2022 ? 002 ? Cost Principles: Compensation ? Personal Services Federal Agency: U.S Department of Health and Human Services Federal Program Name: Child Care and Development Block Grant Child Care Mandatory and Matching Funds of the Child Care and Development Fund Assistance Listing Number: 93.575, 93.576 Pass-Through Agency: California Department of Social Services Pass-Through Number(s): CCTR0172 Award Period: 07/01/21 ? 06/30/22 Type of Finding: Significant Deficiency in Internal Control over Compliance Criteria or Specific Requirement: 2 CFR section 200.430(i) requires that charges to federal awards for salaries and wages must be based on records that accurately reflect the work performed. The records must be supported by a system of internal control which provides reasonable assurance that the charges are accurate, allowable, and properly allocated and must support the distribution of the employee's salary or wages among specific activities or cost objectives if the employee works on more than one program or activity. Condition: The entity has a procedure in place which require employee to enter time daily to their timecard. During the year ended June 30, 2022, the entity was in transition from manual timecard to electronic timecard provided by their payroll company. The entity found reporting issues with the payroll system, which some of the timecard data during the first half of the year was missing. Of the 7 out of 30 selections, the entity was not able to provide timecard. In addition, of the 1 out of 30 selections, the timecard does not have indication of approval. Although management was not able to provide proof of timecard for a number of testing selections, there was procedure in place that management reviews pre-payroll report and labor distribution report to ensure proper time and effort reporting for salary and wages of employees charged to the grant. Questioned Costs: none. Cause: Employees are required to input their time using iPad on the job site or phone application. However, due to transition to a new payroll provider, there was issue with properly printing the report, causes the entity?s inability to provide support of timecard for a certain period. Effect and Context: The entity is not able to provide documentation as in accordance with the OMB's Uniform Guidance. Repeat Finding: The finding is not a repeat of a finding in the immediately prior year. Recommendation: We recommend the entity implement procedures to ensure that documentation in place as in accordance with the OMB's Uniform Guidance. In situation that it was reporting error from a third-party provider, we recommend the entity implement alternative procedures to maintain sufficient documentation. View of Responsible Officials: There is no disagreement with the audit finding. Planned Corrective Action: Our organization moved from written time sheets to a digital payroll platform. The training and staff implementation has included ongoing training with policies being rolled out and followed up with each month. Human resources has since reminded all staff of the requirement to approve their timesheets and all supervisors were reminded of this in recent staff meeting. This will be reviewed each payroll period and strong adherence will be followed with follow up action in place.
2022 ? 002 ? Cost Principles: Compensation ? Personal Services Federal Agency: U.S Department of Health and Human Services Federal Program Name: Child Care and Development Block Grant Child Care Mandatory and Matching Funds of the Child Care and Development Fund Assistance Listing Number: 93.575, 93.576 Pass-Through Agency: California Department of Social Services Pass-Through Number(s): CCTR0172 Award Period: 07/01/21 ? 06/30/22 Type of Finding: Significant Deficiency in Internal Control over Compliance Criteria or Specific Requirement: 2 CFR section 200.430(i) requires that charges to federal awards for salaries and wages must be based on records that accurately reflect the work performed. The records must be supported by a system of internal control which provides reasonable assurance that the charges are accurate, allowable, and properly allocated and must support the distribution of the employee's salary or wages among specific activities or cost objectives if the employee works on more than one program or activity. Condition: The entity has a procedure in place which require employee to enter time daily to their timecard. During the year ended June 30, 2022, the entity was in transition from manual timecard to electronic timecard provided by their payroll company. The entity found reporting issues with the payroll system, which some of the timecard data during the first half of the year was missing. Of the 7 out of 30 selections, the entity was not able to provide timecard. In addition, of the 1 out of 30 selections, the timecard does not have indication of approval. Although management was not able to provide proof of timecard for a number of testing selections, there was procedure in place that management reviews pre-payroll report and labor distribution report to ensure proper time and effort reporting for salary and wages of employees charged to the grant. Questioned Costs: none. Cause: Employees are required to input their time using iPad on the job site or phone application. However, due to transition to a new payroll provider, there was issue with properly printing the report, causes the entity?s inability to provide support of timecard for a certain period. Effect and Context: The entity is not able to provide documentation as in accordance with the OMB's Uniform Guidance. Repeat Finding: The finding is not a repeat of a finding in the immediately prior year. Recommendation: We recommend the entity implement procedures to ensure that documentation in place as in accordance with the OMB's Uniform Guidance. In situation that it was reporting error from a third-party provider, we recommend the entity implement alternative procedures to maintain sufficient documentation. View of Responsible Officials: There is no disagreement with the audit finding. Planned Corrective Action: Our organization moved from written time sheets to a digital payroll platform. The training and staff implementation has included ongoing training with policies being rolled out and followed up with each month. Human resources has since reminded all staff of the requirement to approve their timesheets and all supervisors were reminded of this in recent staff meeting. This will be reviewed each payroll period and strong adherence will be followed with follow up action in place.
