Corrective Action Plans

Finding 7530 (2023-002)

Significant Deficiency 2023

MN

Eligibility Matching / Level of Effort / Earmarking Significant Deficiency § 200.303

Audit Finding: ALN: 10.656 Grant No.: 204642 Grant Period: Year ended September 30, 2023 Type of finding – Significant deficiency in internal control over compliance Response: Agree Explanation/Corrective Action: • Scanning Applications: o Applications are physically filed by volunteers, th...

Audit Finding: ALN: 10.656 Grant No.: 204642 Grant Period: Year ended September 30, 2023 Type of finding – Significant deficiency in internal control over compliance Response: Agree Explanation/Corrective Action: • Scanning Applications: o Applications are physically filed by volunteers, then scanned into SharePoint and filed electronically. o SharePoint does not recognize hand-written applications, so we use a filing spreadsheet to track specific batch numbers for applications, which gives us the ability to trace an individual document. If the document is typed, then it can be recognized through a search in SharePoint.  Our SOP document for scanning applications can be found on the CSFP Sharepoint site. o We have two volunteers who are scanning on a weekly basis (between 150-250 applications scanned weekly), and we will continue to prioritize this project as more staff/volunteer hours become available. • If an application is missing: o Confirm that application information is in ClientTrack and document through a generated printed application. o Send application to distribution site for next distribution, to ensure participant signs new application before they receive another CSFP box. Anticipated Completion Date: We currently have two volunteers who are scanning on a weekly basis (between 150-250 applications scanned weekly), and we will continue to prioritize this project as more staff/volunteer hours become available. The current backlog is around one year with plans to get caught up using additional resources in the next few months.

View Audit 9830

Finding 7499 (2023-003)

Significant Deficiency 2023

School District of Cadott Community

WI

School Nutrition Programs Allowable Costs / Cost Principles Eligibility

The District will assign someone in the Business Office to review the Child Nutrition claims. Due to the size of the District, it is not cost effective to have more than one person in the food service department working with the claims. A school business official will review all claims. Responsi...

The District will assign someone in the Business Office to review the Child Nutrition claims. Due to the size of the District, it is not cost effective to have more than one person in the food service department working with the claims. A school business official will review all claims. Responsible Person: Sue Shakal Anticipated Completion Date: Ongoing

View Audit 9733

Finding 7476 (2023-003)

Material Weakness 2023

Harris-Stowe State University

MO

Subrecipient Monitoring Eligibility Material Weakness

Finding 2023-003 Personnel Responsible for Corrective Action: Executive Director of the TRIO Program – Jasmine Lewis Anticipated Completion Date: June 2024 Corrective Action Plan: The TRIO Division at the University has established a procedure that involves the Directors and Coordinators for ea...

Finding 2023-003 Personnel Responsible for Corrective Action: Executive Director of the TRIO Program – Jasmine Lewis Anticipated Completion Date: June 2024 Corrective Action Plan: The TRIO Division at the University has established a procedure that involves the Directors and Coordinators for each program (Educational Talent Search, Upward Bound, and Student Support Services). In this process, TRIO staff compile eligibility files that contain documents used to assess student participant eligibility and the services they receive within their respective programs. Once students have completed all the required forms outlined in the checklist, Educational Advisors determine the student's eligibility for the program. After confirming eligibility and ensuring that the file is complete, it is then sent to the Executive Director of the TRIO for a second review to verify accuracy. At the end of each grant year, the Executive Director will seek the assistance of a third-party entity to conduct an external review to ensure the program's compliance.

View Audit 9669

Finding 7401 (2023-002)

Significant Deficiency 2023

Louisiana Housing Corporation

LA

Subrecipient Monitoring Eligibility Reporting

The Corporation (LHC) acknowledges that sub-recipient monitoring for the LIHWAP program was not performed within the fiscal year ending 2023 as stated in the Federal FY2023 Model Plan submitted to the Department of Health and Human Services (DHHS). Lauren Holmes, the Energy Assistance Administrator,...

