2022-001: Lack of Regular Preparation and Review of Reliable Internal Financial Statements Material Weakness Criteria ? Management is responsible for oversight of IPTF, which includes timely recording, processing, summarizing, and review of accounting data (i.e., maintaining and reviewing internal books and records). Good internal controls also requires the Board of Directors to meet regularly and review the financial status and results of operations of IPTF. Condition ? Monthly internal financial statements were not prepared or reviewed by management after the transition to an outside contract accountant beginning in January 2022. Management also only had board minutes indicating the board met twice during the year. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. During the transition, monthly internal financial statements were either not prepared by the contract accountant, or when prepared were done late and were full of errors. Corrections to reports with errors were not made on a timely basis. As relates to the board meetings, the Executive Director indicated that while the Board does not formally meet every quarter and in person, they stay in regular contact and are meeting via phone and email. No formal documentation of these phone and email meetings is currently maintained by IPTF as board minutes. Effect ? Without a regular review of financial statements, a misstatement could occur and not be detected by management. Without good documentation of meetings, it is easy for an issue to be missed or forgotten in later meeting. Recommendation ? We recommend that management implement a formal process to prepare and review internal financial statements for all reporting entities on a monthly basis. IPTF should also implement a process for ensuring the board meet at least quarterly, and that these meetings be properly documented. Auditee?s comments and response ? IPTF has hired a new contract accountant and will ensure they prepare internal financial statements on a monthly basis as required by their written financial policies and send to management for review. Also, the board will plan to meet quarterly and document meeting minutes. Responsible party for corrective action: Sharon Day, Executive Director
2022-002: Audit Adjustments and Oversight of the Financial Reporting Process Material Weakness Criteria ? Management is responsible for the preparation and fair presentation of the financial statements in accordance with accounting principles generally accepted in the United States of America, and for the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error. Condition ? During the annual audit, nine adjustments were made to IPTF?s financial statements that in the aggregate, were material to the financial statements. Additionally, the financial statements for the year ended June 30, 2021 were restated during the current year due to a prior year error. Management reviewed, approved, and accepted responsibility for the audit adjustments before the financial statements were issued. The need for us to record significant audit adjustments indicates a break down in the internal controls related to preparing and reviewing the IPTF?s financial statements which we consider a material weakness because a misstatement of financial statements could occur and not be prevented or detected. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. This transition was not clean and certain closing entries that were typically made by the previous Finance Director were missed. Additionally, the existence of a multi-year pledge during the year ended June 30, 2020 was not properly communicated to the accounting department, resulting in the revenue being recorded when the payments were actually received instead of as revenue and receivable when originally pledged. Effect ? A material misstatement of the financial statement could occur and not be prevented or detected. Members of management using IPTF?s internal books and records may not have complete and accurate information throughout the year. Recommendation ? We recommend IPTF develop and implement a financial statement preparation, review and approval process to ensure that necessary adjustments and reconciliations are performed on a monthly basis. IPTF should also ensure that all documents related to pledges are obtained and communicated to the necessary member of management to ensure all transactions are recorded correctly. Auditee's comments and response ? IPTF has hired a new contract accountant and will ensure they establish the recommended procedures. Responsible party for corrective action: Sharon Day, Executive Director
2022-001: Lack of Regular Preparation and Review of Reliable Internal Financial Statements Material Weakness Criteria ? Management is responsible for oversight of IPTF, which includes timely recording, processing, summarizing, and review of accounting data (i.e., maintaining and reviewing internal books and records). Good internal controls also requires the Board of Directors to meet regularly and review the financial status and results of operations of IPTF. Condition ? Monthly internal financial statements were not prepared or reviewed by management after the transition to an outside contract accountant beginning in January 2022. Management also only had board minutes indicating the board met twice during the year. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. During the transition, monthly internal financial statements were either not prepared by the contract accountant, or when prepared were done late and were full of errors. Corrections to reports with errors were not made on a timely basis. As relates to the board meetings, the Executive Director indicated that while the Board does not formally meet every quarter and in person, they stay in regular contact and are meeting via phone and email. No formal documentation of these phone and email meetings is currently maintained by IPTF as board minutes. Effect ? Without a regular review of financial statements, a misstatement could occur and not be detected by management. Without good documentation of meetings, it is easy for an issue to be missed or forgotten in later meeting. Recommendation ? We recommend that management implement a formal process to prepare and review internal financial statements for all reporting entities on a monthly basis. IPTF should also implement a process for ensuring the board meet at least quarterly, and that these meetings be properly documented. Auditee?s comments and response ? IPTF has hired a new contract accountant and will ensure they prepare internal financial statements on a monthly basis as required by their written financial policies and send to management for review. Also, the board will plan to meet quarterly and document meeting minutes. Responsible party for corrective action: Sharon Day, Executive Director
2022-002: Audit Adjustments and Oversight of the Financial Reporting Process Material Weakness Criteria ? Management is responsible for the preparation and fair presentation of the financial statements in accordance with accounting principles generally accepted in the United States of America, and for the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error. Condition ? During the annual audit, nine adjustments were made to IPTF?s financial statements that in the aggregate, were material to the financial statements. Additionally, the financial statements for the year ended June 30, 2021 were restated during the current year due to a prior year error. Management reviewed, approved, and accepted responsibility for the audit adjustments before the financial statements were issued. The need for us to record significant audit adjustments indicates a break down in the internal controls related to preparing and reviewing the IPTF?s financial statements which we consider a material weakness because a misstatement of financial statements could occur and not be prevented or detected. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. This transition was not clean and certain closing entries that were typically made by the previous Finance Director were missed. Additionally, the existence of a multi-year pledge during the year ended June 30, 2020 was not properly communicated to the accounting department, resulting in the revenue being recorded when the payments were actually received instead of as revenue and receivable when originally pledged. Effect ? A material misstatement of the financial statement could occur and not be prevented or detected. Members of management using IPTF?s internal books and records may not have complete and accurate information throughout the year. Recommendation ? We recommend IPTF develop and implement a financial statement preparation, review and approval process to ensure that necessary adjustments and reconciliations are performed on a monthly basis. IPTF should also ensure that all documents related to pledges are obtained and communicated to the necessary member of management to ensure all transactions are recorded correctly. Auditee's comments and response ? IPTF has hired a new contract accountant and will ensure they establish the recommended procedures. Responsible party for corrective action: Sharon Day, Executive Director
2022-001: Lack of Regular Preparation and Review of Reliable Internal Financial Statements Material Weakness Criteria ? Management is responsible for oversight of IPTF, which includes timely recording, processing, summarizing, and review of accounting data (i.e., maintaining and reviewing internal books and records). Good internal controls also requires the Board of Directors to meet regularly and review the financial status and results of operations of IPTF. Condition ? Monthly internal financial statements were not prepared or reviewed by management after the transition to an outside contract accountant beginning in January 2022. Management also only had board minutes indicating the board met twice during the year. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. During the transition, monthly internal financial statements were either not prepared by the contract accountant, or when prepared were done late and were full of errors. Corrections to reports with errors were not made on a timely basis. As relates to the board meetings, the Executive Director indicated that while the Board does not formally meet every quarter and in person, they stay in regular contact and are meeting via phone and email. No formal documentation of these phone and email meetings is currently maintained by IPTF as board minutes. Effect ? Without a regular review of financial statements, a misstatement could occur and not be detected by management. Without good documentation of meetings, it is easy for an issue to be missed or forgotten in later meeting. Recommendation ? We recommend that management implement a formal process to prepare and review internal financial statements for all reporting entities on a monthly basis. IPTF should also implement a process for ensuring the board meet at least quarterly, and that these meetings be properly documented. Auditee?s comments and response ? IPTF has hired a new contract accountant and will ensure they prepare internal financial statements on a monthly basis as required by their written financial policies and send to management for review. Also, the board will plan to meet quarterly and document meeting minutes. Responsible party for corrective action: Sharon Day, Executive Director
2022-002: Audit Adjustments and Oversight of the Financial Reporting Process Material Weakness Criteria ? Management is responsible for the preparation and fair presentation of the financial statements in accordance with accounting principles generally accepted in the United States of America, and for the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error. Condition ? During the annual audit, nine adjustments were made to IPTF?s financial statements that in the aggregate, were material to the financial statements. Additionally, the financial statements for the year ended June 30, 2021 were restated during the current year due to a prior year error. Management reviewed, approved, and accepted responsibility for the audit adjustments before the financial statements were issued. The need for us to record significant audit adjustments indicates a break down in the internal controls related to preparing and reviewing the IPTF?s financial statements which we consider a material weakness because a misstatement of financial statements could occur and not be prevented or detected. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. This transition was not clean and certain closing entries that were typically made by the previous Finance Director were missed. Additionally, the existence of a multi-year pledge during the year ended June 30, 2020 was not properly communicated to the accounting department, resulting in the revenue being recorded when the payments were actually received instead of as revenue and receivable when originally pledged. Effect ? A material misstatement of the financial statement could occur and not be prevented or detected. Members of management using IPTF?s internal books and records may not have complete and accurate information throughout the year. Recommendation ? We recommend IPTF develop and implement a financial statement preparation, review and approval process to ensure that necessary adjustments and reconciliations are performed on a monthly basis. IPTF should also ensure that all documents related to pledges are obtained and communicated to the necessary member of management to ensure all transactions are recorded correctly. Auditee's comments and response ? IPTF has hired a new contract accountant and will ensure they establish the recommended procedures. Responsible party for corrective action: Sharon Day, Executive Director
