Audit 382536

Condition: Restricted funds withdrawn from the Project's residual receipts account were not held in the operating account at year end due to the operating bank account having a negative balance. Criteria: The Project is to have enough funds in its operating bank account at year end to cover funds that are restricted for any purpose, including funds released from the residual receipts account for service coordinator's wages. Cause: It was an oversight by Management that monies approved by HUD and withdrawn from the Project's residual receipts account for the service coordinator's wages were inadvertently expended for other Project expenses and not held in the operating account at year end. Effect: $9,976 of residual receipts, withdrawn for the service coordinator's wages, were used to pay other operating expenses of the Project. Questioned Costs: $9,976 Recommendation: Management should monitor the operating bank account balance to ensure monies that are restricted are not spent for unauthorized expenses. Response: Management will direct the Project's Fiscal Manager to restore the required residual receipts cash balance through normal cash-flow management practices. Specifically, they will temporarily defer payment of management fees until the operating account reflects the appropriate residual receipts balance. Then going forward, the Fiscal Manager will monitor and document the required residual receipts cash balance monthly and Management will maintain oversight to ensure compliance.