The Corporation (LHC) acknowledges that sub-recipient monitoring for the LIHWAP program was not performed within the fiscal year ending 2023 as stated in the Federal FY2023 Model Plan submitted to the Department of Health and Human Services (DHHS). Lauren Holmes, the Energy Assistance Administrator, is responsible for overseeing the corrective action plan and the Energy Assistance Department resumed monitoring of all sub-recipients in those respective programs beginning in September 6, 2023 as stated in the Federal 2024 Model Plan accepted by DHHS. LHC would like to additionally note that the 2023 federal fiscal year is still open and alternate methods of sub-recipient monitoring have taken place aside from on-site visits i.e. budget tracking, desk monitoring and multi-level invoice review. 45 CFR Subpart E allows for States to determine all methods of monitoring.

View Audit 9537

Finding 7400 (2023-001)

Significant Deficiency 2023

Louisiana Housing Corporation

LA

Subrecipient Monitoring Eligibility Reporting

The Corporation (LHC) acknowledges that sub-recipient monitoring for the LIHEAP program was not performed within the fiscal year ending 2023 as stated in the Federal FY2023 Model Plan submitted to the Department of Health and Human Services (DHHS). Lauren Holmes, the Energy Assistance Administrator,...

The Corporation (LHC) acknowledges that sub-recipient monitoring for the LIHEAP program was not performed within the fiscal year ending 2023 as stated in the Federal FY2023 Model Plan submitted to the Department of Health and Human Services (DHHS). Lauren Holmes, the Energy Assistance Administrator, is responsible for overseeing the corrective action plan and the Energy Assistance Department resumed monitoring of all sub-recipients in those respective programs beginning in September 6, 2023 as stated in the Federal 2024 Model Plan accepted by DHHS. LHC would like to additionally note that the 2023 federal fiscal year is still open and alternate methods of sub-recipient monitoring have taken place aside from on-site visits i.e. budget tracking, desk monitoring and multi-level invoice review. 45 CFR Subpart E allows for States to determine all methods of monitoring.

View Audit 9537

Finding 7314 (2023-001)

Material Weakness 2023

Rowan County, North Carolina

NC

Eligibility Material Weakness Internal Control / Segregation of Duties

Corrective Action/Management Response: The Department concurs that casefile did not include documentation of a signed application form, either paper or telephonic. 1. All staff responsible for working LIEAP applications will receive refresher training that covers all program requirements with an e...

Corrective Action/Management Response: The Department concurs that casefile did not include documentation of a signed application form, either paper or telephonic. 1. All staff responsible for working LIEAP applications will receive refresher training that covers all program requirements with an emphasis on basic documentation requirements. 2. Quality Assurance Lead Workers/Trainers will conduct targeted 2nd party reviews during the coming year to identify and address any ongoing challenges with this item.

View Audit 9488

Finding 7304 (2023-001)

Significant Deficiency 2023

Deckerville Community Schools

MI

School Nutrition Programs Subrecipient Monitoring Cash Management

District Contact Person: Marsha Taylor, Business Manager Finding – Federal Award Finding and Question Cost Finding 2023-001 – Considered a significant deficiency Recommendation: The District should verify that all required components of meal applications are completed fully and accurately and that i...

District Contact Person: Marsha Taylor, Business Manager Finding – Federal Award Finding and Question Cost Finding 2023-001 – Considered a significant deficiency Recommendation: The District should verify that all required components of meal applications are completed fully and accurately and that income eligibility is recalculated accurately prior to approval. Action to be taken: The District concurs with the facts of this finding and will verify that all income eligibility is recalculated accurately prior to approval.

View Audit 9477

Finding 7204 (2023-003)

Significant Deficiency 2023

Whitewater Unified School District

WI

Eligibility School Nutrition Programs Internal Control / Segregation of Duties

Corrective Action Plan: The District will ensure that all food service applications are signed after the eligibility detennination is complete. Anticipated Corrective Action Plan Completion Date: Ongoing. Contact Information: For additional infonnation regarding this finding please contact Ben Prath...

