Corrective Action Plans

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View of Responsible Officials and Corrective Actions: The following steps have been and are being taken regarding tenant certifications: 1. After contracting a third-party entity to review 10% of our files in Oct 2022, findings of said review led to the recommendation to retrain staff. 2. All Manage...
View of Responsible Officials and Corrective Actions: The following steps have been and are being taken regarding tenant certifications: 1. After contracting a third-party entity to review 10% of our files in Oct 2022, findings of said review led to the recommendation to retrain staff. 2. All Managers and assistant Managers received HCV & PH Rent Calculation Training In June 2023. 3. We are also currently working with our TA from HUD, Ms. Valerie Jackson. Ms. Jackson has identified, and is about to roll out training for our staff, to uniform and streamline our tenant files.
View of Responsible Officials and Corrective Actions: The following steps have been and are being taken regarding tenant certifications: 1. After contracting a third-party entity to review 10% of our files in Oct 2022, findings of said review led to the recommendation to retrain staff. 2. All Manage...
View of Responsible Officials and Corrective Actions: The following steps have been and are being taken regarding tenant certifications: 1. After contracting a third-party entity to review 10% of our files in Oct 2022, findings of said review led to the recommendation to retrain staff. 2. All Managers and assistant Managers received HCV & PH Rent Calculation Training In June 2023. 3. We are also currently working with our TA from HUD, Ms. Valerie Jackson. Ms. Jackson has identified, and is about to roll out training for our staff, to uniform and streamline our tenant files.
2022-002 Moving to Work Demonstration Program (HCVP Only) ? Federal Assistance Listing Number 14.881 Recommendation: The finding recommends BRHP perform their reporting to HUD on a weekly basis rather than on a monthly basis. Explanation of disagreement with audit finding: There is no disagreement w...
2022-002 Moving to Work Demonstration Program (HCVP Only) ? Federal Assistance Listing Number 14.881 Recommendation: The finding recommends BRHP perform their reporting to HUD on a weekly basis rather than on a monthly basis. Explanation of disagreement with audit finding: There is no disagreement with the audit findings. Action taken in response to the finding: At this time, all files selected for the audit have corresponding records successfully submitted to HUD through the PIC submission portal. BRHP will continue weekly PIC submissions and clearing of fatal errors and now have two staff trained on PIC submissions as a redundancy measure. It is not unusual for BRHP to process retroactive actions and at times, the effective date of the action can be for a date several weeks in the past. If PIC submissions are completed weekly rather than monthly, there will be more opportunities to upload the 50058 in accordance with the 60-day required period. BRHP explored the possibility of submitting a Moving To Work activity specifically to allow for PIC submissions of retroactive actions past the 60-day window, however, ultimately decided it was not an activity that would fall within the regulatory framework for the Moving To Work program. As a result, BRHP will limit retroactive actions to no more than 45-days prior to effective date, ensuring ample time for submission prior to the 60-day window lapsing. Names(s) of the contact person(s) responsible for correction action: FaShaunDa Walton, Housing Mobility Director Planned completion date for corrective action plan: August 31, 2023 If the U.S. Department of Housing and Urban Development has questions regarding this plan, please call Adria Crutchfield at (667) 207-2140.
Management?s Response: Lamar Housing Authority will begin making a copy of what is put in MINC and will check income from the worksheet we get at the beginning of each month before we submit it we will make changes to what was submitted into MINC, this will be a double check of income to make sure ...
Management?s Response: Lamar Housing Authority will begin making a copy of what is put in MINC and will check income from the worksheet we get at the beginning of each month before we submit it we will make changes to what was submitted into MINC, this will be a double check of income to make sure it was entered into MINC correctly.
Management strongly disagreed with the inspection findings and filed an appeal which was subsequently denied. Management has remedied all alleged deficiencies identified in the physical inspection as of May 2, 2022 and is awaiting their next physical inspection which is scheduled for January 2023.
Management strongly disagreed with the inspection findings and filed an appeal which was subsequently denied. Management has remedied all alleged deficiencies identified in the physical inspection as of May 2, 2022 and is awaiting their next physical inspection which is scheduled for January 2023.
Findings - Federal Award Programs Audit: U.S. Department of Housing and Urban Development Finding 2022-001: Section 223(f) Loan Program, CFDA 14.157 Recommendation: Make the deposit to the residual receipts account as required and ensure that all future residual receipts amounts are deposited with...
