Assistance Listing Number, Federal Agency, and Program Name 14.267, U.S. Department of Housing and Urban Development, Continuum of Care Program Federal Award Identification Number and Year M10171L5F061912, 2021; MI10171L5F062013, 2022; MI0616D5F062002, 2021; MI0616D5F062103, 2022 Pass through Entity Not applicable Finding Type Material weakness and material noncompliance with laws and regulations Repeat Finding No Criteria Per 2 CFR 180.300, before entering into a covered transaction with another person, grant recipients must verify that the person with whom they intend to do business is not excluded or disqualified. This is done by (a) checking SAM exclusions, (b) collecting a certification from that person, or (c) adding a clause or condition to the covered transaction with that person. Condition Controls in place did not ensure the Organization verified landlords paid were not excluded or disqualified prior to entering into transactions with the landlords. Questioned Costs None Identification of How Questioned Costs Were Computed Not applicable Context The Organization entered into various lease agreements with 16 landlords during the year without verifying whether they were excluded or disqualified prior to entering into the lease. Cause and Effect The Organization did not follow its suspension and debarment policies. While no disqualified or excluded landlords were identified as a result of the audit, lack of controls in place to verify status prior to entering into a covered transaction can result in possible questioned costs. Recommendation We recommend the Organization establish a procedure to utilize one of the three methods outlined for checking for excluded or disqualified persons prior to entering into lease agreements. Further, we recommend a periodic review process be established to ensure the procedure is implemented timely. Views of Responsible Officials and Corrective Action Plan The Organization did not have any new landlords that were used for the new fiscal year to verify. The Project Heal department accepts clients under the HUD Rapid Rehousing grant in which landlords are already put in place with the clients ? the YWCA assumes the rent payment or a portion of, to help survivors with costs. Annual checks will continue to be run on landlords in which the leases are in the name of the YWCA. Landlords will be verified using the public record search on SAM.gov for exclusions or disqualifications prior to entering into a lease agreement. We will also add a clause in the transaction instrument (lease) indicating that we will not do business with disqualified or excluded entities/individuals. We will also periodically (at least annually) review the status of vendors utilizing SAM.gov.
Assistance Listing Number, Federal Agency, and Program Name 14.267, U.S. Department of Housing and Urban Development, Continuum of Care Program Federal Award Identification Number and Year M10171L5F061912, 2021; MI10171L5F062013, 2022; MI0616D5F062002, 2021; MI0616D5F062103, 2022 Pass through Entity Not applicable Finding Type Material weakness and material noncompliance with laws and regulations Repeat Finding No Criteria Per 2 CFR 180.300, before entering into a covered transaction with another person, grant recipients must verify that the person with whom they intend to do business is not excluded or disqualified. This is done by (a) checking SAM exclusions, (b) collecting a certification from that person, or (c) adding a clause or condition to the covered transaction with that person. Condition Controls in place did not ensure the Organization verified landlords paid were not excluded or disqualified prior to entering into transactions with the landlords. Questioned Costs None Identification of How Questioned Costs Were Computed Not applicable Context The Organization entered into various lease agreements with 16 landlords during the year without verifying whether they were excluded or disqualified prior to entering into the lease. Cause and Effect The Organization did not follow its suspension and debarment policies. While no disqualified or excluded landlords were identified as a result of the audit, lack of controls in place to verify status prior to entering into a covered transaction can result in possible questioned costs. Recommendation We recommend the Organization establish a procedure to utilize one of the three methods outlined for checking for excluded or disqualified persons prior to entering into lease agreements. Further, we recommend a periodic review process be established to ensure the procedure is implemented timely. Views of Responsible Officials and Corrective Action Plan The Organization did not have any new landlords that were used for the new fiscal year to verify. The Project Heal department accepts clients under the HUD Rapid Rehousing grant in which landlords are already put in place with the clients ? the YWCA assumes the rent payment or a portion of, to help survivors with costs. Annual checks will continue to be run on landlords in which the leases are in the name of the YWCA. Landlords will be verified using the public record search on SAM.gov for exclusions or disqualifications prior to entering into a lease agreement. We will also add a clause in the transaction instrument (lease) indicating that we will not do business with disqualified or excluded entities/individuals. We will also periodically (at least annually) review the status of vendors utilizing SAM.gov.
Assistance Listing Number, Federal Agency, and Program Name 14.267, U.S. Department of Housing and Urban Development, Continuum of Care Program Federal Award Identification Number and Year M10171L5F061912, 2021; MI10171L5F062013, 2022; MI0616D5F062002, 2021; MI0616D5F062103, 2022 Pass through Entity Not applicable Finding Type Material weakness and material noncompliance with laws and regulations Repeat Finding No Criteria Per 24 CFR 578.49, rent paid must be reasonable in relation to rents being charged in the area for comparable space. Condition Controls in place did not ensure the Organization verified rent paid is reasonable in relation to rents being charged in the area for comparable space. Questioned Costs $1,249 Identification of How Questioned Costs Were Computed Questioned costs consist of rent paid for which documentation does not support reasonableness. Context For one of the seven rent payments tested, we were unable to conclude if the rent was reasonable in relation to rents being charged in the area for comparable space as the documentation maintained did not contain information on the number of bedrooms in the rental unit. Further, in review of the other six rent payments tested, we noted information on the number of bedrooms was not readily available and management's conclusions for rent reasonableness was not documented. Cause and Effect Controls were not in place to ensure rent reasonableness. A lack of controls, could result in questioned costs. Recommendation We recommend management establish procedures and controls to ensure documentation reviewed for rent reasonableness is maintained and the related conclusions are documented. Views of Responsible Officials and Planned Corrective Actions The Project Heal department verifies rent reasonableness before submission for grant reimbursement and/or billing is made to the finance department. The Staff Accountant called landlords to verify space against rent amount to ensure the amount charged was reasonable and verified against billing. Continuing forward, the finance department will work Project Heal to ensure all rent is paid according to space and area.
Assistance Listing Number, Federal Agency, and Program Name 14.267, U.S. Department of Housing and Urban Development, Continuum of Care Program Federal Award Identification Number and Year M10171L5F061912, 2021; MI10171L5F062013, 2022; MI0616D5F062002, 2021; MI0616D5F062103, 2022 Pass through Entity Not applicable Finding Type Material weakness and material noncompliance with laws and regulations Repeat Finding No Criteria Per 24 CFR 578.49, rent paid must be reasonable in relation to rents being charged in the area for comparable space. Condition Controls in place did not ensure the Organization verified rent paid is reasonable in relation to rents being charged in the area for comparable space. Questioned Costs $1,249 Identification of How Questioned Costs Were Computed Questioned costs consist of rent paid for which documentation does not support reasonableness. Context For one of the seven rent payments tested, we were unable to conclude if the rent was reasonable in relation to rents being charged in the area for comparable space as the documentation maintained did not contain information on the number of bedrooms in the rental unit. Further, in review of the other six rent payments tested, we noted information on the number of bedrooms was not readily available and management's conclusions for rent reasonableness was not documented. Cause and Effect Controls were not in place to ensure rent reasonableness. A lack of controls, could result in questioned costs. Recommendation We recommend management establish procedures and controls to ensure documentation reviewed for rent reasonableness is maintained and the related conclusions are documented. Views of Responsible Officials and Planned Corrective Actions The Project Heal department verifies rent reasonableness before submission for grant reimbursement and/or billing is made to the finance department. The Staff Accountant called landlords to verify space against rent amount to ensure the amount charged was reasonable and verified against billing. Continuing forward, the finance department will work Project Heal to ensure all rent is paid according to space and area.
