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Corrective Action Plans

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Finding 515671 (2024-002)
Significant Deficiency 2024
Vernon College
TX
Student Financial Aid Eligibility
Beginning in Spring 2025, the Financial Aid Office will now run the ARGOs Report (Financial Aid Awards by Student) weekly prior to disbursements to find students who applied late in the academic year and need aid to disburse for the previous semester. The financial aid office will no longer need to ...
Beginning in Spring 2025, the Financial Aid Office will now run the ARGOs Report (Financial Aid Awards by Student) weekly prior to disbursements to find students who applied late in the academic year and need aid to disburse for the previous semester. The financial aid office will no longer need to rely on the processor to notify them when they are packaging aid.
View Audit 333481
Finding 515667 (2024-001)
Significant Deficiency 2024
Vernon College
TX
Student Financial Aid Reporting Eligibility
After consulting with other Texas higher education institutions, we have identified that the initial setup of our NSC reports should have included a set of rules. We have submitted an Actionline request to Ellucian Colleague requesting their assistance. We are doing everything to ensure the Fall 202...
After consulting with other Texas higher education institutions, we have identified that the initial setup of our NSC reports should have included a set of rules. We have submitted an Actionline request to Ellucian Colleague requesting their assistance. We are doing everything to ensure the Fall 2024 report, and subsequent reports, accurately report enrollment statuses.
View Audit 333481
Finding 515636 (2024-003)
Significant Deficiency 2024
Cisco College District
TX
Reporting Subrecipient Monitoring Eligibility
Views of the responsible official and planned corrective actions: Cisco College has updated the import process to include a review of data by the Financial Aid Office when it is imported into the COD system.
Views of the responsible official and planned corrective actions: Cisco College has updated the import process to include a review of data by the Financial Aid Office when it is imported into the COD system.
View Audit 333425
Finding 515634 (2024-001)
Significant Deficiency 2024
Cisco College District
TX
Student Financial Aid Reporting Eligibility
Views of the responsible official and planned corrective actions: Cisco College has updated the process for the NSLDS reporting. The Director of Institutional Effectiveness & Planning will be the reporting official and the Dean of Enrollment Services will be the back-up person for the NSLDS reporti...
Views of the responsible official and planned corrective actions: Cisco College has updated the process for the NSLDS reporting. The Director of Institutional Effectiveness & Planning will be the reporting official and the Dean of Enrollment Services will be the back-up person for the NSLDS reporting. Both positions have been trained and will ensure that the reporting will continue if there is ever another gap in replacing an open position.
View Audit 333425
Finding 515619 (2024-005)
Significant Deficiency 2024
Western Wyoming Community College
WY
Student Financial Aid Eligibility Reporting § 200.208 § 200.339
2024-005: Enrollment Reporting Unofficially withdrawn students (students who failed to earn credit during the term) are reviewed after the end of the semester, and R2T4 is calculated, where required. However, there was not a process in place for the Registrar to update the Enrollment Reporting as a...
2024-005: Enrollment Reporting Unofficially withdrawn students (students who failed to earn credit during the term) are reviewed after the end of the semester, and R2T4 is calculated, where required. However, there was not a process in place for the Registrar to update the Enrollment Reporting as a result of the review process. Corrective Action: As part of the process of reviewing these students and performing the R2T4 calculation, the Financial Aid Office will send a report of unofficially withdrawn students to the Registrar to ensure that enrollment reporting is appropriately updated. Anticipated Date of Correction: Immediately Contact People: Shanna Vargas, Director of Financial Aid, and Kayla Miller, Registrar
View Audit 333390
Finding 515599 (2024-001)
Significant Deficiency 2024
The Access Agency, INC
CT
Eligibility
Below you will find our corrective action plan to address the one finding in our FY 2024 Federal Single Audit, which received an unmodified opinion from our auditor Audit Finding #: 2024-1 Eligibility Determination Grantor: Department of Health and Human Services Federal Program Name: Low Income Hom...