2022-001: Lack of Regular Preparation and Review of Reliable Internal Financial Statements Material Weakness Criteria ? Management is responsible for oversight of IPTF, which includes timely recording, processing, summarizing, and review of accounting data (i.e., maintaining and reviewing internal books and records). Good internal controls also requires the Board of Directors to meet regularly and review the financial status and results of operations of IPTF. Condition ? Monthly internal financial statements were not prepared or reviewed by management after the transition to an outside contract accountant beginning in January 2022. Management also only had board minutes indicating the board met twice during the year. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. During the transition, monthly internal financial statements were either not prepared by the contract accountant, or when prepared were done late and were full of errors. Corrections to reports with errors were not made on a timely basis. As relates to the board meetings, the Executive Director indicated that while the Board does not formally meet every quarter and in person, they stay in regular contact and are meeting via phone and email. No formal documentation of these phone and email meetings is currently maintained by IPTF as board minutes. Effect ? Without a regular review of financial statements, a misstatement could occur and not be detected by management. Without good documentation of meetings, it is easy for an issue to be missed or forgotten in later meeting. Recommendation ? We recommend that management implement a formal process to prepare and review internal financial statements for all reporting entities on a monthly basis. IPTF should also implement a process for ensuring the board meet at least quarterly, and that these meetings be properly documented. Auditee?s comments and response ? IPTF has hired a new contract accountant and will ensure they prepare internal financial statements on a monthly basis as required by their written financial policies and send to management for review. Also, the board will plan to meet quarterly and document meeting minutes. Responsible party for corrective action: Sharon Day, Executive Director
2022-002: Audit Adjustments and Oversight of the Financial Reporting Process Material Weakness Criteria ? Management is responsible for the preparation and fair presentation of the financial statements in accordance with accounting principles generally accepted in the United States of America, and for the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error. Condition ? During the annual audit, nine adjustments were made to IPTF?s financial statements that in the aggregate, were material to the financial statements. Additionally, the financial statements for the year ended June 30, 2021 were restated during the current year due to a prior year error. Management reviewed, approved, and accepted responsibility for the audit adjustments before the financial statements were issued. The need for us to record significant audit adjustments indicates a break down in the internal controls related to preparing and reviewing the IPTF?s financial statements which we consider a material weakness because a misstatement of financial statements could occur and not be prevented or detected. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. This transition was not clean and certain closing entries that were typically made by the previous Finance Director were missed. Additionally, the existence of a multi-year pledge during the year ended June 30, 2020 was not properly communicated to the accounting department, resulting in the revenue being recorded when the payments were actually received instead of as revenue and receivable when originally pledged. Effect ? A material misstatement of the financial statement could occur and not be prevented or detected. Members of management using IPTF?s internal books and records may not have complete and accurate information throughout the year. Recommendation ? We recommend IPTF develop and implement a financial statement preparation, review and approval process to ensure that necessary adjustments and reconciliations are performed on a monthly basis. IPTF should also ensure that all documents related to pledges are obtained and communicated to the necessary member of management to ensure all transactions are recorded correctly. Auditee's comments and response ? IPTF has hired a new contract accountant and will ensure they establish the recommended procedures. Responsible party for corrective action: Sharon Day, Executive Director
2022-001: Lack of Regular Preparation and Review of Reliable Internal Financial Statements Material Weakness Criteria ? Management is responsible for oversight of IPTF, which includes timely recording, processing, summarizing, and review of accounting data (i.e., maintaining and reviewing internal books and records). Good internal controls also requires the Board of Directors to meet regularly and review the financial status and results of operations of IPTF. Condition ? Monthly internal financial statements were not prepared or reviewed by management after the transition to an outside contract accountant beginning in January 2022. Management also only had board minutes indicating the board met twice during the year. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. During the transition, monthly internal financial statements were either not prepared by the contract accountant, or when prepared were done late and were full of errors. Corrections to reports with errors were not made on a timely basis. As relates to the board meetings, the Executive Director indicated that while the Board does not formally meet every quarter and in person, they stay in regular contact and are meeting via phone and email. No formal documentation of these phone and email meetings is currently maintained by IPTF as board minutes. Effect ? Without a regular review of financial statements, a misstatement could occur and not be detected by management. Without good documentation of meetings, it is easy for an issue to be missed or forgotten in later meeting. Recommendation ? We recommend that management implement a formal process to prepare and review internal financial statements for all reporting entities on a monthly basis. IPTF should also implement a process for ensuring the board meet at least quarterly, and that these meetings be properly documented. Auditee?s comments and response ? IPTF has hired a new contract accountant and will ensure they prepare internal financial statements on a monthly basis as required by their written financial policies and send to management for review. Also, the board will plan to meet quarterly and document meeting minutes. Responsible party for corrective action: Sharon Day, Executive Director
2022-002: Audit Adjustments and Oversight of the Financial Reporting Process Material Weakness Criteria ? Management is responsible for the preparation and fair presentation of the financial statements in accordance with accounting principles generally accepted in the United States of America, and for the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error. Condition ? During the annual audit, nine adjustments were made to IPTF?s financial statements that in the aggregate, were material to the financial statements. Additionally, the financial statements for the year ended June 30, 2021 were restated during the current year due to a prior year error. Management reviewed, approved, and accepted responsibility for the audit adjustments before the financial statements were issued. The need for us to record significant audit adjustments indicates a break down in the internal controls related to preparing and reviewing the IPTF?s financial statements which we consider a material weakness because a misstatement of financial statements could occur and not be prevented or detected. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. This transition was not clean and certain closing entries that were typically made by the previous Finance Director were missed. Additionally, the existence of a multi-year pledge during the year ended June 30, 2020 was not properly communicated to the accounting department, resulting in the revenue being recorded when the payments were actually received instead of as revenue and receivable when originally pledged. Effect ? A material misstatement of the financial statement could occur and not be prevented or detected. Members of management using IPTF?s internal books and records may not have complete and accurate information throughout the year. Recommendation ? We recommend IPTF develop and implement a financial statement preparation, review and approval process to ensure that necessary adjustments and reconciliations are performed on a monthly basis. IPTF should also ensure that all documents related to pledges are obtained and communicated to the necessary member of management to ensure all transactions are recorded correctly. Auditee's comments and response ? IPTF has hired a new contract accountant and will ensure they establish the recommended procedures. Responsible party for corrective action: Sharon Day, Executive Director
2022-001: Lack of Regular Preparation and Review of Reliable Internal Financial Statements Material Weakness Criteria ? Management is responsible for oversight of IPTF, which includes timely recording, processing, summarizing, and review of accounting data (i.e., maintaining and reviewing internal books and records). Good internal controls also requires the Board of Directors to meet regularly and review the financial status and results of operations of IPTF. Condition ? Monthly internal financial statements were not prepared or reviewed by management after the transition to an outside contract accountant beginning in January 2022. Management also only had board minutes indicating the board met twice during the year. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. During the transition, monthly internal financial statements were either not prepared by the contract accountant, or when prepared were done late and were full of errors. Corrections to reports with errors were not made on a timely basis. As relates to the board meetings, the Executive Director indicated that while the Board does not formally meet every quarter and in person, they stay in regular contact and are meeting via phone and email. No formal documentation of these phone and email meetings is currently maintained by IPTF as board minutes. Effect ? Without a regular review of financial statements, a misstatement could occur and not be detected by management. Without good documentation of meetings, it is easy for an issue to be missed or forgotten in later meeting. Recommendation ? We recommend that management implement a formal process to prepare and review internal financial statements for all reporting entities on a monthly basis. IPTF should also implement a process for ensuring the board meet at least quarterly, and that these meetings be properly documented. Auditee?s comments and response ? IPTF has hired a new contract accountant and will ensure they prepare internal financial statements on a monthly basis as required by their written financial policies and send to management for review. Also, the board will plan to meet quarterly and document meeting minutes. Responsible party for corrective action: Sharon Day, Executive Director
2022-002: Audit Adjustments and Oversight of the Financial Reporting Process Material Weakness Criteria ? Management is responsible for the preparation and fair presentation of the financial statements in accordance with accounting principles generally accepted in the United States of America, and for the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error. Condition ? During the annual audit, nine adjustments were made to IPTF?s financial statements that in the aggregate, were material to the financial statements. Additionally, the financial statements for the year ended June 30, 2021 were restated during the current year due to a prior year error. Management reviewed, approved, and accepted responsibility for the audit adjustments before the financial statements were issued. The need for us to record significant audit adjustments indicates a break down in the internal controls related to preparing and reviewing the IPTF?s financial statements which we consider a material weakness because a misstatement of financial statements could occur and not be prevented or detected. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. This transition was not clean and certain closing entries that were typically made by the previous Finance Director were missed. Additionally, the existence of a multi-year pledge during the year ended June 30, 2020 was not properly communicated to the accounting department, resulting in the revenue being recorded when the payments were actually received instead of as revenue and receivable when originally pledged. Effect ? A material misstatement of the financial statement could occur and not be prevented or detected. Members of management using IPTF?s internal books and records may not have complete and accurate information throughout the year. Recommendation ? We recommend IPTF develop and implement a financial statement preparation, review and approval process to ensure that necessary adjustments and reconciliations are performed on a monthly basis. IPTF should also ensure that all documents related to pledges are obtained and communicated to the necessary member of management to ensure all transactions are recorded correctly. Auditee's comments and response ? IPTF has hired a new contract accountant and will ensure they establish the recommended procedures. Responsible party for corrective action: Sharon Day, Executive Director