Assistance Listing Number, Federal Agency, and Program Name 93.558, U.S. Department of Health and Human Services, Temporary Assistance for Needy Families; 97.024, U.S. Department of Homeland Security, Emergency Food and Shelter National Board Program; 14.231, U.S. Department of Housing and Urban Development, Emergency Solutions Grant Program Federal Award Identification Number and Year 2101MITANF, 2021 and 2201MITANF, 2022; Not Applicable; E 20 DW 26 0001, 2020 Pass through Entity Michigan Department of Health and Human Services; United Way Finding Type Significant deficiency Repeat Finding Yes 2021 003 Criteria Per 2 CFR 200.510(b), the auditee must prepare a schedule of expenditures of federal awards (SEFA) for the period covered by the auditee's financial statements, which must include the total federal awards expended, as determined in accordance with ?200.502. Condition For SEFA reporting, expenditures were overstated for one program and understated for another. In addition, an ALN listed for expenditures was inaccurate. Questioned Costs None Identification of How Questioned Costs Were Computed Not applicable Context Expenditures for the Temporary Assistance for Needy Families program were overstated by $106,341. Expenditures for the Emergency Food and Shelter National Board Program were understated by $21,983. Expenditures for the Emergency Solutions Grant Program were listed under ALN 14.248. The SEFA presented has been adjusted for these errors. Cause and Effect Controls in place did not sufficiently ensure the completeness and accuracy of the SEFA. Recommendation We recommend the Organization review its procedures and controls to ensure data accumulated to prepare the SEFA is complete and accurate. Views of Responsible Officials and Planned Corrective Actions Grant documents will be reviewed upon receipt to determine the proper ALN and the federal portion of funding. All existing grants will also be reviewed. The ALN listed in each grant document will be used when completing the SEFA. A second staff member will verify the accuracy of the SEFA prior to submission. All ALN numbers will be reviewed upon receipt and verified with state analysts when applicable. The organization will ensure that the funding sources are verified to the most appropriate level at the state level to verify funds and funding sources.
Assistance Listing Number, Federal Agency, and Program Name 93.558, U.S. Department of Health and Human Services, Temporary Assistance for Needy Families; 97.024, U.S. Department of Homeland Security, Emergency Food and Shelter National Board Program; 14.231, U.S. Department of Housing and Urban Development, Emergency Solutions Grant Program Federal Award Identification Number and Year 2101MITANF, 2021 and 2201MITANF, 2022; Not Applicable; E 20 DW 26 0001, 2020 Pass through Entity Michigan Department of Health and Human Services; United Way Finding Type Significant deficiency Repeat Finding Yes 2021 003 Criteria Per 2 CFR 200.510(b), the auditee must prepare a schedule of expenditures of federal awards (SEFA) for the period covered by the auditee's financial statements, which must include the total federal awards expended, as determined in accordance with ?200.502. Condition For SEFA reporting, expenditures were overstated for one program and understated for another. In addition, an ALN listed for expenditures was inaccurate. Questioned Costs None Identification of How Questioned Costs Were Computed Not applicable Context Expenditures for the Temporary Assistance for Needy Families program were overstated by $106,341. Expenditures for the Emergency Food and Shelter National Board Program were understated by $21,983. Expenditures for the Emergency Solutions Grant Program were listed under ALN 14.248. The SEFA presented has been adjusted for these errors. Cause and Effect Controls in place did not sufficiently ensure the completeness and accuracy of the SEFA. Recommendation We recommend the Organization review its procedures and controls to ensure data accumulated to prepare the SEFA is complete and accurate. Views of Responsible Officials and Planned Corrective Actions Grant documents will be reviewed upon receipt to determine the proper ALN and the federal portion of funding. All existing grants will also be reviewed. The ALN listed in each grant document will be used when completing the SEFA. A second staff member will verify the accuracy of the SEFA prior to submission. All ALN numbers will be reviewed upon receipt and verified with state analysts when applicable. The organization will ensure that the funding sources are verified to the most appropriate level at the state level to verify funds and funding sources.
Assistance Listing Number, Federal Agency, and Program Name 16.575, U.S. Department of Justice, Crime Victim Assistance Federal Award Identification Number and Year 2018V2GX0067, 2022; 2019V2GX0036, 2022 Pass through Entity Michigan Department of Health and Human Services Finding Type Significant deficiency Repeat Finding Yes 2021 004 Criteria Per 2 CFR 200.303, an entity must establish and maintain effective internal control over the federal award that provides reasonable assurance that the nonfederal entity is managing the federal award in compliance with Federal statutes, regulations, and the terms and conditions of the federal award. The federal award agreement includes specific report filing due dates. Condition For each of the four Crime Victim Assistance grants, thirteen monthly financial status reports (FSR) and eight quarterly work plan reports were not filed within 30 days and 15 days, respectively, of period end, as required by the grant agreements. Questioned Costs None Identification of How Questioned Costs Were Computed Not applicable Context A total of twenty one of the sixty eight reports filed were between 1 and 10 days late. Cause and Effect Controls were not in place to ensure timely reporting. A lack of controls, could result in late or failed reporting. Recommendation We recommend the Organization review its procedures and controls to ensure financial and performance reports are filed timely. Views of Responsible Officials and Planned Corrective Actions Management will establish a reporting calendar for review and approval during the onboarding of each grant agreement. Management will periodically review the completeness and accuracy of and adherence to the reporting calendar. After several staffing changes were made, all reports and financial status reports have been submitted timely. A calendar has been created as of August 2022 and being fully utilized.
Assistance Listing Number, Federal Agency, and Program Name 16.575, U.S. Department of Justice, Crime Victim Assistance Federal Award Identification Number and Year 2018V2GX0067, 2022; 2019V2GX0036, 2022 Pass through Entity Michigan Department of Health and Human Services Finding Type Significant deficiency Repeat Finding Yes 2021 004 Criteria Per 2 CFR 200.303, an entity must establish and maintain effective internal control over the federal award that provides reasonable assurance that the nonfederal entity is managing the federal award in compliance with Federal statutes, regulations, and the terms and conditions of the federal award. The federal award agreement includes specific report filing due dates. Condition For each of the four Crime Victim Assistance grants, thirteen monthly financial status reports (FSR) and eight quarterly work plan reports were not filed within 30 days and 15 days, respectively, of period end, as required by the grant agreements. Questioned Costs None Identification of How Questioned Costs Were Computed Not applicable Context A total of twenty one of the sixty eight reports filed were between 1 and 10 days late. Cause and Effect Controls were not in place to ensure timely reporting. A lack of controls, could result in late or failed reporting. Recommendation We recommend the Organization review its procedures and controls to ensure financial and performance reports are filed timely. Views of Responsible Officials and Planned Corrective Actions Management will establish a reporting calendar for review and approval during the onboarding of each grant agreement. Management will periodically review the completeness and accuracy of and adherence to the reporting calendar. After several staffing changes were made, all reports and financial status reports have been submitted timely. A calendar has been created as of August 2022 and being fully utilized.
