Corrective Action Plans

Finding 524601 (2024-005)

Significant Deficiency 2024

Vance County

NC

Eligibility Internal Control / Segregation of Duties

Corrective Action Plan For the Year Ended June 30, 2024 Finding 2024-005 Name of contact person: Corrective Action: Proposed Completion Date: Finding 2024-006 Name of contact person: Corrective Action: Proposed Completion Date: Finding 2024-007 Name of contact person: Corrective Action: Proposed Com...

Corrective Action Plan For the Year Ended June 30, 2024 Finding 2024-005 Name of contact person: Corrective Action: Proposed Completion Date: Finding 2024-006 Name of contact person: Corrective Action: Proposed Completion Date: Finding 2024-007 Name of contact person: Corrective Action: Proposed Completion Date: Review of Verifications needed for Adult cases to determine eligibility correctly will be presented by supervisor to ensure workers know what verifications are needed at time of review or application. Documentation standards will be implemented to ensure workers are applying the correct documentation to the case. For the untimely reviews, Magi and Traditional Recertification Recertification Job Aid will be discussed. Acceptable timeframes and processing times will be discussed. Magi pending recertification details report and traditional recertification details report will be reviewed with staff. 1/31/2025 Section III - Federal Award Findings and Question Costs (continued) 1/31/2025 Ebony Mitchell, Medicaid Program Manager Ebony Mitchell, Medicaid Program Manager Ebony Mitchell, Medicaid Program Manager Review of Adult Policy section 2230 (Financial resources) and acknowledgement required with signature. 1/31/2025 NC Fast Learning gateway (Magi Budgeting: Income Determination) training. Review of family and children’s Medicaid policy section MA – 3300 Income and MA – 3306 Modified adjusted gross income (MAGI). Review of Adult Medicaid income policy section MA – 2250 Income. 145

View Audit 344037

Finding 524600 (2024-004)

Significant Deficiency 2024

Vance County

NC

Eligibility

Finding 2024-004 Name of contact person: Corrective Action: Proposed Completion Date: Section II - Financial Statement Findings (continued) Jul-24 The disbursement of funds will be done via a check or ACH transfer. The wiring of funds will not be a means of paying vendors. If a governmental agency r...

Finding 2024-004 Name of contact person: Corrective Action: Proposed Completion Date: Section II - Financial Statement Findings (continued) Jul-24 The disbursement of funds will be done via a check or ACH transfer. The wiring of funds will not be a means of paying vendors. If a governmental agency requires a wire transfer, then a wire template will be set up. ALL wire templates will require the approval of the County Manager. The Budget & Finance Director Officer will set up the Wire Template. The County Manager, Budget & Finance Officer, Assistant Finance Officer can initiate a wire, but CANNOT approve their own wire. One of the other designees will need to approve it. All checks now require the signature of the BoCC Chair and the Budget & Finance Director. There will be a shift in staff responsibilities to facilitate dual controls, a segregation of duties, cross-trainings of staff and to maintain internal controls over the assets. FInancial Policies and Procedures will be written and communicated to staff. Additional Training will be given now to staff to ensure they are keying child support referrals timely and adequately once the CCU period is done, since they are currently not required. Caseworkers will be instructed if IV-D referrals are keyed to provide the necessary documentation to support the (child support worker’s request) if keyed during the CCU period. Child support enforcement Job aid will be discussed and distributed with team members. Child support (IV-D) referrals for MA, CA, & MAGI Cases will also be reviewed and discussed with team members. 1/31/2025

View Audit 344037

Finding 524568 (2024-003)

None 2024

Oregon College of Oriental Medicine

OR

Special Tests & Provisions Student Financial Aid Eligibility

Finding: 2024-003 Special Tests and Provisions Department’s Response: We concur Corrective Action: Since the closure of the College will result in no further federal work study activity, no immediate corrective action is considered necessary. Contact: Phil Lundberg Anticipated Completion Date: I...

Finding: 2024-003 Special Tests and Provisions Department’s Response: We concur Corrective Action: Since the closure of the College will result in no further federal work study activity, no immediate corrective action is considered necessary. Contact: Phil Lundberg Anticipated Completion Date: Immediately

View Audit 344009

Finding 524439 (2024-001)

None 2024

The Housing Authority of the City of Warner Robins

GA

HUD Housing Programs Eligibility Reporting

The Authority has responded to HUD’s Review Report Findings with specific corrective actions including opening and utilizing additional bank accounts to limit inter-program activity and provide additional clarity and transparency to transactions. The Authority will continue executing its corrective...

The Authority has responded to HUD’s Review Report Findings with specific corrective actions including opening and utilizing additional bank accounts to limit inter-program activity and provide additional clarity and transparency to transactions. The Authority will continue executing its corrective actions. Additionally, the Authority will continue working with HUD’s Quality Assurance Team (QAT) to implement any additional recommendations HUD may have. The Authority’s Executive Director, Africa Porter has assumed the responsibility of executing the corrective actions and any additional recommendations HUD may have and anticipates resolution as of June 30, 2025.

