Corrective Action Plans

Finding 3156 (2023-001)

Significant Deficiency 2023

Rockingham County

NC

Eligibility Internal Control / Segregation of Duties

Lisa Chaney, Mandy Edwards, Nicole Victory and Debbie McGuire Management will review cases internally to ensure proper documentation is in place for eligibility. Staff will be provided with refresher training on what information should be included in case files and the importance of this being compl...

Lisa Chaney, Mandy Edwards, Nicole Victory and Debbie McGuire Management will review cases internally to ensure proper documentation is in place for eligibility. Staff will be provided with refresher training on what information should be included in case files and the importance of this being complete and accurate. Management will review and revise current procedures in place to ensure that all eligibility determination criteria is completed such as online verifications, documented sources of income/resources and amounts are accurately reflected and retained in the case file within the NC FAST Case Management System. Training will be completed by November 17th, 2023

View Audit 5153

Finding 3155 (2023-005)

Significant Deficiency 2023

Yadkin County

NC

Eligibility

Finding: 2023-005 Name of contact person: Corrective Action: Proposed Completion Date: YCHSA has revamped onboarding of new Medicaid staff to include individual staffing's with employee and their supervisor at least three times each week for a minimum of four months. These staffing's would include d...

Finding: 2023-005 Name of contact person: Corrective Action: Proposed Completion Date: YCHSA has revamped onboarding of new Medicaid staff to include individual staffing's with employee and their supervisor at least three times each week for a minimum of four months. These staffing's would include direct education on when Child Support referrals are necessary and how to document. YCHSA is in the process of hiring an Eligibility Trainer to assist with onboarding of new staff, provide refresher trainings for established staff and conduct second party reviews. When issues are noted by the Trainer, they will notify the respective supervisor and provide follow-up training as needed (either in an individual or group setting). Knowledge checks will be administered following group training to determine if knowledge has increased. If not, supervisors will follow up with individual training on appropriate Child Support referrals. YCHSA will continue to utilize policy portal for needed clarification on policy interpretation. YCHSA will send training requests to the Operational Support Team at least quarterly. The onboarding process for YCHSA is an ongoing process. A training will be provided on the Single County Audit findings before 11/30/23. YCHSA will begin the hiring process for the Eligibility Trainer during the week of 10/30/23.

View Audit 5141

Finding 3154 (2023-004)

Significant Deficiency 2023

Yadkin County

NC

Eligibility

Finding: 2023-004 Name of contact person: Corrective Action: Proposed Completion Date: Jessica Wall, Director YCHSA has revamped onboarding of new Medicaid staff to include individual staffing's with employee and their supervisor at least three times each week for a minimum of four months. These sta...

Finding: 2023-004 Name of contact person: Corrective Action: Proposed Completion Date: Jessica Wall, Director YCHSA has revamped onboarding of new Medicaid staff to include individual staffing's with employee and their supervisor at least three times each week for a minimum of four months. These staffing's would include direct education on what information should be used to accurately determine eligibility and how to document said information. YCHSA is in the process of hiring an Eligibility Trainer to assist with onboarding of new staff, provide refresher trainings for established staff and conduct second party reviews. When issues are noted by the Trainer, they will notify the respective supervisor and provide follow-up training as needed (either in an individual or group setting). Knowledge checks will be administered following group training to determine if knowledge has increased. If not, supervisors will follow up with individual training on appropriate requests for information. YCHSA will continue to utilize policy portal for needed clarification on policy interpretation. YCHSA will send training requests to the Operational Support Team at least quarterly. The onboarding process for YCHSA is an ongoing process. A training will be provided on the Single County Audit findings before 11/30/23. YCHSA will begin the hiring process for the Eligibility Trainer during the week of 10/30/23.

View Audit 5141

Finding 3153 (2023-003)

Significant Deficiency 2023

Yadkin County

NC

Eligibility Reporting

Finding: 2023-003 Name of contact person: Corrective Action: Proposed Completion Date: Jessica Wall, Director YCHSA has revamped onboarding of new Medicaid staff to include individual staffing's with employee and their supervisor at least three times each week for a minimum of four months. These sta...