2022-001: Lack of Regular Preparation and Review of Reliable Internal Financial Statements Material Weakness Criteria ? Management is responsible for oversight of IPTF, which includes timely recording, processing, summarizing, and review of accounting data (i.e., maintaining and reviewing internal books and records). Good internal controls also requires the Board of Directors to meet regularly and review the financial status and results of operations of IPTF. Condition ? Monthly internal financial statements were not prepared or reviewed by management after the transition to an outside contract accountant beginning in January 2022. Management also only had board minutes indicating the board met twice during the year. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. During the transition, monthly internal financial statements were either not prepared by the contract accountant, or when prepared were done late and were full of errors. Corrections to reports with errors were not made on a timely basis. As relates to the board meetings, the Executive Director indicated that while the Board does not formally meet every quarter and in person, they stay in regular contact and are meeting via phone and email. No formal documentation of these phone and email meetings is currently maintained by IPTF as board minutes. Effect ? Without a regular review of financial statements, a misstatement could occur and not be detected by management. Without good documentation of meetings, it is easy for an issue to be missed or forgotten in later meeting. Recommendation ? We recommend that management implement a formal process to prepare and review internal financial statements for all reporting entities on a monthly basis. IPTF should also implement a process for ensuring the board meet at least quarterly, and that these meetings be properly documented. Auditee?s comments and response ? IPTF has hired a new contract accountant and will ensure they prepare internal financial statements on a monthly basis as required by their written financial policies and send to management for review. Also, the board will plan to meet quarterly and document meeting minutes. Responsible party for corrective action: Sharon Day, Executive Director
2022-002: Audit Adjustments and Oversight of the Financial Reporting Process Material Weakness Criteria ? Management is responsible for the preparation and fair presentation of the financial statements in accordance with accounting principles generally accepted in the United States of America, and for the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error. Condition ? During the annual audit, nine adjustments were made to IPTF?s financial statements that in the aggregate, were material to the financial statements. Additionally, the financial statements for the year ended June 30, 2021 were restated during the current year due to a prior year error. Management reviewed, approved, and accepted responsibility for the audit adjustments before the financial statements were issued. The need for us to record significant audit adjustments indicates a break down in the internal controls related to preparing and reviewing the IPTF?s financial statements which we consider a material weakness because a misstatement of financial statements could occur and not be prevented or detected. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. This transition was not clean and certain closing entries that were typically made by the previous Finance Director were missed. Additionally, the existence of a multi-year pledge during the year ended June 30, 2020 was not properly communicated to the accounting department, resulting in the revenue being recorded when the payments were actually received instead of as revenue and receivable when originally pledged. Effect ? A material misstatement of the financial statement could occur and not be prevented or detected. Members of management using IPTF?s internal books and records may not have complete and accurate information throughout the year. Recommendation ? We recommend IPTF develop and implement a financial statement preparation, review and approval process to ensure that necessary adjustments and reconciliations are performed on a monthly basis. IPTF should also ensure that all documents related to pledges are obtained and communicated to the necessary member of management to ensure all transactions are recorded correctly. Auditee's comments and response ? IPTF has hired a new contract accountant and will ensure they establish the recommended procedures. Responsible party for corrective action: Sharon Day, Executive Director
2022-003: Filing of Federal Reports SF-425 and OPR Federal Departments: Department of Health and Human Services Assistance Listing #: 93.612 Internal Controls Significant Deficiency Category of Finding ? Reporting Criteria ? IPTF is responsible to submit Federal Financial Reports (SF-425) and Ongoing Progress Reports (OPR) semi-annually within 30 days of period end. Condition ? The March 30, 2022 SF-425 and OPR were filed on June 1, 2022, outside the 30 day filing requirement. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. After taking over, the contract accountant was not aware of these federal reporting requirements, and that they were responsible for them. Additionally, the information needed for filing these reports was not ready on-time due to the contract accountant?s inability to provide reliable and timely financial reports. Effect ? Failure to submit reports within the required period may result in IPTF?s status to be delinquent and not be able to draw down funds on the award. Recommendation ? We recommend that management implement a formal process to ensure that federal reports are prepared and reviewed timely. Auditee?s comments and response ? IPTF has hired a new contract accountant, who will be responsible for ensuring that the accounting records are prepared accurately and to ensure that these required reports are submitted on time. Responsible party for corrective action: Sharon Day, Executive Director
2022-004: Lack of Controls Surrounding Allocation of Payroll Costs to Programs Federal Departments: Department of Health and Human Services Assistance Listing #: 93.612 Internal Controls Significant Deficiency Category of Finding ? Allowable Costs/ Cost Principles Criteria ? Federal awards must be expended for activities allowed under the grant and costs charged to the federal grants must be allowable and in accordance with applicable cost principles. Condition ? IPTF staff use timecards to track which programs they work on to ensure that costs are properly allocated to each grant. The timecards are provided to the Finance Director/contract accountant for input into the accounting software, which is used to prepare grant reimbursement requests. During testing, after the transition to a contract accountant, we noticed multiple payroll transactions where the amounts noted as worked on this grant during the period tested did not match the payroll that was allocated to the grant in the accounting software. Cause ? The contract accountant did not record payroll costs in the accounting software consistent with the timecards provided by staff. Effect ? Grants have been overcharged for payroll allocated to the wrong grant or over-recorded payroll costs. Recommendation ? We recommend that management design and implement a review process to ensure payroll allocated to grants is calculated and recorded properly. Auditee?s comments and response ? IPTF has hired a new contract accountant, who will be responsible for ensuring proper payroll allocation calculation and recording. Responsible party for corrective action: Sharon Day, Executive Director
2022-001: Lack of Regular Preparation and Review of Reliable Internal Financial Statements Material Weakness Criteria ? Management is responsible for oversight of IPTF, which includes timely recording, processing, summarizing, and review of accounting data (i.e., maintaining and reviewing internal books and records). Good internal controls also requires the Board of Directors to meet regularly and review the financial status and results of operations of IPTF. Condition ? Monthly internal financial statements were not prepared or reviewed by management after the transition to an outside contract accountant beginning in January 2022. Management also only had board minutes indicating the board met twice during the year. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. During the transition, monthly internal financial statements were either not prepared by the contract accountant, or when prepared were done late and were full of errors. Corrections to reports with errors were not made on a timely basis. As relates to the board meetings, the Executive Director indicated that while the Board does not formally meet every quarter and in person, they stay in regular contact and are meeting via phone and email. No formal documentation of these phone and email meetings is currently maintained by IPTF as board minutes. Effect ? Without a regular review of financial statements, a misstatement could occur and not be detected by management. Without good documentation of meetings, it is easy for an issue to be missed or forgotten in later meeting. Recommendation ? We recommend that management implement a formal process to prepare and review internal financial statements for all reporting entities on a monthly basis. IPTF should also implement a process for ensuring the board meet at least quarterly, and that these meetings be properly documented. Auditee?s comments and response ? IPTF has hired a new contract accountant and will ensure they prepare internal financial statements on a monthly basis as required by their written financial policies and send to management for review. Also, the board will plan to meet quarterly and document meeting minutes. Responsible party for corrective action: Sharon Day, Executive Director
2022-002: Audit Adjustments and Oversight of the Financial Reporting Process Material Weakness Criteria ? Management is responsible for the preparation and fair presentation of the financial statements in accordance with accounting principles generally accepted in the United States of America, and for the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error. Condition ? During the annual audit, nine adjustments were made to IPTF?s financial statements that in the aggregate, were material to the financial statements. Additionally, the financial statements for the year ended June 30, 2021 were restated during the current year due to a prior year error. Management reviewed, approved, and accepted responsibility for the audit adjustments before the financial statements were issued. The need for us to record significant audit adjustments indicates a break down in the internal controls related to preparing and reviewing the IPTF?s financial statements which we consider a material weakness because a misstatement of financial statements could occur and not be prevented or detected. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. This transition was not clean and certain closing entries that were typically made by the previous Finance Director were missed. Additionally, the existence of a multi-year pledge during the year ended June 30, 2020 was not properly communicated to the accounting department, resulting in the revenue being recorded when the payments were actually received instead of as revenue and receivable when originally pledged. Effect ? A material misstatement of the financial statement could occur and not be prevented or detected. Members of management using IPTF?s internal books and records may not have complete and accurate information throughout the year. Recommendation ? We recommend IPTF develop and implement a financial statement preparation, review and approval process to ensure that necessary adjustments and reconciliations are performed on a monthly basis. IPTF should also ensure that all documents related to pledges are obtained and communicated to the necessary member of management to ensure all transactions are recorded correctly. Auditee's comments and response ? IPTF has hired a new contract accountant and will ensure they establish the recommended procedures. Responsible party for corrective action: Sharon Day, Executive Director
2022-003: Filing of Federal Reports SF-425 and OPR Federal Departments: Department of Health and Human Services Assistance Listing #: 93.612 Internal Controls Significant Deficiency Category of Finding ? Reporting Criteria ? IPTF is responsible to submit Federal Financial Reports (SF-425) and Ongoing Progress Reports (OPR) semi-annually within 30 days of period end. Condition ? The March 30, 2022 SF-425 and OPR were filed on June 1, 2022, outside the 30 day filing requirement. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. After taking over, the contract accountant was not aware of these federal reporting requirements, and that they were responsible for them. Additionally, the information needed for filing these reports was not ready on-time due to the contract accountant?s inability to provide reliable and timely financial reports. Effect ? Failure to submit reports within the required period may result in IPTF?s status to be delinquent and not be able to draw down funds on the award. Recommendation ? We recommend that management implement a formal process to ensure that federal reports are prepared and reviewed timely. Auditee?s comments and response ? IPTF has hired a new contract accountant, who will be responsible for ensuring that the accounting records are prepared accurately and to ensure that these required reports are submitted on time. Responsible party for corrective action: Sharon Day, Executive Director
2022-004: Lack of Controls Surrounding Allocation of Payroll Costs to Programs Federal Departments: Department of Health and Human Services Assistance Listing #: 93.612 Internal Controls Significant Deficiency Category of Finding ? Allowable Costs/ Cost Principles Criteria ? Federal awards must be expended for activities allowed under the grant and costs charged to the federal grants must be allowable and in accordance with applicable cost principles. Condition ? IPTF staff use timecards to track which programs they work on to ensure that costs are properly allocated to each grant. The timecards are provided to the Finance Director/contract accountant for input into the accounting software, which is used to prepare grant reimbursement requests. During testing, after the transition to a contract accountant, we noticed multiple payroll transactions where the amounts noted as worked on this grant during the period tested did not match the payroll that was allocated to the grant in the accounting software. Cause ? The contract accountant did not record payroll costs in the accounting software consistent with the timecards provided by staff. Effect ? Grants have been overcharged for payroll allocated to the wrong grant or over-recorded payroll costs. Recommendation ? We recommend that management design and implement a review process to ensure payroll allocated to grants is calculated and recorded properly. Auditee?s comments and response ? IPTF has hired a new contract accountant, who will be responsible for ensuring proper payroll allocation calculation and recording. Responsible party for corrective action: Sharon Day, Executive Director