View Audit 343759

Finding 524419 (2024-004)

Material Weakness 2024

Isd # 682 Roseau

MN

School Nutrition Programs Cash Management Eligibility

2024-004 FINDING Contact Person – Thomas A. Jerome, Superintendent Corrective Action Plan – The District will implement policies and procedures to ensure all students who receive a free or reduced meal have a current and accurate application on file. Completion Date – March 31, 2025

View Audit 343693

Finding 524415 (2024-003)

Material Weakness 2024

Isd # 682 Roseau

MN

School Nutrition Programs Special Tests & Provisions Eligibility

2024-003 FINDING Contact Person – Thomas A. Jerome, Superintendent Corrective Action Plan – The District will implement policies and procedures for verifying free and reduced applications. Completion Date – March 31, 2025

View Audit 343693

Finding 524375 (2024-009)

Significant Deficiency 2024

Richmond County

NC

Eligibility Reporting

Corrective Action Plan For The Year Ended June 30, 2024 Finding 2024-009 Untimely Review of SSI Terminations Name of contact person: Corrective Action: Proposed Completion Date: Section IV - State Award Findings and Questioned Costs Section III - Federal Award Findings and Questioned Costs (continue...

Corrective Action Plan For The Year Ended June 30, 2024 Finding 2024-009 Untimely Review of SSI Terminations Name of contact person: Corrective Action: Proposed Completion Date: Section IV - State Award Findings and Questioned Costs Section III - Federal Award Findings and Questioned Costs (continued) Darcey Wiggins, Supervisor FNS Agency will continue to complete second party reviews to monitor compliance with Medicaid policy. Agency will conduct quarterly trainings to address accuracy. Training will be held in the month of December 2024. Once completed, you will be contacted by email. Corrective Actions for Finding 2024-005, 2024-006, 2024-007, 2024-008, 2024-009 also apply to State State Award Findings. 140

View Audit 343605

Finding 524374 (2024-008)

Significant Deficiency 2024

Richmond County

NC

Eligibility

Corrective Action Plan For The Year Ended June 30, 2024 Finding 2024-005 IV-D Cooperation with Child Support Name of contact person: Corrective Action: Proposed Completion Date: Finding 2024-006 Inaccurate Information Entry Name of contact person: Corrective Action: Proposed Completion Date: Finding...

Corrective Action Plan For The Year Ended June 30, 2024 Finding 2024-005 IV-D Cooperation with Child Support Name of contact person: Corrective Action: Proposed Completion Date: Finding 2024-006 Inaccurate Information Entry Name of contact person: Corrective Action: Proposed Completion Date: Finding 2024-007 Inaccurate Resources Entry Name of contact person: Corrective Action: Proposed Completion Date: Finding 2024-008 Inadequate Request for Information Name of contact person: Corrective Action: Proposed Completion Date: Linda Taylor, Medicaid Program Manager Linda Taylor, Medicaid Program Manager A training will be conducted at the end of the Continuous Coverage Unwinding per DHB-Admin. Letter 13-23. This policy is not required to be enforced at this time. We would like to reserve the rights to not conduct this training at the is time to prevent confusing employees. Proposed training date to be held at the end of the Continous Coverage Undwinding period. Linda Taylor, Medicaid Program Manager We will do a group training on countable and uncountable income, continue with 2nd party reviews and review policy. Training will be held in the month of December 2024. Once completed, you will be contacted by email. Agency will continue to complete second party reviews to monitor compliance with Medicaid policy. Agency will conduct quarterly trainings to address accuracy. Training will be held in the month of December 2024. Once completed, you will be contacted by email. Linda Taylor, Medicaid Program Manager Training will be held in the month of December 2024. Once completed, you will contacted by email. Group training will be held to make sure all areas are covered when requesting for information and contiune with 2nd partiy reviews 139 Section III - Federal Award Findings and Questioned Costs

View Audit 343605

Finding 524373 (2024-007)

Significant Deficiency 2024

Richmond County

NC

Eligibility

Corrective Action Plan For The Year Ended June 30, 2024 Finding 2024-005 IV-D Cooperation with Child Support Name of contact person: Corrective Action: Proposed Completion Date: Finding 2024-006 Inaccurate Information Entry Name of contact person: Corrective Action: Proposed Completion Date: Finding...

