2022-4 Emergency Solutions Grant Program ? Assistance Listing No. 14.231, Grant No. APZ11, Grant Period ? Year Ended June 30, 2022, Covid Grants Material Weakness - Condition: As discussed in Finding Nos. 2022-1 and 2022-2, supporting documentation for grant expenditures was not located for these grants. Criteria: To be eligible for consideration as an allowable activity and be classified as an allowable cost, the cost must be adequately documented. Documentation should include contracts, invoices or receipts, timesheets supporting personnel charges, and a Purchase Request Form (PRF). Cause: Procedures are in place for supervisory approval of expenses and supporting documentation before assistance is authorized but documentation was apparently not filed correctly and may not have been retained. Effect: The cost of assistance may be disallowed. Context: Our review disclosed the following: ? For 5 of the 30 transactions tested, the expenses were adequately documented to support the fact that the activities were allowable. Although requested, documentation was not available for the other 25 test items totaling $985,309.26. ? Expenses totaling $1,143,058.77 were not adequately documented. For the 5 transactions for which documentation was not available, totaling $157,749.51, our review disclosed that there were no invoices or receipts from subrecipients who provided services to clients or PRF required by HHA procedures. Although requested, documentation was not available for 25 transactions totaling $985,308.26. Recommendation: The Alliance should consider options for obtaining documentation for the expenses for which supporting documentation could not be located. TOTAL QUESTIONED COSTS FOR EMERGENCY SOLUTIONS GRANT PROGRAM ? Assistance Listing No. 14.231, Grant No. APZ11 - $1,143,058.77 (included in Questioned cost of 2022-6 below)
2022-5 Emergency Solutions Grant Program ? Assistance Listing No. 14.231, Grant No. APZ11, Grant Period ? Year Ended June 30, 2022, Covid Grants Material Weakness: Although the Alliance had written procedures for receipt, disbursement, and accounting for grant monies, the procedures do not address specific controls that are needed to provide assurance that grant activities are conducted in accordance with grant provisions. Written procedures should be implemented and/or enhanced to address the grant functions, including: ? Designation of an employee to be responsible for grant management and oversight. ? Grant reporting, including appropriate review and approval. ? Reconciling grant financial reports with supporting accounting records and review and approval by a responsible official before filing. ? A documented time schedule for filing financial reports with grantors and polices for identifying special requirements of grants. ? Recording charges of direct and indirect costs of grants. ? Reviewing charges to grants, including documentation that the expense is allowable to the grant. ? Reviewing and approving that recipients are eligible under program requirements. ? Employee time allocation method to ensure compliance with Uniform Guidance.
2022-6 Emergency Solutions Grant Program ? Assistance Listing No. 14.231, Grant No. APZ11, Grant Period ? Year Ended June 30, 2022, Covid Grants Condition: The Alliance awarded contracts to subrecipients to perform duties under the grant. Documentation of evaluation of the proposals for contracts awarded for this Program included a record of points awarded; however, there was no summary of the total points for each vendor to demonstrate that the vendor with the highest ranking was awarded the contract. Award letters were not provided for 3 of the 5 contracts awarded. Criteria: Purchases, including contracts, must be made pursuant to Federal Regulations. 2 CFR Part 200 which provides the standards for procurement. These standards provide that: ? Micro-purchase method: Purchases under $10,000 can be made without competitive solicitation. ? Small Purchases Method: Purchases from $10,000 to $250,000 price or rate quotations must be obtained from an adequate number of qualified sources. ? Competitive Solicitation: For purchases exceeding $250,000, the non-federal entity must use the competitive proposals method or the noncompetitive proposals method (i.e., solicit a proposal from only one source) but only when one or more of four circumstances are met, in accordance with 2 CFR section 200.320(c)). Cause: The Alliance had no written procedures to establish the process for document retention for award of contracts. Effect: The cost of assistance may be disallowed. Context: Of five contracts awarded in this Program, totaling $1,149,256.60, three could be awarded under the small purchase procedures and two could be awarded under the competitive solicitation provisions. The awards for these contracts were advertised, evaluated using a defined evaluation system, and awarded. Recommendation: Procedures should be enhanced to provide assurance that the basis for contract awards is documented. TOTAL QUESTIONED COSTS FOR EMERGENCY SOLUTIONS GRANT PROGRAM ? Assistance Listing No. 14.231, Grant No. APZ11 - $1,149,256.60
