U.S. Department of Health and Human Services Passed through the N.C. Department of Health and Human Services Medical Assistance Programs Assistance Listing # 93.778 Finding 2022-001 Nonmaterial Noncompliance - Eligibility Criteria: The County should have adequate documentation for each participant that supports each eligibility determination and the information entered into NC FAST, and to ensure all required physical documentation is located in the file to properly document eligibility with program requirements. The County should ensure all countable resources are computed accurately and all income information is entered into NCFAST correctly. Condition: There were 10 out of 60 participants tested with various filing errors noted below. Due to the COVID-19 Public Health Emergency, there were waivers in place during the fiscal year. In all instances, participants were found to be eligible for benefits. Questioned costs: None Context: There was one instance where the countable resources was not computed accurately in NCFAST. There were three instances where income was not entered into NCFAST correctly. There was one instance where the DMA-5097 was not on file. There were two instances where the income from the tax return was not counted correctly. There was one instance where the OVS was not run on a client. There were two instances where the OLV was not documented in the system. Effect: By not having the required documentation in the files or information being incorrectly documented, eligibility cannot be readily substantiated and there is a risk that the County could not immediately substantiate the eligibility determination. Cause: The increased workload caused by the global pandemic, coupled with Federal and State directives to not reduce or terminate benefits. Recommendation: Although this issue will occur from time to time considering the volume of case files that the County processes and maintains, we recommend procedures be reinforced in order to ensure all proper documentation is kept and maintained. Management?s Response: Management agrees with the finding but wishes to stress that Federal directives mandated eligibility for all applicants. Management also wishes to note that due to the pandemic they were unable to fully staff and properly train workers who were found and hired.
U.S. Department of Health and Human Services Passed through the N.C. Department of Health and Human Services Medical Assistance Programs Assistance Listing # 93.778 Finding 2022-001 Nonmaterial Noncompliance - Eligibility Criteria: The County should have adequate documentation for each participant that supports each eligibility determination and the information entered into NC FAST, and to ensure all required physical documentation is located in the file to properly document eligibility with program requirements. The County should ensure all countable resources are computed accurately and all income information is entered into NCFAST correctly. Condition: There were 10 out of 60 participants tested with various filing errors noted below. Due to the COVID-19 Public Health Emergency, there were waivers in place during the fiscal year. In all instances, participants were found to be eligible for benefits. Questioned costs: None Context: There was one instance where the countable resources was not computed accurately in NCFAST. There were three instances where income was not entered into NCFAST correctly. There was one instance where the DMA-5097 was not on file. There were two instances where the income from the tax return was not counted correctly. There was one instance where the OVS was not run on a client. There were two instances where the OLV was not documented in the system. Effect: By not having the required documentation in the files or information being incorrectly documented, eligibility cannot be readily substantiated and there is a risk that the County could not immediately substantiate the eligibility determination. Cause: The increased workload caused by the global pandemic, coupled with Federal and State directives to not reduce or terminate benefits. Recommendation: Although this issue will occur from time to time considering the volume of case files that the County processes and maintains, we recommend procedures be reinforced in order to ensure all proper documentation is kept and maintained. Management?s Response: Management agrees with the finding but wishes to stress that Federal directives mandated eligibility for all applicants. Management also wishes to note that due to the pandemic they were unable to fully staff and properly train workers who were found and hired.
U.S. Department of Health and Human Services Passed through the N.C. Department of Health and Human Services Medical Assistance Programs Assistance Listing # 93.778 Finding 2022-001 Nonmaterial Noncompliance - Eligibility Criteria: The County should have adequate documentation for each participant that supports each eligibility determination and the information entered into NC FAST, and to ensure all required physical documentation is located in the file to properly document eligibility with program requirements. The County should ensure all countable resources are computed accurately and all income information is entered into NCFAST correctly. Condition: There were 10 out of 60 participants tested with various filing errors noted below. Due to the COVID-19 Public Health Emergency, there were waivers in place during the fiscal year. In all instances, participants were found to be eligible for benefits. Questioned costs: None Context: There was one instance where the countable resources was not computed accurately in NCFAST. There were three instances where income was not entered into NCFAST correctly. There was one instance where the DMA-5097 was not on file. There were two instances where the income from the tax return was not counted correctly. There was one instance where the OVS was not run on a client. There were two instances where the OLV was not documented in the system. Effect: By not having the required documentation in the files or information being incorrectly documented, eligibility cannot be readily substantiated and there is a risk that the County could not immediately substantiate the eligibility determination. Cause: The increased workload caused by the global pandemic, coupled with Federal and State directives to not reduce or terminate benefits. Recommendation: Although this issue will occur from time to time considering the volume of case files that the County processes and maintains, we recommend procedures be reinforced in order to ensure all proper documentation is kept and maintained. Management?s Response: Management agrees with the finding but wishes to stress that Federal directives mandated eligibility for all applicants. Management also wishes to note that due to the pandemic they were unable to fully staff and properly train workers who were found and hired.