Corrective Action Plan: The District will ensure that all food service applications are signed after the eligibility detennination is complete. Anticipated Corrective Action Plan Completion Date: Ongoing. Contact Information: For additional infonnation regarding this finding please contact Ben Prather, Business Manager, at 262-472-8705.

View Audit 9360

Finding 7161 (2023-001)

None 2023

Woodland Housing Opportunities, Inc.

OH

Eligibility HUD Housing Programs

The paper work items identified in the annual audit of Carr Street apartments were the result of a staffing shortage and ultimately a change in staffing. With that said, the following plan highlights actions that already have taken place and are in process of being taken by the Owner and Management ...

The paper work items identified in the annual audit of Carr Street apartments were the result of a staffing shortage and ultimately a change in staffing. With that said, the following plan highlights actions that already have taken place and are in process of being taken by the Owner and Management Agent for Carr Street Apartments to ensure any instability in staffing does not impact future operations. 1. General Management and Supervision – The management agent has designated the Director of Facilities to provide direct oversight to the staff responsible to for the day-to-day operations of the Carr Street apartments. Likewise, the Director of Facilities has been trained in all HUD processes and can act as a back-up to ensure all required processes are completed. 2. Staffing – A new Housing Case Manager has been hired who has considerable experience managing two HUD subsidized apartments. 3. Quality Improvement Activities – The owner is currently in the process of developing a peer led QI process. At this stage, management is using the HUD form 9834 as well as internal processes to develop a review and rating document. This document will be used by the current Housing Case Manager as well as two other internal Housing Case Managers. The process will involve the Housing Case Managers doing random file audits as well as to perform audits at the time of new tenant move in, cert/recert and move out. As stated, this program is currently in development, but the plan is for the group to meet once per quarter and review at least three existing tenant files. These same activities will take place on a rolling/as needed basis for all move ins, certifications or move outs to ensure the process was performed correctly and in real time.

View Audit 9245

Finding 7157 (2023-001)

Material Weakness 2023

City of Newport News, Virginia

VA

Eligibility Material Weakness Internal Control / Segregation of Duties

Finding 2023-001: Compliance Qualification and Material Weakness – Eligibility for Medical Assistance Program – Medicaid Cluster (AL Number 93.778) – U.S. Department of Health and Human Services – Virginia Department of Social Services (Repeat finding 2021-001). Finding: Of the sixty (60) participan...

Finding 2023-001: Compliance Qualification and Material Weakness – Eligibility for Medical Assistance Program – Medicaid Cluster (AL Number 93.778) – U.S. Department of Health and Human Services – Virginia Department of Social Services (Repeat finding 2021-001). Finding: Of the sixty (60) participants selected for testing, one (1) participant did not have either a renewal or an original application located in the physical participant case file or in the electronic Medicaid system. Consequently, the initial or required re-determination of the participant’s eligibility could not be verified through our test work. Corrective Action: In an effort to prevent further findings related to this issue, staff were previously instructed to ensure all required documents were present in the system, including an application, as part of the annual Medicaid renewal process. While the annual Medicaid renewal process was halted during the COVID-19 pandemic based on actions at the federal level, effective May 2023 the state has resumed the Medicaid renewal process. Staff will continue assessing cases at renewal to ensure an application is located and will follow previous guidance issued on obtaining an application from the recipient if one cannot be located in the file. When monitoring case actions, supervisors are monitoring for compliance with these procedures. While these are repeat findings the number of cases found without an application has decreased therefore management is confident the current corrective actions have proven effective. Contact: Lisa Calloway, Chief of Benefit Programs Expected Completion Date: Due to the volume of Medicaid cases, correction of this issue will be ongoing. The above processes will be continued as necessary to correct identified deficiencies. Monitoring for compliance will be performed on an ongoing basis. If you have any questions, please contact Lisa Calloway at 757-926-6109 or by email at callowayld@nnva.gov

View Audit 9218

Finding 7095 (2023-001)

Significant Deficiency 2023

The Access Agency, INC

CT

Questioned Costs Eligibility

Audit Finding #: 2023-1 Eligibility Determination Grantor: Department of Health and Human Services Federal Program Name: Low Income Home Energy Assistance (LIHEAP) Federal Assistance Listing (CFDA#): 93.568 Description: During the audited year July 2022 – June 2023, Access paid benefits for an indi...