2022-7 Emergency Solutions Grant Program ? Assistance Listing No. 14.231, Grant No. APZ11, Grant Period ? Year Ended June 30, 2022, Covid Grants Condition: Reports and supporting documentation were not available and alternative procedures could not be performed to validate compliance. Criteria: Federal Program Regulations and the Grant agreement with the Florida Department of Children and Families required for each grant monthly reporting of invoice and match, roll-up and status, quarterly reporting of HMIS consolidated performance and evaluation report, and annual reporting of employment screening attestation, list of subcontractors, annual point in time count, and HUD System performance measures. Cause: Documentation apparently was not retained. Effect: The cost of assistance may be disallowed. Context: We requested but were not provided with three monthly reports and all annual reports filed for the Grant. Recommendation: Procedures should be enhanced to provide assurance that required reports are completed, filed, and documentation is properly retained. QUESTIONED COSTS ? N/A
2022-8 Emergency Solutions Grant Program ? Assistance Listing No. 14.231, Grant No. APZ11, Grant Period ? Year Ended June 30, 2022, Non-Covid Grants Condition: The Alliance used the same procedures for the ESG (Non-Covid) Program as described in Finding Nos. 2022-1 and 2022-2 for expenses for the Non-Covid Grants. Documentation was not located for a material amount of expenses charged to the Non-Covid Grants. Criteria: To be eligible to be considered an allowable activity and classified as an allowable cost, the cost must be adequately documented. Documentation should include contracts, invoices or receipts, timesheets supporting personnel charges, and a Purchase Request Form (PRF). Cause: Procedures are in place for supervisory approval of expenses and supporting documentation before assistance is authorized but documentation was apparently not filed correctly and may not have been retained. Effect: The cost of assistance may be disallowed. Context: Documentation was not provided for 11 (totaling $2,155.13) of 30 (totaling $8,508.65) non-Covid items tested. The amount and payee of the undocumented disbursements were agreed with check copies in the bank statement or to Electronic Fund Transfers posted to the bank statement. Recommendation: Written procedures should be followed, and the Alliance should consider implementing a review process to timely detect instances where the controls are not followed. TOTAL QUESTIONED COSTS FOR EMERGENCY SOLUTIONS GRANT PROGRAM ? Assistance Listing No. 14.231, Grant No. APZ11 - $2,155.13
2022-9 Emergency Solutions Grant Program ? Assistance Listing No. 14.231, Grant No. APZ11, Grant Period ? Year Ended June 30, 2022, Covid Grants Condition: Matching expenses did not meet the documentation requirements to be an allowable matching cost. Criteria: Federal funds provided under the ESG Program, CFDA 14.231 must be matched 100%. Cause: The Alliance did not have written procedures to determine that matching costs were adequately documented, including record retention requirements. Effect: The cost of assistance may be disallowed. Context: Although HHA incurred expenses to match 100% of Federal funds, of the 14 test items eligible for matching, six met the requirements for matching. The remaining eight test items (totaling $11,264.36 from direct services and $1,686.70 from general expenses) did not meet the documentation requirements in all instances to determine the activities allowed or unallowed or allowable cost. Recommendation: Procedures should be implemented for supervisory approval of matching costs to provide assurance that matching costs are adequately documented. TOTAL QUESTIONED COSTS FOR EMERGENCY SOLUTIONS GRANT PROGRAM ? Assistance Listing No. 14.231, Grant No. APZ11 - $11,264.36
2022-10 Emergency Solutions Grant Program ? Assistance Listing No. 14.231, Grant No. APZ11, Grant Period ? Year Ended June 30, 2022, Covid Grants Condition: As described in Finding 2022-3 above, payments were made to related parties for which there was no supporting documentation. We requested but were not provided documentation, such as invoices or contracts to support expenditures. Although we were able to verify that the checks were made payable to the vendor recorded in the accounting records, we could not determine that the expenditure served a valid business purpose and complied with grant or contract requirements. Criteria: Internal controls should be in place that provide reasonable assurance that sufficient appropriate evidence to document the expenses. Cause: Procedures were not followed, and the deficiency was not detected on a timely basis. Effect: Because of the failure to follow procedures, a material amount of expenses was not documented. Context: Three disbursements totaling $9,078 made through March 23, 2023. Recommendation: Procedures should be followed and a review process to provide assurance that failure to follow procedures is detected on a timely basis. TOTAL QUESTIONED COSTS FOR EMERGENCY SOLUTIONS GRANT PROGRAM? Assistance Listing No. 14.231, Grant No. APZ11 - $9,078 (included in Questioned Costs reported above)