U.S. Department of Health and Human Services Passed through the N.C. Department of Health and Human Services Medical Assistance Programs Assistance Listing # 93.778 Finding 2022-001 Nonmaterial Noncompliance - Eligibility Criteria: The County should have adequate documentation for each participant that supports each eligibility determination and the information entered into NC FAST, and to ensure all required physical documentation is located in the file to properly document eligibility with program requirements. The County should ensure all countable resources are computed accurately and all income information is entered into NCFAST correctly. Condition: There were 10 out of 60 participants tested with various filing errors noted below. Due to the COVID-19 Public Health Emergency, there were waivers in place during the fiscal year. In all instances, participants were found to be eligible for benefits. Questioned costs: None Context: There was one instance where the countable resources was not computed accurately in NCFAST. There were three instances where income was not entered into NCFAST correctly. There was one instance where the DMA-5097 was not on file. There were two instances where the income from the tax return was not counted correctly. There was one instance where the OVS was not run on a client. There were two instances where the OLV was not documented in the system. Effect: By not having the required documentation in the files or information being incorrectly documented, eligibility cannot be readily substantiated and there is a risk that the County could not immediately substantiate the eligibility determination. Cause: The increased workload caused by the global pandemic, coupled with Federal and State directives to not reduce or terminate benefits. Recommendation: Although this issue will occur from time to time considering the volume of case files that the County processes and maintains, we recommend procedures be reinforced in order to ensure all proper documentation is kept and maintained. Management?s Response: Management agrees with the finding but wishes to stress that Federal directives mandated eligibility for all applicants. Management also wishes to note that due to the pandemic they were unable to fully staff and properly train workers who were found and hired.
U.S. Department of Health and Human Services Passed through the N.C. Department of Health and Human Services Medical Assistance Programs Assistance Listing # 93.778 Finding 2022-001 Nonmaterial Noncompliance - Eligibility Criteria: The County should have adequate documentation for each participant that supports each eligibility determination and the information entered into NC FAST, and to ensure all required physical documentation is located in the file to properly document eligibility with program requirements. The County should ensure all countable resources are computed accurately and all income information is entered into NCFAST correctly. Condition: There were 10 out of 60 participants tested with various filing errors noted below. Due to the COVID-19 Public Health Emergency, there were waivers in place during the fiscal year. In all instances, participants were found to be eligible for benefits. Questioned costs: None Context: There was one instance where the countable resources was not computed accurately in NCFAST. There were three instances where income was not entered into NCFAST correctly. There was one instance where the DMA-5097 was not on file. There were two instances where the income from the tax return was not counted correctly. There was one instance where the OVS was not run on a client. There were two instances where the OLV was not documented in the system. Effect: By not having the required documentation in the files or information being incorrectly documented, eligibility cannot be readily substantiated and there is a risk that the County could not immediately substantiate the eligibility determination. Cause: The increased workload caused by the global pandemic, coupled with Federal and State directives to not reduce or terminate benefits. Recommendation: Although this issue will occur from time to time considering the volume of case files that the County processes and maintains, we recommend procedures be reinforced in order to ensure all proper documentation is kept and maintained. Management?s Response: Management agrees with the finding but wishes to stress that Federal directives mandated eligibility for all applicants. Management also wishes to note that due to the pandemic they were unable to fully staff and properly train workers who were found and hired.