Audit Finding #: 2023-1 Eligibility Determination Grantor: Department of Health and Human Services Federal Program Name: Low Income Home Energy Assistance (LIHEAP) Federal Assistance Listing (CFDA#): 93.568 Description: During the audited year July 2022 – June 2023, Access paid benefits for an individual whose income was over the threshold of 60% of the CT state median income. The income was documented but ultimately incorrectly calculated. Four other individual household’s basic benefit levels were incorrectly classified as non-vulnerable instead of vulnerable and should have received $50 more in their basic benefit. Statement of Concurrence: Access management concurs with the audit finding: Corrective Action: Access has put in place written procedures as follows: ○ Access will review and revise its training orientation for the next fiscal year. and will provide additional training support and resources to staff to ensure that all LIHEAP applications are certified in an accurate manner. ○ Access will review and improve its file audit process to create a master log of all files reviewed and also note any major findings so a timely response can be made. ○ Access will communicate to the LIHEAP approved software company and CT Department of Social Services suggestions about how to build in better controls regarding categorically eligible households.

View Audit 9137 Questioned Costs: $1

Finding 7085 (2023-004)

Significant Deficiency 2023

Beaufort County

NC

Eligibility

Finding 2023-004 Name of contact person: Corrective Action: Section III - Federal Award Findings and Question Costs (continued) Supervisors, will ensure staff complete all required trainings provided by the Division of Health Benefits. Supervisors will provide additional training, when needed to ens...

Finding 2023-004 Name of contact person: Corrective Action: Section III - Federal Award Findings and Question Costs (continued) Supervisors, will ensure staff complete all required trainings provided by the Division of Health Benefits. Supervisors will provide additional training, when needed to ensure staff have a good understanding of all current and new policy as policy continuously changes. Records will be reviewed internally to ensure cases provide proper documentation. Corrective Action (continued): Proposed completion date: Corrective Actions for Finding 2023-002, 2023-003, and 2023-004 also apply to State Award Findings. Section IV - State Award Findings and Question Costs Training will be provided the week of November 20, 2023 to review findings and corrective action items. Trainings will continue every week to review policy changes, NCFAST updates as well as common errors that may be found during second party reviews. Workers will be trained on the importance of ensuring files include, online verifications, documentation of resources and ensuring, documented resources and income match information entered in NCFAST. Documentation in files should provide clear steps taken by caseworkers to determine eligibility. Checklists have been established to include errors cited during audit. Checklists are to be completed at applications and recertifications, As policy changes and new recommendations are provided by the state, checklists are updated to ensure staff are aware of the most recent policy and procedures.

View Audit 9110

Finding 7084 (2023-003)

Significant Deficiency 2023

Beaufort County

NC

Eligibility

Finding 2023-003 Name of contact person: Corrective Action: Proposed completion date: Finding 2023-004 Name of contact person: Corrective Action: Section III - Federal Award Findings and Question Costs (continued) Supervisors, will ensure staff complete all required trainings provided by the Divisio...