Finding: 2023-003 Name of contact person: Corrective Action: Proposed Completion Date: Jessica Wall, Director YCHSA has revamped onboarding of new Medicaid staff to include individual staffing's with employee and their supervisor at least three times each week for a minimum of four months. These staffing's would include direct education on what resources are used to accurately determine eligibility and how to document said resources. YCHSA is in the process of hiring an Eligibility Trainer to assist with onboarding of new staff, provide refresher trainings for established staff and conduct second party reviews. When issues are noted by the Trainer, they will notify the respective supervisor and provide follow-up training as needed (either in an individual or group setting). Knowledge checks will be administered following group training to determine if knowledge has increased. If not, supervisors will follow up with individual training on inaccurate resource entry. YCHSA will continue to utilize policy portal for needed clarification on policy interpretation. YCHSA will send training requests to the Operational Support Team at least quarterly. The onboarding process for YCHSA is an ongoing process. A training will be provided on the Single County Audit findings before 11/30/23. YCHSA will begin the hiring process for the Eligibility Trainer during the week of 10/30/23.

View Audit 5141

Finding 3152 (2023-002)

Significant Deficiency 2023

Yadkin County

NC

Eligibility Internal Control / Segregation of Duties

Finding: 2023-002 Name of contact person: Corrective Action: Proposed Completion Date: Jessica Wall, Director The Yadkin County Human Services Agency (YCHSA) has revamped onboarding of new Medicaid staff to include individual staffing's with employee and their supervisor at least three times each we...

Finding: 2023-002 Name of contact person: Corrective Action: Proposed Completion Date: Jessica Wall, Director The Yadkin County Human Services Agency (YCHSA) has revamped onboarding of new Medicaid staff to include individual staffing's with employee and their supervisor at least three times each week for a minimum of four months. These staffing's would include direct education on what information is used to accurately determine eligibility and how to document said actions. YCHSA is in the process of hiring an Eligibility Trainer to assist with onboarding of new staff, provide refresher trainings for established staff and conduct second party reviews. When issues are noted by the Trainer, they will notify the respective supervisor and provide follow-up training as needed (either in an individual or group setting). Knowledge checks will be administered following group training to determine if knowledge has increased. If not, supervisors will follow up with individual training on inaccurate information entry. YCHSA will continue to utilize policy portal for needed clarification on policy interpretation. YCHSA will send training requests to the Operational Support Team at least quarterly. The onboarding process for YCHSA is an ongoing process. A training will be provided on the Single County Audit findings before 11/30/23. YCHSA will begin the hiring process for the Eligibility Trainer during the week of 10/30/23.

View Audit 5141

Finding 3142 (2023-001)

None 2023

Health Opportunities for the People of East Texas, Inc.

TX

Eligibility HUD Housing Programs

Item 2023-001: Compliance with Client Placement on the Sliding Fee Scale for the Health Center Cluster Program Corrective Active Plan: Implementation of Phreesia software will flag any placement discrepancies. Front Desk Staff has completed and signed off of an intensive two-week training. All front...

Item 2023-001: Compliance with Client Placement on the Sliding Fee Scale for the Health Center Cluster Program Corrective Active Plan: Implementation of Phreesia software will flag any placement discrepancies. Front Desk Staff has completed and signed off of an intensive two-week training. All front desk has been properly trained and will have ongoing and refresher training as needed. Front Desk Staff are required to check their work at the end of the day. We have a dedicated staff member who double checks each SFS registration. The corrected registration packet is returned to the corresponding Office Manager who reviews the corrections with the Front Desk staff member. The Front Desk staff member will make the noted corrections themselves. Front Desk will experience disciplinary action for continued incorrect placements such as write ups, or termination. We conduct an Eligibility Audit on a monthly basis. A report consisting of errors by facility as well as the employee responsible for the errors will be given to office managers and key administrative staff. The information collected is reported during our monthly CPI Committee meetings. Estimated Completion Date: Ongoing Responsible Party Contact Information: Jolene Busby Jbusby@hcmtx.org 936-591-8380 Ext 109

View Audit 5123

Finding 3138 (2023-002)

Significant Deficiency 2023

Housing Authority of the City of Paterson

NJ

Questioned Costs HUD Housing Programs Eligibility

Finding 2023-002: Federal Agency: U.S. Department of Housing and Urban Development Federal Program Titles: Emergency Housing Vouchers Assistance Listing Number: 14.EHV Noncompliance – E. Eligibility - Tenant Files Non Compliance Material to the Financial Statements: No Significant deficiency in Int...