Corrective Action Plan For The Year Ended June 30, 2024 Finding 2024-005 IV-D Cooperation with Child Support Name of contact person: Corrective Action: Proposed Completion Date: Finding 2024-006 Inaccurate Information Entry Name of contact person: Corrective Action: Proposed Completion Date: Finding 2024-007 Inaccurate Resources Entry Name of contact person: Corrective Action: Proposed Completion Date: Finding 2024-008 Inadequate Request for Information Name of contact person: Corrective Action: Proposed Completion Date: Linda Taylor, Medicaid Program Manager Linda Taylor, Medicaid Program Manager A training will be conducted at the end of the Continuous Coverage Unwinding per DHB-Admin. Letter 13-23. This policy is not required to be enforced at this time. We would like to reserve the rights to not conduct this training at the is time to prevent confusing employees. Proposed training date to be held at the end of the Continous Coverage Undwinding period. Linda Taylor, Medicaid Program Manager We will do a group training on countable and uncountable income, continue with 2nd party reviews and review policy. Training will be held in the month of December 2024. Once completed, you will be contacted by email. Agency will continue to complete second party reviews to monitor compliance with Medicaid policy. Agency will conduct quarterly trainings to address accuracy. Training will be held in the month of December 2024. Once completed, you will be contacted by email. Linda Taylor, Medicaid Program Manager Training will be held in the month of December 2024. Once completed, you will contacted by email. Group training will be held to make sure all areas are covered when requesting for information and contiune with 2nd partiy reviews 139 Section III - Federal Award Findings and Questioned Costs

View Audit 343605

Finding 524372 (2024-006)

Significant Deficiency 2024

Richmond County

NC

Eligibility

Corrective Action Plan For The Year Ended June 30, 2024 Finding 2024-005 IV-D Cooperation with Child Support Name of contact person: Corrective Action: Proposed Completion Date: Finding 2024-006 Inaccurate Information Entry Name of contact person: Corrective Action: Proposed Completion Date: Finding...

Corrective Action Plan For The Year Ended June 30, 2024 Finding 2024-005 IV-D Cooperation with Child Support Name of contact person: Corrective Action: Proposed Completion Date: Finding 2024-006 Inaccurate Information Entry Name of contact person: Corrective Action: Proposed Completion Date: Finding 2024-007 Inaccurate Resources Entry Name of contact person: Corrective Action: Proposed Completion Date: Finding 2024-008 Inadequate Request for Information Name of contact person: Corrective Action: Proposed Completion Date: Linda Taylor, Medicaid Program Manager Linda Taylor, Medicaid Program Manager A training will be conducted at the end of the Continuous Coverage Unwinding per DHB-Admin. Letter 13-23. This policy is not required to be enforced at this time. We would like to reserve the rights to not conduct this training at the is time to prevent confusing employees. Proposed training date to be held at the end of the Continous Coverage Undwinding period. Linda Taylor, Medicaid Program Manager We will do a group training on countable and uncountable income, continue with 2nd party reviews and review policy. Training will be held in the month of December 2024. Once completed, you will be contacted by email. Agency will continue to complete second party reviews to monitor compliance with Medicaid policy. Agency will conduct quarterly trainings to address accuracy. Training will be held in the month of December 2024. Once completed, you will be contacted by email. Linda Taylor, Medicaid Program Manager Training will be held in the month of December 2024. Once completed, you will contacted by email. Group training will be held to make sure all areas are covered when requesting for information and contiune with 2nd partiy reviews 139 Section III - Federal Award Findings and Questioned Costs

View Audit 343605

Finding 524371 (2024-005)

Significant Deficiency 2024

Richmond County

NC

Eligibility Internal Control / Segregation of Duties

Corrective Action Plan For The Year Ended June 30, 2024 Finding 2024-005 IV-D Cooperation with Child Support Name of contact person: Corrective Action: Proposed Completion Date: Finding 2024-006 Inaccurate Information Entry Name of contact person: Corrective Action: Proposed Completion Date: Finding...

Corrective Action Plan For The Year Ended June 30, 2024 Finding 2024-005 IV-D Cooperation with Child Support Name of contact person: Corrective Action: Proposed Completion Date: Finding 2024-006 Inaccurate Information Entry Name of contact person: Corrective Action: Proposed Completion Date: Finding 2024-007 Inaccurate Resources Entry Name of contact person: Corrective Action: Proposed Completion Date: Finding 2024-008 Inadequate Request for Information Name of contact person: Corrective Action: Proposed Completion Date: Linda Taylor, Medicaid Program Manager Linda Taylor, Medicaid Program Manager A training will be conducted at the end of the Continuous Coverage Unwinding per DHB-Admin. Letter 13-23. This policy is not required to be enforced at this time. We would like to reserve the rights to not conduct this training at the is time to prevent confusing employees. Proposed training date to be held at the end of the Continous Coverage Undwinding period. Linda Taylor, Medicaid Program Manager We will do a group training on countable and uncountable income, continue with 2nd party reviews and review policy. Training will be held in the month of December 2024. Once completed, you will be contacted by email. Agency will continue to complete second party reviews to monitor compliance with Medicaid policy. Agency will conduct quarterly trainings to address accuracy. Training will be held in the month of December 2024. Once completed, you will be contacted by email. Linda Taylor, Medicaid Program Manager Training will be held in the month of December 2024. Once completed, you will contacted by email. Group training will be held to make sure all areas are covered when requesting for information and contiune with 2nd partiy reviews 139 Section III - Federal Award Findings and Questioned Costs

View Audit 343605

Finding 524359 (2024-003)

Material Weakness 2024

Pitt County, North Carolina

NC

Subrecipient Monitoring Eligibility Material Weakness

Corrective Action/Management Response: Supervisor responsible for submitting report has become more familiar with the due dates in which this report is due. In addition, a reminder has been placed on the Outlook calendar to ensure that the report is completed timely. This practice has seemed to ...

