Audit 379066

Grant Cash Management - Community Development Block Grants ALN 14.228 - Community Development Block Grants - Grant # MSC-221005-WRI - Grant Ending December 31, 2025 Condition and Criteria: 2 CFR 200.403 of the Uniform Guidance mandates that only necessary, and allowable costs be drawn down off of federal grants. During the audit, we found that the Water Plant Construction project had construction invoices being drawn down from two grant sources which occasionally had draw requests that totaled more than the invoice. Effect: The City received reimbursements in excess of the amounts expended during the current year. The grants are budgeted to cover the total cost of the overall project, therefore, the total amount drawn will not exceed the total expenditures in the long run, however, this is a cash management issue, as some grant funds were then received in advance. Cause: The grant funded by the Economic Development Administration (EDA) and the grant funded by the Michigan Economic Development Corporation (MEDC) jointly cover the costs of the Water Plant Construction project. During the year, the EDA grant reimbursed construction invoices based on a set percentage, while the MEDC grant then had draw requests that exceeded the remaining percentage for those same invoices. Context: The EDA grant reimburses the City for a set percentage of construction invoices, with the remaining balance intended to be covered by the MEDC grant, However, during the current year, there were situations where the EDA grant reimbursed construction invoices for the set percentage, with the requests made on the MEDC grant exceedin the percentage not covered by the EDA grant. Questioned Costs: $230,444. As a result of the grants being budgeted to cover the total cost of the overall project, the total amount drawn will not exceed the total expenditures in the long term. These questioned costs are entirely due to advanced draws on the grant, causing a timing issue. Auditor's Recommendation: We recommend that management view these two grant sources as one and take additional care when drawing down funds to ensure that invoices are not being drawn in excess of the amount expended. Views of Responsible Officials and Planned Corrective Actions: The City Manager understands the issue has will work on devoloping and implementing procedures to ensure that all invoices are not drawn beyond the amount expended.