Criteria: Internal controls should be in place to ensure that certain accounts and transactions are reconciled to prevent or detect unauthorized or inaccurate recording or presentation. In addition, a review of the reconciliation should be performed by an individual other than the individual performing the reconciliation.
Condition and Context: Throughout the performance of audit procedures, the auditor identified the following instances where appropriate reconciliations were either not performed, not prepared appropriately or were not reviewed by an individual other than the individual performing the reconciliation:
- The cash account and investment account were not adjusted to supporting documentation. Significant transfers were made between the accounts that were incorrectly recorded.
- The depreciation schedule was not maintained throughout the year for additions and/or disposals, which resulted in audit adjustments. We noted inconsistent application of purchased/placed in service date, depreciable lives and depreciation methods.
- Prepaid expenses were not adjusted to supporting documentation and/or subsequent payments during the audit.
- Accrued payroll liabilities were not adjusted to supporting documentation and/or subsequent payments during the audit.
Cause: The Organization has limited written procedures for the reconciliation process, specifically for property and equipment transactions. The limited procedures lack requiring the timely performance of specific reconciliations and providing instruction for performing the reconciliation including review by an individual other than the individual performing the
reconciliation.
Effect: The lack of reconciliation and review may result in the occurrence of unauthorized or inaccurate activity recorded within the Organization’s records and reflected on the interim financial statements.
Recommendation: We recommend the Organization develop written policies requiring timely reconciliations including a documented review by an individual other than the individual performing the reconciliation. Payroll liabilities should be monitored for accuracy and agreed to supporting documentation. Monthly and annual closing processes should be documented,
performed, and reviewed. See also Finding 2024-003.
Management Response: Processes are being implemented to ensure appropriate reconciliations and review process, see corrective action plan.
Criteria: Revenue was not recognized in accordance with generally accepted accounting principles, specifically related to grant funding. Grants may be either exchange or non-exchange transactions.
Condition and Context: Throughout the performance of audit procedures, the auditor identified several grants that were mis-identified as to type of grant, affecting revenue, deferred revenue, accounts receivable and refundable advances.
Cause: The Organization has limited resources to identify types of grants and the appropriate accounting principle applications.
Effect: Revenue was not recognized appropriately based on the type of grant received throughout the year. The lack of appropriate recognition may result in the occurrence of unauthorized or inaccurate activity recorded within the Organization’s records and reflected on the interim financial statements.
Recommendation: Revenue streams should be analyzed for type of grant transaction (exchange vs. nonexchange). Appropriate accounting principles should be applied based on the grant type. See also Finding 2024-003.
Management Response: Revenue streams will be analyzed, identifying type of grant transaction to determine the appropriate recording of revenue, see attached corrective action plan.
Criteria: The Organization appears to have an insufficient level of staffing available to operate the accounting function of the Organization, especially related to revenue streams and funding sources.
Condition and Context: Throughout the performance of audit procedures, the auditor identified several revenue streams and funding sources that were mis-identified as to type of transaction (exchange vs. nonexchange), affecting revenue, deferred revenue, accounts receivable and refundable advances.
Cause: The Organization has limited resources to identify types of revenue streams and funding sources and the appropriate accounting principle applications. While the Organization’s senior management, including the Chief Financial Officer, appear to be well qualified, the demands of the various assigned duties and responsibilities appear to be at a level that does not allow all necessary tasks to be performed.
Effect: Revenue was not recognized appropriately based on the type of revenue streams and funding sources received throughout the year. The lack of appropriate recognition may result in the occurrence of unauthorized or inaccurate activity recorded within the Organization’s records and reflected on the interim financial statements.
Recommendation: The Organization should increase staffing to accurately account for the various revenue streams and funding sources. Revenue streams and funding sources should be analyzed for type of transaction (exchange vs. nonexchange; federal vs. non-federal). Appropriate accounting principles should be applied based on the revenue stream and funding
source transaction type.
Management Response: Revenue streams and funding sources will be analyzed, identifying type of transaction to determine the appropriate recording of revenue, see attached corrective action plan.
Criteria: Internal controls should be in place to ensure the schedule of federal awards is complete and accurate. In addition, a review of the schedule should be performed by an individual other than the individual performing the reconciliation.
Condition and Context: Throughout the performance of audit procedures, the auditor identified federal awards that were not included on the schedule of expenditures of federal awards. Grant documents were not received by the accounting department to be able to track and identify the
federal awards throughout the year.
Cause: The Organization has limited written procedures for the acceptance and tracking of federal awards. The limited procedures lack requiring the timely communication between departments to summarize the federal award information accurately.
Effect: The lack of identification of federal awards may result in the occurrence of unauthorized or inaccurate activity recorded within the Organization’s records and reflected on the interim financial statements.
Recommendation: We recommend the Organization develop written policies establishing a centralized process to maintain grant records and a process to review the documents for federal funding, and track the federal grants in the aggregate to monitor the applicability of whether a Single Audit under Uniform Guidance is necessary.