Below you will find our corrective action plan to address the one finding in our FY 2024 Federal Single Audit, which received an unmodified opinion from our auditor Audit Finding #: 2024-1 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 2023 – June 2024, Access paid benefits for one individual whose income was over the threshold of 60% of the CT state median income. The income was documented, but incorrectly calculated. 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.
View Audit 333343
Finding 515138 (2024-003)
Significant Deficiency 2024
Louisburg College Inc.
NC
Special Tests & Provisions Student Financial Aid Eligibility
Identifying Number: 2024‐003 ‐ U.S. Department of Education Student Financial Assistance Cluster – Special Tests and Provisions: Return of Title IV Funds Finding: The College failed to return title IV funds to the student within the 45‐day time frame for 1 student out of 3 students tested. Contact P...
Identifying Number: 2024‐003 ‐ U.S. Department of Education Student Financial Assistance Cluster – Special Tests and Provisions: Return of Title IV Funds Finding: The College failed to return title IV funds to the student within the 45‐day time frame for 1 student out of 3 students tested. Contact Person Responsible for Corrective Action Plan: Director of Financial Aid Corrective Action Plan: The Vice President of Academic Life (VPAL) has been informing the Director of Financial Aid ofeach student who has withdrawn, been administratively withdrawn, or been suspended from the College so as to be able to accurately calculate the return of Title IV funds in a timely manner. Anticipated Completion Date: Immediately
View Audit 333176
Illinois Valley Community College Dist. No.513
IL
Student Financial Aid Matching / Level of Effort / Earmarking Internal Control / Segregation of Duties
2024-002: Missing Exit Counseling Documentation - Student Financial Aid Cluster - Assistance Listing #s 84.007, 84.033, 84.063, 84.268 - Grant Period - Year Ended June 30, 2024 Condition Found During our student file testing, we noted two students out of 40 did not have documentation in their file t...
2024-002: Missing Exit Counseling Documentation - Student Financial Aid Cluster - Assistance Listing #s 84.007, 84.033, 84.063, 84.268 - Grant Period - Year Ended June 30, 2024 Condition Found During our student file testing, we noted two students out of 40 did not have documentation in their file that exit counseling was sent thirty days after the student withdrew. We consider the missing exit counseling to be an instance of non-compliance with the Eligibility Compliance Requirement. Corrective Action Plan We have updated our Loan Procedures to include running an internal report on all loan students on the 1st and 15th of every month, or the next work day following those dates if they land on a day the campus is closed. If a student with loans has withdrawn completely and stopped attending, we will send an exit letter within 7 business days of discovering that the student has ceased attending. Responsible Person for Corrective Action Plan Isamar Taylor - Director of Financial Aid and Jill Wohrley - Financial Aid Reconciliation and Compliance Specialist Implementation Date of Corrective Action Plan 10/16/2024
View Audit 333030
Finding 514613 (2024-002)
Significant Deficiency 2024
Sma Healthcare, Inc.
FL
Allowable Costs / Cost Principles Eligibility
For ALN 93.959, a Financial Assessment Form was not properly signed for 1 of the 60 clients tested. Additionally, 2 of the 60 clients tested had service dates that did not fall within one year of the Financial Assessment Form completion date. Obtaining a client's signature on the form has been chall...
For ALN 93.959, a Financial Assessment Form was not properly signed for 1 of the 60 clients tested. Additionally, 2 of the 60 clients tested had service dates that did not fall within one year of the Financial Assessment Form completion date. Obtaining a client's signature on the form has been challenging, particularly during recent years as use of telehealth services has expanded. As a corrective action, team members will be trained in how to properly document receipt of verbal approval. Our internal tracking of completion of the Financial Assessment Form at admission indicates that compliance with this requirement occurs about 89% of the time. As a corrective action plan, SMA will include the completion of the Financial Assessment Form both at admission and annually to be reviewed monthly by the programs. In addition, an action plan will be required to be present at the quarterly Quality Assurance Committee meeting if not at 100%.