Findings - Federal Award Programs Audit: U.S. Department of Housing and Urban Development Finding 2022-001: Section 223(f) Loan Program, CFDA 14.157 Recommendation: Make the deposit to the residual receipts account as required and ensure that all future residual receipts amounts are deposited within 90 days after year end. Action Taken: Management will make the required residual receipts deposit as soon as possible and will ensure compliance in the future.
Finding 46063 (2022-001)
Significant Deficiency 2022
Management will create a balancing of the liability account and bank statement to be reviewed as part of the monthly balance sheet reconciliations to adhere to the HUD regulations. Responsible person is William Bode, Controller 216.504.6462
Management will create a balancing of the liability account and bank statement to be reviewed as part of the monthly balance sheet reconciliations to adhere to the HUD regulations. Responsible person is William Bode, Controller 216.504.6462
Reference Number 2022-004: The Office of Property Operations has reviewed the audit finding report and recommendations. The department will implement steps to monitor compliance with Public Housing program policies to ensure staff perform timely annual re-certifications, following established guidel...
Reference Number 2022-004: The Office of Property Operations has reviewed the audit finding report and recommendations. The department will implement steps to monitor compliance with Public Housing program policies to ensure staff perform timely annual re-certifications, following established guidelines and retaining acceptable documentation to support resident eligibility determinations and subsequent re-certifications. These items include: ? Ensuring all initial eligibility information is received at the time of unit leasing ? Updating protocols for documenting the re-certification process, including file checklists to ensure all documents are in the resident file ? Re-establishing a file audit protocol to be performed on a quarterly basis ? Closely monitoring delayed re-certifications, including written documentation regarding any delays ? Creating a standard operating procedure to document any delays in re-certifications that may impact the timeliness and accuracy of data reported to the HUD system ? Scheduling recertification training for all staff involved in the re-certification process before June 30, 2023 Contact Information: Michelle Hasan, Director of Leased Housing
December 29, 2022 RE: Corrective Action Plan for Finding No.2022-001 Finding No. 2022-001 Housing Choice Voucher, CFDA #14.871 Low Rent Public Housing, CFDA #14.850 Compliance Requirement: Activities Allowed or Unallowed Type of Finding: Noncompliance, Significant Deficiency The Business Activities ...
December 29, 2022 RE: Corrective Action Plan for Finding No.2022-001 Finding No. 2022-001 Housing Choice Voucher, CFDA #14.871 Low Rent Public Housing, CFDA #14.850 Compliance Requirement: Activities Allowed or Unallowed Type of Finding: Noncompliance, Significant Deficiency The Business Activities and State and Local programs had not generated sufficient cash required to reimburse the revolving fund for expenses incurred on its behalf before the end of the operating cycle. Corrective Action: The Housing Authority will reconcile and settle interfund balances on a monthly basis and implement greater oversight with review and sign off; confirming the reconciliation is complete no later than the 10th calendar day of the following month. In addition, the Authority will establish controls to restrict interfund transactions for which there is no certainty of reimbursement before the accounting period cut-off by documenting that reimbursement will occur no later than 30 calendar days after obligation/disbursement. If unable to confirm reimbursement within 30 calendar days, no disbursement will be made for business activities until reimbursement is certain to occur within the established 30-day timeframe. Please contact Lisa Wilson at Lisa.Wilson@hopewellrha.org for this corrective action.
2022-001 ALN 14.871 ? Housing Voucher Cluster ? Significant Deficiencies in Internal Control over Emergency Housing Voucher Special Tests and Provisions Management acknowledges t...
2022-001 ALN 14.871 ? Housing Voucher Cluster ? Significant Deficiencies in Internal Control over Emergency Housing Voucher Special Tests and Provisions Management acknowledges the finding and is following the auditor?s recommendation as listed in the Schedule of Findings and Questioned Costs. Person Responsible for Correction of Finding: Misty Hanlon, Executive Director Projected Completion Date: June 30, 2023
Finding Number: 2022-2 Reserve for Replacement Deposits. During the months of December 2021 to June 2022 this project has problems to receive their corresponding monthly vouchers. At this date most of the required deposit for 2021 are made. The Project Administrator was oriented to comply with this ...
Finding Number: 2022-2 Reserve for Replacement Deposits. During the months of December 2021 to June 2022 this project has problems to receive their corresponding monthly vouchers. At this date most of the required deposit for 2021 are made. The Project Administrator was oriented to comply with this important monthly requirement in normal conditions.
Finding Number: 2022-1 Payment of invoices before 30 days of received. During the months of December 2020 to June 2021 this project has problems to receive their corresponding monthly vouchers. This situation doesn?t permit 30 days payments. The project staff was oriented about the importance of mak...