Finding 2023-002: Federal Agency: U.S. Department of Housing and Urban Development Federal Program Titles: Emergency Housing Vouchers Assistance Listing Number: 14.EHV Noncompliance – E. Eligibility - Tenant Files Non Compliance Material to the Financial Statements: No Significant deficiency in Internal Control over Compliance for Eligibility Criteria: Tenant Files. The PHA must do the following: As a condition of admission or continued occupancy, require the tenant and other family member to provide necessary information, documentation, and releases for the PHA to verify income eligibility (24 CFR sections 5.230, 5.609, and 982.516). Condition: Based upon inspection of the Authority’s files and on discussions with management there were documents that were unavailable for examination at the time of audit. Context: Of a sample size of six (6) tenant files, the following information was unavailable for examination at the time of audit: • Annual 50058 form • Annual inspection form Our sample size is statistically valid. Known Questioned Costs: $1,775 Cause: There is a significant deficiency in internal controls over the compliance for the eligibility type of compliance related to the maintenance of tenant files. The Authority has not properly considered and designed a system of internal controls that reasonably assures the program is in compliance. Effect: The Emergency Housing Vouchers Program is in non-compliance with the eligibility type of compliance related to the maintenance of tenant files. Recommendation: We recommend the Authority design and implement internal control procedures that will reasonably assure compliance with the Uniform Guidance and the compliance supplement. Authority Response: We agree with the Auditor’s observations on the inspection of the tenant files and will implement internal control procedures that will assure tenant file compliance. Views of responsible officials and planned corrective action: The PHA has taken into consideration the Auditor’s recommendation in regards to Emergency Housing Vouchers (EHV) program. During the audit period, the staff assigned to the EHV program changed three times, resulting in program deficiencies. Currently a more skilled tenant interviewer is responsible for voucher processing, therefore program compliance will be in line with HUD requirement.

View Audit 5108 Questioned Costs: $1

Finding 2926 (2023-002)

None 2023

Bowling Green-Warren County Primary Care Center Inc.

KY

Special Tests & Provisions Eligibility Matching / Level of Effort / Earmarking

Management will begin staff training with regular check ins, software upgrade for calculating income and qualifying patients within the practice management system and revising billing team procedures.

View Audit 4781

Finding 2735 (2023-001)

Significant Deficiency 2023

Northwest Nazarene University

ID

Student Financial Aid Eligibility Significant Deficiency

Title: Student Financial Assistance Cluster – Assistance Listing Nos. 84.007, 84.033, 84.063, 84.268 Recommendation: We recommend the University review its SAP review policies to ensure it is completed timely and before Title IV disbursements occur. Explanation of disagreement with audit finding: Th...

Title: Student Financial Assistance Cluster – Assistance Listing Nos. 84.007, 84.033, 84.063, 84.268 Recommendation: We recommend the University review its SAP review policies to ensure it is completed timely and before Title IV disbursements occur. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: Prior to this finding, in November 2022 our Registrar implemented a change in process to require a form when assigning either an L and I grade to a student. This ensures that the correct grade type is used in all cases depending on the nature of the work still outstanding. In doing so, it allows more accurate and timely assess a student’s GPA for SAP status on a regular schedule within the timeline expected for each type of grade when a final grade is determined. The Financial Aid office had also implemented an additional tracking mechanism outside of our ERP system to monitor the SAP status of each student to augment deficiencies in our ERP related to tracking the correct status over time. This tracking occurs regardless of the timing of a FAFSA being completed or the consistency of student enrollment from one semester to the next. This allows us to know the eligibility status of a student prior to awarding and disbursement, and require an appeal when appropriate. This was implemented May 2023. Regardless, as per policy and as we’ve been doing, we will continue to evaluate grade changes at the time of the next regular SAP evaluation period, and enforce the policy based on their status from that point forward. Name(s) of the contact person(s) responsible for corrective action: Dwight R Berreth Planned completion date for corrective action plan: August 2023

View Audit 4707

Finding 2731 (2023-002)

Significant Deficiency 2023

Corinth Central School District

NY

School Nutrition Programs Procurement, Suspension & Debarment Eligibility § 200.213

For the Special Aid and Food Service Funds, the System for Award Management will be checked in the fall and spring for the debarment of any vendors that we expect to pay over $25,000 for the fiscal year. Summary spreadsheets will be provided to the Auditors.

