U.S. Department of Agriculture – 10.558 Child and Adult Care Food Program 2025-001 Inaccurate Preparation of the Schedule of Expenditures of Federal Awards (SEFA) Criteria: The auditee is responsible for preparing an accurate Schedule of Expenditures of Federal Awards (SEFA) in accordance with the requirements of 2 CFR Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. The SEFA should properly identify federal awards expended, including the correct federal agency, pass-through entity information, Assistance Listing number, program name, and total federal expenditures for the audit period. Condition: During our audit, we noted that the SEFA prepared by management contained inaccuracies related to the Child Care and Adult Food Program. Specifically, the SEFA reported the wrong federal agency and the wrong pass-through agency. In addition, federal expenditures reported on the SEFA were overstated by$670,578. Cause: The inaccuracies appear to have resulted from insufficient review procedures over the preparation of the SEFA, including inadequate verification of award documentation, federal agency information, pass-through entity information, and expenditure amounts prior to finalization of the schedule. Effect: As a result, the SEFA was materially misstated prior to audit adjustment. Inaccurate reporting of federal agency and pass-through agency information, as well as overstated federal expenditures, could result in improper identification of major programs, inaccurate reporting to federal oversight agencies, and noncompliance with Single Audit reporting requirements. Questioned Costs: None noted. Recommendation: We recommend that management strengthen internal controls over SEFA preparation by implementing a detailed review process to verify all federal award information against grant agreements, award notifications, pass-through entity communications, general ledger detail, and other supporting documentation. This review should include confirmation of the correct federal agency, pass-through agency, Assistance Listing number, program name, and total federal expenditures before the SEFA is finalized. Views of Responsible Officials and Planned Corrective Actions: Responsible Person(s): Leesha Culp, Director CACFP/ECA Executive Director Anticipated Completion Date: November 2026 In September 2026, the Organization terminated its contract with its previous accounting services provider and engaged Whittle Strategic Accounting with demonstrated experience serving nonprofit organization subject to annual audits. In conjunction with this transition, ECA management will implement and oversee a documented grant-tracking and review process. Management will maintain complete award documentation, establish and approved grant-specific accounting codes, and provide coding direction to the financial services provider. ECA management will review grant activity against award documents and the general ledger at least quarterly. Before the SEFA is finalized, a designated member of management will independently verify the federal agency, pass-through entity, Assistance Listing number, program name, and total federal expenditures and document final approval. The new provider will support transaction recording and reconciliation. ECA management will retain responsibility for the internal controls, accuracy, review, and approval of all grant information and the SEFA.
U.S. Department of Agriculture – 10.558 Child and Adult Care Food Program 2025-004 Untimely Submission of Single Audit Reporting Package to the Federal Audit Clearinghouse Criteria: Uniform Guidance (2 CFR 200.512) requires the auditee to submit the reporting package (including the audited financial statements, schedule of expenditures of federal awards, summary schedule of prior audit findings, and corrective action plan, as applicable) to the Federal Audit Clearinghouse within the earlier of 30 calendar days after receipt of the auditor’s report(s) or nine months after the end of the audit period. Management is responsible for preparing the reporting package and ensuring timely submission, including providing the auditor with requested documentation necessary to complete the audit in a timely manner. Condition: For the year ended December 31, 2025, the auditee did not submit the Single Audit reporting package to the Federal Audit Clearinghouse by the required due date of September 30, 2026. Cause: The untimely submission occurred because the audit was delayed when management did not provide requested audit documentation timely. As a result, the auditor was unable to complete required audit procedures and issue the auditor’s report(s) within the timeframe necessary for management to submit the reporting package by the applicable due date. Effect: Failure to submit the Single Audit reporting package within the required timeframe may result in noncompliance with Uniform Guidance reporting requirements and could increase the risk of federal awarding agency or pass-through entity scrutiny, including potential delays in grant funding, withholding of award payments, or other administrative actions. Questioned Costs: None noted. Recommendation: We recommend that management implement and/or strengthen procedures to ensure timely completion of the audit and submission of the reporting package to the Federal Audit Clearinghouse. At a minimum, management should assign appropriate personnel and provide sufficient resources to support timely audit readiness, including advance preparation of key schedules and supporting documentation. Views of Responsible Officials and Planned Corrective Actions: Responsible Person(s): ECA Executive Director/Whittle Strategic Accounting Anticipated Completion Date: November 2026 In September 2026, the Organization terminated its contract with the previous accounting services provider and engaged Whittle Strategic Accounting. Whittle Strategic Accounting has a proven history of working with nonprofit organizations, many of whom are audited, and they have systems and processes that will provide better controls over the accuracy and timeliness of the financials. As part of their regular monthly close processes, Whittle Strategic Accounting prepares financials and workpapers in a manner that allows for a more seamless audit. This will reduce the amount length of time that it takes for an audit to be preformed and will allow the Organization to file required reports with the Federal Audit Clearinghouse in a timely manner. ECA Management will ensure that all materials necessary for audit review will be maintained and reviewed monthly. Monthly board and committee minutes will be maintained in a secure online file folder, accessible upon request for audit reporting.