View Audit 332958
Finding 514612 (2024-001)
Significant Deficiency 2024
Sma Healthcare, Inc.
FL
Allowable Costs / Cost Principles Eligibility
For ALN 93.958, the discount fee that was shown on their Financial Assessment Form was not used for 7 of the 60 clients tested. Additionally, 8 of the 60 clients tested had service dates that did not fall within one year of the Financial Assessment Form. Our internal tracking of completion of the Fi...
For ALN 93.958, the discount fee that was shown on their Financial Assessment Form was not used for 7 of the 60 clients tested. Additionally, 8 of the 60 clients tested had service dates that did not fall within one year of the Financial Assessment Form. Our internal tracking of completion of the Financial Assessment Form at admission indicates that compliance with this requirement occurs about 89% of the time. As acorrective action, the Client Service Specialist will be trained to ensure data is entered accurately. SMA will also include the completion of the Financial Assessment Form both at admission and annually to be reviewed monthly by the programs. In addition, an action plan will be required to be present at the quarterly Quality Assurance Committee meeting if not at 100%.
View Audit 332958
County of Henrico, Virginia
VA
Questioned Costs Eligibility School Nutrition Programs
2024-001 - Nonmaterial Noncompliance - Eligibility Program: Child Nutrition Cluster (ALN 10.553 and 10.555) - United States Department of Agriculture; Federal Award Year: 2024 Responsible Officials: John Wack, Chief Financial Officer, Henrico County Public Schools Planned Corrective Action: School N...
2024-001 - Nonmaterial Noncompliance - Eligibility Program: Child Nutrition Cluster (ALN 10.553 and 10.555) - United States Department of Agriculture; Federal Award Year: 2024 Responsible Officials: John Wack, Chief Financial Officer, Henrico County Public Schools Planned Corrective Action: School Nutrition Services Leadership has put a new process in place, to run a report from the point-of-sale system weekly, that will catch any "Manual" updates to lunch statuses. This report will be run weekly and verified by either the Dietitian or Controller. The report will be initialized and kept on file. Expected Completion Date: 12/31/24
View Audit 332941 Questioned Costs: $1
Finding 514553 (2024-002)
Significant Deficiency 2024
Elkhorn Area School District
WI
Questioned Costs School Nutrition Programs Eligibility
Corrective Action Plan: The District established written procedures to ensure that we are using current eligibility verification through our Skyward Food Service Program. Anticipated Corrective Action Plan Completion Date: June 27, 2024...
Corrective Action Plan: The District established written procedures to ensure that we are using current eligibility verification through our Skyward Food Service Program. Anticipated Corrective Action Plan Completion Date: June 27, 2024 Contact Information: For additional information regarding this finding please contact Bill Trewyn, Business Manager, at 262-741-9143.
View Audit 332869 Questioned Costs: $1
Finding 514462 (2024-001)
Significant Deficiency 2024
Village of Hempstead Housing Authority
NY
HUD Housing Programs Eligibility Significant Deficiency
Finding 2024-001 – Tenant Files Auditee’s Response and Planned Corrective Action HHA will take measures establish and utilize a check list as an internal control to be used by Housing Assistants to use during the recertification process to ensure all compliance requirements are met. The checklist w...
Finding 2024-001 – Tenant Files Auditee’s Response and Planned Corrective Action HHA will take measures establish and utilize a check list as an internal control to be used by Housing Assistants to use during the recertification process to ensure all compliance requirements are met. The checklist will be signed or initialed by the Housing Assistant, reviewed and signed by a member of management, and maintained in the tenants file. This checklist will serve as documentation that all compliance requirements are met. Planned Implementation Date of Corrective Action: December 5, 2023 Person Responsible for Corrective Action: Shereen Goodson, Executive Director Village of Hempstead Housing Authority Shereen Goodson, Executive Director
View Audit 332788
Finding 514457 (2024-003)
Significant Deficiency 2024
Lewis County C-1 School District
MO
School Nutrition Programs Cash Management Eligibility
To Whom It May Concern, Please accept this letter as a formal Corrective Action Plan for the district regarding the audit finding 2024-003, as listed in the FY 2024 Audit. During the 2024-2025 school year either a free and reduced application was misplaced/lost or the district incorrectly qualified ...