Corrective Action/Management Response: Supervisor responsible for submitting report has become more familiar with the due dates in which this report is due. In addition, a reminder has been placed on the Outlook calendar to ensure that the report is completed timely. This practice has seemed to work as the report submitted for the 1st quarter was submitted timely. Proposed Completion Date: 11/21/2024

View Audit 343583

Finding 524358 (2024-002)

Material Weakness 2024

Pitt County, North Carolina

NC

Eligibility Material Weakness Internal Control / Segregation of Duties

Corrective Action/Management Response: Staff training is ongoing and was completed to remind of importance of running on lines at recertification and updated income. Proposed Completion Date: 11/30/2024

View Audit 343583

Finding 524348 (2024-004)

Material Weakness 2024

Pitt County, North Carolina

NC

Questioned Costs Allowable Costs / Cost Principles Eligibility

Corrective Action/Management Response: We will double check to make sure all employees are reported correctly. Proposed Completion Date: 12/1/2024; we will check monthly

View Audit 343583 Questioned Costs: $1

Finding 524320 (2024-011)

Significant Deficiency 2024

Northampton County

NC

Eligibility Significant Deficiency

Corrective Action Plan For the Year Ended June 30, 2024 Corrective Action: Proposed Completion Date: Finding 2024-011 Inaccurate Resources Entry Name of contact: Lisa Broady, Adult Medicaid Supervisor Corrective Action: Proposed Completion Date: Section III - Federal Award Findings and Question Cost...

Corrective Action Plan For the Year Ended June 30, 2024 Corrective Action: Proposed Completion Date: Finding 2024-011 Inaccurate Resources Entry Name of contact: Lisa Broady, Adult Medicaid Supervisor Corrective Action: Proposed Completion Date: Section III - Federal Award Findings and Question Costs (continued) Family and Children's Medicaid Supervisor will be meeting with staff on requesting information needed to determine eligibility for applications and/or redetermination. Supervisor will continue to check at least 10 records a month to ensure adequate and accurate information is being requested and information is being correctly documented. Supervisor will also implement refresher training through Learning Gateway and one on one if necessary. Adult Medicaid Supervisor will be meeting with staff to ensure that all required information has been requested and verified timely and correct documentation has been notated and updated to determine complete eligibility for all applications and/or redeterminations. Supervisor will continue to check 10 cases per month to ensure that caseworkers are following proper procedures when determining eligibility and case documentation indicates what actions were performed and the results of those actions by use of application/recerts templates. Supervisor will meet monthly with workers individually and unit as a whole if needed to track worker(s) and/or unit progress as well as to discuss what is working or not working. Supervisor will also implement refresher training for all caseworkers thru Learning Gateway and/or one on one training if needed. These procedures will be implemented November 2024 in addition to the hiring of a program manager to assist in any needed training for staff who may need additional help. Supervisor will be meeting with staff to ensure that all resources countable and/or noncountable have been verified, calculated and documented thoroughly and correctly in NC Fast and that both NC Fast and case files agree. Supervisor will implement checklists and/or templates for staff to use to ensure that they are following correct procedures when determining eligibility and to indicate what actions were performed and the results of those actions as well as to ensure that what is in NC Fast matches the verifications of items received from client and/or electronic verifications. These procedures will be implemented November 2024 in addition to the hiring of a program manager to assist in providing additional training for staff who may be needing additional help. 150

View Audit 343516

Finding 524319 (2024-010)

Significant Deficiency 2024

Northampton County

NC

Eligibility Significant Deficiency

Corrective Action Plan For the Year Ended June 30, 2024 Finding 2024-008 IV-D Cooperation with Child Support Name of contact: Felicia Bullock, Family and Children’s Medicaid Supervisor Corrective Action: Proposed Completion Date: Finding 2024-009 Inaccurate Information Entry Name of contact: Correct...