2022-001: Lack of Regular Preparation and Review of Reliable Internal Financial Statements Material Weakness Criteria ? Management is responsible for oversight of IPTF, which includes timely recording, processing, summarizing, and review of accounting data (i.e., maintaining and reviewing internal books and records). Good internal controls also requires the Board of Directors to meet regularly and review the financial status and results of operations of IPTF. Condition ? Monthly internal financial statements were not prepared or reviewed by management after the transition to an outside contract accountant beginning in January 2022. Management also only had board minutes indicating the board met twice during the year. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. During the transition, monthly internal financial statements were either not prepared by the contract accountant, or when prepared were done late and were full of errors. Corrections to reports with errors were not made on a timely basis. As relates to the board meetings, the Executive Director indicated that while the Board does not formally meet every quarter and in person, they stay in regular contact and are meeting via phone and email. No formal documentation of these phone and email meetings is currently maintained by IPTF as board minutes. Effect ? Without a regular review of financial statements, a misstatement could occur and not be detected by management. Without good documentation of meetings, it is easy for an issue to be missed or forgotten in later meeting. Recommendation ? We recommend that management implement a formal process to prepare and review internal financial statements for all reporting entities on a monthly basis. IPTF should also implement a process for ensuring the board meet at least quarterly, and that these meetings be properly documented. Auditee?s comments and response ? IPTF has hired a new contract accountant and will ensure they prepare internal financial statements on a monthly basis as required by their written financial policies and send to management for review. Also, the board will plan to meet quarterly and document meeting minutes. Responsible party for corrective action: Sharon Day, Executive Director
2022-002: Audit Adjustments and Oversight of the Financial Reporting Process Material Weakness Criteria ? Management is responsible for the preparation and fair presentation of the financial statements in accordance with accounting principles generally accepted in the United States of America, and for the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error. Condition ? During the annual audit, nine adjustments were made to IPTF?s financial statements that in the aggregate, were material to the financial statements. Additionally, the financial statements for the year ended June 30, 2021 were restated during the current year due to a prior year error. Management reviewed, approved, and accepted responsibility for the audit adjustments before the financial statements were issued. The need for us to record significant audit adjustments indicates a break down in the internal controls related to preparing and reviewing the IPTF?s financial statements which we consider a material weakness because a misstatement of financial statements could occur and not be prevented or detected. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. This transition was not clean and certain closing entries that were typically made by the previous Finance Director were missed. Additionally, the existence of a multi-year pledge during the year ended June 30, 2020 was not properly communicated to the accounting department, resulting in the revenue being recorded when the payments were actually received instead of as revenue and receivable when originally pledged. Effect ? A material misstatement of the financial statement could occur and not be prevented or detected. Members of management using IPTF?s internal books and records may not have complete and accurate information throughout the year. Recommendation ? We recommend IPTF develop and implement a financial statement preparation, review and approval process to ensure that necessary adjustments and reconciliations are performed on a monthly basis. IPTF should also ensure that all documents related to pledges are obtained and communicated to the necessary member of management to ensure all transactions are recorded correctly. Auditee's comments and response ? IPTF has hired a new contract accountant and will ensure they establish the recommended procedures. Responsible party for corrective action: Sharon Day, Executive Director
2022-001: Lack of Regular Preparation and Review of Reliable Internal Financial Statements Material Weakness Criteria ? Management is responsible for oversight of IPTF, which includes timely recording, processing, summarizing, and review of accounting data (i.e., maintaining and reviewing internal books and records). Good internal controls also requires the Board of Directors to meet regularly and review the financial status and results of operations of IPTF. Condition ? Monthly internal financial statements were not prepared or reviewed by management after the transition to an outside contract accountant beginning in January 2022. Management also only had board minutes indicating the board met twice during the year. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. During the transition, monthly internal financial statements were either not prepared by the contract accountant, or when prepared were done late and were full of errors. Corrections to reports with errors were not made on a timely basis. As relates to the board meetings, the Executive Director indicated that while the Board does not formally meet every quarter and in person, they stay in regular contact and are meeting via phone and email. No formal documentation of these phone and email meetings is currently maintained by IPTF as board minutes. Effect ? Without a regular review of financial statements, a misstatement could occur and not be detected by management. Without good documentation of meetings, it is easy for an issue to be missed or forgotten in later meeting. Recommendation ? We recommend that management implement a formal process to prepare and review internal financial statements for all reporting entities on a monthly basis. IPTF should also implement a process for ensuring the board meet at least quarterly, and that these meetings be properly documented. Auditee?s comments and response ? IPTF has hired a new contract accountant and will ensure they prepare internal financial statements on a monthly basis as required by their written financial policies and send to management for review. Also, the board will plan to meet quarterly and document meeting minutes. Responsible party for corrective action: Sharon Day, Executive Director
2022-002: Audit Adjustments and Oversight of the Financial Reporting Process Material Weakness Criteria ? Management is responsible for the preparation and fair presentation of the financial statements in accordance with accounting principles generally accepted in the United States of America, and for the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error. Condition ? During the annual audit, nine adjustments were made to IPTF?s financial statements that in the aggregate, were material to the financial statements. Additionally, the financial statements for the year ended June 30, 2021 were restated during the current year due to a prior year error. Management reviewed, approved, and accepted responsibility for the audit adjustments before the financial statements were issued. The need for us to record significant audit adjustments indicates a break down in the internal controls related to preparing and reviewing the IPTF?s financial statements which we consider a material weakness because a misstatement of financial statements could occur and not be prevented or detected. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. This transition was not clean and certain closing entries that were typically made by the previous Finance Director were missed. Additionally, the existence of a multi-year pledge during the year ended June 30, 2020 was not properly communicated to the accounting department, resulting in the revenue being recorded when the payments were actually received instead of as revenue and receivable when originally pledged. Effect ? A material misstatement of the financial statement could occur and not be prevented or detected. Members of management using IPTF?s internal books and records may not have complete and accurate information throughout the year. Recommendation ? We recommend IPTF develop and implement a financial statement preparation, review and approval process to ensure that necessary adjustments and reconciliations are performed on a monthly basis. IPTF should also ensure that all documents related to pledges are obtained and communicated to the necessary member of management to ensure all transactions are recorded correctly. Auditee's comments and response ? IPTF has hired a new contract accountant and will ensure they establish the recommended procedures. Responsible party for corrective action: Sharon Day, Executive Director
2022-001: Lack of Regular Preparation and Review of Reliable Internal Financial Statements Material Weakness Criteria ? Management is responsible for oversight of IPTF, which includes timely recording, processing, summarizing, and review of accounting data (i.e., maintaining and reviewing internal books and records). Good internal controls also requires the Board of Directors to meet regularly and review the financial status and results of operations of IPTF. Condition ? Monthly internal financial statements were not prepared or reviewed by management after the transition to an outside contract accountant beginning in January 2022. Management also only had board minutes indicating the board met twice during the year. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. During the transition, monthly internal financial statements were either not prepared by the contract accountant, or when prepared were done late and were full of errors. Corrections to reports with errors were not made on a timely basis. As relates to the board meetings, the Executive Director indicated that while the Board does not formally meet every quarter and in person, they stay in regular contact and are meeting via phone and email. No formal documentation of these phone and email meetings is currently maintained by IPTF as board minutes. Effect ? Without a regular review of financial statements, a misstatement could occur and not be detected by management. Without good documentation of meetings, it is easy for an issue to be missed or forgotten in later meeting. Recommendation ? We recommend that management implement a formal process to prepare and review internal financial statements for all reporting entities on a monthly basis. IPTF should also implement a process for ensuring the board meet at least quarterly, and that these meetings be properly documented. Auditee?s comments and response ? IPTF has hired a new contract accountant and will ensure they prepare internal financial statements on a monthly basis as required by their written financial policies and send to management for review. Also, the board will plan to meet quarterly and document meeting minutes. Responsible party for corrective action: Sharon Day, Executive Director
2022-002: Audit Adjustments and Oversight of the Financial Reporting Process Material Weakness Criteria ? Management is responsible for the preparation and fair presentation of the financial statements in accordance with accounting principles generally accepted in the United States of America, and for the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error. Condition ? During the annual audit, nine adjustments were made to IPTF?s financial statements that in the aggregate, were material to the financial statements. Additionally, the financial statements for the year ended June 30, 2021 were restated during the current year due to a prior year error. Management reviewed, approved, and accepted responsibility for the audit adjustments before the financial statements were issued. The need for us to record significant audit adjustments indicates a break down in the internal controls related to preparing and reviewing the IPTF?s financial statements which we consider a material weakness because a misstatement of financial statements could occur and not be prevented or detected. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. This transition was not clean and certain closing entries that were typically made by the previous Finance Director were missed. Additionally, the existence of a multi-year pledge during the year ended June 30, 2020 was not properly communicated to the accounting department, resulting in the revenue being recorded when the payments were actually received instead of as revenue and receivable when originally pledged. Effect ? A material misstatement of the financial statement could occur and not be prevented or detected. Members of management using IPTF?s internal books and records may not have complete and accurate information throughout the year. Recommendation ? We recommend IPTF develop and implement a financial statement preparation, review and approval process to ensure that necessary adjustments and reconciliations are performed on a monthly basis. IPTF should also ensure that all documents related to pledges are obtained and communicated to the necessary member of management to ensure all transactions are recorded correctly. Auditee's comments and response ? IPTF has hired a new contract accountant and will ensure they establish the recommended procedures. Responsible party for corrective action: Sharon Day, Executive Director