Finding 2023-003 Name of contact person: Corrective Action: Proposed completion date: Finding 2023-004 Name of contact person: Corrective Action: Section III - Federal Award Findings and Question Costs (continued) Supervisors, will ensure staff complete all required trainings provided by the Division of Health Benefits. Supervisors will provide additional training, when needed to ensure staff have a good understanding of all current and new policy as policy continuously changes. Records will be reviewed internally to ensure cases provide proper documentation. Amy Spring, Income Maintenance Administrator Training will be provided the week of November 20, 2023 to review findings and corrective action items. Trainings will continue every week, to review policy changes, NCFAST updates as well as common errors that may be found during second party reviews. Amy Spring, Income Maintenance Administrator Training will be provided the week of November 20, 2023 to review findings and corrective action items. Trainings will continue every week to review policy changes, NCFAST updates as well as common errors that may be found during second party reviews. Supervisors, will ensure staff complete all required trainings provided by the Division of Health Benefits. Supervisors will provide additional training, when needed to ensure staff have a good understanding of all current and new policy as policy continuously changes. Records will be reviewed internally to ensure cases provide proper documentation. Workers will be trained on the importance of ensuring files include, online verifications, documentation of resources and ensuring, documented resources and income match information entered in NCFAST. Documentation in files should provide clear steps taken by caseworkers to determine eligibility. Checklists have been established to include errors cited during audit. Checklists are to be completed at applications and recertifications, As policy changes and new recommendations are provided by the state, checklists are updated to ensure staff are aware of the most recent policy and procedures.

View Audit 9110

Finding 7083 (2023-002)

Significant Deficiency 2023

Beaufort County

NC

Eligibility Internal Control / Segregation of Duties

Finding 2023-002 Name of contact person: Corrective Action: Training will be provided the week of September 5, 2023 to review findigns of corrective action items. Trainings will continue every week to review policy changes, NCFAST updates, as well as common errors that may be found during second par...

Finding 2023-002 Name of contact person: Corrective Action: Training will be provided the week of September 5, 2023 to review findigns of corrective action items. Trainings will continue every week to review policy changes, NCFAST updates, as well as common errors that may be found during second party reviews. Two applications cited in error were processed by temporary staff hired to assist with the volume of Crisis Intervention applications as well as the Low-Income Energy Assistance applications. Two applications cited in error were processed by an employee who has retired. Training will be provided to all temporary staff when hired to ensure applications are processed accurately and all necessary information is requested. Supervisor will be reviewing records internally to ensure accuracy of cases. Applications will be revieiwed and monitored on a rotation basis. Findings from second party reviews will be reviwed with the worker to monitor a pattern for errors and will review policy guidelines to ensure worker is knowledgeable of policy requirements. Training will also be provided to ensure all files include online verifications. Supervisors will provide training to ensure workers are aware of proper documentation required to support eligibilty decisions. Checklists have been established to include errors cited during the audit. Checklists are to be completed at all applications. Amy Spring, Income Maintenance Administrator Supervisors, will ensure staff complete all required trainings provided by the Division of Health Benefits. Supervisors will provide additional training, when needed to ensure staff have a good understanding of all current and new policy as policy continuously changes. Records will be reviewed internally to ensure cases provide proper documentation. Workers will be trained on the importance of ensuring files include, online verifications, documentation of resources and ensuring, documented resources and income match information entered in NCFAST. Documentation in files should provide clear steps taken by caseworkers to determine eligibility. Checklists have been established to include errors cited during audit. Checklists are to be completed at applications and recertifications, As policy changes and new recommendations are provided by the state, checklists are updated to ensure staff are aware of the most recent policy and procedures.

View Audit 9110

Finding 7072 (2023-005)

Significant Deficiency 2023

Nash County

NC

Eligibility

Finding 2023-005 Name of contact person: Corrective Action: Proposed completion date: For Adult - Training to be provided to all caseworkers to include OVS learning gateway webinar, Mastering Medicaid Policy Webinar, and Recertification & Continuous Coverage Unwinding training. Review of MA Policy S...

Finding 2023-005 Name of contact person: Corrective Action: Proposed completion date: For Adult - Training to be provided to all caseworkers to include OVS learning gateway webinar, Mastering Medicaid Policy Webinar, and Recertification & Continuous Coverage Unwinding training. Review of MA Policy Section Financial Resources. Bi-weekly 3-hour staffing sessions with caseworkers. For Family and Children - Training to be provided to all caseworkers to include TWN and OVS learning gateway webinars. Review of policy for exparte process and system reviews. Training to include retaining manual OLV hits. Including covering in detail the documentation template that is required to be completed for each case. Target 2nd parties will be completed at 2 per worker per week of cases processed within the month. Feedback shared with worker to ensure training was effective. For Adult - Training will occur December 2023, once the training is provided the additional 2nd parties of cases will begin and continue for 2 months into Feb 2024. For Family and Children - Training will occur Nov.30th 2023.