Assistance Listing Number, Federal Agency, and Program Name 16.575, U.S. Department of Justice, Crime Victim Assistance Federal Award Identification Number and Year 2018V2GX0067, 2022; 2019V2GX0036, 2022 Pass through Entity Michigan Department of Health and Human Services Finding Type Significant deficiency Repeat Finding Yes 2021 004 Criteria Per 2 CFR 200.303, an entity must establish and maintain effective internal control over the federal award that provides reasonable assurance that the nonfederal entity is managing the federal award in compliance with Federal statutes, regulations, and the terms and conditions of the federal award. The federal award agreement includes specific report filing due dates. Condition For each of the four Crime Victim Assistance grants, thirteen monthly financial status reports (FSR) and eight quarterly work plan reports were not filed within 30 days and 15 days, respectively, of period end, as required by the grant agreements. Questioned Costs None Identification of How Questioned Costs Were Computed Not applicable Context A total of twenty one of the sixty eight reports filed were between 1 and 10 days late. Cause and Effect Controls were not in place to ensure timely reporting. A lack of controls, could result in late or failed reporting. Recommendation We recommend the Organization review its procedures and controls to ensure financial and performance reports are filed timely. Views of Responsible Officials and Planned Corrective Actions Management will establish a reporting calendar for review and approval during the onboarding of each grant agreement. Management will periodically review the completeness and accuracy of and adherence to the reporting calendar. After several staffing changes were made, all reports and financial status reports have been submitted timely. A calendar has been created as of August 2022 and being fully utilized.
Assistance Listing Number, Federal Agency, and Program Name 16.575, U.S. Department of Justice, Crime Victim Assistance Federal Award Identification Number and Year 2018V2GX0067, 2022; 2019V2GX0036, 2022 Pass through Entity Michigan Department of Health and Human Services Finding Type Significant deficiency Repeat Finding Yes 2021 004 Criteria Per 2 CFR 200.303, an entity must establish and maintain effective internal control over the federal award that provides reasonable assurance that the nonfederal entity is managing the federal award in compliance with Federal statutes, regulations, and the terms and conditions of the federal award. The federal award agreement includes specific report filing due dates. Condition For each of the four Crime Victim Assistance grants, thirteen monthly financial status reports (FSR) and eight quarterly work plan reports were not filed within 30 days and 15 days, respectively, of period end, as required by the grant agreements. Questioned Costs None Identification of How Questioned Costs Were Computed Not applicable Context A total of twenty one of the sixty eight reports filed were between 1 and 10 days late. Cause and Effect Controls were not in place to ensure timely reporting. A lack of controls, could result in late or failed reporting. Recommendation We recommend the Organization review its procedures and controls to ensure financial and performance reports are filed timely. Views of Responsible Officials and Planned Corrective Actions Management will establish a reporting calendar for review and approval during the onboarding of each grant agreement. Management will periodically review the completeness and accuracy of and adherence to the reporting calendar. After several staffing changes were made, all reports and financial status reports have been submitted timely. A calendar has been created as of August 2022 and being fully utilized.
Assistance Listing Number, Federal Agency, and Program Name 93.558, U.S. Department of Health and Human Services, Temporary Assistance for Needy Families; 97.024, U.S. Department of Homeland Security, Emergency Food and Shelter National Board Program; 14.231, U.S. Department of Housing and Urban Development, Emergency Solutions Grant Program Federal Award Identification Number and Year 2101MITANF, 2021 and 2201MITANF, 2022; Not Applicable; E 20 DW 26 0001, 2020 Pass through Entity Michigan Department of Health and Human Services; United Way Finding Type Significant deficiency Repeat Finding Yes 2021 003 Criteria Per 2 CFR 200.510(b), the auditee must prepare a schedule of expenditures of federal awards (SEFA) for the period covered by the auditee's financial statements, which must include the total federal awards expended, as determined in accordance with ?200.502. Condition For SEFA reporting, expenditures were overstated for one program and understated for another. In addition, an ALN listed for expenditures was inaccurate. Questioned Costs None Identification of How Questioned Costs Were Computed Not applicable Context Expenditures for the Temporary Assistance for Needy Families program were overstated by $106,341. Expenditures for the Emergency Food and Shelter National Board Program were understated by $21,983. Expenditures for the Emergency Solutions Grant Program were listed under ALN 14.248. The SEFA presented has been adjusted for these errors. Cause and Effect Controls in place did not sufficiently ensure the completeness and accuracy of the SEFA. Recommendation We recommend the Organization review its procedures and controls to ensure data accumulated to prepare the SEFA is complete and accurate. Views of Responsible Officials and Planned Corrective Actions Grant documents will be reviewed upon receipt to determine the proper ALN and the federal portion of funding. All existing grants will also be reviewed. The ALN listed in each grant document will be used when completing the SEFA. A second staff member will verify the accuracy of the SEFA prior to submission. All ALN numbers will be reviewed upon receipt and verified with state analysts when applicable. The organization will ensure that the funding sources are verified to the most appropriate level at the state level to verify funds and funding sources.
Assistance Listing Number, Federal Agency, and Program Name 93.558, U.S. Department of Health and Human Services, Temporary Assistance for Needy Families; 97.024, U.S. Department of Homeland Security, Emergency Food and Shelter National Board Program; 14.231, U.S. Department of Housing and Urban Development, Emergency Solutions Grant Program Federal Award Identification Number and Year 2101MITANF, 2021 and 2201MITANF, 2022; Not Applicable; E 20 DW 26 0001, 2020 Pass through Entity Michigan Department of Health and Human Services; United Way Finding Type Significant deficiency Repeat Finding Yes 2021 003 Criteria Per 2 CFR 200.510(b), the auditee must prepare a schedule of expenditures of federal awards (SEFA) for the period covered by the auditee's financial statements, which must include the total federal awards expended, as determined in accordance with ?200.502. Condition For SEFA reporting, expenditures were overstated for one program and understated for another. In addition, an ALN listed for expenditures was inaccurate. Questioned Costs None Identification of How Questioned Costs Were Computed Not applicable Context Expenditures for the Temporary Assistance for Needy Families program were overstated by $106,341. Expenditures for the Emergency Food and Shelter National Board Program were understated by $21,983. Expenditures for the Emergency Solutions Grant Program were listed under ALN 14.248. The SEFA presented has been adjusted for these errors. Cause and Effect Controls in place did not sufficiently ensure the completeness and accuracy of the SEFA. Recommendation We recommend the Organization review its procedures and controls to ensure data accumulated to prepare the SEFA is complete and accurate. Views of Responsible Officials and Planned Corrective Actions Grant documents will be reviewed upon receipt to determine the proper ALN and the federal portion of funding. All existing grants will also be reviewed. The ALN listed in each grant document will be used when completing the SEFA. A second staff member will verify the accuracy of the SEFA prior to submission. All ALN numbers will be reviewed upon receipt and verified with state analysts when applicable. The organization will ensure that the funding sources are verified to the most appropriate level at the state level to verify funds and funding sources.