U.S. Department of Health and Human Services Passed through the N.C. Department of Health and Human Services Medical Assistance Programs Assistance Listing # 93.778 Finding 2022-001 Nonmaterial Noncompliance - Eligibility Criteria: The County should have adequate documentation for each participant that supports each eligibility determination and the information entered into NC FAST, and to ensure all required physical documentation is located in the file to properly document eligibility with program requirements. The County should ensure all countable resources are computed accurately and all income information is entered into NCFAST correctly. Condition: There were 10 out of 60 participants tested with various filing errors noted below. Due to the COVID-19 Public Health Emergency, there were waivers in place during the fiscal year. In all instances, participants were found to be eligible for benefits. Questioned costs: None Context: There was one instance where the countable resources was not computed accurately in NCFAST. There were three instances where income was not entered into NCFAST correctly. There was one instance where the DMA-5097 was not on file. There were two instances where the income from the tax return was not counted correctly. There was one instance where the OVS was not run on a client. There were two instances where the OLV was not documented in the system. Effect: By not having the required documentation in the files or information being incorrectly documented, eligibility cannot be readily substantiated and there is a risk that the County could not immediately substantiate the eligibility determination. Cause: The increased workload caused by the global pandemic, coupled with Federal and State directives to not reduce or terminate benefits. Recommendation: Although this issue will occur from time to time considering the volume of case files that the County processes and maintains, we recommend procedures be reinforced in order to ensure all proper documentation is kept and maintained. Management?s Response: Management agrees with the finding but wishes to stress that Federal directives mandated eligibility for all applicants. Management also wishes to note that due to the pandemic they were unable to fully staff and properly train workers who were found and hired.
U.S. Department of Treasury Emergency Rental Assistance Program Assistance Listing # 21.023 Finding 2022-002 Nonmaterial Noncompliance ? Reporting Criteria: Monthly and quarterly reports are due to the Department of Treasury within 15 days of month-end. The County should ensure all necessary reports are submitted timely. Condition: There was 1 out of 8 reports submitted late as noted below. Questioned costs: None Context: There was one instance where a report was submitted 13 days later than the required deadline. Effect: Expenditures may not be reviewed and approved by the grantor Agency in a timely manner. Cause: Staff turnover at the Director level. Also, increased workload caused by the global pandemic, coupled with staffing shortages during the year. Recommendation: We recommend the County implement a process to track and meet required reporting deadlines going forward. Management?s Response: The delay in reporting was due to turnover in the Finance Director position in mid-June 2022 and a subsequent misunderstanding of the due date. The newly appointed interim Finance Director believed the report to be due by July 31, 2022. We agree with the recommendation.
U.S. Department of Health and Human Services Passed through the N.C. Department of Health and Human Services Medical Assistance Programs Assistance Listing # 93.778 Finding 2022-001 Nonmaterial Noncompliance - Eligibility Criteria: The County should have adequate documentation for each participant that supports each eligibility determination and the information entered into NC FAST, and to ensure all required physical documentation is located in the file to properly document eligibility with program requirements. The County should ensure all countable resources are computed accurately and all income information is entered into NCFAST correctly. Condition: There were 10 out of 60 participants tested with various filing errors noted below. Due to the COVID-19 Public Health Emergency, there were waivers in place during the fiscal year. In all instances, participants were found to be eligible for benefits. Questioned costs: None Context: There was one instance where the countable resources was not computed accurately in NCFAST. There were three instances where income was not entered into NCFAST correctly. There was one instance where the DMA-5097 was not on file. There were two instances where the income from the tax return was not counted correctly. There was one instance where the OVS was not run on a client. There were two instances where the OLV was not documented in the system. Effect: By not having the required documentation in the files or information being incorrectly documented, eligibility cannot be readily substantiated and there is a risk that the County could not immediately substantiate the eligibility determination. Cause: The increased workload caused by the global pandemic, coupled with Federal and State directives to not reduce or terminate benefits. Recommendation: Although this issue will occur from time to time considering the volume of case files that the County processes and maintains, we recommend procedures be reinforced in order to ensure all proper documentation is kept and maintained. Management?s Response: Management agrees with the finding but wishes to stress that Federal directives mandated eligibility for all applicants. Management also wishes to note that due to the pandemic they were unable to fully staff and properly train workers who were found and hired.
