Finding Number 2024-044 Subject Heading (Financial) or AL no. and program name (Federal) ALN: 21.027 Federal Program name: Coronavirus State And Local Fiscal Recovery Funds (CSLFRF) Planned Corrective Action Office of Management and Enterprise Services – Grants Management Office Response: OMES-GMO r...
Finding Number 2024-044 Subject Heading (Financial) or AL no. and program name (Federal) ALN: 21.027 Federal Program name: Coronavirus State And Local Fiscal Recovery Funds (CSLFRF) Planned Corrective Action Office of Management and Enterprise Services – Grants Management Office Response: OMES-GMO respectfully disagrees with the conclusion that the variances identified in this finding represent deficiencies in internal controls over Project and Expenditure (P&E) reporting. While OMES-GMO agrees that accurate reporting is essential and remains committed to continually strengthening its reporting processes, the variances identified are primarily attributable to timing differences inherent in the State's accounting, reimbursement, and grant administration processes rather than errors in reporting or deficiencies in internal controls. Quarterly Project and Expenditure Reports submitted to the U.S. Department of the Treasury are prepared using the best information available at the time each report is due. Because agencies operate under established State accounting and reimbursement processes, expenditures are not always fully processed, approved, posted in PeopleSoft, or reimbursed by the close of each Treasury reporting quarter. Consequently, legitimate timing differences may exist between quarterly Treasury reports and subsequent reconciliations to the Statewide Accounting System. Treasury's Project and Expenditure reporting process allows recipients to update previously reported information through subsequent quarterly submissions. As expenditures are processed, accounting adjustments are completed, and additional information becomes available, corrections may be made in future reporting periods. OMES-GMO recognizes the importance of reconciling these timing differences; however, complete alignment between quarterly Treasury reporting and the Statewide Accounting System cannot always be achieved until the close of the CSLFRF period of performance, when all expenditures, reimbursement requests, accounting adjustments, and project closeout activities have been completed. For this reason, OMESGMO does not believe these timing-related variances, standing alone, constitute deficiencies in internal controls. The agencies identified in this finding provided additional information demonstrating that the reported variances were the result of normal business processes, reimbursement timing, accounting adjustments, or Treasury reporting requirements rather than inaccurate reporting or unsupported expenditures. Agency 055 confirmed that the expenditures identified by the auditors were identifiable and supported. Agency 085 explained that the reported variance resulted from a temporary operational period during which expenditures for multiple federal grant programs were processed through Class Fund 497 because other federal funding accounts were unavailable during a novation period. Those expenditures were never intended to be reported as CSLFRF costs and have since been, or are being, transferred to the appropriate federal funding sources through Journal Vouchers and reimbursement processes. Agency 090 explained that the consolidation of expenditures with Agency 423 created timing differences between reporting quarters. Agency 452 stated that the variance resulted primarily from the timing of Treasury reporting deadlines compared to the posting of expenditures in PeopleSoft, resulting in temporary differences that were subsequently reconciled. Agency 605 explained that excess advance funding was returned following contract amendments based on projected spending needs, while actual expenditures continued into subsequent reporting periods, creating temporary timing differences. Agency 619 demonstrated that the questioned expenditures were reported in the quarter in which reimbursement requests were received, processed, and submitted to OMES-GMO. In addition, one cash advance originally included in a quarterly report was removed at OMES-GMO's direction to comply with Treasury reporting guidance. Agency 800 explained that the reported variance resulted from the timing of State accounting transactions, where federal revenue was deposited at the end of the fiscal year while the related expenditures could not be posted until the subsequent fiscal year due to State accounting system limitations. The agency believes this represents a normal timing difference between reporting methodologies rather than a reporting deficiency. Although OMES-GMO disagrees that these timing-related variances constitute deficiencies in internal controls, OMES- GMO remains committed to strengthening reporting procedures. Beginning with FY2025 reporting, OMES-GMO has implemented enhanced reconciliation procedures requiring agencies to reconcile reported expenditures to Summary of Receipts and Disbursements (SRD) reports and PeopleSoft data prior to submission. OMES-GMO has also expanded agency guidance and annual training regarding Treasury reporting requirements, reconciliation procedures, and documentation expectations. These enhancements improve reporting consistency while recognizing that timing differences may continue to occur throughout the period of performance and will be resolved through subsequent Treasury reporting updates and final grant closeout. Anticipated Completion Date April 30, 2027, due to variances in normal business processes, reimbursement timing, accounting adjustments, and Treasury reporting requirements. Responsible Contact Person Elizabeth Base