Assistance Listing Number, Federal Agency, and Program Name 14.267, U.S. Department of Housing and Urban Development, Continuum of Care Program Federal Award Identification Number and Year M10171L5F061912, 2021; MI10171L5F062013, 2022; MI0616D5F062002, 2021; MI0616D5F062103, 2022 Pass through Entity Not applicable Finding Type Material weakness and material noncompliance with laws and regulations Repeat Finding No Criteria Per 2 CFR 180.300, before entering into a covered transaction with another person, grant recipients must verify that the person with whom they intend to do business is not excluded or disqualified. This is done by (a) checking SAM exclusions, (b) collecting a certification from that person, or (c) adding a clause or condition to the covered transaction with that person. Condition Controls in place did not ensure the Organization verified landlords paid were not excluded or disqualified prior to entering into transactions with the landlords. Questioned Costs None Identification of How Questioned Costs Were Computed Not applicable Context The Organization entered into various lease agreements with 16 landlords during the year without verifying whether they were excluded or disqualified prior to entering into the lease. Cause and Effect The Organization did not follow its suspension and debarment policies. While no disqualified or excluded landlords were identified as a result of the audit, lack of controls in place to verify status prior to entering into a covered transaction can result in possible questioned costs. Recommendation We recommend the Organization establish a procedure to utilize one of the three methods outlined for checking for excluded or disqualified persons prior to entering into lease agreements. Further, we recommend a periodic review process be established to ensure the procedure is implemented timely. Views of Responsible Officials and Corrective Action Plan The Organization did not have any new landlords that were used for the new fiscal year to verify. The Project Heal department accepts clients under the HUD Rapid Rehousing grant in which landlords are already put in place with the clients ? the YWCA assumes the rent payment or a portion of, to help survivors with costs. Annual checks will continue to be run on landlords in which the leases are in the name of the YWCA. Landlords will be verified using the public record search on SAM.gov for exclusions or disqualifications prior to entering into a lease agreement. We will also add a clause in the transaction instrument (lease) indicating that we will not do business with disqualified or excluded entities/individuals. We will also periodically (at least annually) review the status of vendors utilizing SAM.gov.
Assistance Listing Number, Federal Agency, and Program Name 14.267, U.S. Department of Housing and Urban Development, Continuum of Care Program Federal Award Identification Number and Year M10171L5F061912, 2021; MI10171L5F062013, 2022; MI0616D5F062002, 2021; MI0616D5F062103, 2022 Pass through Entity Not applicable Finding Type Material weakness and material noncompliance with laws and regulations Repeat Finding No Criteria Per 2 CFR 180.300, before entering into a covered transaction with another person, grant recipients must verify that the person with whom they intend to do business is not excluded or disqualified. This is done by (a) checking SAM exclusions, (b) collecting a certification from that person, or (c) adding a clause or condition to the covered transaction with that person. Condition Controls in place did not ensure the Organization verified landlords paid were not excluded or disqualified prior to entering into transactions with the landlords. Questioned Costs None Identification of How Questioned Costs Were Computed Not applicable Context The Organization entered into various lease agreements with 16 landlords during the year without verifying whether they were excluded or disqualified prior to entering into the lease. Cause and Effect The Organization did not follow its suspension and debarment policies. While no disqualified or excluded landlords were identified as a result of the audit, lack of controls in place to verify status prior to entering into a covered transaction can result in possible questioned costs. Recommendation We recommend the Organization establish a procedure to utilize one of the three methods outlined for checking for excluded or disqualified persons prior to entering into lease agreements. Further, we recommend a periodic review process be established to ensure the procedure is implemented timely. Views of Responsible Officials and Corrective Action Plan The Organization did not have any new landlords that were used for the new fiscal year to verify. The Project Heal department accepts clients under the HUD Rapid Rehousing grant in which landlords are already put in place with the clients ? the YWCA assumes the rent payment or a portion of, to help survivors with costs. Annual checks will continue to be run on landlords in which the leases are in the name of the YWCA. Landlords will be verified using the public record search on SAM.gov for exclusions or disqualifications prior to entering into a lease agreement. We will also add a clause in the transaction instrument (lease) indicating that we will not do business with disqualified or excluded entities/individuals. We will also periodically (at least annually) review the status of vendors utilizing SAM.gov.
Assistance Listing Number, Federal Agency, and Program Name 14.267, U.S. Department of Housing and Urban Development, Continuum of Care Program Federal Award Identification Number and Year M10171L5F061912, 2021; MI10171L5F062013, 2022; MI0616D5F062002, 2021; MI0616D5F062103, 2022 Pass through Entity Not applicable Finding Type Material weakness and material noncompliance with laws and regulations Repeat Finding No Criteria Per 24 CFR 578.49, rent paid must be reasonable in relation to rents being charged in the area for comparable space. Condition Controls in place did not ensure the Organization verified rent paid is reasonable in relation to rents being charged in the area for comparable space. Questioned Costs $1,249 Identification of How Questioned Costs Were Computed Questioned costs consist of rent paid for which documentation does not support reasonableness. Context For one of the seven rent payments tested, we were unable to conclude if the rent was reasonable in relation to rents being charged in the area for comparable space as the documentation maintained did not contain information on the number of bedrooms in the rental unit. Further, in review of the other six rent payments tested, we noted information on the number of bedrooms was not readily available and management's conclusions for rent reasonableness was not documented. Cause and Effect Controls were not in place to ensure rent reasonableness. A lack of controls, could result in questioned costs. Recommendation We recommend management establish procedures and controls to ensure documentation reviewed for rent reasonableness is maintained and the related conclusions are documented. Views of Responsible Officials and Planned Corrective Actions The Project Heal department verifies rent reasonableness before submission for grant reimbursement and/or billing is made to the finance department. The Staff Accountant called landlords to verify space against rent amount to ensure the amount charged was reasonable and verified against billing. Continuing forward, the finance department will work Project Heal to ensure all rent is paid according to space and area.
Assistance Listing Number, Federal Agency, and Program Name 14.267, U.S. Department of Housing and Urban Development, Continuum of Care Program Federal Award Identification Number and Year M10171L5F061912, 2021; MI10171L5F062013, 2022; MI0616D5F062002, 2021; MI0616D5F062103, 2022 Pass through Entity Not applicable Finding Type Material weakness and material noncompliance with laws and regulations Repeat Finding No Criteria Per 24 CFR 578.49, rent paid must be reasonable in relation to rents being charged in the area for comparable space. Condition Controls in place did not ensure the Organization verified rent paid is reasonable in relation to rents being charged in the area for comparable space. Questioned Costs $1,249 Identification of How Questioned Costs Were Computed Questioned costs consist of rent paid for which documentation does not support reasonableness. Context For one of the seven rent payments tested, we were unable to conclude if the rent was reasonable in relation to rents being charged in the area for comparable space as the documentation maintained did not contain information on the number of bedrooms in the rental unit. Further, in review of the other six rent payments tested, we noted information on the number of bedrooms was not readily available and management's conclusions for rent reasonableness was not documented. Cause and Effect Controls were not in place to ensure rent reasonableness. A lack of controls, could result in questioned costs. Recommendation We recommend management establish procedures and controls to ensure documentation reviewed for rent reasonableness is maintained and the related conclusions are documented. Views of Responsible Officials and Planned Corrective Actions The Project Heal department verifies rent reasonableness before submission for grant reimbursement and/or billing is made to the finance department. The Staff Accountant called landlords to verify space against rent amount to ensure the amount charged was reasonable and verified against billing. Continuing forward, the finance department will work Project Heal to ensure all rent is paid according to space and area.
