Audit 371017

Finding Number: 2023-001 – Time Allocation and Budget Monitoring Federal Agencies: United States Department of State Federal Programs: All programs under Assistance Listing Number 19.345 Assistance Listing Numbers: 19.345 Award Identification Number and Year: All awards under Assistance Listing Number 19.345 Criteria or Specific Requirement: 1. Time and Effort Reporting: According to 2 CFR §200.430(i), charges to Federal awards for salaries and wages must be based on records that accurately reflect the work performed. These records must be supported by a system of internal controls that provide reasonable assurance that the charges are accurate, allowable, and properly allocated. 2. Budget Management: Per 2 CFR §200.308, recipients of Federal funds must monitor actual expenditures against the approved budget to ensure funds are used for allowable activities and to avoid over- or underspending. Condition: CIPE did not properly allocate employee time to Federal programs in accordance with actual time worked, resulting in inaccurate charges to Federal awards. Additionally, CIPE did not maintain adequate oversight of budget-to-actual expenditures, leading to potential mismanagement of Federal funds. Cause: 1. The misallocation of Federal funds was primarily due to a lack of adequate training for staff on time and effort requirements and failure to implement adequate tracking systems. 2. The Budget Oversight deficiency was due primarily to a lack of regular budget reviews, inadequate financial reporting processes, and turnover in key personnel. Effect or Potential Effect: 1. The misallocation of employee time increases the risk of unallowable costs being charged to Federal programs, which could result in questioned costs and potential repayment of funds. 2. Lack of oversight over budget-to-actual expenditures may lead to noncompliance with grant requirements, inefficient use of funds, or missed opportunities to reallocate resources effectively. Questioned Costs: None Context: This finding is considered systemic rather than isolated. The entity has not had prior findings related to time allocations or budget monitoring in recent years. Identification as a Repeat Finding, if Applicable: Not applicable Recommendation: We recommend that CIPE: 1. Establish and enforce a robust time and effort reporting system to ensure employee time is allocated accurately and in compliance with Federal regulations. Provide training to employees and supervisors on proper reporting requirements. 2. Implement regular budget-to-actual reviews to identify variances and take corrective actions promptly. Develop a formalized process for financial oversight that includes periodic reporting to management and grant administrators.

Finding Number: 2023-002 – Contractor Monitoring Federal Agencies: United States Department of State Federal Programs: All programs under Assistance Listing Number 19.345 Assistance Listing Numbers: 19.345 Award Identification Number and Year: All awards under Assistance Listing Number 19.345 Criteria or Specific Requirement: Per 2 CFR §200.318(b), non-Federal entities must maintain oversight to ensure that contractors perform in accordance with the terms, conditions, and specifications of their contracts. Effective monitoring includes evaluating the quality and timeliness of services and ensuring that contractors meet performance expectations and compliance requirements. Condition: CIPE did not have adequate internal controls in place to monitor the quality and efficiency of services provided by third-party contractors funded by Federal programs. Specifically, the absence of performance metrics, lack of regular reviews, or failure to verify compliance with contract terms. Cause: The lack of controls resulted from insufficient resources dedicated to contract management, lack of a formalized monitoring framework, and turnover in staff responsible for oversight. Effect or Potential Effect: Failure to monitor third-party performance increases the risk of substandard services, inefficiencies, and noncompliance with Federal program requirements. This could potentially lead to questioned costs and jeopardize program outcomes. Questioned Costs: None Context: This finding is considered systemic rather than isolated. The entity has not had prior findings related to contractor monitoring in recent years. Identification as a Repeat Finding, if Applicable: Not applicable Recommendation: We recommend that CIPE: 1. Develop and implement a formalized monitoring framework to oversee third-party contractors, including the establishment of performance metrics and periodic evaluations. 2. Assign responsibility for monitoring to specific staff members and provide training to ensure consistent oversight practices. 3. Require regular reporting from contractors on progress and performance, and conduct periodic site visits or audits as appropriate.

Finding Number: 2023-003 – Late Single Audit Report Submission Federal Agencies: All Federal Programs: All Assistance Listing Numbers: All Award Identification Number and Year: All Criteria or Specific Requirement: Per 2 CFR §200.512(a), non-Federal entities that expend $750,000 or more in Federal awards during their fiscal year are required to complete and submit their Single Audit report to the FAC within nine months of the end of their fiscal year or within 30 days of receiving the auditor’s report, whichever is earlier. Condition: CIPE did not submit its Single Audit report for the fiscal year ending September 30, 2023 to the Federal Audit Clearinghouse (FAC) within the required nine-month deadline. Cause: The late submission was due to a number of factors, including turnover in key positions on the finance team, accounting system changes and overall lack of resources available dedicated to completing the annual audit in a timely manner. Effect or Potential Effect: Failure to submit the Single Audit report by the required deadline results in noncompliance with Federal regulations, potentially delaying Federal oversight and impacting CIPE’s ability to access Federal funding in the future. Questioned Costs: None Context: This finding is considered systemic rather than isolated. The entity has not had prior findings related to late submissions in recent years. However, the combination of new financial system implementation and staff turnover created unusual circumstances that delayed preparation of accurate financial information and completion of the audit. Identification as a Repeat Finding, if Applicable: Not applicable Recommendation: We recommend that CIPE implement controls to ensure timely submission of the Single Audit report, such as: 1. Establishing internal timelines that allow for adequate review and submission well before the due date. 2. Enhancing oversight of the audit process to monitor compliance with Uniform Guidance deadlines. 3. Providing training to relevant personnel on Federal reporting requirements.