To Whom It May Concern, Please accept this letter as a formal Corrective Action Plan for the district regarding the audit finding 2024-003, as listed in the FY 2024 Audit. During the 2024-2025 school year either a free and reduced application was misplaced/lost or the district incorrectly qualified the household children of a foster residence to be automatically qualified for free meals as is done with homeless households. Regardless, the district will take the following corrective actions to address the issue in the future: 1. The district has already begun using an electronic lunch application process through the new Student Information System, which should address the issue moving forward. This started with enrollment in the Fall of 2024. AND 2. The superintendent will review the qualification requirements with all staff members that are involved with the free and reduced lunch application process, as well as the district foster care liaison. The person responsible to provide this training will be the superintendent and the training will be completed by December 21, 2024. Sincerely, John French Superintendent of Schools Lewis County C-1 School District
View Audit 332780
Arlington Baptist University
CO
Eligibility
Disbursements to Ineligible Students Planned Corrective Action: The new SIS has been additional filters added that will have two data points to confirm student enrollment before processing disbursements. New packaging and disbursement rules are being added to ensure that this data is captured earli...
Disbursements to Ineligible Students Planned Corrective Action: The new SIS has been additional filters added that will have two data points to confirm student enrollment before processing disbursements. New packaging and disbursement rules are being added to ensure that this data is captured earlier in the disbursement process. This will be used when packaging for 2025-2026 academic year. Person Responsible for Corrective Action Plan: Stephanie Castillo, Director of Financial Aid Anticipated Date of Completion: Fall 2025
View Audit 332741
Finding 514419 (2024-001)
Material Weakness 2024
Arlington Baptist University
CO
Reporting Student Financial Aid Eligibility
Incorrect Enrollment Reporting to National Student Loan Data System (NSLDS) Planned Corrective Action: ABU started working on partnering with the National Clearing House in the fall 2023 for NSLDS reporting. Due to a system conversion at the time this process took longer than anticipated. However,...
Incorrect Enrollment Reporting to National Student Loan Data System (NSLDS) Planned Corrective Action: ABU started working on partnering with the National Clearing House in the fall 2023 for NSLDS reporting. Due to a system conversion at the time this process took longer than anticipated. However, the first error free report was uploaded 09/01/2024. ABU now has a schedule with set reminders from the clearinghouse to ensure timely and regular reporting. Person Responsible for Corrective Action Plan: Stephanie Castillo, Director of Financial Aid Anticipated Date of Completion: Fall 2024
View Audit 332741
Finding 514399 (2024-001)
Significant Deficiency 2024
Northeast New Jersey Legal Services CORP
NJ
Eligibility Significant Deficiency Internal Control / Segregation of Duties
Internal Control over Compliance and Other Matters Recommendation: The organization should design and implement controls to ensure an adequate review process is in place to review compliance with LSC Regulation 45 C.R.F. Part 1611 Eligibility as it relates to obtaining and maintaining signed retain...
Internal Control over Compliance and Other Matters Recommendation: The organization should design and implement controls to ensure an adequate review process is in place to review compliance with LSC Regulation 45 C.R.F. Part 1611 Eligibility as it relates to obtaining and maintaining signed retainer agreements and eligibility forms for cases requiring such documentation. There is no disagreement with the audit finding. Action taken in response to finding: NNJLS created a Case File Checklist Form and implemented a procedure in which all supervising attorneys must complete the form weekly by reviewing cases to ensure that required signed retainer agreements and eligibility documentation are obtained by the client and uploaded to the case management system. The supervising attorney must report their findings of the review weekly to the Executive Director, obtain any necessary signatures and/or documents, and upload the Case File Checklist Form and documents to the case management system. The supervising attorneys receive a weekly-generated report of cases from the case management system. Name of the contact person responsible for corrective action: Leah Ashe, Executive Director Planned completion date for corrective action plan: As of September 30, 2024, this procedure became effective for all supervising attorneys and will remain in effect with no anticipated expiration.