U.S. Department of Health and Human Services Passed through the N.C. Department of Health and Human Services Medical Assistance Programs Assistance Listing # 93.778 Finding 2022-001 Nonmaterial Noncompliance - Eligibility Criteria: The County should have adequate documentation for each participant that supports each eligibility determination and the information entered into NC FAST, and to ensure all required physical documentation is located in the file to properly document eligibility with program requirements. The County should ensure all countable resources are computed accurately and all income information is entered into NCFAST correctly. Condition: There were 10 out of 60 participants tested with various filing errors noted below. Due to the COVID-19 Public Health Emergency, there were waivers in place during the fiscal year. In all instances, participants were found to be eligible for benefits. Questioned costs: None Context: There was one instance where the countable resources was not computed accurately in NCFAST. There were three instances where income was not entered into NCFAST correctly. There was one instance where the DMA-5097 was not on file. There were two instances where the income from the tax return was not counted correctly. There was one instance where the OVS was not run on a client. There were two instances where the OLV was not documented in the system. Effect: By not having the required documentation in the files or information being incorrectly documented, eligibility cannot be readily substantiated and there is a risk that the County could not immediately substantiate the eligibility determination. Cause: The increased workload caused by the global pandemic, coupled with Federal and State directives to not reduce or terminate benefits. Recommendation: Although this issue will occur from time to time considering the volume of case files that the County processes and maintains, we recommend procedures be reinforced in order to ensure all proper documentation is kept and maintained. Management?s Response: Management agrees with the finding but wishes to stress that Federal directives mandated eligibility for all applicants. Management also wishes to note that due to the pandemic they were unable to fully staff and properly train workers who were found and hired.
U.S. Department of Health and Human Services Passed through the N.C. Department of Health and Human Services Medical Assistance Programs Assistance Listing # 93.778 Finding 2022-001 Nonmaterial Noncompliance - Eligibility Criteria: The County should have adequate documentation for each participant that supports each eligibility determination and the information entered into NC FAST, and to ensure all required physical documentation is located in the file to properly document eligibility with program requirements. The County should ensure all countable resources are computed accurately and all income information is entered into NCFAST correctly. Condition: There were 10 out of 60 participants tested with various filing errors noted below. Due to the COVID-19 Public Health Emergency, there were waivers in place during the fiscal year. In all instances, participants were found to be eligible for benefits. Questioned costs: None Context: There was one instance where the countable resources was not computed accurately in NCFAST. There were three instances where income was not entered into NCFAST correctly. There was one instance where the DMA-5097 was not on file. There were two instances where the income from the tax return was not counted correctly. There was one instance where the OVS was not run on a client. There were two instances where the OLV was not documented in the system. Effect: By not having the required documentation in the files or information being incorrectly documented, eligibility cannot be readily substantiated and there is a risk that the County could not immediately substantiate the eligibility determination. Cause: The increased workload caused by the global pandemic, coupled with Federal and State directives to not reduce or terminate benefits. Recommendation: Although this issue will occur from time to time considering the volume of case files that the County processes and maintains, we recommend procedures be reinforced in order to ensure all proper documentation is kept and maintained. Management?s Response: Management agrees with the finding but wishes to stress that Federal directives mandated eligibility for all applicants. Management also wishes to note that due to the pandemic they were unable to fully staff and properly train workers who were found and hired.
U.S. Department of Health and Human Services Passed through the N.C. Department of Health and Human Services Medical Assistance Programs Assistance Listing # 93.778 Finding 2022-001 Nonmaterial Noncompliance - Eligibility Criteria: The County should have adequate documentation for each participant that supports each eligibility determination and the information entered into NC FAST, and to ensure all required physical documentation is located in the file to properly document eligibility with program requirements. The County should ensure all countable resources are computed accurately and all income information is entered into NCFAST correctly. Condition: There were 10 out of 60 participants tested with various filing errors noted below. Due to the COVID-19 Public Health Emergency, there were waivers in place during the fiscal year. In all instances, participants were found to be eligible for benefits. Questioned costs: None Context: There was one instance where the countable resources was not computed accurately in NCFAST. There were three instances where income was not entered into NCFAST correctly. There was one instance where the DMA-5097 was not on file. There were two instances where the income from the tax return was not counted correctly. There was one instance where the OVS was not run on a client. There were two instances where the OLV was not documented in the system. Effect: By not having the required documentation in the files or information being incorrectly documented, eligibility cannot be readily substantiated and there is a risk that the County could not immediately substantiate the eligibility determination. Cause: The increased workload caused by the global pandemic, coupled with Federal and State directives to not reduce or terminate benefits. Recommendation: Although this issue will occur from time to time considering the volume of case files that the County processes and maintains, we recommend procedures be reinforced in order to ensure all proper documentation is kept and maintained. Management?s Response: Management agrees with the finding but wishes to stress that Federal directives mandated eligibility for all applicants. Management also wishes to note that due to the pandemic they were unable to fully staff and properly train workers who were found and hired.