View Audit 4696

Finding 2726 (2023-003)

Significant Deficiency 2023

Gloversville Enlarged School District

NY

School Nutrition Programs Procurement, Suspension & Debarment Eligibility § 200.213 § 200.318

Action taken: The district entered into a shared services agreement with Capital Region BOCES in March of 2022 for management of the School Nutrition program. It was assumed that this was a procedure they followed; however, documentation was not provided and the external auditors inciuded it as a f...

Action taken: The district entered into a shared services agreement with Capital Region BOCES in March of 2022 for management of the School Nutrition program. It was assumed that this was a procedure they followed; however, documentation was not provided and the external auditors inciuded it as a finding. The School Nutrition Director resigned and was replaced by a new School Nutrition Director with BOCES (Greg Nalewjka) and he was unaware that this was necessary. He is working with his supervisors to provide documentation to the district that due diligence has been done to meet this requirement. Anticipated completion date: 11/10/2023

View Audit 4695

Finding 2716 (2023-001)

Significant Deficiency 2023

Northern Cheyenne Tribal Housing Authority

MT

Eligibility HUD Housing Programs

2023-001 Condition: Deficiencies Noted in Maintenance of Mutual Help Resident Files Steps to resolve: We will review the recertification process to determine areas of weakness. We will also implement more standardization in file organization of information. Management has implemented procedures to...

2023-001 Condition: Deficiencies Noted in Maintenance of Mutual Help Resident Files Steps to resolve: We will review the recertification process to determine areas of weakness. We will also implement more standardization in file organization of information. Management has implemented procedures to clear this finding in FY 2024. Timeframe: By FYE March 31, 2024 Individual responsible for correction: Mr. Rod Trahan, Executive Director

View Audit 4632

Finding 2710 (2023-002)

Significant Deficiency 2023

Eastern Oklahoma State College

OK

Student Financial Aid Eligibility Matching / Level of Effort / Earmarking

Condition: A student received a direct subsidized loan despite showing no financial need, as the student's EFC was higher than the student's COA. The student's EFC was determined to be $24,282, whereas their COA was $20,686. Despite no financial need existing, the student was awarded a direct subsid...

Condition: A student received a direct subsidized loan despite showing no financial need, as the student's EFC was higher than the student's COA. The student's EFC was determined to be $24,282, whereas their COA was $20,686. Despite no financial need existing, the student was awarded a direct subsidized loan of $3,500, resulting in an over award. In conjunction with our FY2023 audit, please see the College's corrective action plan below: Management agrees this student had an incorrect type of loan awarded. Based off the students EFC number the loan should have been an unsubsidized loan and not the subsidized loan. The Financial Aid office will make the corrections of the loan type to the student's account. Financial Aid will add an internal control process to ensure there is a second verification of student federal loans in place. Expected completion date: 11/17/2023 Party Responsible: Trisha White, Vice President of Business Affairs Contact Information: twhite@eosc.edu

View Audit 4590

Finding 2693 (2023-001)

None 2023

Thomas University, Inc.

GA

Questioned Costs Student Financial Aid Matching / Level of Effort / Earmarking

Comments on Findings and Recommendations: We agree with the finding and recommendations. Planned Corrective Action: The organization will undergo a software upgrade aimed at augmenting the efficiency and precision of the financial aid department. We anticipate that this upgrade will be fully operati...

Comments on Findings and Recommendations: We agree with the finding and recommendations. Planned Corrective Action: The organization will undergo a software upgrade aimed at augmenting the efficiency and precision of the financial aid department. We anticipate that this upgrade will be fully operational by the end of the first quarter of the next calendar year. Anticipated Completion Date: 03/29/2024

View Audit 4566 Questioned Costs: $1

Finding 2661 (2023-001)

Significant Deficiency 2023

Union County

NC

Eligibility Significant Deficiency Internal Control / Segregation of Duties

Responsible Parties: Janet Payne, Human Services Director Beverly Liles, Finance Director Finding 2023-001, Senior Nutrition Aging Program - Significant Deficiency-Eligibility Response/Corrective Action: In response to the errors cited, Union County Senior Nutrition program will update the internal ...