2022-11 Continuum of Care Program ? Assistance Listing No. 14.267, Grant No. FL0825L4H052000, Grant Period ? April 1, 2021 ? March 1,2021 (Non-COVID) Condition: As described in Finding 2022-3 and 2022-10 above, payments were made to related parties for which there was no supporting documentation. We requested but were not provided documentation, such as invoices or contracts to support expenditures. Although we were able to verify that the checks were made payable to the vendor recorded in the accounting records, we could not determine that the expenditure served a valid business purpose and complied with grant or contract requirements. Criteria: Internal controls should be in place that provide reasonable assurance that sufficient appropriate evidence to document the expenses. Cause: Procedures were not followed, and the deficiency was not detected on a timely basis. Effect: Because of the failure to follow procedures, a material amount of expenses was not documented. Context: 13 disbursements totaling $38,400 made through March 23, 2023. Recommendation: Procedures should be followed, and a review process should be implemented to provide assurance that failure to follow procedures is detected on a timely basis. TOTAL QUESTIONED COSTS FOR EMERGENCY SOLUTIONS GRANT PROGRAM ? Assistance Listing No. 14.267, Grant No. FL0825L4H052000 - $38,400 ALL PROGRAMS TOTAL QUESTIONED COSTS $1,201,076.09
2022-4 Emergency Solutions Grant Program ? Assistance Listing No. 14.231, Grant No. APZ11, Grant Period ? Year Ended June 30, 2022, Covid Grants Material Weakness - Condition: As discussed in Finding Nos. 2022-1 and 2022-2, supporting documentation for grant expenditures was not located for these grants. Criteria: To be eligible for consideration as an allowable activity and be classified as an allowable cost, the cost must be adequately documented. Documentation should include contracts, invoices or receipts, timesheets supporting personnel charges, and a Purchase Request Form (PRF). Cause: Procedures are in place for supervisory approval of expenses and supporting documentation before assistance is authorized but documentation was apparently not filed correctly and may not have been retained. Effect: The cost of assistance may be disallowed. Context: Our review disclosed the following: ? For 5 of the 30 transactions tested, the expenses were adequately documented to support the fact that the activities were allowable. Although requested, documentation was not available for the other 25 test items totaling $985,309.26. ? Expenses totaling $1,143,058.77 were not adequately documented. For the 5 transactions for which documentation was not available, totaling $157,749.51, our review disclosed that there were no invoices or receipts from subrecipients who provided services to clients or PRF required by HHA procedures. Although requested, documentation was not available for 25 transactions totaling $985,308.26. Recommendation: The Alliance should consider options for obtaining documentation for the expenses for which supporting documentation could not be located. TOTAL QUESTIONED COSTS FOR EMERGENCY SOLUTIONS GRANT PROGRAM ? Assistance Listing No. 14.231, Grant No. APZ11 - $1,143,058.77 (included in Questioned cost of 2022-6 below)
2022-5 Emergency Solutions Grant Program ? Assistance Listing No. 14.231, Grant No. APZ11, Grant Period ? Year Ended June 30, 2022, Covid Grants Material Weakness: Although the Alliance had written procedures for receipt, disbursement, and accounting for grant monies, the procedures do not address specific controls that are needed to provide assurance that grant activities are conducted in accordance with grant provisions. Written procedures should be implemented and/or enhanced to address the grant functions, including: ? Designation of an employee to be responsible for grant management and oversight. ? Grant reporting, including appropriate review and approval. ? Reconciling grant financial reports with supporting accounting records and review and approval by a responsible official before filing. ? A documented time schedule for filing financial reports with grantors and polices for identifying special requirements of grants. ? Recording charges of direct and indirect costs of grants. ? Reviewing charges to grants, including documentation that the expense is allowable to the grant. ? Reviewing and approving that recipients are eligible under program requirements. ? Employee time allocation method to ensure compliance with Uniform Guidance.