U.S. Department of Health and Human Services Passed through the N.C. Department of Health and Human Services Medical Assistance Programs Assistance Listing # 93.778 Finding 2022-001 Nonmaterial Noncompliance - Eligibility Criteria: The County should have adequate documentation for each participant that supports each eligibility determination and the information entered into NC FAST, and to ensure all required physical documentation is located in the file to properly document eligibility with program requirements. The County should ensure all countable resources are computed accurately and all income information is entered into NCFAST correctly. Condition: There were 10 out of 60 participants tested with various filing errors noted below. Due to the COVID-19 Public Health Emergency, there were waivers in place during the fiscal year. In all instances, participants were found to be eligible for benefits. Questioned costs: None Context: There was one instance where the countable resources was not computed accurately in NCFAST. There were three instances where income was not entered into NCFAST correctly. There was one instance where the DMA-5097 was not on file. There were two instances where the income from the tax return was not counted correctly. There was one instance where the OVS was not run on a client. There were two instances where the OLV was not documented in the system. Effect: By not having the required documentation in the files or information being incorrectly documented, eligibility cannot be readily substantiated and there is a risk that the County could not immediately substantiate the eligibility determination. Cause: The increased workload caused by the global pandemic, coupled with Federal and State directives to not reduce or terminate benefits. Recommendation: Although this issue will occur from time to time considering the volume of case files that the County processes and maintains, we recommend procedures be reinforced in order to ensure all proper documentation is kept and maintained. Management?s Response: Management agrees with the finding but wishes to stress that Federal directives mandated eligibility for all applicants. Management also wishes to note that due to the pandemic they were unable to fully staff and properly train workers who were found and hired.
U.S. Department of Health and Human Services Passed through the N.C. Department of Health and Human Services Medical Assistance Programs Assistance Listing # 93.778 Finding 2022-001 Nonmaterial Noncompliance - Eligibility Criteria: The County should have adequate documentation for each participant that supports each eligibility determination and the information entered into NC FAST, and to ensure all required physical documentation is located in the file to properly document eligibility with program requirements. The County should ensure all countable resources are computed accurately and all income information is entered into NCFAST correctly. Condition: There were 10 out of 60 participants tested with various filing errors noted below. Due to the COVID-19 Public Health Emergency, there were waivers in place during the fiscal year. In all instances, participants were found to be eligible for benefits. Questioned costs: None Context: There was one instance where the countable resources was not computed accurately in NCFAST. There were three instances where income was not entered into NCFAST correctly. There was one instance where the DMA-5097 was not on file. There were two instances where the income from the tax return was not counted correctly. There was one instance where the OVS was not run on a client. There were two instances where the OLV was not documented in the system. Effect: By not having the required documentation in the files or information being incorrectly documented, eligibility cannot be readily substantiated and there is a risk that the County could not immediately substantiate the eligibility determination. Cause: The increased workload caused by the global pandemic, coupled with Federal and State directives to not reduce or terminate benefits. Recommendation: Although this issue will occur from time to time considering the volume of case files that the County processes and maintains, we recommend procedures be reinforced in order to ensure all proper documentation is kept and maintained. Management?s Response: Management agrees with the finding but wishes to stress that Federal directives mandated eligibility for all applicants. Management also wishes to note that due to the pandemic they were unable to fully staff and properly train workers who were found and hired.
U.S. Department of Treasury Emergency Rental Assistance Program Assistance Listing # 21.023 Finding 2022-002 Nonmaterial Noncompliance ? Reporting Criteria: Monthly and quarterly reports are due to the Department of Treasury within 15 days of month-end. The County should ensure all necessary reports are submitted timely. Condition: There was 1 out of 8 reports submitted late as noted below. Questioned costs: None Context: There was one instance where a report was submitted 13 days later than the required deadline. Effect: Expenditures may not be reviewed and approved by the grantor Agency in a timely manner. Cause: Staff turnover at the Director level. Also, increased workload caused by the global pandemic, coupled with staffing shortages during the year. Recommendation: We recommend the County implement a process to track and meet required reporting deadlines going forward. Management?s Response: The delay in reporting was due to turnover in the Finance Director position in mid-June 2022 and a subsequent misunderstanding of the due date. The newly appointed interim Finance Director believed the report to be due by July 31, 2022. We agree with the recommendation.