Management Response: Policies are being implemented to ensure appropriate identification, review process, and tracking of federal awards, see corrective action plan.
Eligibility: Internal Control and Proper Documentation
U.S. Department of Health and Human Services
No. 93.558 – Temporary Assistance for Needy Families
Grant Period Year Ended June 30, 2024
Criteria: The Work for Success program lacks internal controls over eligibility. Condition and Context: There was no documentation of a manager’s review of each participant’s application to the program.
Cause: The Organization stated that the manager reviews each application and interviews the client. There is no evidence of this being done.
Effect: Participants could be paid with grant funds that are not eligible for the program.
Recommendation: We recommend the Organization develop written policies establishing a review process for the Work for Success program for eligibility and document each review process.
Management Response: Policies are being implemented to ensure there is a review process and documentation of the process, see corrective action plan.
Eligibility: Clarification of Eligibility and Proper Documentation
U.S. Department of Health and Human Services
No. 93.558 – Temporary Assistance for Needy Families
Grant Period Year Ended June 30, 2024
Criteria: The Work for Success program eligibility requirements were not consistent with the program guidelines set by the Kansas Department for Children and Families (DCF). The applications filled out by the program’s participants were inaccurate but no documentation was noted for the inaccuracy. Applications were not kept or signed for some of the participants.
Condition and Context: The Organization thought the granting agency allowed 18-24 year olds involved in the juvenile or foster care system but no documentation of this could be obtained and a DCF representative did not know about this exception to the eligibility of the program. Some applications were filled out incorrectly by the participant that was discovered by the manager but no documentation was noted so the participant appears to be ineligible for the program. Some applications could not be found or were not signed.
Cause: The Organization could not provide sufficient documentation to verify the eligibility of all participants receiving services.
Effect: Four out of the 12 months were tested which included 87 participants. Two participants were the ages 18-24 and involved in the juvenile or foster care system but does not appear to be eligible for the program. Three participants appeared to be ineligible according to their application but the Organization determined they were eligible and the application was
incorrectly filled out but no documentation of this could be obtained. Two applications could not be found. One application was not signed for self-attestation and employee review.
Recommendation: We recommend the Organization work with DCF to obtain the proper knowledge of who is eligible under this grant program. We also recommend there be a proper documentation process when applications are filled out incorrectly. Applications need to be signed and kept for the proper retention period.
Management Response: Policies are being implemented to ensure appropriate eligibility to the program and proper documentation of each application, see corrective action plan.
Criteria: Internal controls should be in place to ensure that certain accounts and transactions are reconciled to prevent or detect unauthorized or inaccurate recording or presentation. In addition, a review of the reconciliation should be performed by an individual other than the individual performing the reconciliation.
Condition and Context: Throughout the performance of audit procedures, the auditor identified the following instances where appropriate reconciliations were either not performed, not prepared appropriately or were not reviewed by an individual other than the individual performing the reconciliation:
- The cash account and investment account were not adjusted to supporting documentation. Significant transfers were made between the accounts that were incorrectly recorded.
- The depreciation schedule was not maintained throughout the year for additions and/or disposals, which resulted in audit adjustments. We noted inconsistent application of purchased/placed in service date, depreciable lives and depreciation methods.
- Prepaid expenses were not adjusted to supporting documentation and/or subsequent payments during the audit.
- Accrued payroll liabilities were not adjusted to supporting documentation and/or subsequent payments during the audit.
Cause: The Organization has limited written procedures for the reconciliation process, specifically for property and equipment transactions. The limited procedures lack requiring the timely performance of specific reconciliations and providing instruction for performing the reconciliation including review by an individual other than the individual performing the
reconciliation.
Effect: The lack of reconciliation and review may result in the occurrence of unauthorized or inaccurate activity recorded within the Organization’s records and reflected on the interim financial statements.
Recommendation: We recommend the Organization develop written policies requiring timely reconciliations including a documented review by an individual other than the individual performing the reconciliation. Payroll liabilities should be monitored for accuracy and agreed to supporting documentation. Monthly and annual closing processes should be documented,
performed, and reviewed. See also Finding 2024-003.
Management Response: Processes are being implemented to ensure appropriate reconciliations and review process, see corrective action plan.
Criteria: Revenue was not recognized in accordance with generally accepted accounting principles, specifically related to grant funding. Grants may be either exchange or non-exchange transactions.
Condition and Context: Throughout the performance of audit procedures, the auditor identified several grants that were mis-identified as to type of grant, affecting revenue, deferred revenue, accounts receivable and refundable advances.
Cause: The Organization has limited resources to identify types of grants and the appropriate accounting principle applications.
Effect: Revenue was not recognized appropriately based on the type of grant received throughout the year. The lack of appropriate recognition may result in the occurrence of unauthorized or inaccurate activity recorded within the Organization’s records and reflected on the interim financial statements.