Assistance Listing Number, Federal Agency, and Program Name 14.267, U.S. Department of Housing and Urban Development, Continuum of Care Program Federal Award Identification Number and Year M10171L5F061912, 2021; MI10171L5F062013, 2022; MI0616D5F062002, 2021; MI0616D5F062103, 2022 Pass through Entity Not applicable Finding Type Material weakness and material noncompliance with laws and regulations Repeat Finding No Criteria Per 2 CFR 180.300, before entering into a covered transaction with another person, grant recipients must verify that the person with whom they intend to do business is not excluded or disqualified. This is done by (a) checking SAM exclusions, (b) collecting a certification from that person, or (c) adding a clause or condition to the covered transaction with that person. Condition Controls in place did not ensure the Organization verified landlords paid were not excluded or disqualified prior to entering into transactions with the landlords. Questioned Costs None Identification of How Questioned Costs Were Computed Not applicable Context The Organization entered into various lease agreements with 16 landlords during the year without verifying whether they were excluded or disqualified prior to entering into the lease. Cause and Effect The Organization did not follow its suspension and debarment policies. While no disqualified or excluded landlords were identified as a result of the audit, lack of controls in place to verify status prior to entering into a covered transaction can result in possible questioned costs. Recommendation We recommend the Organization establish a procedure to utilize one of the three methods outlined for checking for excluded or disqualified persons prior to entering into lease agreements. Further, we recommend a periodic review process be established to ensure the procedure is implemented timely. Views of Responsible Officials and Corrective Action Plan The Organization did not have any new landlords that were used for the new fiscal year to verify. The Project Heal department accepts clients under the HUD Rapid Rehousing grant in which landlords are already put in place with the clients ? the YWCA assumes the rent payment or a portion of, to help survivors with costs. Annual checks will continue to be run on landlords in which the leases are in the name of the YWCA. Landlords will be verified using the public record search on SAM.gov for exclusions or disqualifications prior to entering into a lease agreement. We will also add a clause in the transaction instrument (lease) indicating that we will not do business with disqualified or excluded entities/individuals. We will also periodically (at least annually) review the status of vendors utilizing SAM.gov.
Assistance Listing Number, Federal Agency, and Program Name 14.267, U.S. Department of Housing and Urban Development, Continuum of Care Program Federal Award Identification Number and Year M10171L5F061912, 2021; MI10171L5F062013, 2022; MI0616D5F062002, 2021; MI0616D5F062103, 2022 Pass through Entity Not applicable Finding Type Material weakness and material noncompliance with laws and regulations Repeat Finding No Criteria Per 2 CFR 180.300, before entering into a covered transaction with another person, grant recipients must verify that the person with whom they intend to do business is not excluded or disqualified. This is done by (a) checking SAM exclusions, (b) collecting a certification from that person, or (c) adding a clause or condition to the covered transaction with that person. Condition Controls in place did not ensure the Organization verified landlords paid were not excluded or disqualified prior to entering into transactions with the landlords. Questioned Costs None Identification of How Questioned Costs Were Computed Not applicable Context The Organization entered into various lease agreements with 16 landlords during the year without verifying whether they were excluded or disqualified prior to entering into the lease. Cause and Effect The Organization did not follow its suspension and debarment policies. While no disqualified or excluded landlords were identified as a result of the audit, lack of controls in place to verify status prior to entering into a covered transaction can result in possible questioned costs. Recommendation We recommend the Organization establish a procedure to utilize one of the three methods outlined for checking for excluded or disqualified persons prior to entering into lease agreements. Further, we recommend a periodic review process be established to ensure the procedure is implemented timely. Views of Responsible Officials and Corrective Action Plan The Organization did not have any new landlords that were used for the new fiscal year to verify. The Project Heal department accepts clients under the HUD Rapid Rehousing grant in which landlords are already put in place with the clients ? the YWCA assumes the rent payment or a portion of, to help survivors with costs. Annual checks will continue to be run on landlords in which the leases are in the name of the YWCA. Landlords will be verified using the public record search on SAM.gov for exclusions or disqualifications prior to entering into a lease agreement. We will also add a clause in the transaction instrument (lease) indicating that we will not do business with disqualified or excluded entities/individuals. We will also periodically (at least annually) review the status of vendors utilizing SAM.gov.
Assistance Listing Number, Federal Agency, and Program Name 14.267, U.S. Department of Housing and Urban Development, Continuum of Care Program Federal Award Identification Number and Year M10171L5F061912, 2021; MI10171L5F062013, 2022; MI0616D5F062002, 2021; MI0616D5F062103, 2022 Pass through Entity Not applicable Finding Type Material weakness and material noncompliance with laws and regulations Repeat Finding No Criteria Per 24 CFR 578.49, rent paid must be reasonable in relation to rents being charged in the area for comparable space. Condition Controls in place did not ensure the Organization verified rent paid is reasonable in relation to rents being charged in the area for comparable space. Questioned Costs $1,249 Identification of How Questioned Costs Were Computed Questioned costs consist of rent paid for which documentation does not support reasonableness. Context For one of the seven rent payments tested, we were unable to conclude if the rent was reasonable in relation to rents being charged in the area for comparable space as the documentation maintained did not contain information on the number of bedrooms in the rental unit. Further, in review of the other six rent payments tested, we noted information on the number of bedrooms was not readily available and management's conclusions for rent reasonableness was not documented. Cause and Effect Controls were not in place to ensure rent reasonableness. A lack of controls, could result in questioned costs. Recommendation We recommend management establish procedures and controls to ensure documentation reviewed for rent reasonableness is maintained and the related conclusions are documented. Views of Responsible Officials and Planned Corrective Actions The Project Heal department verifies rent reasonableness before submission for grant reimbursement and/or billing is made to the finance department. The Staff Accountant called landlords to verify space against rent amount to ensure the amount charged was reasonable and verified against billing. Continuing forward, the finance department will work Project Heal to ensure all rent is paid according to space and area.
Assistance Listing Number, Federal Agency, and Program Name 14.267, U.S. Department of Housing and Urban Development, Continuum of Care Program Federal Award Identification Number and Year M10171L5F061912, 2021; MI10171L5F062013, 2022; MI0616D5F062002, 2021; MI0616D5F062103, 2022 Pass through Entity Not applicable Finding Type Material weakness and material noncompliance with laws and regulations Repeat Finding No Criteria Per 24 CFR 578.49, rent paid must be reasonable in relation to rents being charged in the area for comparable space. Condition Controls in place did not ensure the Organization verified rent paid is reasonable in relation to rents being charged in the area for comparable space. Questioned Costs $1,249 Identification of How Questioned Costs Were Computed Questioned costs consist of rent paid for which documentation does not support reasonableness. Context For one of the seven rent payments tested, we were unable to conclude if the rent was reasonable in relation to rents being charged in the area for comparable space as the documentation maintained did not contain information on the number of bedrooms in the rental unit. Further, in review of the other six rent payments tested, we noted information on the number of bedrooms was not readily available and management's conclusions for rent reasonableness was not documented. Cause and Effect Controls were not in place to ensure rent reasonableness. A lack of controls, could result in questioned costs. Recommendation We recommend management establish procedures and controls to ensure documentation reviewed for rent reasonableness is maintained and the related conclusions are documented. Views of Responsible Officials and Planned Corrective Actions The Project Heal department verifies rent reasonableness before submission for grant reimbursement and/or billing is made to the finance department. The Staff Accountant called landlords to verify space against rent amount to ensure the amount charged was reasonable and verified against billing. Continuing forward, the finance department will work Project Heal to ensure all rent is paid according to space and area.