View Audit 9079

Finding 7071 (2023-004)

Significant Deficiency 2023

Nash County

NC

Eligibility

Finding 2023-004 Name of contact person: Corrective Action: Proposed completion date: Finding 2023-005 Name of contact person: Corrective Action: Proposed completion date: For Adult - Training to be provided to all caseworkers to include OVS learning gateway webinar, Mastering Medicaid Policy Webina...

Finding 2023-004 Name of contact person: Corrective Action: Proposed completion date: Finding 2023-005 Name of contact person: Corrective Action: Proposed completion date: For Adult - Training to be provided to all caseworkers to include OVS learning gateway webinar, Mastering Medicaid Policy Webinar, and Recertification & Continuous Coverage Unwinding training. Review of MA Policy Section Financial Resources. Bi-weekly 3-hour staffing sessions with caseworkers. For Family and Children - Training to be provided to all caseworkers to include TWN and OVS learning gateway webinars. Review of policy for exparte process and system reviews. Training to include retaining manual OLV hits. Including covering in detail the documentation template that is required to be completed for each case. Target 2nd parties will be completed at 2 per worker per week of cases processed within the month. Feedback shared with worker to ensure training was effective. For Adult - Training will occur December 2023, once the training is provided the additional 2nd parties of cases will begin and continue for 2 months into Feb 2024. For Family and Children - Training will occur Nov.30th 2023. Section III - Federal Award Findings and Questioned Costs (continued) Lyn Saunders - Adult Medicaid Supervisor, Melissa McDaniels – Family and Children's Medicaid Supervisor Melissa McDaniels –Family and Children's Medicaid Supervisor Training to be provided to cover IV-D Referral Policy and Process, this will include OVS ACTS review, review of policy to know when a referral is required to include if a client requests to be referred. A laminated desk reference will be provided at the time of training, this will have examples of when a referral is needed along with how to enter the referral within NCFAST. Training will occur Nov. 30th 2023.

View Audit 9079

Finding 7070 (2023-003)

Significant Deficiency 2023

Nash County

NC

Eligibility

Finding 2023-003 Name of contact person: Corrective Action: Proposed completion date: Section II - Financial Statement Findings Section III - Federal Award Findings and Questioned Costs For the Year Ended June 30, 2023 Corrective Action Plan Immediately and ongoing Donna Wood, Finance Director Train...

Finding 2023-003 Name of contact person: Corrective Action: Proposed completion date: Section II - Financial Statement Findings Section III - Federal Award Findings and Questioned Costs For the Year Ended June 30, 2023 Corrective Action Plan Immediately and ongoing Donna Wood, Finance Director Training will occur Nov. 30th 2023. Team meeting will be held to discuss findings of audit, errors cited to include Household Composition, income calculation and TWN calls for each household member age 14 or old on an application or Recertification. Finance Director will review year end salary accrual along with the Payroll Specialist to ensure correct salary accruals. The Finance Director will work with the Accountant to calculate and update the EMS net receivables each year to ensure proper posting to the General Ledger, working with information from the County’s billing and collection agency. Melissa McDaniels –Family and Children's Medicaid Supervisor Training to be provided to all caseworkers to include TWN and OVS learning gateway webinars. Review of policy for exparte process and system reviews. Training to also include Income Policy, how to review for self-employment income and utilize the income wizard to enter weekly, bi-weekly and monthly income amounts so the system will calculate the income and leave less room for user error. Documentation of what income is being evaluated to also include why certain incomes are not counted. Training to include review of Household Composition, tax filing status and how to review the determinations of each case before completing/ releasing auto holds. Lyn Saunders - Adult Medicaid Supervisor Training to be provided to caseworkers to include review of Job Aids for Adding Evidence to an application, Adding Evidence to a Case, and Adding Verifications. Review of MA Policy Financial Resources. Bi-weekly 3-hour staffing sessions with caseworkers. Target 2nd parties will be completed at 2 per worker per week of cases processed within the month. Feedback shared with worker to ensure training was effective. Training will occur December 2023, once the training is provided the additional 2nd parties of cases will begin and continue for 2 months into Feb 2024.