2022-001: Lack of Regular Preparation and Review of Reliable Internal Financial Statements Material Weakness Criteria ? Management is responsible for oversight of IPTF, which includes timely recording, processing, summarizing, and review of accounting data (i.e., maintaining and reviewing internal books and records). Good internal controls also requires the Board of Directors to meet regularly and review the financial status and results of operations of IPTF. Condition ? Monthly internal financial statements were not prepared or reviewed by management after the transition to an outside contract accountant beginning in January 2022. Management also only had board minutes indicating the board met twice during the year. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. During the transition, monthly internal financial statements were either not prepared by the contract accountant, or when prepared were done late and were full of errors. Corrections to reports with errors were not made on a timely basis. As relates to the board meetings, the Executive Director indicated that while the Board does not formally meet every quarter and in person, they stay in regular contact and are meeting via phone and email. No formal documentation of these phone and email meetings is currently maintained by IPTF as board minutes. Effect ? Without a regular review of financial statements, a misstatement could occur and not be detected by management. Without good documentation of meetings, it is easy for an issue to be missed or forgotten in later meeting. Recommendation ? We recommend that management implement a formal process to prepare and review internal financial statements for all reporting entities on a monthly basis. IPTF should also implement a process for ensuring the board meet at least quarterly, and that these meetings be properly documented. Auditee?s comments and response ? IPTF has hired a new contract accountant and will ensure they prepare internal financial statements on a monthly basis as required by their written financial policies and send to management for review. Also, the board will plan to meet quarterly and document meeting minutes. Responsible party for corrective action: Sharon Day, Executive Director
2022-002: Audit Adjustments and Oversight of the Financial Reporting Process Material Weakness Criteria ? Management is responsible for the preparation and fair presentation of the financial statements in accordance with accounting principles generally accepted in the United States of America, and for the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error. Condition ? During the annual audit, nine adjustments were made to IPTF?s financial statements that in the aggregate, were material to the financial statements. Additionally, the financial statements for the year ended June 30, 2021 were restated during the current year due to a prior year error. Management reviewed, approved, and accepted responsibility for the audit adjustments before the financial statements were issued. The need for us to record significant audit adjustments indicates a break down in the internal controls related to preparing and reviewing the IPTF?s financial statements which we consider a material weakness because a misstatement of financial statements could occur and not be prevented or detected. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. This transition was not clean and certain closing entries that were typically made by the previous Finance Director were missed. Additionally, the existence of a multi-year pledge during the year ended June 30, 2020 was not properly communicated to the accounting department, resulting in the revenue being recorded when the payments were actually received instead of as revenue and receivable when originally pledged. Effect ? A material misstatement of the financial statement could occur and not be prevented or detected. Members of management using IPTF?s internal books and records may not have complete and accurate information throughout the year. Recommendation ? We recommend IPTF develop and implement a financial statement preparation, review and approval process to ensure that necessary adjustments and reconciliations are performed on a monthly basis. IPTF should also ensure that all documents related to pledges are obtained and communicated to the necessary member of management to ensure all transactions are recorded correctly. Auditee's comments and response ? IPTF has hired a new contract accountant and will ensure they establish the recommended procedures. Responsible party for corrective action: Sharon Day, Executive Director
2022-001: Lack of Regular Preparation and Review of Reliable Internal Financial Statements Material Weakness Criteria ? Management is responsible for oversight of IPTF, which includes timely recording, processing, summarizing, and review of accounting data (i.e., maintaining and reviewing internal books and records). Good internal controls also requires the Board of Directors to meet regularly and review the financial status and results of operations of IPTF. Condition ? Monthly internal financial statements were not prepared or reviewed by management after the transition to an outside contract accountant beginning in January 2022. Management also only had board minutes indicating the board met twice during the year. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. During the transition, monthly internal financial statements were either not prepared by the contract accountant, or when prepared were done late and were full of errors. Corrections to reports with errors were not made on a timely basis. As relates to the board meetings, the Executive Director indicated that while the Board does not formally meet every quarter and in person, they stay in regular contact and are meeting via phone and email. No formal documentation of these phone and email meetings is currently maintained by IPTF as board minutes. Effect ? Without a regular review of financial statements, a misstatement could occur and not be detected by management. Without good documentation of meetings, it is easy for an issue to be missed or forgotten in later meeting. Recommendation ? We recommend that management implement a formal process to prepare and review internal financial statements for all reporting entities on a monthly basis. IPTF should also implement a process for ensuring the board meet at least quarterly, and that these meetings be properly documented. Auditee?s comments and response ? IPTF has hired a new contract accountant and will ensure they prepare internal financial statements on a monthly basis as required by their written financial policies and send to management for review. Also, the board will plan to meet quarterly and document meeting minutes. Responsible party for corrective action: Sharon Day, Executive Director
2022-002: Audit Adjustments and Oversight of the Financial Reporting Process Material Weakness Criteria ? Management is responsible for the preparation and fair presentation of the financial statements in accordance with accounting principles generally accepted in the United States of America, and for the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error. Condition ? During the annual audit, nine adjustments were made to IPTF?s financial statements that in the aggregate, were material to the financial statements. Additionally, the financial statements for the year ended June 30, 2021 were restated during the current year due to a prior year error. Management reviewed, approved, and accepted responsibility for the audit adjustments before the financial statements were issued. The need for us to record significant audit adjustments indicates a break down in the internal controls related to preparing and reviewing the IPTF?s financial statements which we consider a material weakness because a misstatement of financial statements could occur and not be prevented or detected. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. This transition was not clean and certain closing entries that were typically made by the previous Finance Director were missed. Additionally, the existence of a multi-year pledge during the year ended June 30, 2020 was not properly communicated to the accounting department, resulting in the revenue being recorded when the payments were actually received instead of as revenue and receivable when originally pledged. Effect ? A material misstatement of the financial statement could occur and not be prevented or detected. Members of management using IPTF?s internal books and records may not have complete and accurate information throughout the year. Recommendation ? We recommend IPTF develop and implement a financial statement preparation, review and approval process to ensure that necessary adjustments and reconciliations are performed on a monthly basis. IPTF should also ensure that all documents related to pledges are obtained and communicated to the necessary member of management to ensure all transactions are recorded correctly. Auditee's comments and response ? IPTF has hired a new contract accountant and will ensure they establish the recommended procedures. Responsible party for corrective action: Sharon Day, Executive Director
2022-001: Lack of Regular Preparation and Review of Reliable Internal Financial Statements Material Weakness Criteria ? Management is responsible for oversight of IPTF, which includes timely recording, processing, summarizing, and review of accounting data (i.e., maintaining and reviewing internal books and records). Good internal controls also requires the Board of Directors to meet regularly and review the financial status and results of operations of IPTF. Condition ? Monthly internal financial statements were not prepared or reviewed by management after the transition to an outside contract accountant beginning in January 2022. Management also only had board minutes indicating the board met twice during the year. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. During the transition, monthly internal financial statements were either not prepared by the contract accountant, or when prepared were done late and were full of errors. Corrections to reports with errors were not made on a timely basis. As relates to the board meetings, the Executive Director indicated that while the Board does not formally meet every quarter and in person, they stay in regular contact and are meeting via phone and email. No formal documentation of these phone and email meetings is currently maintained by IPTF as board minutes. Effect ? Without a regular review of financial statements, a misstatement could occur and not be detected by management. Without good documentation of meetings, it is easy for an issue to be missed or forgotten in later meeting. Recommendation ? We recommend that management implement a formal process to prepare and review internal financial statements for all reporting entities on a monthly basis. IPTF should also implement a process for ensuring the board meet at least quarterly, and that these meetings be properly documented. Auditee?s comments and response ? IPTF has hired a new contract accountant and will ensure they prepare internal financial statements on a monthly basis as required by their written financial policies and send to management for review. Also, the board will plan to meet quarterly and document meeting minutes. Responsible party for corrective action: Sharon Day, Executive Director
2022-002: Audit Adjustments and Oversight of the Financial Reporting Process Material Weakness Criteria ? Management is responsible for the preparation and fair presentation of the financial statements in accordance with accounting principles generally accepted in the United States of America, and for the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error. Condition ? During the annual audit, nine adjustments were made to IPTF?s financial statements that in the aggregate, were material to the financial statements. Additionally, the financial statements for the year ended June 30, 2021 were restated during the current year due to a prior year error. Management reviewed, approved, and accepted responsibility for the audit adjustments before the financial statements were issued. The need for us to record significant audit adjustments indicates a break down in the internal controls related to preparing and reviewing the IPTF?s financial statements which we consider a material weakness because a misstatement of financial statements could occur and not be prevented or detected. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. This transition was not clean and certain closing entries that were typically made by the previous Finance Director were missed. Additionally, the existence of a multi-year pledge during the year ended June 30, 2020 was not properly communicated to the accounting department, resulting in the revenue being recorded when the payments were actually received instead of as revenue and receivable when originally pledged. Effect ? A material misstatement of the financial statement could occur and not be prevented or detected. Members of management using IPTF?s internal books and records may not have complete and accurate information throughout the year. Recommendation ? We recommend IPTF develop and implement a financial statement preparation, review and approval process to ensure that necessary adjustments and reconciliations are performed on a monthly basis. IPTF should also ensure that all documents related to pledges are obtained and communicated to the necessary member of management to ensure all transactions are recorded correctly. Auditee's comments and response ? IPTF has hired a new contract accountant and will ensure they establish the recommended procedures. Responsible party for corrective action: Sharon Day, Executive Director
