Audit 367072

2024-002 – ALN 14.881 – Moving to Work Demonstration Program – Activities Allowed Condition and Criteria: The Authority operates several distinct programs. Allocated expenses are paid from the Moving to Work Demonstration (MTW) Program funds, which include public housing operating funds, capital funds and housing choice voucher funds, and reimbursed using inter-program accounts. Reimbursement between programs was not made timely and has caused an increase in interprogram receivables and payables over time between the MTW Program and the Central Office Cost Center (COCC) program. Cash management is the process of managing the Housing Authority to optimize its use of funds. This process involves the timing of receipts and disbursements to assure the availability of funds to meet expenditures and to maximize the yield from the investment of temporary surplus funds. The Authority incurred unallowable activities relating to the handling of interprogram balances between the MTW program and COCC program due to poor cash management controls. Context: During our audit, we noted that as of December 31, 2024, the Authority’s COCC program, which is composed on nonfederal funds, had an outstanding balance of $1,419,415 that was owed to the MTW program, which houses federal funds. The commingling of program funds noted during testing were found to have been used for activities outside of the federal funds authorized purpose. The commingling of these funds created a risk that federal resources were not used in accordance with program objectives and applicable laws and regulations. Questioned Costs $1,419,415. Cause: The Authority’s management failed to ensure inter-program advances were reimbursed properly and timely between its federally funded MTW program and non-federally funded COCC program. Effect: The Authority has a lack of internal controls over cash management and has not been regularly monitoring and reconciling inter-program activities between the COCC program and MTW program. The COCC program does not have sufficient unrestricted cash to satisfy the interprogram balances. The lack of cash to cover inter-program imbalances can limit the liquidity and operational flexibility of the program. There is an increased risk of non-compliance with federal guidelines. Auditor’s Recommendation: We recommend the Authority settle interfund balances on a monthly basis and implement a process to review net cash balances during its budgetary procedures to reduce the risk of further noncompliance. Further, the Authority needs to implement stricter processes around interprogram balances to ensure the Authority can properly assess cash balances at a program level. Grantee Response: The Chief Executive Officer acknowledges the finding and is following the auditor’s recommendation.