View Audit 9079

Finding 7069 (2023-002)

Significant Deficiency 2023

Nash County

NC

Eligibility Internal Control / Segregation of Duties

Finding 2023-002 Name of contact person: Corrective Action: Proposed completion date: Finding 2023-003 Name of contact person: Corrective Action: Proposed completion date: Section II - Financial Statement Findings Section III - Federal Award Findings and Questioned Costs For the Year Ended June 30, ...

Finding 2023-002 Name of contact person: Corrective Action: Proposed completion date: Finding 2023-003 Name of contact person: Corrective Action: Proposed completion date: Section II - Financial Statement Findings Section III - Federal Award Findings and Questioned Costs For the Year Ended June 30, 2023 Corrective Action Plan Immediately and ongoing Donna Wood, Finance Director Training will occur Nov. 30th 2023. Team meeting will be held to discuss findings of audit, errors cited to include Household Composition, income calculation and TWN calls for each household member age 14 or old on an application or Recertification. Finance Director will review year end salary accrual along with the Payroll Specialist to ensure correct salary accruals. The Finance Director will work with the Accountant to calculate and update the EMS net receivables each year to ensure proper posting to the General Ledger, working with information from the County’s billing and collection agency. Melissa McDaniels –Family and Children's Medicaid Supervisor Training to be provided to all caseworkers to include TWN and OVS learning gateway webinars. Review of policy for exparte process and system reviews. Training to also include Income Policy, how to review for self-employment income and utilize the income wizard to enter weekly, bi-weekly and monthly income amounts so the system will calculate the income and leave less room for user error. Documentation of what income is being evaluated to also include why certain incomes are not counted. Training to include review of Household Composition, tax filing status and how to review the determinations of each case before completing/ releasing auto holds.

View Audit 9079

Finding 7068 (2023-006)

Significant Deficiency 2023

Nash County

NC

Matching / Level of Effort / Earmarking Allowable Costs / Cost Principles Eligibility

Finding 2023-006 Name of contact person: Corrective Action: Proposed completion date: Jessica Hill, Food and Nutrition Services Supervisor Training will be conducted in December 2023 in the following noted areas: Reviewing OVS ESC tab for all household members and related quarters to question each e...

Finding 2023-006 Name of contact person: Corrective Action: Proposed completion date: Jessica Hill, Food and Nutrition Services Supervisor Training will be conducted in December 2023 in the following noted areas: Reviewing OVS ESC tab for all household members and related quarters to question each employer listed in related quarters. Training of documentation of termination wages and verification sources to verify earned income. Conduct a documentation training exercise to ensure verification of all expenses given as a deduction. Review acceptable forms of verification for deductions given. Conduct an earned income exercise to review base period requirements and calculation of correct gross amount to determine correct earned income for the FNS unit. Review of documentation procedures and referencing to The Work Number verifying employment terminations for applicable employers. Review of policy sections 305, 300, and 310. Second party reviews focused around income calculations, verifications, correct base period used and documentation, and verification of deductions given to FNS unit. Ensure staff understands base period for earned income, the importance of documenting case file and providing correct verification to support action taken on case file. December 2023 Section IV - State Award Findin

View Audit 9079

Finding 7054 (2023-001)

Significant Deficiency 2023

Barton County Community College

KS

Eligibility Reporting

Federal Program TRIO Cluster Compliance requirements Reporting Condition During testing, we identified errors in certain data elements reported during the year for TRIO participants. Recommendation We recommend that the College review its controls to ensure that accurate data is reported. Com...