2022-001: Lack of Regular Preparation and Review of Reliable Internal Financial Statements Material Weakness Criteria ? Management is responsible for oversight of IPTF, which includes timely recording, processing, summarizing, and review of accounting data (i.e., maintaining and reviewing internal books and records). Good internal controls also requires the Board of Directors to meet regularly and review the financial status and results of operations of IPTF. Condition ? Monthly internal financial statements were not prepared or reviewed by management after the transition to an outside contract accountant beginning in January 2022. Management also only had board minutes indicating the board met twice during the year. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. During the transition, monthly internal financial statements were either not prepared by the contract accountant, or when prepared were done late and were full of errors. Corrections to reports with errors were not made on a timely basis. As relates to the board meetings, the Executive Director indicated that while the Board does not formally meet every quarter and in person, they stay in regular contact and are meeting via phone and email. No formal documentation of these phone and email meetings is currently maintained by IPTF as board minutes. Effect ? Without a regular review of financial statements, a misstatement could occur and not be detected by management. Without good documentation of meetings, it is easy for an issue to be missed or forgotten in later meeting. Recommendation ? We recommend that management implement a formal process to prepare and review internal financial statements for all reporting entities on a monthly basis. IPTF should also implement a process for ensuring the board meet at least quarterly, and that these meetings be properly documented. Auditee?s comments and response ? IPTF has hired a new contract accountant and will ensure they prepare internal financial statements on a monthly basis as required by their written financial policies and send to management for review. Also, the board will plan to meet quarterly and document meeting minutes. Responsible party for corrective action: Sharon Day, Executive Director
2022-002: Audit Adjustments and Oversight of the Financial Reporting Process Material Weakness Criteria ? Management is responsible for the preparation and fair presentation of the financial statements in accordance with accounting principles generally accepted in the United States of America, and for the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error. Condition ? During the annual audit, nine adjustments were made to IPTF?s financial statements that in the aggregate, were material to the financial statements. Additionally, the financial statements for the year ended June 30, 2021 were restated during the current year due to a prior year error. Management reviewed, approved, and accepted responsibility for the audit adjustments before the financial statements were issued. The need for us to record significant audit adjustments indicates a break down in the internal controls related to preparing and reviewing the IPTF?s financial statements which we consider a material weakness because a misstatement of financial statements could occur and not be prevented or detected. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. This transition was not clean and certain closing entries that were typically made by the previous Finance Director were missed. Additionally, the existence of a multi-year pledge during the year ended June 30, 2020 was not properly communicated to the accounting department, resulting in the revenue being recorded when the payments were actually received instead of as revenue and receivable when originally pledged. Effect ? A material misstatement of the financial statement could occur and not be prevented or detected. Members of management using IPTF?s internal books and records may not have complete and accurate information throughout the year. Recommendation ? We recommend IPTF develop and implement a financial statement preparation, review and approval process to ensure that necessary adjustments and reconciliations are performed on a monthly basis. IPTF should also ensure that all documents related to pledges are obtained and communicated to the necessary member of management to ensure all transactions are recorded correctly. Auditee's comments and response ? IPTF has hired a new contract accountant and will ensure they establish the recommended procedures. Responsible party for corrective action: Sharon Day, Executive Director
2022-001: Lack of Regular Preparation and Review of Reliable Internal Financial Statements Material Weakness Criteria ? Management is responsible for oversight of IPTF, which includes timely recording, processing, summarizing, and review of accounting data (i.e., maintaining and reviewing internal books and records). Good internal controls also requires the Board of Directors to meet regularly and review the financial status and results of operations of IPTF. Condition ? Monthly internal financial statements were not prepared or reviewed by management after the transition to an outside contract accountant beginning in January 2022. Management also only had board minutes indicating the board met twice during the year. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. During the transition, monthly internal financial statements were either not prepared by the contract accountant, or when prepared were done late and were full of errors. Corrections to reports with errors were not made on a timely basis. As relates to the board meetings, the Executive Director indicated that while the Board does not formally meet every quarter and in person, they stay in regular contact and are meeting via phone and email. No formal documentation of these phone and email meetings is currently maintained by IPTF as board minutes. Effect ? Without a regular review of financial statements, a misstatement could occur and not be detected by management. Without good documentation of meetings, it is easy for an issue to be missed or forgotten in later meeting. Recommendation ? We recommend that management implement a formal process to prepare and review internal financial statements for all reporting entities on a monthly basis. IPTF should also implement a process for ensuring the board meet at least quarterly, and that these meetings be properly documented. Auditee?s comments and response ? IPTF has hired a new contract accountant and will ensure they prepare internal financial statements on a monthly basis as required by their written financial policies and send to management for review. Also, the board will plan to meet quarterly and document meeting minutes. Responsible party for corrective action: Sharon Day, Executive Director
2022-002: Audit Adjustments and Oversight of the Financial Reporting Process Material Weakness Criteria ? Management is responsible for the preparation and fair presentation of the financial statements in accordance with accounting principles generally accepted in the United States of America, and for the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error. Condition ? During the annual audit, nine adjustments were made to IPTF?s financial statements that in the aggregate, were material to the financial statements. Additionally, the financial statements for the year ended June 30, 2021 were restated during the current year due to a prior year error. Management reviewed, approved, and accepted responsibility for the audit adjustments before the financial statements were issued. The need for us to record significant audit adjustments indicates a break down in the internal controls related to preparing and reviewing the IPTF?s financial statements which we consider a material weakness because a misstatement of financial statements could occur and not be prevented or detected. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. This transition was not clean and certain closing entries that were typically made by the previous Finance Director were missed. Additionally, the existence of a multi-year pledge during the year ended June 30, 2020 was not properly communicated to the accounting department, resulting in the revenue being recorded when the payments were actually received instead of as revenue and receivable when originally pledged. Effect ? A material misstatement of the financial statement could occur and not be prevented or detected. Members of management using IPTF?s internal books and records may not have complete and accurate information throughout the year. Recommendation ? We recommend IPTF develop and implement a financial statement preparation, review and approval process to ensure that necessary adjustments and reconciliations are performed on a monthly basis. IPTF should also ensure that all documents related to pledges are obtained and communicated to the necessary member of management to ensure all transactions are recorded correctly. Auditee's comments and response ? IPTF has hired a new contract accountant and will ensure they establish the recommended procedures. Responsible party for corrective action: Sharon Day, Executive Director
2022-001: Lack of Regular Preparation and Review of Reliable Internal Financial Statements Material Weakness Criteria ? Management is responsible for oversight of IPTF, which includes timely recording, processing, summarizing, and review of accounting data (i.e., maintaining and reviewing internal books and records). Good internal controls also requires the Board of Directors to meet regularly and review the financial status and results of operations of IPTF. Condition ? Monthly internal financial statements were not prepared or reviewed by management after the transition to an outside contract accountant beginning in January 2022. Management also only had board minutes indicating the board met twice during the year. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. During the transition, monthly internal financial statements were either not prepared by the contract accountant, or when prepared were done late and were full of errors. Corrections to reports with errors were not made on a timely basis. As relates to the board meetings, the Executive Director indicated that while the Board does not formally meet every quarter and in person, they stay in regular contact and are meeting via phone and email. No formal documentation of these phone and email meetings is currently maintained by IPTF as board minutes. Effect ? Without a regular review of financial statements, a misstatement could occur and not be detected by management. Without good documentation of meetings, it is easy for an issue to be missed or forgotten in later meeting. Recommendation ? We recommend that management implement a formal process to prepare and review internal financial statements for all reporting entities on a monthly basis. IPTF should also implement a process for ensuring the board meet at least quarterly, and that these meetings be properly documented. Auditee?s comments and response ? IPTF has hired a new contract accountant and will ensure they prepare internal financial statements on a monthly basis as required by their written financial policies and send to management for review. Also, the board will plan to meet quarterly and document meeting minutes. Responsible party for corrective action: Sharon Day, Executive Director
2022-002: Audit Adjustments and Oversight of the Financial Reporting Process Material Weakness Criteria ? Management is responsible for the preparation and fair presentation of the financial statements in accordance with accounting principles generally accepted in the United States of America, and for the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error. Condition ? During the annual audit, nine adjustments were made to IPTF?s financial statements that in the aggregate, were material to the financial statements. Additionally, the financial statements for the year ended June 30, 2021 were restated during the current year due to a prior year error. Management reviewed, approved, and accepted responsibility for the audit adjustments before the financial statements were issued. The need for us to record significant audit adjustments indicates a break down in the internal controls related to preparing and reviewing the IPTF?s financial statements which we consider a material weakness because a misstatement of financial statements could occur and not be prevented or detected. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. This transition was not clean and certain closing entries that were typically made by the previous Finance Director were missed. Additionally, the existence of a multi-year pledge during the year ended June 30, 2020 was not properly communicated to the accounting department, resulting in the revenue being recorded when the payments were actually received instead of as revenue and receivable when originally pledged. Effect ? A material misstatement of the financial statement could occur and not be prevented or detected. Members of management using IPTF?s internal books and records may not have complete and accurate information throughout the year. Recommendation ? We recommend IPTF develop and implement a financial statement preparation, review and approval process to ensure that necessary adjustments and reconciliations are performed on a monthly basis. IPTF should also ensure that all documents related to pledges are obtained and communicated to the necessary member of management to ensure all transactions are recorded correctly. Auditee's comments and response ? IPTF has hired a new contract accountant and will ensure they establish the recommended procedures. Responsible party for corrective action: Sharon Day, Executive Director