2022-6 Emergency Solutions Grant Program ? Assistance Listing No. 14.231, Grant No. APZ11, Grant Period ? Year Ended June 30, 2022, Covid Grants Condition: The Alliance awarded contracts to subrecipients to perform duties under the grant. Documentation of evaluation of the proposals for contracts awarded for this Program included a record of points awarded; however, there was no summary of the total points for each vendor to demonstrate that the vendor with the highest ranking was awarded the contract. Award letters were not provided for 3 of the 5 contracts awarded. Criteria: Purchases, including contracts, must be made pursuant to Federal Regulations. 2 CFR Part 200 which provides the standards for procurement. These standards provide that: ? Micro-purchase method: Purchases under $10,000 can be made without competitive solicitation. ? Small Purchases Method: Purchases from $10,000 to $250,000 price or rate quotations must be obtained from an adequate number of qualified sources. ? Competitive Solicitation: For purchases exceeding $250,000, the non-federal entity must use the competitive proposals method or the noncompetitive proposals method (i.e., solicit a proposal from only one source) but only when one or more of four circumstances are met, in accordance with 2 CFR section 200.320(c)). Cause: The Alliance had no written procedures to establish the process for document retention for award of contracts. Effect: The cost of assistance may be disallowed. Context: Of five contracts awarded in this Program, totaling $1,149,256.60, three could be awarded under the small purchase procedures and two could be awarded under the competitive solicitation provisions. The awards for these contracts were advertised, evaluated using a defined evaluation system, and awarded. Recommendation: Procedures should be enhanced to provide assurance that the basis for contract awards is documented. TOTAL QUESTIONED COSTS FOR EMERGENCY SOLUTIONS GRANT PROGRAM ? Assistance Listing No. 14.231, Grant No. APZ11 - $1,149,256.60
2022-7 Emergency Solutions Grant Program ? Assistance Listing No. 14.231, Grant No. APZ11, Grant Period ? Year Ended June 30, 2022, Covid Grants Condition: Reports and supporting documentation were not available and alternative procedures could not be performed to validate compliance. Criteria: Federal Program Regulations and the Grant agreement with the Florida Department of Children and Families required for each grant monthly reporting of invoice and match, roll-up and status, quarterly reporting of HMIS consolidated performance and evaluation report, and annual reporting of employment screening attestation, list of subcontractors, annual point in time count, and HUD System performance measures. Cause: Documentation apparently was not retained. Effect: The cost of assistance may be disallowed. Context: We requested but were not provided with three monthly reports and all annual reports filed for the Grant. Recommendation: Procedures should be enhanced to provide assurance that required reports are completed, filed, and documentation is properly retained. QUESTIONED COSTS ? N/A
2022-8 Emergency Solutions Grant Program ? Assistance Listing No. 14.231, Grant No. APZ11, Grant Period ? Year Ended June 30, 2022, Non-Covid Grants Condition: The Alliance used the same procedures for the ESG (Non-Covid) Program as described in Finding Nos. 2022-1 and 2022-2 for expenses for the Non-Covid Grants. Documentation was not located for a material amount of expenses charged to the Non-Covid Grants. Criteria: To be eligible to be considered an allowable activity and classified as an allowable cost, the cost must be adequately documented. Documentation should include contracts, invoices or receipts, timesheets supporting personnel charges, and a Purchase Request Form (PRF). Cause: Procedures are in place for supervisory approval of expenses and supporting documentation before assistance is authorized but documentation was apparently not filed correctly and may not have been retained. Effect: The cost of assistance may be disallowed. Context: Documentation was not provided for 11 (totaling $2,155.13) of 30 (totaling $8,508.65) non-Covid items tested. The amount and payee of the undocumented disbursements were agreed with check copies in the bank statement or to Electronic Fund Transfers posted to the bank statement. Recommendation: Written procedures should be followed, and the Alliance should consider implementing a review process to timely detect instances where the controls are not followed. TOTAL QUESTIONED COSTS FOR EMERGENCY SOLUTIONS GRANT PROGRAM ? Assistance Listing No. 14.231, Grant No. APZ11 - $2,155.13
