports should be filed timely in accordance with the various grant agreements. • Require that correspondence be received from those agencies indicating that required reports per the written grant agreements are not necessary when applicable. • Ensure that the data collection form is filed the earlier of thirty (30) days after the report date or no later than nine months after the fiscal year-end. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-003 Noncompliance with Federal and State Reporting Requirements Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria Uniform Guidance requires that single audits be completed, and the reporting package submitted to the Federal Audit Clearinghouse within the earlier of thirty (30) calendar days after receipt of the auditor’s report or nine (9) months after the end of the audit period. Condition The Organization did not submit its audited financial statements and SEFA to the Federal Audit Clearinghouse website within nine (9) months of June 30, 2022. The Organization also didn’t submit its audited financial statements, SEFA, CYEFR and other required information to the GATA portal within six (6) months after June 30, 2022. This is a repeat finding (see Finding 2022-003 in the Summary of Prior Audit Findings). Cause This condition was due to the Organization being understaffed within its accounting and finance department resulting in a significant delay in completing the recording of financial transactions, performing account reconciliations and preparing financial reports available for audit. Effect The effect is that controls over the financial reporting process were weakened thereby increasing the risk that material misstatements could be included in the financial statements without management being aware. Additionally, noncompliance with financial reporting deadlines could cause funding sources for the Organization to delay providing funding for the current fiscal year. Questioned Costs None noted. Recommendation We recommend that management hire personnel within its accounting and finance department so that all defined tasks can be performed in a more timely manner and evaluate its current processes to determine how to make them more efficient so that the current personnel within the accounting and finance department are able to complete their tasks in a more timely manner. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-002 Material Weakness in Internal Control Over Activities Allowed or Unallowed, Allowable Costs/Cost Principles, and Special Tests and Provisions Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria The Organization is responsible for keeping adequate supporting documentation of its compliance with applicable federal compliance requirements including for expenditures charged to federally funded grants and sliding scale fees charged to patients. Condition For AL No. 93.224, Health Center Program and AL 93.527, Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program (the federal programs), a sample of forty (40) payroll transactions were tested for Activities Allowed or Unallowed and Allowable Costs/Cost Principles. During the testing of payroll transactions, there were no instances for which the Organization was able to provide approved timesheets or timecards documenting hours worked and charged to the grants within the federal programs. There were no instances in which the Organization was able to provide documentation of review and approval of payroll journal entries for the payroll charges to the grants within the federal programs. For the federal programs, during our testing of Special Tests and Provisions, we tested sliding scale fees, for which we were unable to obtain support for patient poverty levels due to patients being allowed to self-certify their income without documentation. It was also noted that one person prepared, reviewed and submitted all vouchers and reports which is an indication of improper segregation of duties. Cause The Organization experienced significant turnover of personnel during fiscal years 2021 and 2022 which resulted in a lack of effective transfer of knowledge to new accounting and grant administration personnel so that they would know where appropriate documentation of financial transactions was stored so that it could be readily available when required. Sliding scale fees were not properly documented due to the allowance of telehealth visits and limited staff available to collect and maintain proper documentation while restrictions were in place during the COVID-19 pandemic. Effect The Organization was not in compliance with the Activities Allowed or Unallowed and Allowable Costs/Cost Principles and Special Tests and Provisions requirements of its grant agreements within its federally funded programs as prescribed by Uniform Guidance. Questioned Costs See scope limitation. Repeat Finding Yes. See Findings 2021-003 and 2021-004 in the summary schedule of prior audit findings. Recommendation We recommend that the Organization implement the following corrective actions: • Enforce its current specific internal control procedures to ensure compliance with applicable federal regulations. • Require that all personnel files have authorization and approval of current pay rates along with correspondence regarding to which grant an employee’s salary and fringe benefits should be expensed including any allocations if the employee worked on several grants. • Require that all expenses have proper invoices with approvals and should be organized within the Organization’s office. • Require that vouchers have all related invoices attached to them and be reconciled with monthly, quarterly and close-out financial reports. • Require that all vouchers and reports be prepared by one individual and independently reviewed and approved by a second individual prior to submission. There should be documentation of the review such as a sign-off or initials. • Require that all vouchers and reports should be filed timely in accordance with the various grant agreements. • Require that correspondence be received from those agencies indicating that required reports per the written grant agreements are not necessary when applicable. • Ensure that the data collection form is filed the earlier of thirty (30) days after the report date or no later than nine months after the fiscal year-end. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-003 Noncompliance with Federal and State Reporting Requirements Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria Uniform Guidance requires that single audits be completed, and the reporting package submitted to the Federal Audit Clearinghouse within the earlier of thirty (30) calendar days after receipt of the auditor’s report or nine (9) months after the end of the audit period. Condition The Organization did not submit its audited financial statements and SEFA to the Federal Audit Clearinghouse website within nine (9) months of June 30, 2022. The Organization also didn’t submit its audited financial statements, SEFA, CYEFR and other required information to the GATA portal within six (6) months after June 30, 2022. This is a repeat finding (see Finding 2022-003 in the Summary of Prior Audit Findings). Cause This condition was due to the Organization being understaffed within its accounting and finance department resulting in a significant delay in completing the recording of financial transactions, performing account reconciliations and preparing financial reports available for audit. Effect The effect is that controls over the financial reporting process were weakened thereby increasing the risk that material misstatements could be included in the financial statements without management being aware. Additionally, noncompliance with financial reporting deadlines could cause funding sources for the Organization to delay providing funding for the current fiscal year. Questioned Costs None noted. Recommendation We recommend that management hire personnel within its accounting and finance department so that all defined tasks can be performed in a more timely manner and evaluate its current processes to determine how to make them more efficient so that the current personnel within the accounting and finance department are able to complete their tasks in a more timely manner. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-002 Material Weakness in Internal Control Over Activities Allowed or Unallowed, Allowable Costs/Cost Principles, and Special Tests and Provisions Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria The Organization is responsible for keeping adequate supporting documentation of its compliance with applicable federal compliance requirements including for expenditures charged to federally funded grants and sliding scale fees charged to patients. Condition For AL No. 93.224, Health Center Program and AL 93.527, Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program (the federal programs), a sample of forty (40) payroll transactions were tested for Activities Allowed or Unallowed and Allowable Costs/Cost Principles. During the testing of payroll transactions, there were no instances for which the Organization was able to provide approved timesheets or timecards documenting hours worked and charged to the grants within the federal programs. There were no instances in which the Organization was able to provide documentation of review and approval of payroll journal entries for the payroll charges to the grants within the federal programs. For the federal programs, during our testing of Special Tests and Provisions, we tested sliding scale fees, for which we were unable to obtain support for patient poverty levels due to patients being allowed to self-certify their income without documentation. It was also noted that one person prepared, reviewed and submitted all vouchers and reports which is an indication of improper segregation of duties. Cause The Organization experienced significant turnover of personnel during fiscal years 2021 and 2022 which resulted in a lack of effective transfer of knowledge to new accounting and grant administration personnel so that they would know where appropriate documentation of financial transactions was stored so that it could be readily available when required. Sliding scale fees were not properly documented due to the allowance of telehealth visits and limited staff available to collect and maintain proper documentation while restrictions were in place during the COVID-19 pandemic. Effect The Organization was not in compliance with the Activities Allowed or Unallowed and Allowable Costs/Cost Principles and Special Tests and Provisions requirements of its grant agreements within its federally funded programs as prescribed by Uniform Guidance. Questioned Costs See scope limitation. Repeat Finding Yes. See Findings 2021-003 and 2021-004 in the summary schedule of prior audit findings. Recommendation We recommend that the Organization implement the following corrective actions: • Enforce its current specific internal control procedures to ensure compliance with applicable federal regulations. • Require that all personnel files have authorization and approval of current pay rates along with correspondence regarding to which grant an employee’s salary and fringe benefits should be expensed including any allocations if the employee worked on several grants. • Require that all expenses have proper invoices with approvals and should be organized within the Organization’s office. • Require that vouchers have all related invoices attached to them and be reconciled with monthly, quarterly and close-out financial reports. • Require that all vouchers and reports be prepared by one individual and independently reviewed and approved by a second individual prior to submission. There should be documentation of the review such as a sign-off or initials. • Require that all vouchers and reports should be filed timely in accordance with the various grant agreements. • Require that correspondence be received from those agencies indicating that required reports per the written grant agreements are not necessary when applicable. • Ensure that the data collection form is filed the earlier of thirty (30) days after the report date or no later than nine months after the fiscal year-end. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-003 Noncompliance with Federal and State Reporting Requirements Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria Uniform Guidance requires that single audits be completed, and the reporting package submitted to the Federal Audit Clearinghouse within the earlier of thirty (30) calendar days after receipt of the auditor’s report or nine (9) months after the end of the audit period. Condition The Organization did not submit its audited financial statements and SEFA to the Federal Audit Clearinghouse website within nine (9) months of June 30, 2022. The Organization also didn’t submit its audited financial statements, SEFA, CYEFR and other required information to the GATA portal within six (6) months after June 30, 2022. This is a repeat finding (see Finding 2022-003 in the Summary of Prior Audit Findings). Cause This condition was due to the Organization being understaffed within its accounting and finance department resulting in a significant delay in completing the recording of financial transactions, performing account reconciliations and preparing financial reports available for audit. Effect The effect is that controls over the financial reporting process were weakened thereby increasing the risk that material misstatements could be included in the financial statements without management being aware. Additionally, noncompliance with financial reporting deadlines could cause funding sources for the Organization to delay providing funding for the current fiscal year. Questioned Costs None noted. Recommendation We recommend that management hire personnel within its accounting and finance department so that all defined tasks can be performed in a more timely manner and evaluate its current processes to determine how to make them more efficient so that the current personnel within the accounting and finance department are able to complete their tasks in a more timely manner. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-002 Material Weakness in Internal Control Over Activities Allowed or Unallowed, Allowable Costs/Cost Principles, and Special Tests and Provisions Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria The Organization is responsible for keeping adequate supporting documentation of its compliance with applicable federal compliance requirements including for expenditures charged to federally funded grants and sliding scale fees charged to patients. Condition For AL No. 93.224, Health Center Program and AL 93.527, Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program (the federal programs), a sample of forty (40) payroll transactions were tested for Activities Allowed or Unallowed and Allowable Costs/Cost Principles. During the testing of payroll transactions, there were no instances for which the Organization was able to provide approved timesheets or timecards documenting hours worked and charged to the grants within the federal programs. There were no instances in which the Organization was able to provide documentation of review and approval of payroll journal entries for the payroll charges to the grants within the federal programs. For the federal programs, during our testing of Special Tests and Provisions, we tested sliding scale fees, for which we were unable to obtain support for patient poverty levels due to patients being allowed to self-certify their income without documentation. It was also noted that one person prepared, reviewed and submitted all vouchers and reports which is an indication of improper segregation of duties. Cause The Organization experienced significant turnover of personnel during fiscal years 2021 and 2022 which resulted in a lack of effective transfer of knowledge to new accounting and grant administration personnel so that they would know where appropriate documentation of financial transactions was stored so that it could be readily available when required. Sliding scale fees were not properly documented due to the allowance of telehealth visits and limited staff available to collect and maintain proper documentation while restrictions were in place during the COVID-19 pandemic. Effect The Organization was not in compliance with the Activities Allowed or Unallowed and Allowable Costs/Cost Principles and Special Tests and Provisions requirements of its grant agreements within its federally funded programs as prescribed by Uniform Guidance. Questioned Costs See scope limitation. Repeat Finding Yes. See Findings 2021-003 and 2021-004 in the summary schedule of prior audit findings. Recommendation We recommend that the Organization implement the following corrective actions: • Enforce its current specific internal control procedures to ensure compliance with applicable federal regulations. • Require that all personnel files have authorization and approval of current pay rates along with correspondence regarding to which grant an employee’s salary and fringe benefits should be expensed including any allocations if the employee worked on several grants. • Require that all expenses have proper invoices with approvals and should be organized within the Organization’s office. • Require that vouchers have all related invoices attached to them and be reconciled with monthly, quarterly and close-out financial reports. • Require that all vouchers and reports be prepared by one individual and independently reviewed and approved by a second individual prior to submission. There should be documentation of the review such as a sign-off or initials. • Require that all vouchers and reports should be filed timely in accordance with the various grant agreements. • Require that correspondence be received from those agencies indicating that required reports per the written grant agreements are not necessary when applicable. • Ensure that the data collection form is filed the earlier of thirty (30) days after the report date or no later than nine months after the fiscal year-end. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-003 Noncompliance with Federal and State Reporting Requirements Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria Uniform Guidance requires that single audits be completed, and the reporting package submitted to the Federal Audit Clearinghouse within the earlier of thirty (30) calendar days after receipt of the auditor’s report or nine (9) months after the end of the audit period. Condition The Organization did not submit its audited financial statements and SEFA to the Federal Audit Clearinghouse website within nine (9) months of June 30, 2022. The Organization also didn’t submit its audited financial statements, SEFA, CYEFR and other required information to the GATA portal within six (6) months after June 30, 2022. This is a repeat finding (see Finding 2022-003 in the Summary of Prior Audit Findings). Cause This condition was due to the Organization being understaffed within its accounting and finance department resulting in a significant delay in completing the recording of financial transactions, performing account reconciliations and preparing financial reports available for audit. Effect The effect is that controls over the financial reporting process were weakened thereby increasing the risk that material misstatements could be included in the financial statements without management being aware. Additionally, noncompliance with financial reporting deadlines could cause funding sources for the Organization to delay providing funding for the current fiscal year. Questioned Costs None noted. Recommendation We recommend that management hire personnel within its accounting and finance department so that all defined tasks can be performed in a more timely manner and evaluate its current processes to determine how to make them more efficient so that the current personnel within the accounting and finance department are able to complete their tasks in a more timely manner. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-002 Material Weakness in Internal Control Over Activities Allowed or Unallowed, Allowable Costs/Cost Principles, and Special Tests and Provisions Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria The Organization is responsible for keeping adequate supporting documentation of its compliance with applicable federal compliance requirements including for expenditures charged to federally funded grants and sliding scale fees charged to patients. Condition For AL No. 93.224, Health Center Program and AL 93.527, Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program (the federal programs), a sample of forty (40) payroll transactions were tested for Activities Allowed or Unallowed and Allowable Costs/Cost Principles. During the testing of payroll transactions, there were no instances for which the Organization was able to provide approved timesheets or timecards documenting hours worked and charged to the grants within the federal programs. There were no instances in which the Organization was able to provide documentation of review and approval of payroll journal entries for the payroll charges to the grants within the federal programs. For the federal programs, during our testing of Special Tests and Provisions, we tested sliding scale fees, for which we were unable to obtain support for patient poverty levels due to patients being allowed to self-certify their income without documentation. It was also noted that one person prepared, reviewed and submitted all vouchers and reports which is an indication of improper segregation of duties. Cause The Organization experienced significant turnover of personnel during fiscal years 2021 and 2022 which resulted in a lack of effective transfer of knowledge to new accounting and grant administration personnel so that they would know where appropriate documentation of financial transactions was stored so that it could be readily available when required. Sliding scale fees were not properly documented due to the allowance of telehealth visits and limited staff available to collect and maintain proper documentation while restrictions were in place during the COVID-19 pandemic. Effect The Organization was not in compliance with the Activities Allowed or Unallowed and Allowable Costs/Cost Principles and Special Tests and Provisions requirements of its grant agreements within its federally funded programs as prescribed by Uniform Guidance. Questioned Costs See scope limitation. Repeat Finding Yes. See Findings 2021-003 and 2021-004 in the summary schedule of prior audit findings. Recommendation We recommend that the Organization implement the following corrective actions: • Enforce its current specific internal control procedures to ensure compliance with applicable federal regulations. • Require that all personnel files have authorization and approval of current pay rates along with correspondence regarding to which grant an employee’s salary and fringe benefits should be expensed including any allocations if the employee worked on several grants. • Require that all expenses have proper invoices with approvals and should be organized within the Organization’s office. • Require that vouchers have all related invoices attached to them and be reconciled with monthly, quarterly and close-out financial reports. • Require that all vouchers and reports be prepared by one individual and independently reviewed and approved by a second individual prior to submission. There should be documentation of the review such as a sign-off or initials. • Require that all vouchers and reports should be filed timely in accordance with the various grant agreements. • Require that correspondence be received from those agencies indicating that required reports per the written grant agreements are not necessary when applicable. • Ensure that the data collection form is filed the earlier of thirty (30) days after the report date or no later than nine months after the fiscal year-end. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-003 Noncompliance with Federal and State Reporting Requirements Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria Uniform Guidance requires that single audits be completed, and the reporting package submitted to the Federal Audit Clearinghouse within the earlier of thirty (30) calendar days after receipt of the auditor’s report or nine (9) months after the end of the audit period. Condition The Organization did not submit its audited financial statements and SEFA to the Federal Audit Clearinghouse website within nine (9) months of June 30, 2022. The Organization also didn’t submit its audited financial statements, SEFA, CYEFR and other required information to the GATA portal within six (6) months after June 30, 2022. This is a repeat finding (see Finding 2022-003 in the Summary of Prior Audit Findings). Cause This condition was due to the Organization being understaffed within its accounting and finance department resulting in a significant delay in completing the recording of financial transactions, performing account reconciliations and preparing financial reports available for audit. Effect The effect is that controls over the financial reporting process were weakened thereby increasing the risk that material misstatements could be included in the financial statements without management being aware. Additionally, noncompliance with financial reporting deadlines could cause funding sources for the Organization to delay providing funding for the current fiscal year. Questioned Costs None noted. Recommendation We recommend that management hire personnel within its accounting and finance department so that all defined tasks can be performed in a more timely manner and evaluate its current processes to determine how to make them more efficient so that the current personnel within the accounting and finance department are able to complete their tasks in a more timely manner. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-002 Material Weakness in Internal Control Over Activities Allowed or Unallowed, Allowable Costs/Cost Principles, and Special Tests and Provisions Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria The Organization is responsible for keeping adequate supporting documentation of its compliance with applicable federal compliance requirements including for expenditures charged to federally funded grants and sliding scale fees charged to patients. Condition For AL No. 93.224, Health Center Program and AL 93.527, Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program (the federal programs), a sample of forty (40) payroll transactions were tested for Activities Allowed or Unallowed and Allowable Costs/Cost Principles. During the testing of payroll transactions, there were no instances for which the Organization was able to provide approved timesheets or timecards documenting hours worked and charged to the grants within the federal programs. There were no instances in which the Organization was able to provide documentation of review and approval of payroll journal entries for the payroll charges to the grants within the federal programs. For the federal programs, during our testing of Special Tests and Provisions, we tested sliding scale fees, for which we were unable to obtain support for patient poverty levels due to patients being allowed to self-certify their income without documentation. It was also noted that one person prepared, reviewed and submitted all vouchers and reports which is an indication of improper segregation of duties. Cause The Organization experienced significant turnover of personnel during fiscal years 2021 and 2022 which resulted in a lack of effective transfer of knowledge to new accounting and grant administration personnel so that they would know where appropriate documentation of financial transactions was stored so that it could be readily available when required. Sliding scale fees were not properly documented due to the allowance of telehealth visits and limited staff available to collect and maintain proper documentation while restrictions were in place during the COVID-19 pandemic. Effect The Organization was not in compliance with the Activities Allowed or Unallowed and Allowable Costs/Cost Principles and Special Tests and Provisions requirements of its grant agreements within its federally funded programs as prescribed by Uniform Guidance. Questioned Costs See scope limitation. Repeat Finding Yes. See Findings 2021-003 and 2021-004 in the summary schedule of prior audit findings. Recommendation We recommend that the Organization implement the following corrective actions: • Enforce its current specific internal control procedures to ensure compliance with applicable federal regulations. • Require that all personnel files have authorization and approval of current pay rates along with correspondence regarding to which grant an employee’s salary and fringe benefits should be expensed including any allocations if the employee worked on several grants. • Require that all expenses have proper invoices with approvals and should be organized within the Organization’s office. • Require that vouchers have all related invoices attached to them and be reconciled with monthly, quarterly and close-out financial reports. • Require that all vouchers and reports be prepared by one individual and independently reviewed and approved by a second individual prior to submission. There should be documentation of the review such as a sign-off or initials. • Require that all vouchers and reports should be filed timely in accordance with the various grant agreements. • Require that correspondence be received from those agencies indicating that required reports per the written grant agreements are not necessary when applicable. • Ensure that the data collection form is filed the earlier of thirty (30) days after the report date or no later than nine months after the fiscal year-end. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-003 Noncompliance with Federal and State Reporting Requirements Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria Uniform Guidance requires that single audits be completed, and the reporting package submitted to the Federal Audit Clearinghouse within the earlier of thirty (30) calendar days after receipt of the auditor’s report or nine (9) months after the end of the audit period. Condition The Organization did not submit its audited financial statements and SEFA to the Federal Audit Clearinghouse website within nine (9) months of June 30, 2022. The Organization also didn’t submit its audited financial statements, SEFA, CYEFR and other required information to the GATA portal within six (6) months after June 30, 2022. This is a repeat finding (see Finding 2022-003 in the Summary of Prior Audit Findings). Cause This condition was due to the Organization being understaffed within its accounting and finance department resulting in a significant delay in completing the recording of financial transactions, performing account reconciliations and preparing financial reports available for audit. Effect The effect is that controls over the financial reporting process were weakened thereby increasing the risk that material misstatements could be included in the financial statements without management being aware. Additionally, noncompliance with financial reporting deadlines could cause funding sources for the Organization to delay providing funding for the current fiscal year. Questioned Costs None noted. Recommendation We recommend that management hire personnel within its accounting and finance department so that all defined tasks can be performed in a more timely manner and evaluate its current processes to determine how to make them more efficient so that the current personnel within the accounting and finance department are able to complete their tasks in a more timely manner. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-002 Material Weakness in Internal Control Over Activities Allowed or Unallowed, Allowable Costs/Cost Principles, and Special Tests and Provisions Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria The Organization is responsible for keeping adequate supporting documentation of its compliance with applicable federal compliance requirements including for expenditures charged to federally funded grants and sliding scale fees charged to patients. Condition For AL No. 93.224, Health Center Program and AL 93.527, Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program (the federal programs), a sample of forty (40) payroll transactions were tested for Activities Allowed or Unallowed and Allowable Costs/Cost Principles. During the testing of payroll transactions, there were no instances for which the Organization was able to provide approved timesheets or timecards documenting hours worked and charged to the grants within the federal programs. There were no instances in which the Organization was able to provide documentation of review and approval of payroll journal entries for the payroll charges to the grants within the federal programs. For the federal programs, during our testing of Special Tests and Provisions, we tested sliding scale fees, for which we were unable to obtain support for patient poverty levels due to patients being allowed to self-certify their income without documentation. It was also noted that one person prepared, reviewed and submitted all vouchers and reports which is an indication of improper segregation of duties. Cause The Organization experienced significant turnover of personnel during fiscal years 2021 and 2022 which resulted in a lack of effective transfer of knowledge to new accounting and grant administration personnel so that they would know where appropriate documentation of financial transactions was stored so that it could be readily available when required. Sliding scale fees were not properly documented due to the allowance of telehealth visits and limited staff available to collect and maintain proper documentation while restrictions were in place during the COVID-19 pandemic. Effect The Organization was not in compliance with the Activities Allowed or Unallowed and Allowable Costs/Cost Principles and Special Tests and Provisions requirements of its grant agreements within its federally funded programs as prescribed by Uniform Guidance. Questioned Costs See scope limitation. Repeat Finding Yes. See Findings 2021-003 and 2021-004 in the summary schedule of prior audit findings. Recommendation We recommend that the Organization implement the following corrective actions: • Enforce its current specific internal control procedures to ensure compliance with applicable federal regulations. • Require that all personnel files have authorization and approval of current pay rates along with correspondence regarding to which grant an employee’s salary and fringe benefits should be expensed including any allocations if the employee worked on several grants. • Require that all expenses have proper invoices with approvals and should be organized within the Organization’s office. • Require that vouchers have all related invoices attached to them and be reconciled with monthly, quarterly and close-out financial reports. • Require that all vouchers and reports be prepared by one individual and independently reviewed and approved by a second individual prior to submission. There should be documentation of the review such as a sign-off or initials. • Require that all vouchers and reports should be filed timely in accordance with the various grant agreements. • Require that correspondence be received from those agencies indicating that required reports per the written grant agreements are not necessary when applicable. • Ensure that the data collection form is filed the earlier of thirty (30) days after the report date or no later than nine months after the fiscal year-end. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-003 Noncompliance with Federal and State Reporting Requirements Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria Uniform Guidance requires that single audits be completed, and the reporting package submitted to the Federal Audit Clearinghouse within the earlier of thirty (30) calendar days after receipt of the auditor’s report or nine (9) months after the end of the audit period. Condition The Organization did not submit its audited financial statements and SEFA to the Federal Audit Clearinghouse website within nine (9) months of June 30, 2022. The Organization also didn’t submit its audited financial statements, SEFA, CYEFR and other required information to the GATA portal within six (6) months after June 30, 2022. This is a repeat finding (see Finding 2022-003 in the Summary of Prior Audit Findings). Cause This condition was due to the Organization being understaffed within its accounting and finance department resulting in a significant delay in completing the recording of financial transactions, performing account reconciliations and preparing financial reports available for audit. Effect The effect is that controls over the financial reporting process were weakened thereby increasing the risk that material misstatements could be included in the financial statements without management being aware. Additionally, noncompliance with financial reporting deadlines could cause funding sources for the Organization to delay providing funding for the current fiscal year. Questioned Costs None noted. Recommendation We recommend that management hire personnel within its accounting and finance department so that all defined tasks can be performed in a more timely manner and evaluate its current processes to determine how to make them more efficient so that the current personnel within the accounting and finance department are able to complete their tasks in a more timely manner. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-002 Material Weakness in Internal Control Over Activities Allowed or Unallowed, Allowable Costs/Cost Principles, and Special Tests and Provisions Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria The Organization is responsible for keeping adequate supporting documentation of its compliance with applicable federal compliance requirements including for expenditures charged to federally funded grants and sliding scale fees charged to patients. Condition For AL No. 93.224, Health Center Program and AL 93.527, Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program (the federal programs), a sample of forty (40) payroll transactions were tested for Activities Allowed or Unallowed and Allowable Costs/Cost Principles. During the testing of payroll transactions, there were no instances for which the Organization was able to provide approved timesheets or timecards documenting hours worked and charged to the grants within the federal programs. There were no instances in which the Organization was able to provide documentation of review and approval of payroll journal entries for the payroll charges to the grants within the federal programs. For the federal programs, during our testing of Special Tests and Provisions, we tested sliding scale fees, for which we were unable to obtain support for patient poverty levels due to patients being allowed to self-certify their income without documentation. It was also noted that one person prepared, reviewed and submitted all vouchers and reports which is an indication of improper segregation of duties. Cause The Organization experienced significant turnover of personnel during fiscal years 2021 and 2022 which resulted in a lack of effective transfer of knowledge to new accounting and grant administration personnel so that they would know where appropriate documentation of financial transactions was stored so that it could be readily available when required. Sliding scale fees were not properly documented due to the allowance of telehealth visits and limited staff available to collect and maintain proper documentation while restrictions were in place during the COVID-19 pandemic. Effect The Organization was not in compliance with the Activities Allowed or Unallowed and Allowable Costs/Cost Principles and Special Tests and Provisions requirements of its grant agreements within its federally funded programs as prescribed by Uniform Guidance. Questioned Costs See scope limitation. Repeat Finding Yes. See Findings 2021-003 and 2021-004 in the summary schedule of prior audit findings. Recommendation We recommend that the Organization implement the following corrective actions: • Enforce its current specific internal control procedures to ensure compliance with applicable federal regulations. • Require that all personnel files have authorization and approval of current pay rates along with correspondence regarding to which grant an employee’s salary and fringe benefits should be expensed including any allocations if the employee worked on several grants. • Require that all expenses have proper invoices with approvals and should be organized within the Organization’s office. • Require that vouchers have all related invoices attached to them and be reconciled with monthly, quarterly and close-out financial reports. • Require that all vouchers and reports be prepared by one individual and independently reviewed and approved by a second individual prior to submission. There should be documentation of the review such as a sign-off or initials. • Require that all vouchers and reports should be filed timely in accordance with the various grant agreements. • Require that correspondence be received from those agencies indicating that required reports per the written grant agreements are not necessary when applicable. • Ensure that the data collection form is filed the earlier of thirty (30) days after the report date or no later than nine months after the fiscal year-end. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-003 Noncompliance with Federal and State Reporting Requirements Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria Uniform Guidance requires that single audits be completed, and the reporting package submitted to the Federal Audit Clearinghouse within the earlier of thirty (30) calendar days after receipt of the auditor’s report or nine (9) months after the end of the audit period. Condition The Organization did not submit its audited financial statements and SEFA to the Federal Audit Clearinghouse website within nine (9) months of June 30, 2022. The Organization also didn’t submit its audited financial statements, SEFA, CYEFR and other required information to the GATA portal within six (6) months after June 30, 2022. This is a repeat finding (see Finding 2022-003 in the Summary of Prior Audit Findings). Cause This condition was due to the Organization being understaffed within its accounting and finance department resulting in a significant delay in completing the recording of financial transactions, performing account reconciliations and preparing financial reports available for audit. Effect The effect is that controls over the financial reporting process were weakened thereby increasing the risk that material misstatements could be included in the financial statements without management being aware. Additionally, noncompliance with financial reporting deadlines could cause funding sources for the Organization to delay providing funding for the current fiscal year. Questioned Costs None noted. Recommendation We recommend that management hire personnel within its accounting and finance department so that all defined tasks can be performed in a more timely manner and evaluate its current processes to determine how to make them more efficient so that the current personnel within the accounting and finance department are able to complete their tasks in a more timely manner. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-002 Material Weakness in Internal Control Over Activities Allowed or Unallowed, Allowable Costs/Cost Principles, and Special Tests and Provisions Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria The Organization is responsible for keeping adequate supporting documentation of its compliance with applicable federal compliance requirements including for expenditures charged to federally funded grants and sliding scale fees charged to patients. Condition For AL No. 93.224, Health Center Program and AL 93.527, Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program (the federal programs), a sample of forty (40) payroll transactions were tested for Activities Allowed or Unallowed and Allowable Costs/Cost Principles. During the testing of payroll transactions, there were no instances for which the Organization was able to provide approved timesheets or timecards documenting hours worked and charged to the grants within the federal programs. There were no instances in which the Organization was able to provide documentation of review and approval of payroll journal entries for the payroll charges to the grants within the federal programs. For the federal programs, during our testing of Special Tests and Provisions, we tested sliding scale fees, for which we were unable to obtain support for patient poverty levels due to patients being allowed to self-certify their income without documentation. It was also noted that one person prepared, reviewed and submitted all vouchers and reports which is an indication of improper segregation of duties. Cause The Organization experienced significant turnover of personnel during fiscal years 2021 and 2022 which resulted in a lack of effective transfer of knowledge to new accounting and grant administration personnel so that they would know where appropriate documentation of financial transactions was stored so that it could be readily available when required. Sliding scale fees were not properly documented due to the allowance of telehealth visits and limited staff available to collect and maintain proper documentation while restrictions were in place during the COVID-19 pandemic. Effect The Organization was not in compliance with the Activities Allowed or Unallowed and Allowable Costs/Cost Principles and Special Tests and Provisions requirements of its grant agreements within its federally funded programs as prescribed by Uniform Guidance. Questioned Costs See scope limitation. Repeat Finding Yes. See Findings 2021-003 and 2021-004 in the summary schedule of prior audit findings. Recommendation We recommend that the Organization implement the following corrective actions: • Enforce its current specific internal control procedures to ensure compliance with applicable federal regulations. • Require that all personnel files have authorization and approval of current pay rates along with correspondence regarding to which grant an employee’s salary and fringe benefits should be expensed including any allocations if the employee worked on several grants. • Require that all expenses have proper invoices with approvals and should be organized within the Organization’s office. • Require that vouchers have all related invoices attached to them and be reconciled with monthly, quarterly and close-out financial reports. • Require that all vouchers and reports be prepared by one individual and independently reviewed and approved by a second individual prior to submission. There should be documentation of the review such as a sign-off or initials. • Require that all vouchers and reports should be filed timely in accordance with the various grant agreements. • Require that correspondence be received from those agencies indicating that required reports per the written grant agreements are not necessary when applicable. • Ensure that the data collection form is filed the earlier of thirty (30) days after the report date or no later than nine months after the fiscal year-end. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-003 Noncompliance with Federal and State Reporting Requirements Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria Uniform Guidance requires that single audits be completed, and the reporting package submitted to the Federal Audit Clearinghouse within the earlier of thirty (30) calendar days after receipt of the auditor’s report or nine (9) months after the end of the audit period. Condition The Organization did not submit its audited financial statements and SEFA to the Federal Audit Clearinghouse website within nine (9) months of June 30, 2022. The Organization also didn’t submit its audited financial statements, SEFA, CYEFR and other required information to the GATA portal within six (6) months after June 30, 2022. This is a repeat finding (see Finding 2022-003 in the Summary of Prior Audit Findings). Cause This condition was due to the Organization being understaffed within its accounting and finance department resulting in a significant delay in completing the recording of financial transactions, performing account reconciliations and preparing financial reports available for audit. Effect The effect is that controls over the financial reporting process were weakened thereby increasing the risk that material misstatements could be included in the financial statements without management being aware. Additionally, noncompliance with financial reporting deadlines could cause funding sources for the Organization to delay providing funding for the current fiscal year. Questioned Costs None noted. Recommendation We recommend that management hire personnel within its accounting and finance department so that all defined tasks can be performed in a more timely manner and evaluate its current processes to determine how to make them more efficient so that the current personnel within the accounting and finance department are able to complete their tasks in a more timely manner. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-002 Material Weakness in Internal Control Over Activities Allowed or Unallowed, Allowable Costs/Cost Principles, and Special Tests and Provisions Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria The Organization is responsible for keeping adequate supporting documentation of its compliance with applicable federal compliance requirements including for expenditures charged to federally funded grants and sliding scale fees charged to patients. Condition For AL No. 93.224, Health Center Program and AL 93.527, Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program (the federal programs), a sample of forty (40) payroll transactions were tested for Activities Allowed or Unallowed and Allowable Costs/Cost Principles. During the testing of payroll transactions, there were no instances for which the Organization was able to provide approved timesheets or timecards documenting hours worked and charged to the grants within the federal programs. There were no instances in which the Organization was able to provide documentation of review and approval of payroll journal entries for the payroll charges to the grants within the federal programs. For the federal programs, during our testing of Special Tests and Provisions, we tested sliding scale fees, for which we were unable to obtain support for patient poverty levels due to patients being allowed to self-certify their income without documentation. It was also noted that one person prepared, reviewed and submitted all vouchers and reports which is an indication of improper segregation of duties. Cause The Organization experienced significant turnover of personnel during fiscal years 2021 and 2022 which resulted in a lack of effective transfer of knowledge to new accounting and grant administration personnel so that they would know where appropriate documentation of financial transactions was stored so that it could be readily available when required. Sliding scale fees were not properly documented due to the allowance of telehealth visits and limited staff available to collect and maintain proper documentation while restrictions were in place during the COVID-19 pandemic. Effect The Organization was not in compliance with the Activities Allowed or Unallowed and Allowable Costs/Cost Principles and Special Tests and Provisions requirements of its grant agreements within its federally funded programs as prescribed by Uniform Guidance. Questioned Costs See scope limitation. Repeat Finding Yes. See Findings 2021-003 and 2021-004 in the summary schedule of prior audit findings. Recommendation We recommend that the Organization implement the following corrective actions: • Enforce its current specific internal control procedures to ensure compliance with applicable federal regulations. • Require that all personnel files have authorization and approval of current pay rates along with correspondence regarding to which grant an employee’s salary and fringe benefits should be expensed including any allocations if the employee worked on several grants. • Require that all expenses have proper invoices with approvals and should be organized within the Organization’s office. • Require that vouchers have all related invoices attached to them and be reconciled with monthly, quarterly and close-out financial reports. • Require that all vouchers and reports be prepared by one individual and independently reviewed and approved by a second individual prior to submission. There should be documentation of the review such as a sign-off or initials. • Require that all vouchers and reports should be filed timely in accordance with the various grant agreements. • Require that correspondence be received from those agencies indicating that required reports per the written grant agreements are not necessary when applicable. • Ensure that the data collection form is filed the earlier of thirty (30) days after the report date or no later than nine months after the fiscal year-end. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-003 Noncompliance with Federal and State Reporting Requirements Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria Uniform Guidance requires that single audits be completed, and the reporting package submitted to the Federal Audit Clearinghouse within the earlier of thirty (30) calendar days after receipt of the auditor’s report or nine (9) months after the end of the audit period. Condition The Organization did not submit its audited financial statements and SEFA to the Federal Audit Clearinghouse website within nine (9) months of June 30, 2022. The Organization also didn’t submit its audited financial statements, SEFA, CYEFR and other required information to the GATA portal within six (6) months after June 30, 2022. This is a repeat finding (see Finding 2022-003 in the Summary of Prior Audit Findings). Cause This condition was due to the Organization being understaffed within its accounting and finance department resulting in a significant delay in completing the recording of financial transactions, performing account reconciliations and preparing financial reports available for audit. Effect The effect is that controls over the financial reporting process were weakened thereby increasing the risk that material misstatements could be included in the financial statements without management being aware. Additionally, noncompliance with financial reporting deadlines could cause funding sources for the Organization to delay providing funding for the current fiscal year. Questioned Costs None noted. Recommendation We recommend that management hire personnel within its accounting and finance department so that all defined tasks can be performed in a more timely manner and evaluate its current processes to determine how to make them more efficient so that the current personnel within the accounting and finance department are able to complete their tasks in a more timely manner. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-002 Material Weakness in Internal Control Over Activities Allowed or Unallowed, Allowable Costs/Cost Principles, and Special Tests and Provisions Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria The Organization is responsible for keeping adequate supporting documentation of its compliance with applicable federal compliance requirements including for expenditures charged to federally funded grants and sliding scale fees charged to patients. Condition For AL No. 93.224, Health Center Program and AL 93.527, Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program (the federal programs), a sample of forty (40) payroll transactions were tested for Activities Allowed or Unallowed and Allowable Costs/Cost Principles. During the testing of payroll transactions, there were no instances for which the Organization was able to provide approved timesheets or timecards documenting hours worked and charged to the grants within the federal programs. There were no instances in which the Organization was able to provide documentation of review and approval of payroll journal entries for the payroll charges to the grants within the federal programs. For the federal programs, during our testing of Special Tests and Provisions, we tested sliding scale fees, for which we were unable to obtain support for patient poverty levels due to patients being allowed to self-certify their income without documentation. It was also noted that one person prepared, reviewed and submitted all vouchers and reports which is an indication of improper segregation of duties. Cause The Organization experienced significant turnover of personnel during fiscal years 2021 and 2022 which resulted in a lack of effective transfer of knowledge to new accounting and grant administration personnel so that they would know where appropriate documentation of financial transactions was stored so that it could be readily available when required. Sliding scale fees were not properly documented due to the allowance of telehealth visits and limited staff available to collect and maintain proper documentation while restrictions were in place during the COVID-19 pandemic. Effect The Organization was not in compliance with the Activities Allowed or Unallowed and Allowable Costs/Cost Principles and Special Tests and Provisions requirements of its grant agreements within its federally funded programs as prescribed by Uniform Guidance. Questioned Costs See scope limitation. Repeat Finding Yes. See Findings 2021-003 and 2021-004 in the summary schedule of prior audit findings. Recommendation We recommend that the Organization implement the following corrective actions: • Enforce its current specific internal control procedures to ensure compliance with applicable federal regulations. • Require that all personnel files have authorization and approval of current pay rates along with correspondence regarding to which grant an employee’s salary and fringe benefits should be expensed including any allocations if the employee worked on several grants. • Require that all expenses have proper invoices with approvals and should be organized within the Organization’s office. • Require that vouchers have all related invoices attached to them and be reconciled with monthly, quarterly and close-out financial reports. • Require that all vouchers and reports be prepared by one individual and independently reviewed and approved by a second individual prior to submission. There should be documentation of the review such as a sign-off or initials. • Require that all vouchers and reports should be filed timely in accordance with the various grant agreements. • Require that correspondence be received from those agencies indicating that required reports per the written grant agreements are not necessary when applicable. • Ensure that the data collection form is filed the earlier of thirty (30) days after the report date or no later than nine months after the fiscal year-end. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-003 Noncompliance with Federal and State Reporting Requirements Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria Uniform Guidance requires that single audits be completed, and the reporting package submitted to the Federal Audit Clearinghouse within the earlier of thirty (30) calendar days after receipt of the auditor’s report or nine (9) months after the end of the audit period. Condition The Organization did not submit its audited financial statements and SEFA to the Federal Audit Clearinghouse website within nine (9) months of June 30, 2022. The Organization also didn’t submit its audited financial statements, SEFA, CYEFR and other required information to the GATA portal within six (6) months after June 30, 2022. This is a repeat finding (see Finding 2022-003 in the Summary of Prior Audit Findings). Cause This condition was due to the Organization being understaffed within its accounting and finance department resulting in a significant delay in completing the recording of financial transactions, performing account reconciliations and preparing financial reports available for audit. Effect The effect is that controls over the financial reporting process were weakened thereby increasing the risk that material misstatements could be included in the financial statements without management being aware. Additionally, noncompliance with financial reporting deadlines could cause funding sources for the Organization to delay providing funding for the current fiscal year. Questioned Costs None noted. Recommendation We recommend that management hire personnel within its accounting and finance department so that all defined tasks can be performed in a more timely manner and evaluate its current processes to determine how to make them more efficient so that the current personnel within the accounting and finance department are able to complete their tasks in a more timely manner. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-002 Material Weakness in Internal Control Over Activities Allowed or Unallowed, Allowable Costs/Cost Principles, and Special Tests and Provisions Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria The Organization is responsible for keeping adequate supporting documentation of its compliance with applicable federal compliance requirements including for expenditures charged to federally funded grants and sliding scale fees charged to patients. Condition For AL No. 93.224, Health Center Program and AL 93.527, Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program (the federal programs), a sample of forty (40) payroll transactions were tested for Activities Allowed or Unallowed and Allowable Costs/Cost Principles. During the testing of payroll transactions, there were no instances for which the Organization was able to provide approved timesheets or timecards documenting hours worked and charged to the grants within the federal programs. There were no instances in which the Organization was able to provide documentation of review and approval of payroll journal entries for the payroll charges to the grants within the federal programs. For the federal programs, during our testing of Special Tests and Provisions, we tested sliding scale fees, for which we were unable to obtain support for patient poverty levels due to patients being allowed to self-certify their income without documentation. It was also noted that one person prepared, reviewed and submitted all vouchers and reports which is an indication of improper segregation of duties. Cause The Organization experienced significant turnover of personnel during fiscal years 2021 and 2022 which resulted in a lack of effective transfer of knowledge to new accounting and grant administration personnel so that they would know where appropriate documentation of financial transactions was stored so that it could be readily available when required. Sliding scale fees were not properly documented due to the allowance of telehealth visits and limited staff available to collect and maintain proper documentation while restrictions were in place during the COVID-19 pandemic. Effect The Organization was not in compliance with the Activities Allowed or Unallowed and Allowable Costs/Cost Principles and Special Tests and Provisions requirements of its grant agreements within its federally funded programs as prescribed by Uniform Guidance. Questioned Costs See scope limitation. Repeat Finding Yes. See Findings 2021-003 and 2021-004 in the summary schedule of prior audit findings. Recommendation We recommend that the Organization implement the following corrective actions: • Enforce its current specific internal control procedures to ensure compliance with applicable federal regulations. • Require that all personnel files have authorization and approval of current pay rates along with correspondence regarding to which grant an employee’s salary and fringe benefits should be expensed including any allocations if the employee worked on several grants. • Require that all expenses have proper invoices with approvals and should be organized within the Organization’s office. • Require that vouchers have all related invoices attached to them and be reconciled with monthly, quarterly and close-out financial reports. • Require that all vouchers and reports be prepared by one individual and independently reviewed and approved by a second individual prior to submission. There should be documentation of the review such as a sign-off or initials. • Require that all vouchers and reports should be filed timely in accordance with the various grant agreements. • Require that correspondence be received from those agencies indicating that required reports per the written grant agreements are not necessary when applicable. • Ensure that the data collection form is filed the earlier of thirty (30) days after the report date or no later than nine months after the fiscal year-end. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-003 Noncompliance with Federal and State Reporting Requirements Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria Uniform Guidance requires that single audits be completed, and the reporting package submitted to the Federal Audit Clearinghouse within the earlier of thirty (30) calendar days after receipt of the auditor’s report or nine (9) months after the end of the audit period. Condition The Organization did not submit its audited financial statements and SEFA to the Federal Audit Clearinghouse website within nine (9) months of June 30, 2022. The Organization also didn’t submit its audited financial statements, SEFA, CYEFR and other required information to the GATA portal within six (6) months after June 30, 2022. This is a repeat finding (see Finding 2022-003 in the Summary of Prior Audit Findings). Cause This condition was due to the Organization being understaffed within its accounting and finance department resulting in a significant delay in completing the recording of financial transactions, performing account reconciliations and preparing financial reports available for audit. Effect The effect is that controls over the financial reporting process were weakened thereby increasing the risk that material misstatements could be included in the financial statements without management being aware. Additionally, noncompliance with financial reporting deadlines could cause funding sources for the Organization to delay providing funding for the current fiscal year. Questioned Costs None noted. Recommendation We recommend that management hire personnel within its accounting and finance department so that all defined tasks can be performed in a more timely manner and evaluate its current processes to determine how to make them more efficient so that the current personnel within the accounting and finance department are able to complete their tasks in a more timely manner. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-002 Material Weakness in Internal Control Over Activities Allowed or Unallowed, Allowable Costs/Cost Principles, and Special Tests and Provisions Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria The Organization is responsible for keeping adequate supporting documentation of its compliance with applicable federal compliance requirements including for expenditures charged to federally funded grants and sliding scale fees charged to patients. Condition For AL No. 93.224, Health Center Program and AL 93.527, Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program (the federal programs), a sample of forty (40) payroll transactions were tested for Activities Allowed or Unallowed and Allowable Costs/Cost Principles. During the testing of payroll transactions, there were no instances for which the Organization was able to provide approved timesheets or timecards documenting hours worked and charged to the grants within the federal programs. There were no instances in which the Organization was able to provide documentation of review and approval of payroll journal entries for the payroll charges to the grants within the federal programs. For the federal programs, during our testing of Special Tests and Provisions, we tested sliding scale fees, for which we were unable to obtain support for patient poverty levels due to patients being allowed to self-certify their income without documentation. It was also noted that one person prepared, reviewed and submitted all vouchers and reports which is an indication of improper segregation of duties. Cause The Organization experienced significant turnover of personnel during fiscal years 2021 and 2022 which resulted in a lack of effective transfer of knowledge to new accounting and grant administration personnel so that they would know where appropriate documentation of financial transactions was stored so that it could be readily available when required. Sliding scale fees were not properly documented due to the allowance of telehealth visits and limited staff available to collect and maintain proper documentation while restrictions were in place during the COVID-19 pandemic. Effect The Organization was not in compliance with the Activities Allowed or Unallowed and Allowable Costs/Cost Principles and Special Tests and Provisions requirements of its grant agreements within its federally funded programs as prescribed by Uniform Guidance. Questioned Costs See scope limitation. Repeat Finding Yes. See Findings 2021-003 and 2021-004 in the summary schedule of prior audit findings. Recommendation We recommend that the Organization implement the following corrective actions: • Enforce its current specific internal control procedures to ensure compliance with applicable federal regulations. • Require that all personnel files have authorization and approval of current pay rates along with correspondence regarding to which grant an employee’s salary and fringe benefits should be expensed including any allocations if the employee worked on several grants. • Require that all expenses have proper invoices with approvals and should be organized within the Organization’s office. • Require that vouchers have all related invoices attached to them and be reconciled with monthly, quarterly and close-out financial reports. • Require that all vouchers and reports be prepared by one individual and independently reviewed and approved by a second individual prior to submission. There should be documentation of the review such as a sign-off or initials. • Require that all vouchers and reports should be filed timely in accordance with the various grant agreements. • Require that correspondence be received from those agencies indicating that required reports per the written grant agreements are not necessary when applicable. • Ensure that the data collection form is filed the earlier of thirty (30) days after the report date or no later than nine months after the fiscal year-end. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-003 Noncompliance with Federal and State Reporting Requirements Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria Uniform Guidance requires that single audits be completed, and the reporting package submitted to the Federal Audit Clearinghouse within the earlier of thirty (30) calendar days after receipt of the auditor’s report or nine (9) months after the end of the audit period. Condition The Organization did not submit its audited financial statements and SEFA to the Federal Audit Clearinghouse website within nine (9) months of June 30, 2022. The Organization also didn’t submit its audited financial statements, SEFA, CYEFR and other required information to the GATA portal within six (6) months after June 30, 2022. This is a repeat finding (see Finding 2022-003 in the Summary of Prior Audit Findings). Cause This condition was due to the Organization being understaffed within its accounting and finance department resulting in a significant delay in completing the recording of financial transactions, performing account reconciliations and preparing financial reports available for audit. Effect The effect is that controls over the financial reporting process were weakened thereby increasing the risk that material misstatements could be included in the financial statements without management being aware. Additionally, noncompliance with financial reporting deadlines could cause funding sources for the Organization to delay providing funding for the current fiscal year. Questioned Costs None noted. Recommendation We recommend that management hire personnel within its accounting and finance department so that all defined tasks can be performed in a more timely manner and evaluate its current processes to determine how to make them more efficient so that the current personnel within the accounting and finance department are able to complete their tasks in a more timely manner. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-002 Material Weakness in Internal Control Over Activities Allowed or Unallowed, Allowable Costs/Cost Principles, and Special Tests and Provisions Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria The Organization is responsible for keeping adequate supporting documentation of its compliance with applicable federal compliance requirements including for expenditures charged to federally funded grants and sliding scale fees charged to patients. Condition For AL No. 93.224, Health Center Program and AL 93.527, Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program (the federal programs), a sample of forty (40) payroll transactions were tested for Activities Allowed or Unallowed and Allowable Costs/Cost Principles. During the testing of payroll transactions, there were no instances for which the Organization was able to provide approved timesheets or timecards documenting hours worked and charged to the grants within the federal programs. There were no instances in which the Organization was able to provide documentation of review and approval of payroll journal entries for the payroll charges to the grants within the federal programs. For the federal programs, during our testing of Special Tests and Provisions, we tested sliding scale fees, for which we were unable to obtain support for patient poverty levels due to patients being allowed to self-certify their income without documentation. It was also noted that one person prepared, reviewed and submitted all vouchers and reports which is an indication of improper segregation of duties. Cause The Organization experienced significant turnover of personnel during fiscal years 2021 and 2022 which resulted in a lack of effective transfer of knowledge to new accounting and grant administration personnel so that they would know where appropriate documentation of financial transactions was stored so that it could be readily available when required. Sliding scale fees were not properly documented due to the allowance of telehealth visits and limited staff available to collect and maintain proper documentation while restrictions were in place during the COVID-19 pandemic. Effect The Organization was not in compliance with the Activities Allowed or Unallowed and Allowable Costs/Cost Principles and Special Tests and Provisions requirements of its grant agreements within its federally funded programs as prescribed by Uniform Guidance. Questioned Costs See scope limitation. Repeat Finding Yes. See Findings 2021-003 and 2021-004 in the summary schedule of prior audit findings. Recommendation We recommend that the Organization implement the following corrective actions: • Enforce its current specific internal control procedures to ensure compliance with applicable federal regulations. • Require that all personnel files have authorization and approval of current pay rates along with correspondence regarding to which grant an employee’s salary and fringe benefits should be expensed including any allocations if the employee worked on several grants. • Require that all expenses have proper invoices with approvals and should be organized within the Organization’s office. • Require that vouchers have all related invoices attached to them and be reconciled with monthly, quarterly and close-out financial reports. • Require that all vouchers and reports be prepared by one individual and independently reviewed and approved by a second individual prior to submission. There should be documentation of the review such as a sign-off or initials. • Require that all vouchers and reports should be filed timely in accordance with the various grant agreements. • Require that correspondence be received from those agencies indicating that required reports per the written grant agreements are not necessary when applicable. • Ensure that the data collection form is filed the earlier of thirty (30) days after the report date or no later than nine months after the fiscal year-end. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-003 Noncompliance with Federal and State Reporting Requirements Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria Uniform Guidance requires that single audits be completed, and the reporting package submitted to the Federal Audit Clearinghouse within the earlier of thirty (30) calendar days after receipt of the auditor’s report or nine (9) months after the end of the audit period. Condition The Organization did not submit its audited financial statements and SEFA to the Federal Audit Clearinghouse website within nine (9) months of June 30, 2022. The Organization also didn’t submit its audited financial statements, SEFA, CYEFR and other required information to the GATA portal within six (6) months after June 30, 2022. This is a repeat finding (see Finding 2022-003 in the Summary of Prior Audit Findings). Cause This condition was due to the Organization being understaffed within its accounting and finance department resulting in a significant delay in completing the recording of financial transactions, performing account reconciliations and preparing financial reports available for audit. Effect The effect is that controls over the financial reporting process were weakened thereby increasing the risk that material misstatements could be included in the financial statements without management being aware. Additionally, noncompliance with financial reporting deadlines could cause funding sources for the Organization to delay providing funding for the current fiscal year. Questioned Costs None noted. Recommendation We recommend that management hire personnel within its accounting and finance department so that all defined tasks can be performed in a more timely manner and evaluate its current processes to determine how to make them more efficient so that the current personnel within the accounting and finance department are able to complete their tasks in a more timely manner. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-002 Material Weakness in Internal Control Over Activities Allowed or Unallowed, Allowable Costs/Cost Principles, and Special Tests and Provisions Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria The Organization is responsible for keeping adequate supporting documentation of its compliance with applicable federal compliance requirements including for expenditures charged to federally funded grants and sliding scale fees charged to patients. Condition For AL No. 93.224, Health Center Program and AL 93.527, Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program (the federal programs), a sample of forty (40) payroll transactions were tested for Activities Allowed or Unallowed and Allowable Costs/Cost Principles. During the testing of payroll transactions, there were no instances for which the Organization was able to provide approved timesheets or timecards documenting hours worked and charged to the grants within the federal programs. There were no instances in which the Organization was able to provide documentation of review and approval of payroll journal entries for the payroll charges to the grants within the federal programs. For the federal programs, during our testing of Special Tests and Provisions, we tested sliding scale fees, for which we were unable to obtain support for patient poverty levels due to patients being allowed to self-certify their income without documentation. It was also noted that one person prepared, reviewed and submitted all vouchers and reports which is an indication of improper segregation of duties. Cause The Organization experienced significant turnover of personnel during fiscal years 2021 and 2022 which resulted in a lack of effective transfer of knowledge to new accounting and grant administration personnel so that they would know where appropriate documentation of financial transactions was stored so that it could be readily available when required. Sliding scale fees were not properly documented due to the allowance of telehealth visits and limited staff available to collect and maintain proper documentation while restrictions were in place during the COVID-19 pandemic. Effect The Organization was not in compliance with the Activities Allowed or Unallowed and Allowable Costs/Cost Principles and Special Tests and Provisions requirements of its grant agreements within its federally funded programs as prescribed by Uniform Guidance. Questioned Costs See scope limitation. Repeat Finding Yes. See Findings 2021-003 and 2021-004 in the summary schedule of prior audit findings. Recommendation We recommend that the Organization implement the following corrective actions: • Enforce its current specific internal control procedures to ensure compliance with applicable federal regulations. • Require that all personnel files have authorization and approval of current pay rates along with correspondence regarding to which grant an employee’s salary and fringe benefits should be expensed including any allocations if the employee worked on several grants. • Require that all expenses have proper invoices with approvals and should be organized within the Organization’s office. • Require that vouchers have all related invoices attached to them and be reconciled with monthly, quarterly and close-out financial reports. • Require that all vouchers and reports be prepared by one individual and independently reviewed and approved by a second individual prior to submission. There should be documentation of the review such as a sign-off or initials. • Require that all vouchers and reports should be filed timely in accordance with the various grant agreements. • Require that correspondence be received from those agencies indicating that required reports per the written grant agreements are not necessary when applicable. • Ensure that the data collection form is filed the earlier of thirty (30) days after the report date or no later than nine months after the fiscal year-end. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-003 Noncompliance with Federal and State Reporting Requirements Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria Uniform Guidance requires that single audits be completed, and the reporting package submitted to the Federal Audit Clearinghouse within the earlier of thirty (30) calendar days after receipt of the auditor’s report or nine (9) months after the end of the audit period. Condition The Organization did not submit its audited financial statements and SEFA to the Federal Audit Clearinghouse website within nine (9) months of June 30, 2022. The Organization also didn’t submit its audited financial statements, SEFA, CYEFR and other required information to the GATA portal within six (6) months after June 30, 2022. This is a repeat finding (see Finding 2022-003 in the Summary of Prior Audit Findings). Cause This condition was due to the Organization being understaffed within its accounting and finance department resulting in a significant delay in completing the recording of financial transactions, performing account reconciliations and preparing financial reports available for audit. Effect The effect is that controls over the financial reporting process were weakened thereby increasing the risk that material misstatements could be included in the financial statements without management being aware. Additionally, noncompliance with financial reporting deadlines could cause funding sources for the Organization to delay providing funding for the current fiscal year. Questioned Costs None noted. Recommendation We recommend that management hire personnel within its accounting and finance department so that all defined tasks can be performed in a more timely manner and evaluate its current processes to determine how to make them more efficient so that the current personnel within the accounting and finance department are able to complete their tasks in a more timely manner. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-002 Material Weakness in Internal Control Over Activities Allowed or Unallowed, Allowable Costs/Cost Principles, and Special Tests and Provisions Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria The Organization is responsible for keeping adequate supporting documentation of its compliance with applicable federal compliance requirements including for expenditures charged to federally funded grants and sliding scale fees charged to patients. Condition For AL No. 93.224, Health Center Program and AL 93.527, Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program (the federal programs), a sample of forty (40) payroll transactions were tested for Activities Allowed or Unallowed and Allowable Costs/Cost Principles. During the testing of payroll transactions, there were no instances for which the Organization was able to provide approved timesheets or timecards documenting hours worked and charged to the grants within the federal programs. There were no instances in which the Organization was able to provide documentation of review and approval of payroll journal entries for the payroll charges to the grants within the federal programs. For the federal programs, during our testing of Special Tests and Provisions, we tested sliding scale fees, for which we were unable to obtain support for patient poverty levels due to patients being allowed to self-certify their income without documentation. It was also noted that one person prepared, reviewed and submitted all vouchers and reports which is an indication of improper segregation of duties. Cause The Organization experienced significant turnover of personnel during fiscal years 2021 and 2022 which resulted in a lack of effective transfer of knowledge to new accounting and grant administration personnel so that they would know where appropriate documentation of financial transactions was stored so that it could be readily available when required. Sliding scale fees were not properly documented due to the allowance of telehealth visits and limited staff available to collect and maintain proper documentation while restrictions were in place during the COVID-19 pandemic. Effect The Organization was not in compliance with the Activities Allowed or Unallowed and Allowable Costs/Cost Principles and Special Tests and Provisions requirements of its grant agreements within its federally funded programs as prescribed by Uniform Guidance. Questioned Costs See scope limitation. Repeat Finding Yes. See Findings 2021-003 and 2021-004 in the summary schedule of prior audit findings. Recommendation We recommend that the Organization implement the following corrective actions: • Enforce its current specific internal control procedures to ensure compliance with applicable federal regulations. • Require that all personnel files have authorization and approval of current pay rates along with correspondence regarding to which grant an employee’s salary and fringe benefits should be expensed including any allocations if the employee worked on several grants. • Require that all expenses have proper invoices with approvals and should be organized within the Organization’s office. • Require that vouchers have all related invoices attached to them and be reconciled with monthly, quarterly and close-out financial reports. • Require that all vouchers and reports be prepared by one individual and independently reviewed and approved by a second individual prior to submission. There should be documentation of the review such as a sign-off or initials. • Require that all vouchers and reports should be filed timely in accordance with the various grant agreements. • Require that correspondence be received from those agencies indicating that required reports per the written grant agreements are not necessary when applicable. • Ensure that the data collection form is filed the earlier of thirty (30) days after the report date or no later than nine months after the fiscal year-end. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-003 Noncompliance with Federal and State Reporting Requirements Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria Uniform Guidance requires that single audits be completed, and the reporting package submitted to the Federal Audit Clearinghouse within the earlier of thirty (30) calendar days after receipt of the auditor’s report or nine (9) months after the end of the audit period. Condition The Organization did not submit its audited financial statements and SEFA to the Federal Audit Clearinghouse website within nine (9) months of June 30, 2022. The Organization also didn’t submit its audited financial statements, SEFA, CYEFR and other required information to the GATA portal within six (6) months after June 30, 2022. This is a repeat finding (see Finding 2022-003 in the Summary of Prior Audit Findings). Cause This condition was due to the Organization being understaffed within its accounting and finance department resulting in a significant delay in completing the recording of financial transactions, performing account reconciliations and preparing financial reports available for audit. Effect The effect is that controls over the financial reporting process were weakened thereby increasing the risk that material misstatements could be included in the financial statements without management being aware. Additionally, noncompliance with financial reporting deadlines could cause funding sources for the Organization to delay providing funding for the current fiscal year. Questioned Costs None noted. Recommendation We recommend that management hire personnel within its accounting and finance department so that all defined tasks can be performed in a more timely manner and evaluate its current processes to determine how to make them more efficient so that the current personnel within the accounting and finance department are able to complete their tasks in a more timely manner. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-002 Material Weakness in Internal Control Over Activities Allowed or Unallowed, Allowable Costs/Cost Principles, and Special Tests and Provisions Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria The Organization is responsible for keeping adequate supporting documentation of its compliance with applicable federal compliance requirements including for expenditures charged to federally funded grants and sliding scale fees charged to patients. Condition For AL No. 93.224, Health Center Program and AL 93.527, Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program (the federal programs), a sample of forty (40) payroll transactions were tested for Activities Allowed or Unallowed and Allowable Costs/Cost Principles. During the testing of payroll transactions, there were no instances for which the Organization was able to provide approved timesheets or timecards documenting hours worked and charged to the grants within the federal programs. There were no instances in which the Organization was able to provide documentation of review and approval of payroll journal entries for the payroll charges to the grants within the federal programs. For the federal programs, during our testing of Special Tests and Provisions, we tested sliding scale fees, for which we were unable to obtain support for patient poverty levels due to patients being allowed to self-certify their income without documentation. It was also noted that one person prepared, reviewed and submitted all vouchers and reports which is an indication of improper segregation of duties. Cause The Organization experienced significant turnover of personnel during fiscal years 2021 and 2022 which resulted in a lack of effective transfer of knowledge to new accounting and grant administration personnel so that they would know where appropriate documentation of financial transactions was stored so that it could be readily available when required. Sliding scale fees were not properly documented due to the allowance of telehealth visits and limited staff available to collect and maintain proper documentation while restrictions were in place during the COVID-19 pandemic. Effect The Organization was not in compliance with the Activities Allowed or Unallowed and Allowable Costs/Cost Principles and Special Tests and Provisions requirements of its grant agreements within its federally funded programs as prescribed by Uniform Guidance. Questioned Costs See scope limitation. Repeat Finding Yes. See Findings 2021-003 and 2021-004 in the summary schedule of prior audit findings. Recommendation We recommend that the Organization implement the following corrective actions: • Enforce its current specific internal control procedures to ensure compliance with applicable federal regulations. • Require that all personnel files have authorization and approval of current pay rates along with correspondence regarding to which grant an employee’s salary and fringe benefits should be expensed including any allocations if the employee worked on several grants. • Require that all expenses have proper invoices with approvals and should be organized within the Organization’s office. • Require that vouchers have all related invoices attached to them and be reconciled with monthly, quarterly and close-out financial reports. • Require that all vouchers and reports be prepared by one individual and independently reviewed and approved by a second individual prior to submission. There should be documentation of the review such as a sign-off or initials. • Require that all vouchers and reports should be filed timely in accordance with the various grant agreements. • Require that correspondence be received from those agencies indicating that required reports per the written grant agreements are not necessary when applicable. • Ensure that the data collection form is filed the earlier of thirty (30) days after the report date or no later than nine months after the fiscal year-end. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-003 Noncompliance with Federal and State Reporting Requirements Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria Uniform Guidance requires that single audits be completed, and the reporting package submitted to the Federal Audit Clearinghouse within the earlier of thirty (30) calendar days after receipt of the auditor’s report or nine (9) months after the end of the audit period. Condition The Organization did not submit its audited financial statements and SEFA to the Federal Audit Clearinghouse website within nine (9) months of June 30, 2022. The Organization also didn’t submit its audited financial statements, SEFA, CYEFR and other required information to the GATA portal within six (6) months after June 30, 2022. This is a repeat finding (see Finding 2022-003 in the Summary of Prior Audit Findings). Cause This condition was due to the Organization being understaffed within its accounting and finance department resulting in a significant delay in completing the recording of financial transactions, performing account reconciliations and preparing financial reports available for audit. Effect The effect is that controls over the financial reporting process were weakened thereby increasing the risk that material misstatements could be included in the financial statements without management being aware. Additionally, noncompliance with financial reporting deadlines could cause funding sources for the Organization to delay providing funding for the current fiscal year. Questioned Costs None noted. Recommendation We recommend that management hire personnel within its accounting and finance department so that all defined tasks can be performed in a more timely manner and evaluate its current processes to determine how to make them more efficient so that the current personnel within the accounting and finance department are able to complete their tasks in a more timely manner. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-002 Material Weakness in Internal Control Over Activities Allowed or Unallowed, Allowable Costs/Cost Principles, and Special Tests and Provisions Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria The Organization is responsible for keeping adequate supporting documentation of its compliance with applicable federal compliance requirements including for expenditures charged to federally funded grants and sliding scale fees charged to patients. Condition For AL No. 93.224, Health Center Program and AL 93.527, Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program (the federal programs), a sample of forty (40) payroll transactions were tested for Activities Allowed or Unallowed and Allowable Costs/Cost Principles. During the testing of payroll transactions, there were no instances for which the Organization was able to provide approved timesheets or timecards documenting hours worked and charged to the grants within the federal programs. There were no instances in which the Organization was able to provide documentation of review and approval of payroll journal entries for the payroll charges to the grants within the federal programs. For the federal programs, during our testing of Special Tests and Provisions, we tested sliding scale fees, for which we were unable to obtain support for patient poverty levels due to patients being allowed to self-certify their income without documentation. It was also noted that one person prepared, reviewed and submitted all vouchers and reports which is an indication of improper segregation of duties. Cause The Organization experienced significant turnover of personnel during fiscal years 2021 and 2022 which resulted in a lack of effective transfer of knowledge to new accounting and grant administration personnel so that they would know where appropriate documentation of financial transactions was stored so that it could be readily available when required. Sliding scale fees were not properly documented due to the allowance of telehealth visits and limited staff available to collect and maintain proper documentation while restrictions were in place during the COVID-19 pandemic. Effect The Organization was not in compliance with the Activities Allowed or Unallowed and Allowable Costs/Cost Principles and Special Tests and Provisions requirements of its grant agreements within its federally funded programs as prescribed by Uniform Guidance. Questioned Costs See scope limitation. Repeat Finding Yes. See Findings 2021-003 and 2021-004 in the summary schedule of prior audit findings. Recommendation We recommend that the Organization implement the following corrective actions: • Enforce its current specific internal control procedures to ensure compliance with applicable federal regulations. • Require that all personnel files have authorization and approval of current pay rates along with correspondence regarding to which grant an employee’s salary and fringe benefits should be expensed including any allocations if the employee worked on several grants. • Require that all expenses have proper invoices with approvals and should be organized within the Organization’s office. • Require that vouchers have all related invoices attached to them and be reconciled with monthly, quarterly and close-out financial reports. • Require that all vouchers and reports be prepared by one individual and independently reviewed and approved by a second individual prior to submission. There should be documentation of the review such as a sign-off or initials. • Require that all vouchers and reports should be filed timely in accordance with the various grant agreements. • Require that correspondence be received from those agencies indicating that required reports per the written grant agreements are not necessary when applicable. • Ensure that the data collection form is filed the earlier of thirty (30) days after the report date or no later than nine months after the fiscal year-end. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-003 Noncompliance with Federal and State Reporting Requirements Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria Uniform Guidance requires that single audits be completed, and the reporting package submitted to the Federal Audit Clearinghouse within the earlier of thirty (30) calendar days after receipt of the auditor’s report or nine (9) months after the end of the audit period. Condition The Organization did not submit its audited financial statements and SEFA to the Federal Audit Clearinghouse website within nine (9) months of June 30, 2022. The Organization also didn’t submit its audited financial statements, SEFA, CYEFR and other required information to the GATA portal within six (6) months after June 30, 2022. This is a repeat finding (see Finding 2022-003 in the Summary of Prior Audit Findings). Cause This condition was due to the Organization being understaffed within its accounting and finance department resulting in a significant delay in completing the recording of financial transactions, performing account reconciliations and preparing financial reports available for audit. Effect The effect is that controls over the financial reporting process were weakened thereby increasing the risk that material misstatements could be included in the financial statements without management being aware. Additionally, noncompliance with financial reporting deadlines could cause funding sources for the Organization to delay providing funding for the current fiscal year. Questioned Costs None noted. Recommendation We recommend that management hire personnel within its accounting and finance department so that all defined tasks can be performed in a more timely manner and evaluate its current processes to determine how to make them more efficient so that the current personnel within the accounting and finance department are able to complete their tasks in a more timely manner. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-002 Material Weakness in Internal Control Over Activities Allowed or Unallowed, Allowable Costs/Cost Principles, and Special Tests and Provisions Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria The Organization is responsible for keeping adequate supporting documentation of its compliance with applicable federal compliance requirements including for expenditures charged to federally funded grants and sliding scale fees charged to patients. Condition For AL No. 93.224, Health Center Program and AL 93.527, Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program (the federal programs), a sample of forty (40) payroll transactions were tested for Activities Allowed or Unallowed and Allowable Costs/Cost Principles. During the testing of payroll transactions, there were no instances for which the Organization was able to provide approved timesheets or timecards documenting hours worked and charged to the grants within the federal programs. There were no instances in which the Organization was able to provide documentation of review and approval of payroll journal entries for the payroll charges to the grants within the federal programs. For the federal programs, during our testing of Special Tests and Provisions, we tested sliding scale fees, for which we were unable to obtain support for patient poverty levels due to patients being allowed to self-certify their income without documentation. It was also noted that one person prepared, reviewed and submitted all vouchers and reports which is an indication of improper segregation of duties. Cause The Organization experienced significant turnover of personnel during fiscal years 2021 and 2022 which resulted in a lack of effective transfer of knowledge to new accounting and grant administration personnel so that they would know where appropriate documentation of financial transactions was stored so that it could be readily available when required. Sliding scale fees were not properly documented due to the allowance of telehealth visits and limited staff available to collect and maintain proper documentation while restrictions were in place during the COVID-19 pandemic. Effect The Organization was not in compliance with the Activities Allowed or Unallowed and Allowable Costs/Cost Principles and Special Tests and Provisions requirements of its grant agreements within its federally funded programs as prescribed by Uniform Guidance. Questioned Costs See scope limitation. Repeat Finding Yes. See Findings 2021-003 and 2021-004 in the summary schedule of prior audit findings. Recommendation We recommend that the Organization implement the following corrective actions: • Enforce its current specific internal control procedures to ensure compliance with applicable federal regulations. • Require that all personnel files have authorization and approval of current pay rates along with correspondence regarding to which grant an employee’s salary and fringe benefits should be expensed including any allocations if the employee worked on several grants. • Require that all expenses have proper invoices with approvals and should be organized within the Organization’s office. • Require that vouchers have all related invoices attached to them and be reconciled with monthly, quarterly and close-out financial reports. • Require that all vouchers and reports be prepared by one individual and independently reviewed and approved by a second individual prior to submission. There should be documentation of the review such as a sign-off or initials. • Require that all vouchers and reports should be filed timely in accordance with the various grant agreements. • Require that correspondence be received from those agencies indicating that required reports per the written grant agreements are not necessary when applicable. • Ensure that the data collection form is filed the earlier of thirty (30) days after the report date or no later than nine months after the fiscal year-end. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-003 Noncompliance with Federal and State Reporting Requirements Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria Uniform Guidance requires that single audits be completed, and the reporting package submitted to the Federal Audit Clearinghouse within the earlier of thirty (30) calendar days after receipt of the auditor’s report or nine (9) months after the end of the audit period. Condition The Organization did not submit its audited financial statements and SEFA to the Federal Audit Clearinghouse website within nine (9) months of June 30, 2022. The Organization also didn’t submit its audited financial statements, SEFA, CYEFR and other required information to the GATA portal within six (6) months after June 30, 2022. This is a repeat finding (see Finding 2022-003 in the Summary of Prior Audit Findings). Cause This condition was due to the Organization being understaffed within its accounting and finance department resulting in a significant delay in completing the recording of financial transactions, performing account reconciliations and preparing financial reports available for audit. Effect The effect is that controls over the financial reporting process were weakened thereby increasing the risk that material misstatements could be included in the financial statements without management being aware. Additionally, noncompliance with financial reporting deadlines could cause funding sources for the Organization to delay providing funding for the current fiscal year. Questioned Costs None noted. Recommendation We recommend that management hire personnel within its accounting and finance department so that all defined tasks can be performed in a more timely manner and evaluate its current processes to determine how to make them more efficient so that the current personnel within the accounting and finance department are able to complete their tasks in a more timely manner. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-002 Material Weakness in Internal Control Over Activities Allowed or Unallowed, Allowable Costs/Cost Principles, and Special Tests and Provisions Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria The Organization is responsible for keeping adequate supporting documentation of its compliance with applicable federal compliance requirements including for expenditures charged to federally funded grants and sliding scale fees charged to patients. Condition For AL No. 93.224, Health Center Program and AL 93.527, Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program (the federal programs), a sample of forty (40) payroll transactions were tested for Activities Allowed or Unallowed and Allowable Costs/Cost Principles. During the testing of payroll transactions, there were no instances for which the Organization was able to provide approved timesheets or timecards documenting hours worked and charged to the grants within the federal programs. There were no instances in which the Organization was able to provide documentation of review and approval of payroll journal entries for the payroll charges to the grants within the federal programs. For the federal programs, during our testing of Special Tests and Provisions, we tested sliding scale fees, for which we were unable to obtain support for patient poverty levels due to patients being allowed to self-certify their income without documentation. It was also noted that one person prepared, reviewed and submitted all vouchers and reports which is an indication of improper segregation of duties. Cause The Organization experienced significant turnover of personnel during fiscal years 2021 and 2022 which resulted in a lack of effective transfer of knowledge to new accounting and grant administration personnel so that they would know where appropriate documentation of financial transactions was stored so that it could be readily available when required. Sliding scale fees were not properly documented due to the allowance of telehealth visits and limited staff available to collect and maintain proper documentation while restrictions were in place during the COVID-19 pandemic. Effect The Organization was not in compliance with the Activities Allowed or Unallowed and Allowable Costs/Cost Principles and Special Tests and Provisions requirements of its grant agreements within its federally funded programs as prescribed by Uniform Guidance. Questioned Costs See scope limitation. Repeat Finding Yes. See Findings 2021-003 and 2021-004 in the summary schedule of prior audit findings. Recommendation We recommend that the Organization implement the following corrective actions: • Enforce its current specific internal control procedures to ensure compliance with applicable federal regulations. • Require that all personnel files have authorization and approval of current pay rates along with correspondence regarding to which grant an employee’s salary and fringe benefits should be expensed including any allocations if the employee worked on several grants. • Require that all expenses have proper invoices with approvals and should be organized within the Organization’s office. • Require that vouchers have all related invoices attached to them and be reconciled with monthly, quarterly and close-out financial reports. • Require that all vouchers and reports be prepared by one individual and independently reviewed and approved by a second individual prior to submission. There should be documentation of the review such as a sign-off or initials. • Require that all vouchers and reports should be filed timely in accordance with the various grant agreements. • Require that correspondence be received from those agencies indicating that required reports per the written grant agreements are not necessary when applicable. • Ensure that the data collection form is filed the earlier of thirty (30) days after the report date or no later than nine months after the fiscal year-end. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.
Finding 2022-003 Noncompliance with Federal and State Reporting Requirements Assistance Listing Numbers 93.224 Health Center Program 93.527 Affordable Care Act (ACA) for New and Expanded Services Under the Health Center Program Federal Agency U.S. Department of Health and Human Services, Health Resources and Services Administration Passthrough Agency N/A Award Number/Year 2022 Criteria Uniform Guidance requires that single audits be completed, and the reporting package submitted to the Federal Audit Clearinghouse within the earlier of thirty (30) calendar days after receipt of the auditor’s report or nine (9) months after the end of the audit period. Condition The Organization did not submit its audited financial statements and SEFA to the Federal Audit Clearinghouse website within nine (9) months of June 30, 2022. The Organization also didn’t submit its audited financial statements, SEFA, CYEFR and other required information to the GATA portal within six (6) months after June 30, 2022. This is a repeat finding (see Finding 2022-003 in the Summary of Prior Audit Findings). Cause This condition was due to the Organization being understaffed within its accounting and finance department resulting in a significant delay in completing the recording of financial transactions, performing account reconciliations and preparing financial reports available for audit. Effect The effect is that controls over the financial reporting process were weakened thereby increasing the risk that material misstatements could be included in the financial statements without management being aware. Additionally, noncompliance with financial reporting deadlines could cause funding sources for the Organization to delay providing funding for the current fiscal year. Questioned Costs None noted. Recommendation We recommend that management hire personnel within its accounting and finance department so that all defined tasks can be performed in a more timely manner and evaluate its current processes to determine how to make them more efficient so that the current personnel within the accounting and finance department are able to complete their tasks in a more timely manner. Views of Responsible Officials and Planned Corrective Actions See corrective action plan.