Corrective Action Plan For the Year Ended June 30, 2024 Finding 2024-008 IV-D Cooperation with Child Support Name of contact: Felicia Bullock, Family and Children’s Medicaid Supervisor Corrective Action: Proposed Completion Date: Finding 2024-009 Inaccurate Information Entry Name of contact: Corrective Action: Proposed Completion Date: Finding 2024-010 Inadequate Request for Information Name of contact: Felicia Bullock, Family and Children's Medicaid Supervisor, & Lisa Broady, Adult Medicaid Supervisor Felicia Bullock, Family and Children's Medicaid Supervisor, & Lisa Broady, Adult Medicaid Supervisor Section III - Federal Award Findings and Question Costs Family and Children's Medicaid Supervisor will be randomly checking at least 10 cases a month to ensure if accurate information is being entered. Also, prior to submitting work, cases will be randomly check by supervisor and/or lead work to ensure the correct information is being entered. Supervisor will be implement refresher training in the Learning Gateway. Adult Medicaid Supervisor will be meeting with staff to put into place that prior to case termination, case be reviewed by supervisor and/or lead-worker to ensure that all proper procedures have been followed before terminating a case. Supervisor will also implement refresher training for all caseworkers thru Learning Gateway. Supervisor will continue to randomly check at least 10 cases to track any error trends and then discuss any errors or trends with worker and/or unit. These procedures will be implemented November 2024. Also a program manager will be hired in the month of November 2024 as an additional source in helping with reports and providing additional training to staff who may be needing additional help. Supervisor will be checking at least 10 records a month with focus on IV-D entry and documentation. Meeting with staff to ensure child support information is being obtained, documented and entered if needed. Supervisor will be implementing Learning Gateway training for the staff and/or one on one training. These procedures will be implemented in November 2024. Also, a Program Manager will be hired in November 2024 to assist with trainings and any other additional help staff may be needing. 149

View Audit 343516

Finding 524318 (2024-009)

Significant Deficiency 2024

Northampton County

NC

Eligibility

Corrective Action Plan For the Year Ended June 30, 2024 Finding 2024-008 IV-D Cooperation with Child Support Name of contact: Felicia Bullock, Family and Children’s Medicaid Supervisor Corrective Action: Proposed Completion Date: Finding 2024-009 Inaccurate Information Entry Name of contact: Correct...

Corrective Action Plan For the Year Ended June 30, 2024 Finding 2024-008 IV-D Cooperation with Child Support Name of contact: Felicia Bullock, Family and Children’s Medicaid Supervisor Corrective Action: Proposed Completion Date: Finding 2024-009 Inaccurate Information Entry Name of contact: Corrective Action: Proposed Completion Date: Finding 2024-010 Inadequate Request for Information Name of contact: Felicia Bullock, Family and Children's Medicaid Supervisor, & Lisa Broady, Adult Medicaid Supervisor Felicia Bullock, Family and Children's Medicaid Supervisor, & Lisa Broady, Adult Medicaid Supervisor Section III - Federal Award Findings and Question Costs Family and Children's Medicaid Supervisor will be randomly checking at least 10 cases a month to ensure if accurate information is being entered. Also, prior to submitting work, cases will be randomly check by supervisor and/or lead work to ensure the correct information is being entered. Supervisor will be implement refresher training in the Learning Gateway. Adult Medicaid Supervisor will be meeting with staff to put into place that prior to case termination, case be reviewed by supervisor and/or lead-worker to ensure that all proper procedures have been followed before terminating a case. Supervisor will also implement refresher training for all caseworkers thru Learning Gateway. Supervisor will continue to randomly check at least 10 cases to track any error trends and then discuss any errors or trends with worker and/or unit. These procedures will be implemented November 2024. Also a program manager will be hired in the month of November 2024 as an additional source in helping with reports and providing additional training to staff who may be needing additional help. Supervisor will be checking at least 10 records a month with focus on IV-D entry and documentation. Meeting with staff to ensure child support information is being obtained, documented and entered if needed. Supervisor will be implementing Learning Gateway training for the staff and/or one on one training. These procedures will be implemented in November 2024. Also, a Program Manager will be hired in November 2024 to assist with trainings and any other additional help staff may be needing. 149

View Audit 343516

Finding 524317 (2024-008)

Significant Deficiency 2024

Northampton County

NC

Eligibility Significant Deficiency

Corrective Action Plan For the Year Ended June 30, 2024 Finding 2024-008 IV-D Cooperation with Child Support Name of contact: Felicia Bullock, Family and Children’s Medicaid Supervisor Corrective Action: Proposed Completion Date: Finding 2024-009 Inaccurate Information Entry Name of contact: Correct...

Corrective Action Plan For the Year Ended June 30, 2024 Finding 2024-008 IV-D Cooperation with Child Support Name of contact: Felicia Bullock, Family and Children’s Medicaid Supervisor Corrective Action: Proposed Completion Date: Finding 2024-009 Inaccurate Information Entry Name of contact: Corrective Action: Proposed Completion Date: Finding 2024-010 Inadequate Request for Information Name of contact: Felicia Bullock, Family and Children's Medicaid Supervisor, & Lisa Broady, Adult Medicaid Supervisor Felicia Bullock, Family and Children's Medicaid Supervisor, & Lisa Broady, Adult Medicaid Supervisor Section III - Federal Award Findings and Question Costs Family and Children's Medicaid Supervisor will be randomly checking at least 10 cases a month to ensure if accurate information is being entered. Also, prior to submitting work, cases will be randomly check by supervisor and/or lead work to ensure the correct information is being entered. Supervisor will be implement refresher training in the Learning Gateway. Adult Medicaid Supervisor will be meeting with staff to put into place that prior to case termination, case be reviewed by supervisor and/or lead-worker to ensure that all proper procedures have been followed before terminating a case. Supervisor will also implement refresher training for all caseworkers thru Learning Gateway. Supervisor will continue to randomly check at least 10 cases to track any error trends and then discuss any errors or trends with worker and/or unit. These procedures will be implemented November 2024. Also a program manager will be hired in the month of November 2024 as an additional source in helping with reports and providing additional training to staff who may be needing additional help. Supervisor will be checking at least 10 records a month with focus on IV-D entry and documentation. Meeting with staff to ensure child support information is being obtained, documented and entered if needed. Supervisor will be implementing Learning Gateway training for the staff and/or one on one training. These procedures will be implemented in November 2024. Also, a Program Manager will be hired in November 2024 to assist with trainings and any other additional help staff may be needing. 149