2022 ? 002 ? Cost Principles: Compensation ? Personal Services Federal Agency: U.S Department of Health and Human Services Federal Program Name: Child Care and Development Block Grant Child Care Mandatory and Matching Funds of the Child Care and Development Fund Assistance Listing Number: 93.575, 93.576 Pass-Through Agency: California Department of Social Services Pass-Through Number(s): CCTR0172 Award Period: 07/01/21 ? 06/30/22 Type of Finding: Significant Deficiency in Internal Control over Compliance Criteria or Specific Requirement: 2 CFR section 200.430(i) requires that charges to federal awards for salaries and wages must be based on records that accurately reflect the work performed. The records must be supported by a system of internal control which provides reasonable assurance that the charges are accurate, allowable, and properly allocated and must support the distribution of the employee's salary or wages among specific activities or cost objectives if the employee works on more than one program or activity. Condition: The entity has a procedure in place which require employee to enter time daily to their timecard. During the year ended June 30, 2022, the entity was in transition from manual timecard to electronic timecard provided by their payroll company. The entity found reporting issues with the payroll system, which some of the timecard data during the first half of the year was missing. Of the 7 out of 30 selections, the entity was not able to provide timecard. In addition, of the 1 out of 30 selections, the timecard does not have indication of approval. Although management was not able to provide proof of timecard for a number of testing selections, there was procedure in place that management reviews pre-payroll report and labor distribution report to ensure proper time and effort reporting for salary and wages of employees charged to the grant. Questioned Costs: none. Cause: Employees are required to input their time using iPad on the job site or phone application. However, due to transition to a new payroll provider, there was issue with properly printing the report, causes the entity?s inability to provide support of timecard for a certain period. Effect and Context: The entity is not able to provide documentation as in accordance with the OMB's Uniform Guidance. Repeat Finding: The finding is not a repeat of a finding in the immediately prior year. Recommendation: We recommend the entity implement procedures to ensure that documentation in place as in accordance with the OMB's Uniform Guidance. In situation that it was reporting error from a third-party provider, we recommend the entity implement alternative procedures to maintain sufficient documentation. View of Responsible Officials: There is no disagreement with the audit finding. Planned Corrective Action: Our organization moved from written time sheets to a digital payroll platform. The training and staff implementation has included ongoing training with policies being rolled out and followed up with each month. Human resources has since reminded all staff of the requirement to approve their timesheets and all supervisors were reminded of this in recent staff meeting. This will be reviewed each payroll period and strong adherence will be followed with follow up action in place.
2022 ? 002 ? Cost Principles: Compensation ? Personal Services Federal Agency: U.S Department of Health and Human Services Federal Program Name: Child Care and Development Block Grant Child Care Mandatory and Matching Funds of the Child Care and Development Fund Assistance Listing Number: 93.575, 93.576 Pass-Through Agency: California Department of Social Services Pass-Through Number(s): CCTR0172 Award Period: 07/01/21 ? 06/30/22 Type of Finding: Significant Deficiency in Internal Control over Compliance Criteria or Specific Requirement: 2 CFR section 200.430(i) requires that charges to federal awards for salaries and wages must be based on records that accurately reflect the work performed. The records must be supported by a system of internal control which provides reasonable assurance that the charges are accurate, allowable, and properly allocated and must support the distribution of the employee's salary or wages among specific activities or cost objectives if the employee works on more than one program or activity. Condition: The entity has a procedure in place which require employee to enter time daily to their timecard. During the year ended June 30, 2022, the entity was in transition from manual timecard to electronic timecard provided by their payroll company. The entity found reporting issues with the payroll system, which some of the timecard data during the first half of the year was missing. Of the 7 out of 30 selections, the entity was not able to provide timecard. In addition, of the 1 out of 30 selections, the timecard does not have indication of approval. Although management was not able to provide proof of timecard for a number of testing selections, there was procedure in place that management reviews pre-payroll report and labor distribution report to ensure proper time and effort reporting for salary and wages of employees charged to the grant. Questioned Costs: none. Cause: Employees are required to input their time using iPad on the job site or phone application. However, due to transition to a new payroll provider, there was issue with properly printing the report, causes the entity?s inability to provide support of timecard for a certain period. Effect and Context: The entity is not able to provide documentation as in accordance with the OMB's Uniform Guidance. Repeat Finding: The finding is not a repeat of a finding in the immediately prior year. Recommendation: We recommend the entity implement procedures to ensure that documentation in place as in accordance with the OMB's Uniform Guidance. In situation that it was reporting error from a third-party provider, we recommend the entity implement alternative procedures to maintain sufficient documentation. View of Responsible Officials: There is no disagreement with the audit finding. Planned Corrective Action: Our organization moved from written time sheets to a digital payroll platform. The training and staff implementation has included ongoing training with policies being rolled out and followed up with each month. Human resources has since reminded all staff of the requirement to approve their timesheets and all supervisors were reminded of this in recent staff meeting. This will be reviewed each payroll period and strong adherence will be followed with follow up action in place.