Finding Number: 2022-1 Payment of invoices before 30 days of received. During the months of December 2020 to June 2021 this project has problems to receive their corresponding monthly vouchers. This situation doesn?t permit 30 days payments. The project staff was oriented about the importance of make a payment 30 days after receiving the invoice. The plan of correction empathizes in verify weekly the supplier?s invoices and establish a payment date not more than 30 days of the invoice was received. In some instance is difficult to comply with the dates is particularly when the project has some problem in processing or receive the voucher payment.
1. Finding-Allowable Costs/Cost Principles- Support of Salaries and Wages: "The distribution of the salaries and wages of employees are to be supported by either time certifications or personnel activity reports or equivalent documentation which meets the standards in Subsection 8.h. (%) of the IMP ...
1. Finding-Allowable Costs/Cost Principles- Support of Salaries and Wages: "The distribution of the salaries and wages of employees are to be supported by either time certifications or personnel activity reports or equivalent documentation which meets the standards in Subsection 8.h. (%) of the IMP Circular A-87 Part 225 Appendix B. The certification for employees who work on one cost objective must be prepared at least semiannually. Personnel activity reports (PAR) for employees who work on multiple activities or cost objectives must be prepared at least monthly and meet certain prescribed standards, such as accounting for the employee's total compensation, and reflecting an after-the-fact distribution of the actual activity of each employee." Recommendation/Action: In order to prevent future occurrences of this deficiency, we recommend that management required that copies of these payroll certifications (PAR) be forwarded to the District Treasurer on timely basis. The district business office did complete the PARs for 2021 - 2022, however the last pay period was omitted from the PARs. Status as of June 30, 2018 thru June 30, 2022: The District still does not comply with the required standards of Support of Salaries and Wages. This was due to incomplete or missing forms for various employees throughout the years. We will continue to monitor going forward. Implementation: 2022-2023 Name of Person Implementing the Corrective Action: Lissa Jilek, Business Manager
Name of Contact Person: Samuel A. Jones, President, Amurcon Realty Co., Managing Agent Corrective Action: Residual receipts were not remitted to the residual receipts account in a timely manner. Residual receipts are required to be remitted within 60 days of year-end. In order to avoid this issue i...
Name of Contact Person: Samuel A. Jones, President, Amurcon Realty Co., Managing Agent Corrective Action: Residual receipts were not remitted to the residual receipts account in a timely manner. Residual receipts are required to be remitted within 60 days of year-end. In order to avoid this issue in the future, surplus cash will be calculated prior to the audit. Proposed Completion Date: This plan was implemented on September 30, 2022, and will be used for all audits going forward.
FINDING 2022-001 ? Replacement Reserve Deposits AL# and Program Expenditures: 14.181 ($1,325,900) 14.181 ($ 50,596) Award Number: N/A Federal Award Year: January 1, 2022 ? December 31, 2022 Questioned Costs: None Condition Found: The reserve for replacement was not funded fully for the ye...
FINDING 2022-001 ? Replacement Reserve Deposits AL# and Program Expenditures: 14.181 ($1,325,900) 14.181 ($ 50,596) Award Number: N/A Federal Award Year: January 1, 2022 ? December 31, 2022 Questioned Costs: None Condition Found: The reserve for replacement was not funded fully for the year ended December 31, 2022. Monthly deposits totaling $5,136 for the year should have been deposited in the account but only $3,434 was deposited. In addition, replacement reserve deposits of $3,852, $5,136 and $3,919 were not made for the years ending December 31, 2020, 2019, and 2018, respectively. Also during 2021, a $4,000 loan was taken from the account by the prior management company. There is no documentation to support HUD approving the withdrawal, and the funds were not paid back to the account by December 31, 2022. In addition, during 2020, HUD approved a $13,357 withdrawal from the account. The funds were transferred to the operating account in March 2020 and again in August 2020. Altogether, a total of $37,112 is due to the replacement reserve account. Corrective Action Plan: The management company is making replacement reserve payments when HUD pays the HAP voucher. The Project was able to make three monthly payments for 2021 and eight for 2022. Management will transfer additional funds from operating to reserve when cash is available. The Project?s goal is be able to pay the current monthly replacement reserve deposit. The amounts due from prior years cannot be funded at this time. Rebecca Hunkins (816-531-8340 ext. 240) is the contact person for this finding. Management anticipates paying all of the 2023 monthly replacement reserve deposits by December 31, 2023.