View Audit 343516

Finding 524285 (2024-005)

Significant Deficiency 2024

Cleveland County

NC

Eligibility Significant Deficiency

Finding 2024-005 Inadequate Request for Information Name of Contact Person: Alice Wilson, Medicaid Program Administrator Corrective Action: Proposed Completion Date: Finding 2024-006 FNS Eligibility Determinations Name of Contact Person: Alice Wilson, FNS Program Administrator Corrective Action: Pro...

Finding 2024-005 Inadequate Request for Information Name of Contact Person: Alice Wilson, Medicaid Program Administrator Corrective Action: Proposed Completion Date: Finding 2024-006 FNS Eligibility Determinations Name of Contact Person: Alice Wilson, FNS Program Administrator Corrective Action: Proposed Completion Date: Section III - Federal Award Findings and Questioned Costs (continued) The county will conduct refresher training on how and when to request information needed that includes when to request The Work Number, OVS,AVS, Property checks and Register of Deeds checks. The county will conduct a targeted second party of cases to check the effectiveness of the refresher training provided. 4/1/2025 Section IV - State Award Findings and Questioned Costs Corrective Action Plan for Finding 2024-002, 2024-003, 2024-004, 2024-005 also apply to State Award Findings. All FNS staff will attend a refresher training where sections 435, 505 and 510 will be reviewed. This training will be conducted by Supervision in FNS with the support of the FNS lead staff. This training will include an outline of the requirement for supporting documentation of eligibility and benefit determinations to include verifications used to support such determination at application and recertification where appropriate. All relatable NC FAST job aids will be reviewed with staff to ensure that functionality within the NCFAST system is followed. 3/1/2025

View Audit 343481

Finding 524284 (2024-004)

Significant Deficiency 2024

Cleveland County

NC

Eligibility Significant Deficiency

Finding 2024-002 IV-D Cooperation with Child Support Name of Contact Person: Alice Wilson, Medicaid Program Administrator Corrective Action: Proposed Completion Date: Finding 2024-003 Inaccurate Information Entry Name of Contact Person: Alice Wilson, Medicaid Program Administrator Corrective Action:...

Finding 2024-002 IV-D Cooperation with Child Support Name of Contact Person: Alice Wilson, Medicaid Program Administrator Corrective Action: Proposed Completion Date: Finding 2024-003 Inaccurate Information Entry Name of Contact Person: Alice Wilson, Medicaid Program Administrator Corrective Action: Proposed Completion Date: Finding 2024-004 Inaccurate Resources Entry Name of Contact Person: Alice Wilson, Medicaid Program Administrator Corrective Action: Proposed Completion Date: The County recognizes that through our transition in software we have fully reconciled all fixed asset transactions. Going forward, County finance staff will thoroughly track and reconcile all fixed assets annually. Along with reconciliation, the process of purchasing and recoding asset transactions has been modified, to include various checks and balances. Completed 7/1/2024 Section III - Federal Award Findings and Questioned Costs Section II - Financial Statement Findings 4/1/2025 Lead staff along with Supervision will condcut refresher training regarding when and how to properly send a IV D referral. The county must also ensure that staff is aware of current guidance in Admin letter 13-23 which states that an applicant/beneficiary is not required to cooperate with Child Support during the CCU period. While this is a repeat finding it is important to note the decrease in errors found to one error in 2023 compared to 3 found in 2022. The county feels that the specialization model with in the Family & Childrens team has contributed to this reduction and continues to demonstrate the successfullness as the error for 2024 was one error. For the Year Ended June 30, 2024 Corrective Action Plan Staff will receive refresher training on updating the evidence dashboard at redetermination of eligibility that will be conducted by Supervision. The documentation template for Recertifications will also be updated to include a line item for caseworkers to document that the evidence dashboard has been updated. Lead staff will also complete two targeted Quality review checks on a case sampling to gauge if staff are appropriately updating the dashboard. 4/1/2025 All staff will receive refresher training on determining Household size and countable income, including checking the determinations tab on the activated PDC to ensure that all required income and household members are counted. Lead staff will conduct a targeted QC sample to track progress of lowering this error finding over the first quarter of 2025. 4/1/2025

View Audit 343481

Finding 524283 (2024-003)

Significant Deficiency 2024

Cleveland County

NC

Eligibility Significant Deficiency Internal Control / Segregation of Duties

Finding 2024-002 IV-D Cooperation with Child Support Name of Contact Person: Alice Wilson, Medicaid Program Administrator Corrective Action: Proposed Completion Date: Finding 2024-003 Inaccurate Information Entry Name of Contact Person: Alice Wilson, Medicaid Program Administrator Corrective Action:...

