Audit 34854

Condition: During our single audit testwork over costs claimed for reimbursement (Allowable Costs) we noted the following: 1. For 3 of the 25 participant files tested, we noted that Dove, Inc. used an incorrect amount when performing calculations of allowable expenses which resulted in an overpayment to the participant. 2. For 4 of the 25 participant files tested, we noted that the files lacked the adequate identification documentation. Criteria: As a sub-recipient of the City of Decatur, Dove, Inc. was to utilize the funds to provide emergency funds to the hardest-hit communities and families for rent, mortgage and utility assistance within an eligible census tract. Eligible applicants could receive rental and mortgage assistance up to 14 months and utility assistance up to 12 months, with each household funded not to exceed $ 15,000. Context/Cause: The program director maintains documentation for verification and calculation of reimbursable expenses. 1. The program director did not appropriately consider the allowable time period when calculating expense reimbursements. 2. The program director allowed rent to be paid to a landlord related to the tenant. 3. The supervisor approving the requests did not identify the errors. Effect: Possible and actual noted noncompliance with applicable regulations and City requirements, and possible and actual overcharges to the grant. Repeat Finding: N/A new in 2022. Recommendation We recommend that Dove, Inc. review internal processes in calculations and reviews to better ensure compliance with grant requirements for eligible costs. Additionally we recommend training for staff to ensure consistency in allowable cost calculations and the review process. Views of Responsible Officials and Planned Corrective Action: Management is in agreement with this finding. The internal checklists and cost reimbursement calculations will be reviewed for accuracy and consistency in the event that such funding is received in the future.

Condition: During our single audit testwork over costs claimed for reimbursement (Allowable Costs) we noted the following: 1. For 3 of the 25 participant files tested, we noted that Dove, Inc. used an incorrect amount when performing calculations of allowable expenses which resulted in an overpayment to the participant. 2. For 4 of the 25 participant files tested, we noted that the files lacked the adequate identification documentation. Criteria: As a sub-recipient of the City of Decatur, Dove, Inc. was to utilize the funds to provide emergency funds to the hardest-hit communities and families for rent, mortgage and utility assistance within an eligible census tract. Eligible applicants could receive rental and mortgage assistance up to 14 months and utility assistance up to 12 months, with each household funded not to exceed $ 15,000. Context/Cause: The program director maintains documentation for verification and calculation of reimbursable expenses. 1. The program director did not appropriately consider the allowable time period when calculating expense reimbursements. 2. The program director allowed rent to be paid to a landlord related to the tenant. 3. The supervisor approving the requests did not identify the errors. Effect: Possible and actual noted noncompliance with applicable regulations and City requirements, and possible and actual overcharges to the grant. Repeat Finding: N/A new in 2022. Recommendation We recommend that Dove, Inc. review internal processes in calculations and reviews to better ensure compliance with grant requirements for eligible costs. Additionally we recommend training for staff to ensure consistency in allowable cost calculations and the review process. Views of Responsible Officials and Planned Corrective Action: Management is in agreement with this finding. The internal checklists and cost reimbursement calculations will be reviewed for accuracy and consistency in the event that such funding is received in the future.