Audit 405083

Special Supplemental Nutrition Program for Women, Infants and Children (WIC) ALN No. 10.557 U.S. Department of Health and Human Services Criteria or Specific Requirement – Cash Management (2 CFR 200.305(b) and 45 CFR 75.305(b)) Condition – The Organization is required to request reimbursement for program costs only after those costs have been incurred and paid. Certain expenditures were paid after reimbursement was received. Questioned Costs - None Context – One of nine cash reimbursement was tested and determined that not all expenses were paid by the Entity before reimbursement was received. This sample is not and is not expected to be a statistical sample. Effect – The Organization did not properly comply with the cash management requirements. Cause – The Organization’s internal controls did not properly identify certain expenditures were not paid before reimbursement was received. Identification as a repeat finding – Not a repeat finding. Recommendation – The Organization should enhance controls to ensure that all expenditures included in reimbursement requests have been paid prior to requesting federal funds. This may include implementing a review procedure to verify payment status before submission. Views of Responsible Officials and Planned Corrective Actions – Management acknowledges the importance of cash management policies with regards to reimbursable programs. Day Kimball Healthcare is committed to full compliance with federal cash management requirements and takes seriously its obligation to request reimbursement only after program expenditures have been both incurred and paid. During fiscal year 2025, the employee responsible for previous reporting of these expenses retired, and the job function of submission and review of this grant passed on to other individuals. Management recognizes that our existing review process did not include a sufficient control step to verify payment status prior to submission of reimbursement requests, and employees have now been trained on proper procedure, which includes confirmation of payment of expenses before submission is allowed. In addition, the reviewer is now aware of this requirement and confirmation of payment is now a part of this individual’s responsibilities as well. Going forward into fiscal year 2026 Management believes these controls will prevent similar findings from occurring. Sheena Farner, Director of Budget & Financial Reporting, will oversee this corrective action plan to be fully implemented by September 30, 2026.