Finding 2024-002 IV-D Cooperation with Child Support Name of Contact Person: Alice Wilson, Medicaid Program Administrator Corrective Action: Proposed Completion Date: Finding 2024-003 Inaccurate Information Entry Name of Contact Person: Alice Wilson, Medicaid Program Administrator Corrective Action: Proposed Completion Date: Finding 2024-004 Inaccurate Resources Entry Name of Contact Person: Alice Wilson, Medicaid Program Administrator Corrective Action: Proposed Completion Date: The County recognizes that through our transition in software we have fully reconciled all fixed asset transactions. Going forward, County finance staff will thoroughly track and reconcile all fixed assets annually. Along with reconciliation, the process of purchasing and recoding asset transactions has been modified, to include various checks and balances. Completed 7/1/2024 Section III - Federal Award Findings and Questioned Costs Section II - Financial Statement Findings 4/1/2025 Lead staff along with Supervision will condcut refresher training regarding when and how to properly send a IV D referral. The county must also ensure that staff is aware of current guidance in Admin letter 13-23 which states that an applicant/beneficiary is not required to cooperate with Child Support during the CCU period. While this is a repeat finding it is important to note the decrease in errors found to one error in 2023 compared to 3 found in 2022. The county feels that the specialization model with in the Family & Childrens team has contributed to this reduction and continues to demonstrate the successfullness as the error for 2024 was one error. For the Year Ended June 30, 2024 Corrective Action Plan Staff will receive refresher training on updating the evidence dashboard at redetermination of eligibility that will be conducted by Supervision. The documentation template for Recertifications will also be updated to include a line item for caseworkers to document that the evidence dashboard has been updated. Lead staff will also complete two targeted Quality review checks on a case sampling to gauge if staff are appropriately updating the dashboard. 4/1/2025 All staff will receive refresher training on determining Household size and countable income, including checking the determinations tab on the activated PDC to ensure that all required income and household members are counted. Lead staff will conduct a targeted QC sample to track progress of lowering this error finding over the first quarter of 2025. 4/1/2025

View Audit 343481

Finding 524282 (2024-002)

Significant Deficiency 2024

Cleveland County

NC

Eligibility Significant Deficiency

Finding 2024-002 IV-D Cooperation with Child Support Name of Contact Person: Alice Wilson, Medicaid Program Administrator Corrective Action: Proposed Completion Date: Finding 2024-003 Inaccurate Information Entry Name of Contact Person: Alice Wilson, Medicaid Program Administrator Corrective Action:...

Finding 2024-002 IV-D Cooperation with Child Support Name of Contact Person: Alice Wilson, Medicaid Program Administrator Corrective Action: Proposed Completion Date: Finding 2024-003 Inaccurate Information Entry Name of Contact Person: Alice Wilson, Medicaid Program Administrator Corrective Action: Proposed Completion Date: Finding 2024-004 Inaccurate Resources Entry Name of Contact Person: Alice Wilson, Medicaid Program Administrator Corrective Action: Proposed Completion Date: The County recognizes that through our transition in software we have fully reconciled all fixed asset transactions. Going forward, County finance staff will thoroughly track and reconcile all fixed assets annually. Along with reconciliation, the process of purchasing and recoding asset transactions has been modified, to include various checks and balances. Completed 7/1/2024 Section III - Federal Award Findings and Questioned Costs Section II - Financial Statement Findings 4/1/2025 Lead staff along with Supervision will condcut refresher training regarding when and how to properly send a IV D referral. The county must also ensure that staff is aware of current guidance in Admin letter 13-23 which states that an applicant/beneficiary is not required to cooperate with Child Support during the CCU period. While this is a repeat finding it is important to note the decrease in errors found to one error in 2023 compared to 3 found in 2022. The county feels that the specialization model with in the Family & Childrens team has contributed to this reduction and continues to demonstrate the successfullness as the error for 2024 was one error. For the Year Ended June 30, 2024 Corrective Action Plan Staff will receive refresher training on updating the evidence dashboard at redetermination of eligibility that will be conducted by Supervision. The documentation template for Recertifications will also be updated to include a line item for caseworkers to document that the evidence dashboard has been updated. Lead staff will also complete two targeted Quality review checks on a case sampling to gauge if staff are appropriately updating the dashboard. 4/1/2025 All staff will receive refresher training on determining Household size and countable income, including checking the determinations tab on the activated PDC to ensure that all required income and household members are counted. Lead staff will conduct a targeted QC sample to track progress of lowering this error finding over the first quarter of 2025. 4/1/2025

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Finding 524281 (2024-006)

Significant Deficiency 2024

Cleveland County

NC

Matching / Level of Effort / Earmarking Eligibility Significant Deficiency

Finding 2024-005 Inadequate Request for Information Name of Contact Person: Alice Wilson, Medicaid Program Administrator Corrective Action: Proposed Completion Date: Finding 2024-006 FNS Eligibility Determinations Name of Contact Person: Alice Wilson, FNS Program Administrator Corrective Action: Pro...