2022-001: Lack of Regular Preparation and Review of Reliable Internal Financial Statements Material Weakness Criteria ? Management is responsible for oversight of IPTF, which includes timely recording, processing, summarizing, and review of accounting data (i.e., maintaining and reviewing internal books and records). Good internal controls also requires the Board of Directors to meet regularly and review the financial status and results of operations of IPTF. Condition ? Monthly internal financial statements were not prepared or reviewed by management after the transition to an outside contract accountant beginning in January 2022. Management also only had board minutes indicating the board met twice during the year. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. During the transition, monthly internal financial statements were either not prepared by the contract accountant, or when prepared were done late and were full of errors. Corrections to reports with errors were not made on a timely basis. As relates to the board meetings, the Executive Director indicated that while the Board does not formally meet every quarter and in person, they stay in regular contact and are meeting via phone and email. No formal documentation of these phone and email meetings is currently maintained by IPTF as board minutes. Effect ? Without a regular review of financial statements, a misstatement could occur and not be detected by management. Without good documentation of meetings, it is easy for an issue to be missed or forgotten in later meeting. Recommendation ? We recommend that management implement a formal process to prepare and review internal financial statements for all reporting entities on a monthly basis. IPTF should also implement a process for ensuring the board meet at least quarterly, and that these meetings be properly documented. Auditee?s comments and response ? IPTF has hired a new contract accountant and will ensure they prepare internal financial statements on a monthly basis as required by their written financial policies and send to management for review. Also, the board will plan to meet quarterly and document meeting minutes. Responsible party for corrective action: Sharon Day, Executive Director
2022-002: Audit Adjustments and Oversight of the Financial Reporting Process Material Weakness Criteria ? Management is responsible for the preparation and fair presentation of the financial statements in accordance with accounting principles generally accepted in the United States of America, and for the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error. Condition ? During the annual audit, nine adjustments were made to IPTF?s financial statements that in the aggregate, were material to the financial statements. Additionally, the financial statements for the year ended June 30, 2021 were restated during the current year due to a prior year error. Management reviewed, approved, and accepted responsibility for the audit adjustments before the financial statements were issued. The need for us to record significant audit adjustments indicates a break down in the internal controls related to preparing and reviewing the IPTF?s financial statements which we consider a material weakness because a misstatement of financial statements could occur and not be prevented or detected. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. This transition was not clean and certain closing entries that were typically made by the previous Finance Director were missed. Additionally, the existence of a multi-year pledge during the year ended June 30, 2020 was not properly communicated to the accounting department, resulting in the revenue being recorded when the payments were actually received instead of as revenue and receivable when originally pledged. Effect ? A material misstatement of the financial statement could occur and not be prevented or detected. Members of management using IPTF?s internal books and records may not have complete and accurate information throughout the year. Recommendation ? We recommend IPTF develop and implement a financial statement preparation, review and approval process to ensure that necessary adjustments and reconciliations are performed on a monthly basis. IPTF should also ensure that all documents related to pledges are obtained and communicated to the necessary member of management to ensure all transactions are recorded correctly. Auditee's comments and response ? IPTF has hired a new contract accountant and will ensure they establish the recommended procedures. Responsible party for corrective action: Sharon Day, Executive Director
2022-003: Filing of Federal Reports SF-425 and OPR Federal Departments: Department of Health and Human Services Assistance Listing #: 93.612 Internal Controls Significant Deficiency Category of Finding ? Reporting Criteria ? IPTF is responsible to submit Federal Financial Reports (SF-425) and Ongoing Progress Reports (OPR) semi-annually within 30 days of period end. Condition ? The March 30, 2022 SF-425 and OPR were filed on June 1, 2022, outside the 30 day filing requirement. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. After taking over, the contract accountant was not aware of these federal reporting requirements, and that they were responsible for them. Additionally, the information needed for filing these reports was not ready on-time due to the contract accountant?s inability to provide reliable and timely financial reports. Effect ? Failure to submit reports within the required period may result in IPTF?s status to be delinquent and not be able to draw down funds on the award. Recommendation ? We recommend that management implement a formal process to ensure that federal reports are prepared and reviewed timely. Auditee?s comments and response ? IPTF has hired a new contract accountant, who will be responsible for ensuring that the accounting records are prepared accurately and to ensure that these required reports are submitted on time. Responsible party for corrective action: Sharon Day, Executive Director
2022-004: Lack of Controls Surrounding Allocation of Payroll Costs to Programs Federal Departments: Department of Health and Human Services Assistance Listing #: 93.612 Internal Controls Significant Deficiency Category of Finding ? Allowable Costs/ Cost Principles Criteria ? Federal awards must be expended for activities allowed under the grant and costs charged to the federal grants must be allowable and in accordance with applicable cost principles. Condition ? IPTF staff use timecards to track which programs they work on to ensure that costs are properly allocated to each grant. The timecards are provided to the Finance Director/contract accountant for input into the accounting software, which is used to prepare grant reimbursement requests. During testing, after the transition to a contract accountant, we noticed multiple payroll transactions where the amounts noted as worked on this grant during the period tested did not match the payroll that was allocated to the grant in the accounting software. Cause ? The contract accountant did not record payroll costs in the accounting software consistent with the timecards provided by staff. Effect ? Grants have been overcharged for payroll allocated to the wrong grant or over-recorded payroll costs. Recommendation ? We recommend that management design and implement a review process to ensure payroll allocated to grants is calculated and recorded properly. Auditee?s comments and response ? IPTF has hired a new contract accountant, who will be responsible for ensuring proper payroll allocation calculation and recording. Responsible party for corrective action: Sharon Day, Executive Director
2022-001: Lack of Regular Preparation and Review of Reliable Internal Financial Statements Material Weakness Criteria ? Management is responsible for oversight of IPTF, which includes timely recording, processing, summarizing, and review of accounting data (i.e., maintaining and reviewing internal books and records). Good internal controls also requires the Board of Directors to meet regularly and review the financial status and results of operations of IPTF. Condition ? Monthly internal financial statements were not prepared or reviewed by management after the transition to an outside contract accountant beginning in January 2022. Management also only had board minutes indicating the board met twice during the year. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. During the transition, monthly internal financial statements were either not prepared by the contract accountant, or when prepared were done late and were full of errors. Corrections to reports with errors were not made on a timely basis. As relates to the board meetings, the Executive Director indicated that while the Board does not formally meet every quarter and in person, they stay in regular contact and are meeting via phone and email. No formal documentation of these phone and email meetings is currently maintained by IPTF as board minutes. Effect ? Without a regular review of financial statements, a misstatement could occur and not be detected by management. Without good documentation of meetings, it is easy for an issue to be missed or forgotten in later meeting. Recommendation ? We recommend that management implement a formal process to prepare and review internal financial statements for all reporting entities on a monthly basis. IPTF should also implement a process for ensuring the board meet at least quarterly, and that these meetings be properly documented. Auditee?s comments and response ? IPTF has hired a new contract accountant and will ensure they prepare internal financial statements on a monthly basis as required by their written financial policies and send to management for review. Also, the board will plan to meet quarterly and document meeting minutes. Responsible party for corrective action: Sharon Day, Executive Director
2022-002: Audit Adjustments and Oversight of the Financial Reporting Process Material Weakness Criteria ? Management is responsible for the preparation and fair presentation of the financial statements in accordance with accounting principles generally accepted in the United States of America, and for the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error. Condition ? During the annual audit, nine adjustments were made to IPTF?s financial statements that in the aggregate, were material to the financial statements. Additionally, the financial statements for the year ended June 30, 2021 were restated during the current year due to a prior year error. Management reviewed, approved, and accepted responsibility for the audit adjustments before the financial statements were issued. The need for us to record significant audit adjustments indicates a break down in the internal controls related to preparing and reviewing the IPTF?s financial statements which we consider a material weakness because a misstatement of financial statements could occur and not be prevented or detected. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. This transition was not clean and certain closing entries that were typically made by the previous Finance Director were missed. Additionally, the existence of a multi-year pledge during the year ended June 30, 2020 was not properly communicated to the accounting department, resulting in the revenue being recorded when the payments were actually received instead of as revenue and receivable when originally pledged. Effect ? A material misstatement of the financial statement could occur and not be prevented or detected. Members of management using IPTF?s internal books and records may not have complete and accurate information throughout the year. Recommendation ? We recommend IPTF develop and implement a financial statement preparation, review and approval process to ensure that necessary adjustments and reconciliations are performed on a monthly basis. IPTF should also ensure that all documents related to pledges are obtained and communicated to the necessary member of management to ensure all transactions are recorded correctly. Auditee's comments and response ? IPTF has hired a new contract accountant and will ensure they establish the recommended procedures. Responsible party for corrective action: Sharon Day, Executive Director
2022-003: Filing of Federal Reports SF-425 and OPR Federal Departments: Department of Health and Human Services Assistance Listing #: 93.612 Internal Controls Significant Deficiency Category of Finding ? Reporting Criteria ? IPTF is responsible to submit Federal Financial Reports (SF-425) and Ongoing Progress Reports (OPR) semi-annually within 30 days of period end. Condition ? The March 30, 2022 SF-425 and OPR were filed on June 1, 2022, outside the 30 day filing requirement. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. After taking over, the contract accountant was not aware of these federal reporting requirements, and that they were responsible for them. Additionally, the information needed for filing these reports was not ready on-time due to the contract accountant?s inability to provide reliable and timely financial reports. Effect ? Failure to submit reports within the required period may result in IPTF?s status to be delinquent and not be able to draw down funds on the award. Recommendation ? We recommend that management implement a formal process to ensure that federal reports are prepared and reviewed timely. Auditee?s comments and response ? IPTF has hired a new contract accountant, who will be responsible for ensuring that the accounting records are prepared accurately and to ensure that these required reports are submitted on time. Responsible party for corrective action: Sharon Day, Executive Director
2022-004: Lack of Controls Surrounding Allocation of Payroll Costs to Programs Federal Departments: Department of Health and Human Services Assistance Listing #: 93.612 Internal Controls Significant Deficiency Category of Finding ? Allowable Costs/ Cost Principles Criteria ? Federal awards must be expended for activities allowed under the grant and costs charged to the federal grants must be allowable and in accordance with applicable cost principles. Condition ? IPTF staff use timecards to track which programs they work on to ensure that costs are properly allocated to each grant. The timecards are provided to the Finance Director/contract accountant for input into the accounting software, which is used to prepare grant reimbursement requests. During testing, after the transition to a contract accountant, we noticed multiple payroll transactions where the amounts noted as worked on this grant during the period tested did not match the payroll that was allocated to the grant in the accounting software. Cause ? The contract accountant did not record payroll costs in the accounting software consistent with the timecards provided by staff. Effect ? Grants have been overcharged for payroll allocated to the wrong grant or over-recorded payroll costs. Recommendation ? We recommend that management design and implement a review process to ensure payroll allocated to grants is calculated and recorded properly. Auditee?s comments and response ? IPTF has hired a new contract accountant, who will be responsible for ensuring proper payroll allocation calculation and recording. Responsible party for corrective action: Sharon Day, Executive Director