Assistance Listing Number, Federal Agency, and Program Name 93.558, U.S. Department of Health and Human Services, Temporary Assistance for Needy Families; 97.024, U.S. Department of Homeland Security, Emergency Food and Shelter National Board Program; 14.231, U.S. Department of Housing and Urban Development, Emergency Solutions Grant Program Federal Award Identification Number and Year 2101MITANF, 2021 and 2201MITANF, 2022; Not Applicable; E 20 DW 26 0001, 2020 Pass through Entity Michigan Department of Health and Human Services; United Way Finding Type Significant deficiency Repeat Finding Yes 2021 003 Criteria Per 2 CFR 200.510(b), the auditee must prepare a schedule of expenditures of federal awards (SEFA) for the period covered by the auditee's financial statements, which must include the total federal awards expended, as determined in accordance with ?200.502. Condition For SEFA reporting, expenditures were overstated for one program and understated for another. In addition, an ALN listed for expenditures was inaccurate. Questioned Costs None Identification of How Questioned Costs Were Computed Not applicable Context Expenditures for the Temporary Assistance for Needy Families program were overstated by $106,341. Expenditures for the Emergency Food and Shelter National Board Program were understated by $21,983. Expenditures for the Emergency Solutions Grant Program were listed under ALN 14.248. The SEFA presented has been adjusted for these errors. Cause and Effect Controls in place did not sufficiently ensure the completeness and accuracy of the SEFA. Recommendation We recommend the Organization review its procedures and controls to ensure data accumulated to prepare the SEFA is complete and accurate. Views of Responsible Officials and Planned Corrective Actions Grant documents will be reviewed upon receipt to determine the proper ALN and the federal portion of funding. All existing grants will also be reviewed. The ALN listed in each grant document will be used when completing the SEFA. A second staff member will verify the accuracy of the SEFA prior to submission. All ALN numbers will be reviewed upon receipt and verified with state analysts when applicable. The organization will ensure that the funding sources are verified to the most appropriate level at the state level to verify funds and funding sources.
Assistance Listing Number, Federal Agency, and Program Name 93.558, U.S. Department of Health and Human Services, Temporary Assistance for Needy Families; 97.024, U.S. Department of Homeland Security, Emergency Food and Shelter National Board Program; 14.231, U.S. Department of Housing and Urban Development, Emergency Solutions Grant Program Federal Award Identification Number and Year 2101MITANF, 2021 and 2201MITANF, 2022; Not Applicable; E 20 DW 26 0001, 2020 Pass through Entity Michigan Department of Health and Human Services; United Way Finding Type Significant deficiency Repeat Finding Yes 2021 003 Criteria Per 2 CFR 200.510(b), the auditee must prepare a schedule of expenditures of federal awards (SEFA) for the period covered by the auditee's financial statements, which must include the total federal awards expended, as determined in accordance with ?200.502. Condition For SEFA reporting, expenditures were overstated for one program and understated for another. In addition, an ALN listed for expenditures was inaccurate. Questioned Costs None Identification of How Questioned Costs Were Computed Not applicable Context Expenditures for the Temporary Assistance for Needy Families program were overstated by $106,341. Expenditures for the Emergency Food and Shelter National Board Program were understated by $21,983. Expenditures for the Emergency Solutions Grant Program were listed under ALN 14.248. The SEFA presented has been adjusted for these errors. Cause and Effect Controls in place did not sufficiently ensure the completeness and accuracy of the SEFA. Recommendation We recommend the Organization review its procedures and controls to ensure data accumulated to prepare the SEFA is complete and accurate. Views of Responsible Officials and Planned Corrective Actions Grant documents will be reviewed upon receipt to determine the proper ALN and the federal portion of funding. All existing grants will also be reviewed. The ALN listed in each grant document will be used when completing the SEFA. A second staff member will verify the accuracy of the SEFA prior to submission. All ALN numbers will be reviewed upon receipt and verified with state analysts when applicable. The organization will ensure that the funding sources are verified to the most appropriate level at the state level to verify funds and funding sources.
Assistance Listing Number, Federal Agency, and Program Name 16.575, U.S. Department of Justice, Crime Victim Assistance Federal Award Identification Number and Year 2018V2GX0067, 2022; 2019V2GX0036, 2022 Pass through Entity Michigan Department of Health and Human Services Finding Type Significant deficiency Repeat Finding Yes 2021 004 Criteria Per 2 CFR 200.303, an entity must establish and maintain effective internal control over the federal award that provides reasonable assurance that the nonfederal entity is managing the federal award in compliance with Federal statutes, regulations, and the terms and conditions of the federal award. The federal award agreement includes specific report filing due dates. Condition For each of the four Crime Victim Assistance grants, thirteen monthly financial status reports (FSR) and eight quarterly work plan reports were not filed within 30 days and 15 days, respectively, of period end, as required by the grant agreements. Questioned Costs None Identification of How Questioned Costs Were Computed Not applicable Context A total of twenty one of the sixty eight reports filed were between 1 and 10 days late. Cause and Effect Controls were not in place to ensure timely reporting. A lack of controls, could result in late or failed reporting. Recommendation We recommend the Organization review its procedures and controls to ensure financial and performance reports are filed timely. Views of Responsible Officials and Planned Corrective Actions Management will establish a reporting calendar for review and approval during the onboarding of each grant agreement. Management will periodically review the completeness and accuracy of and adherence to the reporting calendar. After several staffing changes were made, all reports and financial status reports have been submitted timely. A calendar has been created as of August 2022 and being fully utilized.
Assistance Listing Number, Federal Agency, and Program Name 16.575, U.S. Department of Justice, Crime Victim Assistance Federal Award Identification Number and Year 2018V2GX0067, 2022; 2019V2GX0036, 2022 Pass through Entity Michigan Department of Health and Human Services Finding Type Significant deficiency Repeat Finding Yes 2021 004 Criteria Per 2 CFR 200.303, an entity must establish and maintain effective internal control over the federal award that provides reasonable assurance that the nonfederal entity is managing the federal award in compliance with Federal statutes, regulations, and the terms and conditions of the federal award. The federal award agreement includes specific report filing due dates. Condition For each of the four Crime Victim Assistance grants, thirteen monthly financial status reports (FSR) and eight quarterly work plan reports were not filed within 30 days and 15 days, respectively, of period end, as required by the grant agreements. Questioned Costs None Identification of How Questioned Costs Were Computed Not applicable Context A total of twenty one of the sixty eight reports filed were between 1 and 10 days late. Cause and Effect Controls were not in place to ensure timely reporting. A lack of controls, could result in late or failed reporting. Recommendation We recommend the Organization review its procedures and controls to ensure financial and performance reports are filed timely. Views of Responsible Officials and Planned Corrective Actions Management will establish a reporting calendar for review and approval during the onboarding of each grant agreement. Management will periodically review the completeness and accuracy of and adherence to the reporting calendar. After several staffing changes were made, all reports and financial status reports have been submitted timely. A calendar has been created as of August 2022 and being fully utilized.