Responsible Parties: Janet Payne, Human Services Director Beverly Liles, Finance Director Finding 2023-001, Senior Nutrition Aging Program - Significant Deficiency-Eligibility Response/Corrective Action: In response to the errors cited, Union County Senior Nutrition program will update the internal controls and put into place two individuals to be involved in the eligibility process. Also, the Nutrition Program Manager will implement a quality assurance review process that will sample ten percent of the monthly assessments for eligibility compliance. The Quality Assurance team will provide a written report each quarter to the Senior Nutrition Program Manager and the Community Support and Outreach Division Director. Union County will implement the Corrective Action Plan by December 1, 2023.

View Audit 4487

Finding 2532 (2023-002)

Material Weakness 2023

Housing Authority of Meridian

MS

HUD Housing Programs Eligibility Material Weakness

Finding 2023-002 - Low Income Public Housing Tenant Files – Eligibility - Internal Control over Tenant Files- Noncompliance and Material Weakness Low Income Public Housing - subsidy ALN #14.850 Corrective Action Plan: All staff will go through training and will be tested on their knowledge of calcul...

Finding 2023-002 - Low Income Public Housing Tenant Files – Eligibility - Internal Control over Tenant Files- Noncompliance and Material Weakness Low Income Public Housing - subsidy ALN #14.850 Corrective Action Plan: All staff will go through training and will be tested on their knowledge of calculating rent. A review process will be implemented so that each file is checked for accuracy. MHA will engage Smith Marion and Company to test sample 15 file in January 2024. Person Responsible: Ronald J. Turner, Sr. Anticipated Completion Date: 3/31/2024

View Audit 4310

Finding 2531 (2023-001)

Material Weakness 2023

Housing Authority of Meridian

MS

HUD Housing Programs Cash Management Eligibility

Finding 2023-001 - Public Housing Tenant Account Receivables - Eligibility - Internal Control Over Tenant Terminations and Nonpayment of Rent Low Income Public Housing Program ALN #14.850 - Noncompliance and Material Weakness Corrective Action Plan: The following account collection management practi...

Finding 2023-001 - Public Housing Tenant Account Receivables - Eligibility - Internal Control Over Tenant Terminations and Nonpayment of Rent Low Income Public Housing Program ALN #14.850 - Noncompliance and Material Weakness Corrective Action Plan: The following account collection management practices will be implemented immediately: 1. Property Managers will review all delinquent accounts on the 8th of each month, at which time a Late Rent Meeting will be conducted with perspective tenants to discuss ca use, and or a payment arrangement. 2. On the 14th of each month, all delinquent accounts will receive a Final Notice regarding nonpayment of rent. (With the exception of an approved payment arrangement.) 3. Court papers will be filed in County Court on the 18th of each month for all delinquent accounts, with the exception of those with approved payment arrangements. 4. All tenants that were not served for County Court will be filed in Justice Court, for non-payment of rent and or removal of occupied units. Person Responsible: Ronald J. Turner, Sr. Anticipated Completion Date: 3/31/2024

View Audit 4310

Finding 2433 (2023-002)

Material Weakness 2023

Oneida, Herkimer, and Madison Counties Boces

NY

School Nutrition Programs Eligibility Material Weakness

Finding 2023-002 – Eligibility The BOCES concurs with the finding 2023-002. Corrective Action: To prevent this in the future, in addition to the mandatory verification, a second person, School Food Service Director or Director of Shared Food Services will randomly test a sample of school meal applic...

