Single Audit Corrective Action Plan FY 2022 / Finding: / AFG acknowledges that an internal control deficiency existed within the credit card process and procedures, during Fiscal Year 2022. The process required staff to forward credit card documentation to the finance department, via email, in perso...
Single Audit Corrective Action Plan FY 2022 / Finding: / AFG acknowledges that an internal control deficiency existed within the credit card process and procedures, during Fiscal Year 2022. The process required staff to forward credit card documentation to the finance department, via email, in person, or using an accounts payable mailbox. The finance staff would then collect and maintain all receipts and other supporting documents pending the monthly credit card review and reconciliation. After receiving the approved credit card statements from cardholders, the finance staff would undertake the task of matching the receipts and other support documentation to the appropriate staff person?s credit card. / In the current period, Fiscal Year 2023, the finance team has developed and implemented controls to ensure program expenditures on agency credit cards and supporting documents are: / 1. Reviewed and approved by a supervisor, to ensure that expenditures are allowable costs within the program and grant guidelines. / 2. Supported by the appropriate and required documentation. / 3. Submitted timely both internally to the finance department, as well as externally to funding sources. / 4. Stored and maintained for future refence, by the finance department and the program staff responsible for credit card purchase. / 5. Reviewed for financial recording accuracy by the finance department's grants manager and controller. / In January 2023, AFG management, including the finance team, revised and streamlined the credit card process by eliminating multiple modes of submission for credit card required documentation, reducing the occurrence of misplaced documents. The new process also includes the development and implementation of an electronic shared filing system. The credit card expenditures and supporting documents are maintained in the electronic files by the cardholders' names and are also uploaded to the accounting software. / Additionally, effective March 31, 2023, AFG revised the agency's Credit Card Policy and Procedures to include fixed deadlines for the submission of credit card required documentation. The revision also outlined more specifically the required process for submitting credit card documents. As stated, in the revised procedures, monthly credit card packages must be submitted to the finance department on or before the established deadline, via email. The Credit Card Packages include the approved Staff Credit Card Statement, legible copies of credit card receipts, and any other required documentation that supports the purchase. / Additional enhancements to the credit card process include reviews for accuracy by the grant manager and controller of credit card reconciliations and financial postings. The credit card packages are uploaded and maintained on AFG's accounting software, and the finance department's shared files. Credit Card Packages are only submitted to and accepted by the finance department via email. The AFG staff member who is responsible for the credit card purchase must maintain the hard copy of the purchase receipt and any other support documents received directly. / AFG's management appreciates the efforts of the George Johnson & Company auditing staff, as well as this opportunity to strengthen the internal control structure and procedures. We are confident that the revised credit card procedures will significantly reduce the occurrences of misclassifications of program expenditures and misplacement of required support documentation.