Assistance Listing Number, Federal Agency, and Program Name 16.575, U.S. Department of Justice, Crime Victim Assistance Federal Award Identification Number and Year 2018V2GX0067, 2022; 2019V2GX0036, 2022 Pass through Entity Michigan Department of Health and Human Services Finding Type Significant deficiency Repeat Finding Yes 2021 004 Criteria Per 2 CFR 200.303, an entity must establish and maintain effective internal control over the federal award that provides reasonable assurance that the nonfederal entity is managing the federal award in compliance with Federal statutes, regulations, and the terms and conditions of the federal award. The federal award agreement includes specific report filing due dates. Condition For each of the four Crime Victim Assistance grants, thirteen monthly financial status reports (FSR) and eight quarterly work plan reports were not filed within 30 days and 15 days, respectively, of period end, as required by the grant agreements. Questioned Costs None Identification of How Questioned Costs Were Computed Not applicable Context A total of twenty one of the sixty eight reports filed were between 1 and 10 days late. Cause and Effect Controls were not in place to ensure timely reporting. A lack of controls, could result in late or failed reporting. Recommendation We recommend the Organization review its procedures and controls to ensure financial and performance reports are filed timely. Views of Responsible Officials and Planned Corrective Actions Management will establish a reporting calendar for review and approval during the onboarding of each grant agreement. Management will periodically review the completeness and accuracy of and adherence to the reporting calendar. After several staffing changes were made, all reports and financial status reports have been submitted timely. A calendar has been created as of August 2022 and being fully utilized.
Assistance Listing Number, Federal Agency, and Program Name 16.575, U.S. Department of Justice, Crime Victim Assistance Federal Award Identification Number and Year 2018V2GX0067, 2022; 2019V2GX0036, 2022 Pass through Entity Michigan Department of Health and Human Services Finding Type Significant deficiency Repeat Finding Yes 2021 004 Criteria Per 2 CFR 200.303, an entity must establish and maintain effective internal control over the federal award that provides reasonable assurance that the nonfederal entity is managing the federal award in compliance with Federal statutes, regulations, and the terms and conditions of the federal award. The federal award agreement includes specific report filing due dates. Condition For each of the four Crime Victim Assistance grants, thirteen monthly financial status reports (FSR) and eight quarterly work plan reports were not filed within 30 days and 15 days, respectively, of period end, as required by the grant agreements. Questioned Costs None Identification of How Questioned Costs Were Computed Not applicable Context A total of twenty one of the sixty eight reports filed were between 1 and 10 days late. Cause and Effect Controls were not in place to ensure timely reporting. A lack of controls, could result in late or failed reporting. Recommendation We recommend the Organization review its procedures and controls to ensure financial and performance reports are filed timely. Views of Responsible Officials and Planned Corrective Actions Management will establish a reporting calendar for review and approval during the onboarding of each grant agreement. Management will periodically review the completeness and accuracy of and adherence to the reporting calendar. After several staffing changes were made, all reports and financial status reports have been submitted timely. A calendar has been created as of August 2022 and being fully utilized.
Assistance Listing Number, Federal Agency, and Program Name 93.558, U.S. Department of Health and Human Services, Temporary Assistance for Needy Families; 97.024, U.S. Department of Homeland Security, Emergency Food and Shelter National Board Program; 14.231, U.S. Department of Housing and Urban Development, Emergency Solutions Grant Program Federal Award Identification Number and Year 2101MITANF, 2021 and 2201MITANF, 2022; Not Applicable; E 20 DW 26 0001, 2020 Pass through Entity Michigan Department of Health and Human Services; United Way Finding Type Significant deficiency Repeat Finding Yes 2021 003 Criteria Per 2 CFR 200.510(b), the auditee must prepare a schedule of expenditures of federal awards (SEFA) for the period covered by the auditee's financial statements, which must include the total federal awards expended, as determined in accordance with ?200.502. Condition For SEFA reporting, expenditures were overstated for one program and understated for another. In addition, an ALN listed for expenditures was inaccurate. Questioned Costs None Identification of How Questioned Costs Were Computed Not applicable Context Expenditures for the Temporary Assistance for Needy Families program were overstated by $106,341. Expenditures for the Emergency Food and Shelter National Board Program were understated by $21,983. Expenditures for the Emergency Solutions Grant Program were listed under ALN 14.248. The SEFA presented has been adjusted for these errors. Cause and Effect Controls in place did not sufficiently ensure the completeness and accuracy of the SEFA. Recommendation We recommend the Organization review its procedures and controls to ensure data accumulated to prepare the SEFA is complete and accurate. Views of Responsible Officials and Planned Corrective Actions Grant documents will be reviewed upon receipt to determine the proper ALN and the federal portion of funding. All existing grants will also be reviewed. The ALN listed in each grant document will be used when completing the SEFA. A second staff member will verify the accuracy of the SEFA prior to submission. All ALN numbers will be reviewed upon receipt and verified with state analysts when applicable. The organization will ensure that the funding sources are verified to the most appropriate level at the state level to verify funds and funding sources.
Assistance Listing Number, Federal Agency, and Program Name 93.558, U.S. Department of Health and Human Services, Temporary Assistance for Needy Families; 97.024, U.S. Department of Homeland Security, Emergency Food and Shelter National Board Program; 14.231, U.S. Department of Housing and Urban Development, Emergency Solutions Grant Program Federal Award Identification Number and Year 2101MITANF, 2021 and 2201MITANF, 2022; Not Applicable; E 20 DW 26 0001, 2020 Pass through Entity Michigan Department of Health and Human Services; United Way Finding Type Significant deficiency Repeat Finding Yes 2021 003 Criteria Per 2 CFR 200.510(b), the auditee must prepare a schedule of expenditures of federal awards (SEFA) for the period covered by the auditee's financial statements, which must include the total federal awards expended, as determined in accordance with ?200.502. Condition For SEFA reporting, expenditures were overstated for one program and understated for another. In addition, an ALN listed for expenditures was inaccurate. Questioned Costs None Identification of How Questioned Costs Were Computed Not applicable Context Expenditures for the Temporary Assistance for Needy Families program were overstated by $106,341. Expenditures for the Emergency Food and Shelter National Board Program were understated by $21,983. Expenditures for the Emergency Solutions Grant Program were listed under ALN 14.248. The SEFA presented has been adjusted for these errors. Cause and Effect Controls in place did not sufficiently ensure the completeness and accuracy of the SEFA. Recommendation We recommend the Organization review its procedures and controls to ensure data accumulated to prepare the SEFA is complete and accurate. Views of Responsible Officials and Planned Corrective Actions Grant documents will be reviewed upon receipt to determine the proper ALN and the federal portion of funding. All existing grants will also be reviewed. The ALN listed in each grant document will be used when completing the SEFA. A second staff member will verify the accuracy of the SEFA prior to submission. All ALN numbers will be reviewed upon receipt and verified with state analysts when applicable. The organization will ensure that the funding sources are verified to the most appropriate level at the state level to verify funds and funding sources.