Federal Program TRIO Cluster Compliance requirements Reporting Condition During testing, we identified errors in certain data elements reported during the year for TRIO participants. Recommendation We recommend that the College review its controls to ensure that accurate data is reported. Comments on the Finding Recommendation The College agrees with the determination that certain reporting items were entered in error. We have determined that these items were not material to the College’s overall annual report. Action Taken As of November 30, 2023, and in conjunction with preparing the 2022-2023 Annual Performance Reports, all Barton TRIO programs will implement a systematic and detailed review of the participant eligibility and program acceptance information for TRIO participants. This review will include focused use of each program’s version of their “student eligibility checklist” that will ensure the systematic review and double check of the eligibility information before entry into each program’s specific participant database.

View Audit 9062

Finding 7039 (2023-004)

Significant Deficiency 2023

Lee County

NC

Eligibility

Training will be conducted on the Non-Cooperation with Child Support Procedures topic with staff specifically concerning the finding areas and ensuring all child support procedures are followed in accordance with policy requirements. Second party reviews will be enhanced to ensure those conducting t...

Training will be conducted on the Non-Cooperation with Child Support Procedures topic with staff specifically concerning the finding areas and ensuring all child support procedures are followed in accordance with policy requirements. Second party reviews will be enhanced to ensure those conducting the review ensure that proper procedures are being followed with regard to these policies.

View Audit 9036

Finding 7038 (2023-003)

Significant Deficiency 2023

Lee County

NC

Eligibility

Training will be conducted on the Inadequate Request for Information topic with staff specifically concerning the finding areas and ensuring all required requests for information are sent via 5097/20020 where applicable. Second party reviews will be enhanced to ensure those conducting the review ens...

Training will be conducted on the Inadequate Request for Information topic with staff specifically concerning the finding areas and ensuring all required requests for information are sent via 5097/20020 where applicable. Second party reviews will be enhanced to ensure those conducting the review ensure that proper procedures are being followed with regard to these policies.

View Audit 9036

Finding 7037 (2023-002)

Significant Deficiency 2023

Lee County

NC

Eligibility

Training will be conducted on the Inaccurate Resource topic with staff specifically concerning the finding areas and ensuring all verified resources are appropriately updated in the NC FAST evidence. Second party reviews will be enhanced to ensure those conducting the review ensure that proper proce...

Training will be conducted on the Inaccurate Resource topic with staff specifically concerning the finding areas and ensuring all verified resources are appropriately updated in the NC FAST evidence. Second party reviews will be enhanced to ensure those conducting the review ensure that proper procedures are being followed with regard to these policies.

View Audit 9036

Finding 7036 (2023-001)

Significant Deficiency 2023

Lee County

NC

Eligibility Significant Deficiency Internal Control / Segregation of Duties

Training will be conducted on the Inaccurate information entry topic with staff specifically concerning the finding areas and ensuring all verified information is appropriately updated in the NC FAST evidence. Second party reviews will be enhanced to ensure those conducting the review verify that pr...

Training will be conducted on the Inaccurate information entry topic with staff specifically concerning the finding areas and ensuring all verified information is appropriately updated in the NC FAST evidence. Second party reviews will be enhanced to ensure those conducting the review verify that proper procedures are being followed with regard to these policies.

View Audit 9036

Finding 6943 (2023-002)

Significant Deficiency 2023

Hopewell Redevelopment and Housing Authority

VA

HUD Housing Programs Eligibility

The Authority failed to complete annual recertifications in accordance with its Administrative Plan and HUD regulations. The overall cause was a lack of management oversight and quality control over this program. Corrective Action: The Authority will reexamine family income and composition every twe...

The Authority failed to complete annual recertifications in accordance with its Administrative Plan and HUD regulations. The overall cause was a lack of management oversight and quality control over this program. Corrective Action: The Authority will reexamine family income and composition every twelve (12) months and calculate tenant rents and housing assistance payments in accordance with 24 CFR 982.516. The Authority will implement greater oversight over the Housing Choice Voucher program to ensure that annual recertifications are completed timely and accurately. This will include utilizing a recertification checklist and management review. Person Responsible: Marc Starling, Marc.Starlling@hopewellrha.org

View Audit 8935

Corrective Action Plans

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