Recommendation: Revenue streams should be analyzed for type of grant transaction (exchange vs. nonexchange). Appropriate accounting principles should be applied based on the grant type. See also Finding 2024-003.
Management Response: Revenue streams will be analyzed, identifying type of grant transaction to determine the appropriate recording of revenue, see attached corrective action plan.
Criteria: The Organization appears to have an insufficient level of staffing available to operate the accounting function of the Organization, especially related to revenue streams and funding sources.
Condition and Context: Throughout the performance of audit procedures, the auditor identified several revenue streams and funding sources that were mis-identified as to type of transaction (exchange vs. nonexchange), affecting revenue, deferred revenue, accounts receivable and refundable advances.
Cause: The Organization has limited resources to identify types of revenue streams and funding sources and the appropriate accounting principle applications. While the Organization’s senior management, including the Chief Financial Officer, appear to be well qualified, the demands of the various assigned duties and responsibilities appear to be at a level that does not allow all necessary tasks to be performed.
Effect: Revenue was not recognized appropriately based on the type of revenue streams and funding sources received throughout the year. The lack of appropriate recognition may result in the occurrence of unauthorized or inaccurate activity recorded within the Organization’s records and reflected on the interim financial statements.
Recommendation: The Organization should increase staffing to accurately account for the various revenue streams and funding sources. Revenue streams and funding sources should be analyzed for type of transaction (exchange vs. nonexchange; federal vs. non-federal). Appropriate accounting principles should be applied based on the revenue stream and funding
source transaction type.
Management Response: Revenue streams and funding sources will be analyzed, identifying type of transaction to determine the appropriate recording of revenue, see attached corrective action plan.
Criteria: Internal controls should be in place to ensure the schedule of federal awards is complete and accurate. In addition, a review of the schedule should be performed by an individual other than the individual performing the reconciliation.
Condition and Context: Throughout the performance of audit procedures, the auditor identified federal awards that were not included on the schedule of expenditures of federal awards. Grant documents were not received by the accounting department to be able to track and identify the
federal awards throughout the year.
Cause: The Organization has limited written procedures for the acceptance and tracking of federal awards. The limited procedures lack requiring the timely communication between departments to summarize the federal award information accurately.
Effect: The lack of identification of federal awards may result in the occurrence of unauthorized or inaccurate activity recorded within the Organization’s records and reflected on the interim financial statements.
Recommendation: We recommend the Organization develop written policies establishing a centralized process to maintain grant records and a process to review the documents for federal funding, and track the federal grants in the aggregate to monitor the applicability of whether a Single Audit under Uniform Guidance is necessary.
Management Response: Policies are being implemented to ensure appropriate identification, review process, and tracking of federal awards, see corrective action plan.
Eligibility: Internal Control and Proper Documentation
U.S. Department of Health and Human Services
No. 93.558 – Temporary Assistance for Needy Families
Grant Period Year Ended June 30, 2024
Criteria: The Work for Success program lacks internal controls over eligibility. Condition and Context: There was no documentation of a manager’s review of each participant’s application to the program.
Cause: The Organization stated that the manager reviews each application and interviews the client. There is no evidence of this being done.
Effect: Participants could be paid with grant funds that are not eligible for the program.
Recommendation: We recommend the Organization develop written policies establishing a review process for the Work for Success program for eligibility and document each review process.
Management Response: Policies are being implemented to ensure there is a review process and documentation of the process, see corrective action plan.
Eligibility: Clarification of Eligibility and Proper Documentation
U.S. Department of Health and Human Services
No. 93.558 – Temporary Assistance for Needy Families
Grant Period Year Ended June 30, 2024
Criteria: The Work for Success program eligibility requirements were not consistent with the program guidelines set by the Kansas Department for Children and Families (DCF). The applications filled out by the program’s participants were inaccurate but no documentation was noted for the inaccuracy. Applications were not kept or signed for some of the participants.
Condition and Context: The Organization thought the granting agency allowed 18-24 year olds involved in the juvenile or foster care system but no documentation of this could be obtained and a DCF representative did not know about this exception to the eligibility of the program. Some applications were filled out incorrectly by the participant that was discovered by the manager but no documentation was noted so the participant appears to be ineligible for the program. Some applications could not be found or were not signed.
Cause: The Organization could not provide sufficient documentation to verify the eligibility of all participants receiving services.
Effect: Four out of the 12 months were tested which included 87 participants. Two participants were the ages 18-24 and involved in the juvenile or foster care system but does not appear to be eligible for the program. Three participants appeared to be ineligible according to their application but the Organization determined they were eligible and the application was
incorrectly filled out but no documentation of this could be obtained. Two applications could not be found. One application was not signed for self-attestation and employee review.
Recommendation: We recommend the Organization work with DCF to obtain the proper knowledge of who is eligible under this grant program. We also recommend there be a proper documentation process when applications are filled out incorrectly. Applications need to be signed and kept for the proper retention period.
Management Response: Policies are being implemented to ensure appropriate eligibility to the program and proper documentation of each application, see corrective action plan.