View Audit 332699
Finding 514386 (2024-001)
Significant Deficiency 2024
City of Virginia Beach, Virginia
VA
HUD Housing Programs Eligibility Significant Deficiency
Planned Corrective Action: DHNP will create a checklist for all staff, to ensure all documents are maintained in the file. DHNP has an effective Quality Control review process that was implemented February 2024. The audit findings were based on files completed in FY 23/24. All files go through the Q...
Planned Corrective Action: DHNP will create a checklist for all staff, to ensure all documents are maintained in the file. DHNP has an effective Quality Control review process that was implemented February 2024. The audit findings were based on files completed in FY 23/24. All files go through the QC process and if errors are found, they must be corrected before payments are approved to be released. Anticipated Completion Date: March 31, 2025 Responsible Contact Person: Ruth Hill, Director
View Audit 332661
Union College
KY
Student Financial Aid Eligibility Matching / Level of Effort / Earmarking
2024-003 – Student Financial Assistance Cluster – (a) Federal Supplemental Educational Opportunity Grants (b) Federal Work-Study Program (c) Federal Perkins Loan (d) Federal Pell Grant Program (e) Federal Direct Student Loans (f) Teacher Education Assistance for College and Higher Education Grants (...
2024-003 – Student Financial Assistance Cluster – (a) Federal Supplemental Educational Opportunity Grants (b) Federal Work-Study Program (c) Federal Perkins Loan (d) Federal Pell Grant Program (e) Federal Direct Student Loans (f) Teacher Education Assistance for College and Higher Education Grants (TEACH Grants) (a) 84.007 (b) 84.033 (c) 84.038 (d) 84.063 (e) 84.268 (f) 84.379 – Year Ended June 30, 2024 Criteria: 34 CFR 685.203 states, "A first (second) (third) year student can receive up to $3,500 ($4,500) ($5,500) in subsidized loans in one academic year (34 CFR 685.203).” Condition: We tested 40 files, 37 of which were Federal Direct Loan recipients, and 1 student did not receive the full amount of her Federal Direct Subsidized Loans. Questioned Costs: $1,375 Cause and Effect: The result is a student received unsubsidized loans prior to receiving full subsidized loans. Recommendation: We recommend the College evaluate policies and procedures to ensure students receive the proper amount of Title IV aid. Views of Responsible Officials: Management agrees with this Single Audit Finding. All members of the Financial Aid Office staff will complete the loan learning track on the FSA training site. There will also be a refresher on steps to take prior to awarding a student to ensure the right credit hours are being used for Direct Loan recipients.
View Audit 332534
Finding 514271 (2024-001)
Significant Deficiency 2024
Shawnee Community College District #531
IL
Student Financial Aid Eligibility Internal Control / Segregation of Duties
Recommendation: The College should update its procedures and related calculations to factor in the current semester enrollment status when a student is close to the Lifetime Eligibility Usage max in order to ensure proper disbursement amounts. Action Taken: The Financial Aid office at SCC is in the...
Recommendation: The College should update its procedures and related calculations to factor in the current semester enrollment status when a student is close to the Lifetime Eligibility Usage max in order to ensure proper disbursement amounts. Action Taken: The Financial Aid office at SCC is in the process of developing a comprehensive policy and set of procedures that will provide detailed, step-by-step instructions for managing cases involving students who are approaching or have reached their Pell Lifetime Eligibility Used (LEU). The identified error has been thoroughly reviewed with the relevant employee. We expect the updated policy and procedures to be in place by March 2025. Upon completion and approval of the policy and procedures, the office will conduct in-house training to ensure all staff members are well-informed and equipped to implement these guidelines effectively.