Finding 2023-002 – Eligibility The BOCES concurs with the finding 2023-002. Corrective Action: To prevent this in the future, in addition to the mandatory verification, a second person, School Food Service Director or Director of Shared Food Services will randomly test a sample of school meal applications. Beginning in 2023-2024, many of the school buildings will be serving meals for free under the Community Eligibility Provision which will drastically reduce the number of free and reduced meal applications needed to be processed. Between the reduction in applications and the implementation of random testing, we are confident these inaccuracies will be resolved. Additional checks and balances will be put in place immediately so that reliance is not solely on the computerized system. Contact Person: Kate Dorr, Director of Shared Food Service (315) 738-0848 kdorr@oneida-boces.org

View Audit 4195

Finding 2398 (2023-004)

Significant Deficiency 2023

Independent School District No. 213 Osakis Public Schools

MN

School Nutrition Programs Internal Control / Segregation of Duties Special Tests & Provisions

2023-004 Verification Federal agency: U.S. Department of Agriculture Federal program Title: Child Nutrition Cluster Federal Assistance Listing Number: 10.553, 10.555 and 10.559 Federal Award Identification Number and Year: 212MN061N1199- 2023 Pass-Through Agency: Minnesota Department of Education P...

2023-004 Verification Federal agency: U.S. Department of Agriculture Federal program Title: Child Nutrition Cluster Federal Assistance Listing Number: 10.553, 10.555 and 10.559 Federal Award Identification Number and Year: 212MN061N1199- 2023 Pass-Through Agency: Minnesota Department of Education Pass-Through Number(s): 1-213-000 Award Period: June 30, 2023 Type of Finding: Significant Deficiency in Internal Control Over Compliance Recommendation: We recommend that District management and financial personnel have internal controls designed to ensure proper documentation of eligibility for Child Nutrition. Views of Responsible Officials: There is no disagreement with the audit finding. Action Taken in Response to Finding: The District will continue to work at ensuring there is a second person to review applications. Name of the Contact Person Responsible for Corrective Action Plan: Justin Dahlheimer, Superintendent Planned Completion Date for Corrective Action Plan: June 30, 2024

View Audit 4115

Finding 2393 (2023-001)

None 2023

Rock Valley College

IL

Student Financial Aid Eligibility Internal Control / Segregation of Duties

2023-001 Incorrect Pell Disbursement Amount - Student Financial Aid Cluster Assistance Listing Number 84.007, 84.033, 84.063, 84.268, Grant Period - Year Ended June 30, 2023 Condition Found During our student file testing we noted one student out of forty had was not disbursed the correct Pell Grant...

2023-001 Incorrect Pell Disbursement Amount - Student Financial Aid Cluster Assistance Listing Number 84.007, 84.033, 84.063, 84.268, Grant Period - Year Ended June 30, 2023 Condition Found During our student file testing we noted one student out of forty had was not disbursed the correct Pell Grant award. Based on the student’s enrollment status and need, the College under awarded the student by $200. We consider this to be an instance of noncompliance relating to the Eligibility Compliance Requirement. Corrective Action Plan: Run enhanced quality assurance (QA) checks with awarding analysis both prior to disbursement of funds and at the end of each semester. Execute 100% QA procedures to ensure accurate system awarding. Responsible Person for Corrective Action Plan: Mary Cobb, Program Manager Financial Aid, and Ana Mirnic, Program Manager Financial Aid, and Executive Director of Financial Aid (new hire in process) Implementation Date of Corrective Action Plan: September 1, 2023

View Audit 4094

Finding 2387 (2023-002)

Significant Deficiency 2023

Asbury University

KY

Student Financial Aid Eligibility Special Tests & Provisions

Asbury University's Financial Aid office has had a turnover in positions. Submitting a disbursement date adjustment file for TEACH Grant disbursements was missed in training Dawn Hopkins the new Financial Aid Specialist. Leslie Kurtz (Director of Financial Aid) has shown Ms. Hopkins how to create an...

Asbury University's Financial Aid office has had a turnover in positions. Submitting a disbursement date adjustment file for TEACH Grant disbursements was missed in training Dawn Hopkins the new Financial Aid Specialist. Leslie Kurtz (Director of Financial Aid) has shown Ms. Hopkins how to create and transmit a TEACH Grant adjustment file to COD. Ms. Hopkins sent a file to correct the 22-23 disbursement dates on July 14, 2023. Ms. Hopkins also updated her desk manual on July 14, 2023, adding the steps to create and submit a disbursement date adjustment file after each TEACH Grant is disbursed to a student's ledger. Leslie Kurtz and Dawn Hopkins have manually reviewed TEACH Grant recipients for the 22-23 at COD to ensure that our ledger and COD are in agreement. On July 14, 2023, Leslie Kurtz modified the receipt that is sent to students to indicate that they have the right to cancel the TEACH Grant by notifying our office.