2022-9 Emergency Solutions Grant Program ? Assistance Listing No. 14.231, Grant No. APZ11, Grant Period ? Year Ended June 30, 2022, Covid Grants Condition: Matching expenses did not meet the documentation requirements to be an allowable matching cost. Criteria: Federal funds provided under the ESG Program, CFDA 14.231 must be matched 100%. Cause: The Alliance did not have written procedures to determine that matching costs were adequately documented, including record retention requirements. Effect: The cost of assistance may be disallowed. Context: Although HHA incurred expenses to match 100% of Federal funds, of the 14 test items eligible for matching, six met the requirements for matching. The remaining eight test items (totaling $11,264.36 from direct services and $1,686.70 from general expenses) did not meet the documentation requirements in all instances to determine the activities allowed or unallowed or allowable cost. Recommendation: Procedures should be implemented for supervisory approval of matching costs to provide assurance that matching costs are adequately documented. TOTAL QUESTIONED COSTS FOR EMERGENCY SOLUTIONS GRANT PROGRAM ? Assistance Listing No. 14.231, Grant No. APZ11 - $11,264.36
2022-10 Emergency Solutions Grant Program ? Assistance Listing No. 14.231, Grant No. APZ11, Grant Period ? Year Ended June 30, 2022, Covid Grants Condition: As described in Finding 2022-3 above, payments were made to related parties for which there was no supporting documentation. We requested but were not provided documentation, such as invoices or contracts to support expenditures. Although we were able to verify that the checks were made payable to the vendor recorded in the accounting records, we could not determine that the expenditure served a valid business purpose and complied with grant or contract requirements. Criteria: Internal controls should be in place that provide reasonable assurance that sufficient appropriate evidence to document the expenses. Cause: Procedures were not followed, and the deficiency was not detected on a timely basis. Effect: Because of the failure to follow procedures, a material amount of expenses was not documented. Context: Three disbursements totaling $9,078 made through March 23, 2023. Recommendation: Procedures should be followed and a review process to provide assurance that failure to follow procedures is detected on a timely basis. TOTAL QUESTIONED COSTS FOR EMERGENCY SOLUTIONS GRANT PROGRAM? Assistance Listing No. 14.231, Grant No. APZ11 - $9,078 (included in Questioned Costs reported above)
2022-11 Continuum of Care Program ? Assistance Listing No. 14.267, Grant No. FL0825L4H052000, Grant Period ? April 1, 2021 ? March 1,2021 (Non-COVID) Condition: As described in Finding 2022-3 and 2022-10 above, payments were made to related parties for which there was no supporting documentation. We requested but were not provided documentation, such as invoices or contracts to support expenditures. Although we were able to verify that the checks were made payable to the vendor recorded in the accounting records, we could not determine that the expenditure served a valid business purpose and complied with grant or contract requirements. Criteria: Internal controls should be in place that provide reasonable assurance that sufficient appropriate evidence to document the expenses. Cause: Procedures were not followed, and the deficiency was not detected on a timely basis. Effect: Because of the failure to follow procedures, a material amount of expenses was not documented. Context: 13 disbursements totaling $38,400 made through March 23, 2023. Recommendation: Procedures should be followed, and a review process should be implemented to provide assurance that failure to follow procedures is detected on a timely basis. TOTAL QUESTIONED COSTS FOR EMERGENCY SOLUTIONS GRANT PROGRAM ? Assistance Listing No. 14.267, Grant No. FL0825L4H052000 - $38,400 ALL PROGRAMS TOTAL QUESTIONED COSTS $1,201,076.09