Finding 2024-005 Inadequate Request for Information Name of Contact Person: Alice Wilson, Medicaid Program Administrator Corrective Action: Proposed Completion Date: Finding 2024-006 FNS Eligibility Determinations Name of Contact Person: Alice Wilson, FNS Program Administrator Corrective Action: Proposed Completion Date: Section III - Federal Award Findings and Questioned Costs (continued) The county will conduct refresher training on how and when to request information needed that includes when to request The Work Number, OVS,AVS, Property checks and Register of Deeds checks. The county will conduct a targeted second party of cases to check the effectiveness of the refresher training provided. 4/1/2025 Section IV - State Award Findings and Questioned Costs Corrective Action Plan for Finding 2024-002, 2024-003, 2024-004, 2024-005 also apply to State Award Findings. All FNS staff will attend a refresher training where sections 435, 505 and 510 will be reviewed. This training will be conducted by Supervision in FNS with the support of the FNS lead staff. This training will include an outline of the requirement for supporting documentation of eligibility and benefit determinations to include verifications used to support such determination at application and recertification where appropriate. All relatable NC FAST job aids will be reviewed with staff to ensure that functionality within the NCFAST system is followed. 3/1/2025

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Finding 524280 (2024-005)

Significant Deficiency 2024

Johnston County

NC

Eligibility Significant Deficiency

Corrective Action Plan For the Year Ended June 30, 2024 Finding: 2024-005 Name of contact person: Corrective Action: Proposed Completion Date: Corrective Actions for Finding 2024-001, 2024-002, 2024-003, and 2024-004 also apply to the State Award Findings. Section IV - State Award Findings and Quest...

Corrective Action Plan For the Year Ended June 30, 2024 Finding: 2024-005 Name of contact person: Corrective Action: Proposed Completion Date: Corrective Actions for Finding 2024-001, 2024-002, 2024-003, and 2024-004 also apply to the State Award Findings. Section IV - State Award Findings and Question Costs Section III - Federal Award Findings and Question Costs (continued) Darren Phillips, Supervisor QA/PI The Eligibility Error case will be referred to Program Integrity as an Agency Error to redo the Client's budget and to see if any money is owed back to the County and State. We have developed a training slideshow for all FNS workers to cover all errors made on the audited cases. Training will be conducted by 2/28/2025. 236

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Finding 524279 (2024-004)

Significant Deficiency 2024

Johnston County

NC

Eligibility Reporting Significant Deficiency

None Reported Finding: 2024-001 Name of contact person: Corrective Action: Proposed Completion Date: Finding: 2024-002 Name of contact person: Corrective Action: Proposed Completion Date: Finding: 2024-003 Name of contact person: Corrective Action: Proposed Completion Date: Finding: 2024-004 Name of...

None Reported Finding: 2024-001 Name of contact person: Corrective Action: Proposed Completion Date: Finding: 2024-002 Name of contact person: Corrective Action: Proposed Completion Date: Finding: 2024-003 Name of contact person: Corrective Action: Proposed Completion Date: Finding: 2024-004 Name of contact person: Corrective Action: Proposed Completion Date: Training will be provided by 1/31/2025 for all Medicaid caseworkers. Darren Phillips, Supervisor QA/PI We have built a training slideshow to provide to the caseworkers.This covers training for the use of OVS and the TWN and a reminder about the correct way to end-date income and add new income to NCFAST. Training will be provided by 1/31/2025 for all Medicaid caseworkers. Darren Phillips, Supervisor QA/PI We have built a training slideshow to provide to the caseworkers. A training slide shows that buildings are part of Real Property and must be added to a case. Corrective Action Plan Section III - Federal Award Findings and Question Costs Section II - Financial Statement Findings For the Year Ended June 30, 2024 Darren Phillips, Supervisor QA/PI We have built a training slideshow to provide to the caseworkers and a new system for tracking recertification cases has been implented in the three Recertification Units to alleviate worker errors when sending request for information to applicant/beneficiaries and completing recertifications in a timely manner. Training will be provided by 1/31/2025 for all Medicaid caseworkers. Darren Phillips, Supervisor QA/PI We have built a training slideshow to provide training to the caseworkers. Supervisors has been reminded to use the appropriate reports in NCFAST. Training will be provided by 1/31/2025 for all Medicaid caseworkers. 235

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