Audit 43752

DEPARTMENT OF HEALTH AND HUMAN SERVICES HeadStart, CFDA # 93.600 2022 - 03: Criteria: 2 CFR 200.512(a) requires that (SF) 425 form must be submitted on a quarterly and semi-annual basis no later than 30 days after the end of each reporting period. Annual report shall be submitted no later than 90 days after the end of each report period. (SF) 429 form must be submitted on an annual basis no later than 90 days after the project or grant period end date. Condition: In gaining our understanding of control over (SF) 425 and (SF) 429 forms, we noted the following controls: (SF) 425 form must be submitted quarterly basis and (SF) 429 form must be submitted annually. We reviewed (SF) 425 forms for the 2nd quarter and 4th quarter noted that amounts did not agreed to the general ledger and quarterly reports were submitted late. Form (SF) 429 was not submitted in a timely manner at all. Cause: The Agency had significant turnover for the whole year of 2021 and 2022. This resulted in significant delays in getting ready or providing information and submitted the required forms to the funder agency. Effect: This delay and in accuracy in reporting to the governmental entity could cause some confusion by the governmental entity in exactly how much funds were spent during the quarter and prevents the Agency in tracking their grant funds spent and how much is remaining. This could result in overspending on the grant. Auditor?s Recommendation: We recommend that when there is a significant vacancy in the accounting department, the Agency finds some temporary help to keep the accounting records accurate and up to date. This will enable the Agency to have adequate and complete accounting records to meet reporting requirements. Management response: Due to significant employee turnover in the accounting department, SF-425 and SF-429 reports were not submitted in a timely manner or with information matching the general ledger. The new accounting team is in place and is in the process of correcting and resubmitting or submitting the reports. The accounting team will submit accurate SF-425 and SF-429 reports in a timely manner moving forward.

DEPARTMENT OF HEALTH AND HUMAN SERVICES HeadStart, CFDA # 93.600 2022 - 03: Criteria: 2 CFR 200.512(a) requires that (SF) 425 form must be submitted on a quarterly and semi-annual basis no later than 30 days after the end of each reporting period. Annual report shall be submitted no later than 90 days after the end of each report period. (SF) 429 form must be submitted on an annual basis no later than 90 days after the project or grant period end date. Condition: In gaining our understanding of control over (SF) 425 and (SF) 429 forms, we noted the following controls: (SF) 425 form must be submitted quarterly basis and (SF) 429 form must be submitted annually. We reviewed (SF) 425 forms for the 2nd quarter and 4th quarter noted that amounts did not agreed to the general ledger and quarterly reports were submitted late. Form (SF) 429 was not submitted in a timely manner at all. Cause: The Agency had significant turnover for the whole year of 2021 and 2022. This resulted in significant delays in getting ready or providing information and submitted the required forms to the funder agency. Effect: This delay and in accuracy in reporting to the governmental entity could cause some confusion by the governmental entity in exactly how much funds were spent during the quarter and prevents the Agency in tracking their grant funds spent and how much is remaining. This could result in overspending on the grant. Auditor?s Recommendation: We recommend that when there is a significant vacancy in the accounting department, the Agency finds some temporary help to keep the accounting records accurate and up to date. This will enable the Agency to have adequate and complete accounting records to meet reporting requirements. Management response: Due to significant employee turnover in the accounting department, SF-425 and SF-429 reports were not submitted in a timely manner or with information matching the general ledger. The new accounting team is in place and is in the process of correcting and resubmitting or submitting the reports. The accounting team will submit accurate SF-425 and SF-429 reports in a timely manner moving forward.