2022-003 Department of Housing and Urban Development Emergency Solutions Grants Program, Federal Financial Assistance Listing 14.231 Procurement, Suspension, and Debarment Material Weakness in Internal Control Over Compliance Grant Award Number: Affects all grant awards included under Federal Financial Assistance Listing 14.231 on the Schedule. Criteria: 2 CFR Part 200 (Uniform Guidance) requires that a non-federal entity must use its own documented procurement procedures, which reflect applicable state and local laws and regulations, provided that the procedures conform to applicable federal law and standards. Condition: The Organization has documented procurement procedures that conform to applicable federal standards; however, the procedures were not followed regarding maintaining documentation of obtaining three bids for simplified acquisition small purchases and the conclusion as to which item was selected. In addition, the Organization was not testing vendors for suspension and debarment. Cause: The Organization did not have adequate internal controls in place to ensure that the processes laid out in their procurement policy were followed. Effect: The best price for the purchase may not have been obtained and payments could be made to recipients who were suspended or debarred. Questioned Costs: None reported Context/Sampling: A nonstatistical sample of 45 transactions were selected for testing. Required documentation related to procurement was not maintained for multiple items selected which totaled federal expenditures of $3,039. The total dollar amount of the sample was $24,208. Repeat Finding from Prior Year(s): Yes, Finding #2021-004 Recommendation: We recommend the Organization enhance internal control to ensure all transactions under federal awards follow their written procurement policy and suspension and debarment verification procedures are performed prior to entering into the transactions. Views of Responsible Officials: Management agrees with the finding.
2022-004 Department of Housing and Urban Development Emergency Solutions Grants Program, Federal Financial Assistance Listing 14.231 Earmarking Significant Deficiency in Internal Control Over Compliance Grant Award Number: Affects all grant awards included under Federal Financial Assistance Listing 14.231 on the Schedule. Criteria: 2 CFR 200.303(a) establishes that the auditee must establish and maintain effective internal control over the federal award that provides assurance that the entity is managing the federal award in compliance with federal statutes, regulations, and conditions of the federal award. Condition: For the two earmarking calculations, there was no formal documentation of a secondary review of the earmarking calculation. Cause: The Organization has designed internal controls over this area; however, the controls were not performed. Effect: The condition may affect the Organization?s ability to support compliance with earmarking requirements. Questioned Costs: None reported. Context/Sampling: Two earmarking calculations out of two were selected for testing for the program. Repeat Finding from Prior Year(s): Yes, Finding #2021-009 Recommendation: We recommend the procedures related to earmarking be reviewed with applicable program employees to ensure proper documentation and review is properly supported and the documentation is retained. Views of Responsible Officials: Management agrees with the finding.
2022-003 Department of Housing and Urban Development Emergency Solutions Grants Program, Federal Financial Assistance Listing 14.231 Procurement, Suspension, and Debarment Material Weakness in Internal Control Over Compliance Grant Award Number: Affects all grant awards included under Federal Financial Assistance Listing 14.231 on the Schedule. Criteria: 2 CFR Part 200 (Uniform Guidance) requires that a non-federal entity must use its own documented procurement procedures, which reflect applicable state and local laws and regulations, provided that the procedures conform to applicable federal law and standards. Condition: The Organization has documented procurement procedures that conform to applicable federal standards; however, the procedures were not followed regarding maintaining documentation of obtaining three bids for simplified acquisition small purchases and the conclusion as to which item was selected. In addition, the Organization was not testing vendors for suspension and debarment. Cause: The Organization did not have adequate internal controls in place to ensure that the processes laid out in their procurement policy were followed. Effect: The best price for the purchase may not have been obtained and payments could be made to recipients who were suspended or debarred. Questioned Costs: None reported Context/Sampling: A nonstatistical sample of 45 transactions were selected for testing. Required documentation related to procurement was not maintained for multiple items selected which totaled federal expenditures of $3,039. The total dollar amount of the sample was $24,208. Repeat Finding from Prior Year(s): Yes, Finding #2021-004 Recommendation: We recommend the Organization enhance internal control to ensure all transactions under federal awards follow their written procurement policy and suspension and debarment verification procedures are performed prior to entering into the transactions. Views of Responsible Officials: Management agrees with the finding.
2022-004 Department of Housing and Urban Development Emergency Solutions Grants Program, Federal Financial Assistance Listing 14.231 Earmarking Significant Deficiency in Internal Control Over Compliance Grant Award Number: Affects all grant awards included under Federal Financial Assistance Listing 14.231 on the Schedule. Criteria: 2 CFR 200.303(a) establishes that the auditee must establish and maintain effective internal control over the federal award that provides assurance that the entity is managing the federal award in compliance with federal statutes, regulations, and conditions of the federal award. Condition: For the two earmarking calculations, there was no formal documentation of a secondary review of the earmarking calculation. Cause: The Organization has designed internal controls over this area; however, the controls were not performed. Effect: The condition may affect the Organization?s ability to support compliance with earmarking requirements. Questioned Costs: None reported. Context/Sampling: Two earmarking calculations out of two were selected for testing for the program. Repeat Finding from Prior Year(s): Yes, Finding #2021-009 Recommendation: We recommend the procedures related to earmarking be reviewed with applicable program employees to ensure proper documentation and review is properly supported and the documentation is retained. Views of Responsible Officials: Management agrees with the finding.