View Audit 332517
Finding 514131 (2024-001)
Significant Deficiency 2024
Rockrose Housing Corporation
CA
Internal Control / Segregation of Duties Eligibility HUD Housing Programs § 200.303
Recommendation: We recommend that the organization review the changes in income limits published by HUD during the tenant certification and recertification process to update form HUD-50059 income limits accordingly. Explanation of disagreement with audit finding: There is no disagreement with the au...
Recommendation: We recommend that the organization review the changes in income limits published by HUD during the tenant certification and recertification process to update form HUD-50059 income limits accordingly. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: Management to update income limits in Onesite to reflect HUD income limits applicable as of the tenant’s application date. Name(s) of the contact person(s) responsible for corrective action: Brad Hughes Planned completion date for corrective action plan: 09/30/24
View Audit 332303
Finding 514127 (2024-001)
Significant Deficiency 2024
Mariposa Housing, INC
CA
Internal Control / Segregation of Duties Eligibility HUD Housing Programs § 200.303
Recommendation: We recommend that the organization review the changes in income limits published by HUD during the tenant certification and recertification process to update form HUD-50059 income limits accordingly. Explanation of disagreement with audit finding: There is no disagreement with the au...
Recommendation: We recommend that the organization review the changes in income limits published by HUD during the tenant certification and recertification process to update form HUD-50059 income limits accordingly. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: Management to update income limits in Onesite to reflect HUD income limits applicable as of the tenant’s application date. Name(s) of the contact person(s) responsible for corrective action: Brad Hughes Planned completion date for corrective action plan: 09/30/24 2024
View Audit 332302
Finding 514125 (2024-001)
Significant Deficiency 2024
Lupine Housing, Inc.
CA
Internal Control / Segregation of Duties Eligibility HUD Housing Programs § 200.303
Recommendation: We recommend that the organization review the changes in income limits published by HUD during the tenant certification and recertification process to update form HUD-50059 income limits accordingly. Explanation of disagreement with audit finding: There is no disagreement with the au...
Recommendation: We recommend that the organization review the changes in income limits published by HUD during the tenant certification and recertification process to update form HUD-50059 income limits accordingly. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: Management to update income limits in Onesite to reflect HUD income limits applicable as of the tenant’s application date. Name(s) of the contact person(s) responsible for corrective action: Brad Hughes Planned completion date for corrective action plan: 09/30/24
View Audit 332301
Finding 514123 (2024-001)
Significant Deficiency 2024
Dela Vina Housing, Inc.
CA
Internal Control / Segregation of Duties Eligibility HUD Housing Programs § 200.303
Recommendation: We recommend that the organization review the changes in income limits published by HUD during the tenant certification and recertification process to update form HUD-50059 income limits accordingly. Explanation of disagreement with audit finding: There is no disagreement with the au...
Recommendation: We recommend that the organization review the changes in income limits published by HUD during the tenant certification and recertification process to update form HUD-50059 income limits accordingly. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: Management to update income limits in Onesite to reflect HUD income limits applicable as of the tenant’s application date. Name(s) of the contact person(s) responsible for corrective action: Brad Hughes Planned completion date for corrective action plan: 09/30/24
View Audit 332300
Finding 514116 (2024-001)
Significant Deficiency 2024
Mt. San Jacinto Community College District
CA
Student Financial Aid Subrecipient Monitoring Eligibility
The District is reviewing its policy and procedures to explore various options for enhancements to our current enrollment management business practices. The District is currently working on building targeted, automated email messages that would go out before and after the grade deadline to reduce th...
The District is reviewing its policy and procedures to explore various options for enhancements to our current enrollment management business practices. The District is currently working on building targeted, automated email messages that would go out before and after the grade deadline to reduce the number of RD grades. The District has contracted with consulting services to further evaluate our financial aid policies and procedures, enhance our system reports and provide best practices to ensure compliancy in accurate withdrawal calculations.
View Audit 332298
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