View Audit 4081

Finding 2256 (2023-002)

None 2023

Vermont State Colleges

VT

Student Financial Aid Eligibility

Corrective Action Plan: VTSU This was an isolated instance and attributed to human error. Training with all staff has been reinforced. Timeline for Implementation of Corrective Action Plan: Immediately Contact Person Sharron Scott, CFO

View Audit 3911

Finding 2230 (2023-006)

None 2023

Wayland Baptist University

TX

Questioned Costs Allowable Costs / Cost Principles Eligibility

Need Analysis and Loan Proration Planned Corrective Action: Executive Director will provide in-house training to all advising staff to ensure proper understanding of awarding, paying special attention to over award resolution. Several selection sets have been created in PowerFAIDS to aid in identif...

Need Analysis and Loan Proration Planned Corrective Action: Executive Director will provide in-house training to all advising staff to ensure proper understanding of awarding, paying special attention to over award resolution. Several selection sets have been created in PowerFAIDS to aid in identifying over awarded students and these will be run and monitored regularly. In June 2023, WBU hired a full-time staff member to serve as a Financial Aid Compliance Specialist in the Office of Financial Aid and this position is devoted to internal audit and federal/state regulation compliance. Person Responsible for Corrective Action Plan: Christy Miller, Executive Director of Financial Aid Anticipated Date of Completion: October 31, 2023

View Audit 3804 Questioned Costs: $1

Finding 2221 (2023-003)

Material Weakness 2023

Wayland Baptist University

TX

Reporting Student Financial Aid Eligibility

Incorrect Enrollment Reporting to National Student Loan Data System (NSLDS) Planned Corrective Action: 100% of example students (16 which overlap with the 12 mentioned) were accurately reported with a “W” withdrawn status to National Student Clearinghouse (NSC) in a timely (monthly) manner, but thi...

Incorrect Enrollment Reporting to National Student Loan Data System (NSLDS) Planned Corrective Action: 100% of example students (16 which overlap with the 12 mentioned) were accurately reported with a “W” withdrawn status to National Student Clearinghouse (NSC) in a timely (monthly) manner, but this correct status did not get transferred to NSLDS. An internal SSRS report for official and unofficial withdrawals, which also accurately reflects these withdrawn students, will remain available to the WBU offices of Financial Aid and the Registrar for verification as part of the planned corrective action. Several related WBU questions to our primary NSC support employee are awaiting a response from NSC. The NSC reporting tool(s) will be updated to make sure the correct combination of fields and corresponding data sources are used for dates. One of multiple date fields may have been misunderstood by the tool’s historical authors. A field-by-field analysis plus any needed corrections to the queries are part of the planned corrective action. Post-submission error corrections by registrar staff via NSC will be spot-checked by Information Technology for date-related warnings. If this cannot be resolved satisfactorily via NSC alone, then corrective measures via NSLDS directly may be considered. Data improvements needed for the PowerCampus baseline product’s NSC reporting tool will also be included in testing this further. Person Responsible for Corrective Action Plan: Cagan Cummings, CIO and Andrew Shamblin, Programmer Analyst Anticipated Date of Completion: June 30, 2024

View Audit 3804

Finding 2213 (2023-004)

None 2023

Bethany Fellowship, Inc.

CO

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

Need Analysis Planned Corrective Action: We pull a report each term to verify that students have not been over or under awarded need-based aid or over or under awarded for their COA. We have added a step to our report that is specifically checking that subsidized eligibility has been maximized whe...

Need Analysis Planned Corrective Action: We pull a report each term to verify that students have not been over or under awarded need-based aid or over or under awarded for their COA. We have added a step to our report that is specifically checking that subsidized eligibility has been maximized when a student has both subsidized and unsubsidized loans. This is completed after students have accepted their aid so it will allow us to catch if a student accepted part of both types of loans and make the necessary correction. Person Responsible for Corrective Action Plan: Anna Bergh, Financial Aid Director Anticipated Date of Completion: 10/27/23

View Audit 3792

Corrective Action Plans

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