2022-001: Lack of Regular Preparation and Review of Reliable Internal Financial Statements Material Weakness Criteria ? Management is responsible for oversight of IPTF, which includes timely recording, processing, summarizing, and review of accounting data (i.e., maintaining and reviewing internal books and records). Good internal controls also requires the Board of Directors to meet regularly and review the financial status and results of operations of IPTF. Condition ? Monthly internal financial statements were not prepared or reviewed by management after the transition to an outside contract accountant beginning in January 2022. Management also only had board minutes indicating the board met twice during the year. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. During the transition, monthly internal financial statements were either not prepared by the contract accountant, or when prepared were done late and were full of errors. Corrections to reports with errors were not made on a timely basis. As relates to the board meetings, the Executive Director indicated that while the Board does not formally meet every quarter and in person, they stay in regular contact and are meeting via phone and email. No formal documentation of these phone and email meetings is currently maintained by IPTF as board minutes. Effect ? Without a regular review of financial statements, a misstatement could occur and not be detected by management. Without good documentation of meetings, it is easy for an issue to be missed or forgotten in later meeting. Recommendation ? We recommend that management implement a formal process to prepare and review internal financial statements for all reporting entities on a monthly basis. IPTF should also implement a process for ensuring the board meet at least quarterly, and that these meetings be properly documented. Auditee?s comments and response ? IPTF has hired a new contract accountant and will ensure they prepare internal financial statements on a monthly basis as required by their written financial policies and send to management for review. Also, the board will plan to meet quarterly and document meeting minutes. Responsible party for corrective action: Sharon Day, Executive Director
2022-002: Audit Adjustments and Oversight of the Financial Reporting Process Material Weakness Criteria ? Management is responsible for the preparation and fair presentation of the financial statements in accordance with accounting principles generally accepted in the United States of America, and for the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error. Condition ? During the annual audit, nine adjustments were made to IPTF?s financial statements that in the aggregate, were material to the financial statements. Additionally, the financial statements for the year ended June 30, 2021 were restated during the current year due to a prior year error. Management reviewed, approved, and accepted responsibility for the audit adjustments before the financial statements were issued. The need for us to record significant audit adjustments indicates a break down in the internal controls related to preparing and reviewing the IPTF?s financial statements which we consider a material weakness because a misstatement of financial statements could occur and not be prevented or detected. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. This transition was not clean and certain closing entries that were typically made by the previous Finance Director were missed. Additionally, the existence of a multi-year pledge during the year ended June 30, 2020 was not properly communicated to the accounting department, resulting in the revenue being recorded when the payments were actually received instead of as revenue and receivable when originally pledged. Effect ? A material misstatement of the financial statement could occur and not be prevented or detected. Members of management using IPTF?s internal books and records may not have complete and accurate information throughout the year. Recommendation ? We recommend IPTF develop and implement a financial statement preparation, review and approval process to ensure that necessary adjustments and reconciliations are performed on a monthly basis. IPTF should also ensure that all documents related to pledges are obtained and communicated to the necessary member of management to ensure all transactions are recorded correctly. Auditee's comments and response ? IPTF has hired a new contract accountant and will ensure they establish the recommended procedures. Responsible party for corrective action: Sharon Day, Executive Director
2022-001: Lack of Regular Preparation and Review of Reliable Internal Financial Statements Material Weakness Criteria ? Management is responsible for oversight of IPTF, which includes timely recording, processing, summarizing, and review of accounting data (i.e., maintaining and reviewing internal books and records). Good internal controls also requires the Board of Directors to meet regularly and review the financial status and results of operations of IPTF. Condition ? Monthly internal financial statements were not prepared or reviewed by management after the transition to an outside contract accountant beginning in January 2022. Management also only had board minutes indicating the board met twice during the year. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. During the transition, monthly internal financial statements were either not prepared by the contract accountant, or when prepared were done late and were full of errors. Corrections to reports with errors were not made on a timely basis. As relates to the board meetings, the Executive Director indicated that while the Board does not formally meet every quarter and in person, they stay in regular contact and are meeting via phone and email. No formal documentation of these phone and email meetings is currently maintained by IPTF as board minutes. Effect ? Without a regular review of financial statements, a misstatement could occur and not be detected by management. Without good documentation of meetings, it is easy for an issue to be missed or forgotten in later meeting. Recommendation ? We recommend that management implement a formal process to prepare and review internal financial statements for all reporting entities on a monthly basis. IPTF should also implement a process for ensuring the board meet at least quarterly, and that these meetings be properly documented. Auditee?s comments and response ? IPTF has hired a new contract accountant and will ensure they prepare internal financial statements on a monthly basis as required by their written financial policies and send to management for review. Also, the board will plan to meet quarterly and document meeting minutes. Responsible party for corrective action: Sharon Day, Executive Director
2022-002: Audit Adjustments and Oversight of the Financial Reporting Process Material Weakness Criteria ? Management is responsible for the preparation and fair presentation of the financial statements in accordance with accounting principles generally accepted in the United States of America, and for the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error. Condition ? During the annual audit, nine adjustments were made to IPTF?s financial statements that in the aggregate, were material to the financial statements. Additionally, the financial statements for the year ended June 30, 2021 were restated during the current year due to a prior year error. Management reviewed, approved, and accepted responsibility for the audit adjustments before the financial statements were issued. The need for us to record significant audit adjustments indicates a break down in the internal controls related to preparing and reviewing the IPTF?s financial statements which we consider a material weakness because a misstatement of financial statements could occur and not be prevented or detected. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. This transition was not clean and certain closing entries that were typically made by the previous Finance Director were missed. Additionally, the existence of a multi-year pledge during the year ended June 30, 2020 was not properly communicated to the accounting department, resulting in the revenue being recorded when the payments were actually received instead of as revenue and receivable when originally pledged. Effect ? A material misstatement of the financial statement could occur and not be prevented or detected. Members of management using IPTF?s internal books and records may not have complete and accurate information throughout the year. Recommendation ? We recommend IPTF develop and implement a financial statement preparation, review and approval process to ensure that necessary adjustments and reconciliations are performed on a monthly basis. IPTF should also ensure that all documents related to pledges are obtained and communicated to the necessary member of management to ensure all transactions are recorded correctly. Auditee's comments and response ? IPTF has hired a new contract accountant and will ensure they establish the recommended procedures. Responsible party for corrective action: Sharon Day, Executive Director
2022-001: Lack of Regular Preparation and Review of Reliable Internal Financial Statements Material Weakness Criteria ? Management is responsible for oversight of IPTF, which includes timely recording, processing, summarizing, and review of accounting data (i.e., maintaining and reviewing internal books and records). Good internal controls also requires the Board of Directors to meet regularly and review the financial status and results of operations of IPTF. Condition ? Monthly internal financial statements were not prepared or reviewed by management after the transition to an outside contract accountant beginning in January 2022. Management also only had board minutes indicating the board met twice during the year. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. During the transition, monthly internal financial statements were either not prepared by the contract accountant, or when prepared were done late and were full of errors. Corrections to reports with errors were not made on a timely basis. As relates to the board meetings, the Executive Director indicated that while the Board does not formally meet every quarter and in person, they stay in regular contact and are meeting via phone and email. No formal documentation of these phone and email meetings is currently maintained by IPTF as board minutes. Effect ? Without a regular review of financial statements, a misstatement could occur and not be detected by management. Without good documentation of meetings, it is easy for an issue to be missed or forgotten in later meeting. Recommendation ? We recommend that management implement a formal process to prepare and review internal financial statements for all reporting entities on a monthly basis. IPTF should also implement a process for ensuring the board meet at least quarterly, and that these meetings be properly documented. Auditee?s comments and response ? IPTF has hired a new contract accountant and will ensure they prepare internal financial statements on a monthly basis as required by their written financial policies and send to management for review. Also, the board will plan to meet quarterly and document meeting minutes. Responsible party for corrective action: Sharon Day, Executive Director
2022-002: Audit Adjustments and Oversight of the Financial Reporting Process Material Weakness Criteria ? Management is responsible for the preparation and fair presentation of the financial statements in accordance with accounting principles generally accepted in the United States of America, and for the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error. Condition ? During the annual audit, nine adjustments were made to IPTF?s financial statements that in the aggregate, were material to the financial statements. Additionally, the financial statements for the year ended June 30, 2021 were restated during the current year due to a prior year error. Management reviewed, approved, and accepted responsibility for the audit adjustments before the financial statements were issued. The need for us to record significant audit adjustments indicates a break down in the internal controls related to preparing and reviewing the IPTF?s financial statements which we consider a material weakness because a misstatement of financial statements could occur and not be prevented or detected. Cause ? IPTF?s Finance Director retired during the year and an outside accounting firm was contracted to take over the role of the accounting department. This transition was not clean and certain closing entries that were typically made by the previous Finance Director were missed. Additionally, the existence of a multi-year pledge during the year ended June 30, 2020 was not properly communicated to the accounting department, resulting in the revenue being recorded when the payments were actually received instead of as revenue and receivable when originally pledged. Effect ? A material misstatement of the financial statement could occur and not be prevented or detected. Members of management using IPTF?s internal books and records may not have complete and accurate information throughout the year. Recommendation ? We recommend IPTF develop and implement a financial statement preparation, review and approval process to ensure that necessary adjustments and reconciliations are performed on a monthly basis. IPTF should also ensure that all documents related to pledges are obtained and communicated to the necessary member of management to ensure all transactions are recorded correctly. Auditee's comments and response ? IPTF has hired a new contract accountant and will ensure they establish the recommended procedures. Responsible party for corrective action: Sharon Day, Executive Director