Audit 398900

Year Finding Originated: 2025 Title and Assistance Listing Number of Federal Program: Staffing for Adequate Fire and Emergency Response 97.083 Federal Award Identification Number and Year: EMW-2022-FF-00974 Name of Federal Agency: Department of Homeland Security Questioned Costs: $13,801 Criteria: Per 2 CFR § 200.305, non-Federal entities must minimize the time between the transfer of federal funds and the disbursement of those funds for program purposes. Federal regulations and the SAFER grant terms require that reimbursement requests be based on allowable expenditures that have been incurred by the District. Additionally, 2 CFR § 200.303 requires non-Federal entities to establish and maintain effective internal controls over Federal awards to ensure compliance with Federal statutes, regulations, and terms and conditions of the Federal awards. Condition: During testing of SAFER reimbursement requests, one reimbursement request contained an error in the benefits calculation formula, resulting in the employer insurance costs being included twice in the request. The District received funds in excess of allowable costs incurred during the reimbursement period due to the calculation error. The District’s control designed to prevent such errors, management review and approval of SAFER reimbursement requests prior to submission, did not operate effectively. Although reimbursement requests are prepared and submitted by District personnel, documentation supporting management’s review and approval of the reimbursement calculations was not maintained, and the error in the reimbursement calculation was not detected prior to submission. Cause: The reimbursement request was prepared using a manual spreadsheet containing a formula error that duplicated certain benefit costs. The District’s reviewed procedures were not formally documented or designed to ensure the accuracy of reimbursement calculations prior to submission. Effect: The District requested and received federal funds in excess of allowable expenditures incurred during the reimbursement period. Additionally, the lack of effective review controls increases the risk that reimbursement requests may contain errors or unsupported amounts. Recommendation: We recommend that the District strengthen controls over reimbursement calculations and implement review procedures to ensure reimbursement requests are based solely on allowable costs incurred prior to submission. Views of responsible officials: See management’s response to finding on Page 59.

Year Finding Originated: 2025 Title and Assistance Listing Number of Federal Program: Staffing for Adequate Fire and Emergency Response 97.083 Federal Award Identification Number and Year: EMW-2022-FF-00974 Name of Federal Agency: Department of Homeland Security Questioned Costs: $0 Criteria: Per 2 CFR § 200.303(a), the non-Federal entity must establish, document, and maintain effective internal control over Federal awards to ensure compliance with federal statutes, regulations, and terms and conditions of the federal awards. Condition: During testing of reporting requirements for the SAFER grant, the District could not provide documentation evidencing management review and approval of required federal reports prior to submission. Discussions with management indicated that reports were prepared and submitted by District personnel; however, formal documentation evidencing management review and approval was not maintained. Cause: The District relied on informal communication and oversight rather than detailed review procedures to ensure required federal reports are accurately prepared prior to submission. Effect: While no instances of noncompliance were noted, the lack of documented controls in practice increases the risk that future required reports could be incomplete, inaccurate, or untimely. Recommendation: We recommend that the District enhance and document internal controls over financial reporting, including a detailed review and approval process for required federal reports prior to submission, including maintaining documentation evidencing such review. Views of responsible officials: See management’s response to finding on Page 59.