2022 ?1 Collection of Tenant Accounts Receivable Condition: Management failed to collect monthly lease payments resulting in tenants accruing large amounts of past due rent. Criteria: Monthly tenant lease payments should be collected and payable according to the terms of the HUD model lease. Cause: ...
2022 ?1 Collection of Tenant Accounts Receivable Condition: Management failed to collect monthly lease payments resulting in tenants accruing large amounts of past due rent. Criteria: Monthly tenant lease payments should be collected and payable according to the terms of the HUD model lease. Cause: Site managers did not carry out the terms of the HUD-model lease and collect rent due. Effect: Tenant accounts receivables included significant amounts of unpaid rent for former residents. Recommendation: I recommend management develop and implement a collection policy. Management Response: Of the Net Tenant Accounts Receivable balance, there are several residents that have workout agreements for paying down their arrears balances. According to the Site Manager, there was a resident that was in a nursing home who started paying on their balance until he no longer could. This resident was not able to return to the property from the nursing home. Additionally, there was also another resident that usually paid their rent on time, but they had to spend time in the hospital which affected their ability to pay. In summary, majority of the persons with delinquent balances are on Workout Agreements. We will also be sending you an adjusting journal entries to adjust for the balance for two of the residents whose balances are being paid.
Finding 2022-002: It was noted that BOCES did not comply with the required standards of Support or Salaries and Wages because one employee whose time was charged to the Federal Grant during the fiscal year did not actually work on the grant. The BOCES operates two different grants for adult educatio...
Finding 2022-002: It was noted that BOCES did not comply with the required standards of Support or Salaries and Wages because one employee whose time was charged to the Federal Grant during the fiscal year did not actually work on the grant. The BOCES operates two different grants for adult education programs. The employee?s time was accidentally charged to the wrong adult education program. Recommendation: To prevent future occurrences of this deficiency, we recommend that management review the employees being charged to the specific grant and ensure they are actually working on the grant. Corrective Action Plan: Effective immediately (3/23/23), BOCES will periodically review all grant funded employees and the charging and attestations of their time worked. The Adult Ed Coordinator will communicate to the staff the importance of utilizing the proper budget code when processing timesheets and the corresponding accuracy of the Support of Salaries and Wages statements. The Adult Ed Coordinator will perform a thorough review all timesheets prior to submission to the Payroll department for payment.
2022-1 Payment of invoices before 30 days of received. The project staff was oriented about the importance of make a payment 30 days after receiving the invoice. The plan of correction empathizes in verify weekly the supplier?s invoices and establish a payment date not more than 30 days of the...
2022-1 Payment of invoices before 30 days of received. The project staff was oriented about the importance of make a payment 30 days after receiving the invoice. The plan of correction empathizes in verify weekly the supplier?s invoices and establish a payment date not more than 30 days of the invoice was received. In some instance is difficult to comply with the dates is particularly when the project has some problem in processing or receive the voucher payment.
As required by the OMB Uniform Guidance, we have provided below our response and corrective action plan addressing the finding on Internal Control Over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Auditing S...
As required by the OMB Uniform Guidance, we have provided below our response and corrective action plan addressing the finding on Internal Control Over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards and the Report on Compliance for Each Major Program and on Internal Control Over Compliance Required by the Uniform Guidance for the year ended December 31, 2022. Finding 2022-002: 30 Day Notification of Rental Rate Increases. We agree with the finding and recommended corrective action plan. Management will closely monitor to assure all the tenants are notified at least 30 days in advance of any rental rate increases. I will be responsible for ensuring that we comply with the response to the finding. I anticipate these changes will be completed by June 30, 2023. If you have any questions or require additional information, please feel free to contact me at 503-381-8556 or dgibson@cpahoregon.org.
As required by the OMB Uniform Guidance, we have provided below our response and corrective action plan addressing the finding on Internal Control Over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Auditing S...
As required by the OMB Uniform Guidance, we have provided below our response and corrective action plan addressing the finding on Internal Control Over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards and the Report on Compliance for Each Major Program and on Internal Control Over Compliance Required by the Uniform Guidance for the year ended December 31, 2022. Finding 2022-001: Depositing Surplus Cash into Residual Receipts Reserve Account. We agree with the finding and recommended corrective action plan. Management will closely monitor surplus cash calculations after the audit is completed to assure deposits to the residual receipts reserve account is made in a timely manner. We will also plan to resolve this matter with our HUD representative. I will be responsible for ensuring that we comply with the response to the finding. I anticipate these changes will be completed by June 30, 2023. If you have any questions or require additional information, please feel free to contact me at 503-381-8556 or dgibson@cpahoregon.org.