Assistance Listing Number, Federal Agency, and Program Name 14.267, U.S. Department of Housing and Urban Development, Continuum of Care Program Federal Award Identification Number and Year M10171L5F061912, 2021; MI10171L5F062013, 2022; MI0616D5F062002, 2021; MI0616D5F062103, 2022 Pass through Entity Not applicable Finding Type Material weakness and material noncompliance with laws and regulations Repeat Finding No Criteria Per 2 CFR 180.300, before entering into a covered transaction with another person, grant recipients must verify that the person with whom they intend to do business is not excluded or disqualified. This is done by (a) checking SAM exclusions, (b) collecting a certification from that person, or (c) adding a clause or condition to the covered transaction with that person. Condition Controls in place did not ensure the Organization verified landlords paid were not excluded or disqualified prior to entering into transactions with the landlords. Questioned Costs None Identification of How Questioned Costs Were Computed Not applicable Context The Organization entered into various lease agreements with 16 landlords during the year without verifying whether they were excluded or disqualified prior to entering into the lease. Cause and Effect The Organization did not follow its suspension and debarment policies. While no disqualified or excluded landlords were identified as a result of the audit, lack of controls in place to verify status prior to entering into a covered transaction can result in possible questioned costs. Recommendation We recommend the Organization establish a procedure to utilize one of the three methods outlined for checking for excluded or disqualified persons prior to entering into lease agreements. Further, we recommend a periodic review process be established to ensure the procedure is implemented timely. Views of Responsible Officials and Corrective Action Plan The Organization did not have any new landlords that were used for the new fiscal year to verify. The Project Heal department accepts clients under the HUD Rapid Rehousing grant in which landlords are already put in place with the clients ? the YWCA assumes the rent payment or a portion of, to help survivors with costs. Annual checks will continue to be run on landlords in which the leases are in the name of the YWCA. Landlords will be verified using the public record search on SAM.gov for exclusions or disqualifications prior to entering into a lease agreement. We will also add a clause in the transaction instrument (lease) indicating that we will not do business with disqualified or excluded entities/individuals. We will also periodically (at least annually) review the status of vendors utilizing SAM.gov.
Assistance Listing Number, Federal Agency, and Program Name 14.267, U.S. Department of Housing and Urban Development, Continuum of Care Program Federal Award Identification Number and Year M10171L5F061912, 2021; MI10171L5F062013, 2022; MI0616D5F062002, 2021; MI0616D5F062103, 2022 Pass through Entity Not applicable Finding Type Material weakness and material noncompliance with laws and regulations Repeat Finding No Criteria Per 2 CFR 180.300, before entering into a covered transaction with another person, grant recipients must verify that the person with whom they intend to do business is not excluded or disqualified. This is done by (a) checking SAM exclusions, (b) collecting a certification from that person, or (c) adding a clause or condition to the covered transaction with that person. Condition Controls in place did not ensure the Organization verified landlords paid were not excluded or disqualified prior to entering into transactions with the landlords. Questioned Costs None Identification of How Questioned Costs Were Computed Not applicable Context The Organization entered into various lease agreements with 16 landlords during the year without verifying whether they were excluded or disqualified prior to entering into the lease. Cause and Effect The Organization did not follow its suspension and debarment policies. While no disqualified or excluded landlords were identified as a result of the audit, lack of controls in place to verify status prior to entering into a covered transaction can result in possible questioned costs. Recommendation We recommend the Organization establish a procedure to utilize one of the three methods outlined for checking for excluded or disqualified persons prior to entering into lease agreements. Further, we recommend a periodic review process be established to ensure the procedure is implemented timely. Views of Responsible Officials and Corrective Action Plan The Organization did not have any new landlords that were used for the new fiscal year to verify. The Project Heal department accepts clients under the HUD Rapid Rehousing grant in which landlords are already put in place with the clients ? the YWCA assumes the rent payment or a portion of, to help survivors with costs. Annual checks will continue to be run on landlords in which the leases are in the name of the YWCA. Landlords will be verified using the public record search on SAM.gov for exclusions or disqualifications prior to entering into a lease agreement. We will also add a clause in the transaction instrument (lease) indicating that we will not do business with disqualified or excluded entities/individuals. We will also periodically (at least annually) review the status of vendors utilizing SAM.gov.
Assistance Listing Number, Federal Agency, and Program Name 14.267, U.S. Department of Housing and Urban Development, Continuum of Care Program Federal Award Identification Number and Year M10171L5F061912, 2021; MI10171L5F062013, 2022; MI0616D5F062002, 2021; MI0616D5F062103, 2022 Pass through Entity Not applicable Finding Type Material weakness and material noncompliance with laws and regulations Repeat Finding No Criteria Per 24 CFR 578.49, rent paid must be reasonable in relation to rents being charged in the area for comparable space. Condition Controls in place did not ensure the Organization verified rent paid is reasonable in relation to rents being charged in the area for comparable space. Questioned Costs $1,249 Identification of How Questioned Costs Were Computed Questioned costs consist of rent paid for which documentation does not support reasonableness. Context For one of the seven rent payments tested, we were unable to conclude if the rent was reasonable in relation to rents being charged in the area for comparable space as the documentation maintained did not contain information on the number of bedrooms in the rental unit. Further, in review of the other six rent payments tested, we noted information on the number of bedrooms was not readily available and management's conclusions for rent reasonableness was not documented. Cause and Effect Controls were not in place to ensure rent reasonableness. A lack of controls, could result in questioned costs. Recommendation We recommend management establish procedures and controls to ensure documentation reviewed for rent reasonableness is maintained and the related conclusions are documented. Views of Responsible Officials and Planned Corrective Actions The Project Heal department verifies rent reasonableness before submission for grant reimbursement and/or billing is made to the finance department. The Staff Accountant called landlords to verify space against rent amount to ensure the amount charged was reasonable and verified against billing. Continuing forward, the finance department will work Project Heal to ensure all rent is paid according to space and area.
Assistance Listing Number, Federal Agency, and Program Name 14.267, U.S. Department of Housing and Urban Development, Continuum of Care Program Federal Award Identification Number and Year M10171L5F061912, 2021; MI10171L5F062013, 2022; MI0616D5F062002, 2021; MI0616D5F062103, 2022 Pass through Entity Not applicable Finding Type Material weakness and material noncompliance with laws and regulations Repeat Finding No Criteria Per 24 CFR 578.49, rent paid must be reasonable in relation to rents being charged in the area for comparable space. Condition Controls in place did not ensure the Organization verified rent paid is reasonable in relation to rents being charged in the area for comparable space. Questioned Costs $1,249 Identification of How Questioned Costs Were Computed Questioned costs consist of rent paid for which documentation does not support reasonableness. Context For one of the seven rent payments tested, we were unable to conclude if the rent was reasonable in relation to rents being charged in the area for comparable space as the documentation maintained did not contain information on the number of bedrooms in the rental unit. Further, in review of the other six rent payments tested, we noted information on the number of bedrooms was not readily available and management's conclusions for rent reasonableness was not documented. Cause and Effect Controls were not in place to ensure rent reasonableness. A lack of controls, could result in questioned costs. Recommendation We recommend management establish procedures and controls to ensure documentation reviewed for rent reasonableness is maintained and the related conclusions are documented. Views of Responsible Officials and Planned Corrective Actions The Project Heal department verifies rent reasonableness before submission for grant reimbursement and/or billing is made to the finance department. The Staff Accountant called landlords to verify space against rent amount to ensure the amount charged was reasonable and verified against billing. Continuing forward, the finance department will work Project Heal to ensure all rent is paid according to space and area.