2022-003 Department of Housing and Urban Development Emergency Solutions Grants Program, Federal Financial Assistance Listing 14.231 Procurement, Suspension, and Debarment Material Weakness in Internal Control Over Compliance Grant Award Number: Affects all grant awards included under Federal Financial Assistance Listing 14.231 on the Schedule. Criteria: 2 CFR Part 200 (Uniform Guidance) requires that a non-federal entity must use its own documented procurement procedures, which reflect applicable state and local laws and regulations, provided that the procedures conform to applicable federal law and standards. Condition: The Organization has documented procurement procedures that conform to applicable federal standards; however, the procedures were not followed regarding maintaining documentation of obtaining three bids for simplified acquisition small purchases and the conclusion as to which item was selected. In addition, the Organization was not testing vendors for suspension and debarment. Cause: The Organization did not have adequate internal controls in place to ensure that the processes laid out in their procurement policy were followed. Effect: The best price for the purchase may not have been obtained and payments could be made to recipients who were suspended or debarred. Questioned Costs: None reported Context/Sampling: A nonstatistical sample of 45 transactions were selected for testing. Required documentation related to procurement was not maintained for multiple items selected which totaled federal expenditures of $3,039. The total dollar amount of the sample was $24,208. Repeat Finding from Prior Year(s): Yes, Finding #2021-004 Recommendation: We recommend the Organization enhance internal control to ensure all transactions under federal awards follow their written procurement policy and suspension and debarment verification procedures are performed prior to entering into the transactions. Views of Responsible Officials: Management agrees with the finding.
2022-004 Department of Housing and Urban Development Emergency Solutions Grants Program, Federal Financial Assistance Listing 14.231 Earmarking Significant Deficiency in Internal Control Over Compliance Grant Award Number: Affects all grant awards included under Federal Financial Assistance Listing 14.231 on the Schedule. Criteria: 2 CFR 200.303(a) establishes that the auditee must establish and maintain effective internal control over the federal award that provides assurance that the entity is managing the federal award in compliance with federal statutes, regulations, and conditions of the federal award. Condition: For the two earmarking calculations, there was no formal documentation of a secondary review of the earmarking calculation. Cause: The Organization has designed internal controls over this area; however, the controls were not performed. Effect: The condition may affect the Organization?s ability to support compliance with earmarking requirements. Questioned Costs: None reported. Context/Sampling: Two earmarking calculations out of two were selected for testing for the program. Repeat Finding from Prior Year(s): Yes, Finding #2021-009 Recommendation: We recommend the procedures related to earmarking be reviewed with applicable program employees to ensure proper documentation and review is properly supported and the documentation is retained. Views of Responsible Officials: Management agrees with the finding.
2022-003 Department of Housing and Urban Development Emergency Solutions Grants Program, Federal Financial Assistance Listing 14.231 Procurement, Suspension, and Debarment Material Weakness in Internal Control Over Compliance Grant Award Number: Affects all grant awards included under Federal Financial Assistance Listing 14.231 on the Schedule. Criteria: 2 CFR Part 200 (Uniform Guidance) requires that a non-federal entity must use its own documented procurement procedures, which reflect applicable state and local laws and regulations, provided that the procedures conform to applicable federal law and standards. Condition: The Organization has documented procurement procedures that conform to applicable federal standards; however, the procedures were not followed regarding maintaining documentation of obtaining three bids for simplified acquisition small purchases and the conclusion as to which item was selected. In addition, the Organization was not testing vendors for suspension and debarment. Cause: The Organization did not have adequate internal controls in place to ensure that the processes laid out in their procurement policy were followed. Effect: The best price for the purchase may not have been obtained and payments could be made to recipients who were suspended or debarred. Questioned Costs: None reported Context/Sampling: A nonstatistical sample of 45 transactions were selected for testing. Required documentation related to procurement was not maintained for multiple items selected which totaled federal expenditures of $3,039. The total dollar amount of the sample was $24,208. Repeat Finding from Prior Year(s): Yes, Finding #2021-004 Recommendation: We recommend the Organization enhance internal control to ensure all transactions under federal awards follow their written procurement policy and suspension and debarment verification procedures are performed prior to entering into the transactions. Views of Responsible Officials: Management agrees with the finding.
2022-004 Department of Housing and Urban Development Emergency Solutions Grants Program, Federal Financial Assistance Listing 14.231 Earmarking Significant Deficiency in Internal Control Over Compliance Grant Award Number: Affects all grant awards included under Federal Financial Assistance Listing 14.231 on the Schedule. Criteria: 2 CFR 200.303(a) establishes that the auditee must establish and maintain effective internal control over the federal award that provides assurance that the entity is managing the federal award in compliance with federal statutes, regulations, and conditions of the federal award. Condition: For the two earmarking calculations, there was no formal documentation of a secondary review of the earmarking calculation. Cause: The Organization has designed internal controls over this area; however, the controls were not performed. Effect: The condition may affect the Organization?s ability to support compliance with earmarking requirements. Questioned Costs: None reported. Context/Sampling: Two earmarking calculations out of two were selected for testing for the program. Repeat Finding from Prior Year(s): Yes, Finding #2021-009 Recommendation: We recommend the procedures related to earmarking be reviewed with applicable program employees to ensure proper documentation and review is properly supported and the documentation is retained. Views of Responsible Officials: Management agrees with the finding.