Finding Number 2022-004 Responsible Individual: Jeffrey J. Jacobson City of North Pole Corrective Action Plan Status: As of today July 25, 2023, necessary corrective actions have been made to the general ledger with the appropriate account balances. The total compensation committee will meet this ye...
Finding Number 2022-004 Responsible Individual: Jeffrey J. Jacobson City of North Pole Corrective Action Plan Status: As of today July 25, 2023, necessary corrective actions have been made to the general ledger with the appropriate account balances. The total compensation committee will meet this year on July 28th, August 11th, and 25th 2023 to review current staffing levels responsibility skills and training requirements and any compensation adjustments. This will possible include contracting with Altman and Rogers in the interim to provide training and support to the city employees to monitor grant requirement compliance and reporting to provide an accurate Schedule of Expenditures of Federal Awards (SEFA). The administration and city council will consider adjusting job descriptions responsibilities for 2024 to full fill grant management and monitoring oversight and to enhance separation of fiscal responsibility and to expand checks and balances. In addition, the administration and the city council will consider hiring a CPA mid-year 2024 to assist current financial staff and to facilitate a smooth transaction as senior staff plan to retire in 2025.
Finding Number 2022-003 Responsible Individual: Jeffrey J. Jacobson City of North Pole Corrective Action Plan Status: As of today July 25, 2023, necessary corrective actions have been made to the general ledger with the appropriate account balances. The total compensation committee will meet this ye...
Finding Number 2022-003 Responsible Individual: Jeffrey J. Jacobson City of North Pole Corrective Action Plan Status: As of today July 25, 2023, necessary corrective actions have been made to the general ledger with the appropriate account balances. The total compensation committee will meet this year on July 28th, August 11th, and 25th 2023 to review current staffing levels responsibility skills and training requirements and any compensation adjustments. This will possible include contracting with Altman and Rogers in the interim to provide training and support to the city employees to monitor grant requirement compliance and reporting to provide an accurate Schedule of Expenditures of Federal Awards (SEFA). The administration and city council will consider adjusting job descriptions responsibilities for 2024 to full fill grant management and monitoring oversight and to enhance separation of fiscal responsibility and to expand checks and balances. In addition, the administration and the city council will consider hiring a CPA mid-year 2024 to assist current financial staff and to facilitate a smooth transaction as senior staff plan to retire in 2025.
Network Housing ?91, Inc. 12/31/2022 Corrective Action Plan Finding Number: 2022-002 Condition: The Organization failed to make the required reserve for replacements deposits in the current fiscal year. Planned Corrective Action: Management agrees with the finding as reported. Management has instit...
Network Housing ?91, Inc. 12/31/2022 Corrective Action Plan Finding Number: 2022-002 Condition: The Organization failed to make the required reserve for replacements deposits in the current fiscal year. Planned Corrective Action: Management agrees with the finding as reported. Management has instituted procedural changes to ensure that all required deposits are made monthly. Additionally, management has taken steps to deposit all delinquent deposits. Contact person responsible for corrective action: Paul Anderson, CFO Anticipated Completion Date: 12/31/2023
Finding Reference Number: 2022-001 Concur or Do Not Concur: Concur Agree or Disagree with Auditor Recommendations: Agree Actions Taken or Planned on the Finding: Management agrees with the finding. The replacement reserve deficiency will be funded in the amount of $45,897. Management will ensure t...
Finding Reference Number: 2022-001 Concur or Do Not Concur: Concur Agree or Disagree with Auditor Recommendations: Agree Actions Taken or Planned on the Finding: Management agrees with the finding. The replacement reserve deficiency will be funded in the amount of $45,897. Management will ensure that the replacement reserve loan repayments are made on a timely basis in the future. Completion Date: March 3, 2023
Finding Number: 2022-002 Condition: The Organization failed to make the required reserve for replacements deposits in the current fiscal year. Planned Corrective Action: Management agrees with the finding as reported. Management has instituted procedural changes to ensure that all required deposits ...
Finding Number: 2022-002 Condition: The Organization failed to make the required reserve for replacements deposits in the current fiscal year. Planned Corrective Action: Management agrees with the finding as reported. Management has instituted procedural changes to ensure that all required deposits are made monthly. Additionally, management has taken steps to deposit all delinquent deposits. Contact person responsible for corrective action: Paul Anderson, CFO Anticipated Completion Date: 12/31/2023
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