Corrective Action Plans

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Finding 2024-007 Contact Person Responsible for Corrective Action: Cindy Skinner, Corporation Treasurer Contact Phone Number: 765-282-5615 View of Responsible Official: We Concur with the Findings Description of Corrective Action Plan: The Corporation Treasurer will review the Financial repo...
Finding 2024-007 Contact Person Responsible for Corrective Action: Cindy Skinner, Corporation Treasurer Contact Phone Number: 765-282-5615 View of Responsible Official: We Concur with the Findings Description of Corrective Action Plan: The Corporation Treasurer will review the Financial report more closely and make sure that internal controls are in place to ensure compliance. Anticipated Completion Date: March 2025
Finding 2024-006 Contact Person Responsible for Corrective Action: Cindy Skinner, Corporation Treasurer Contact Phone Number: 765-282-5615 View of Responsible Official: We Concur with the Findings Description of Corrective Action Plan: We will work with the Capital Assets reporting Firm more...
Finding 2024-006 Contact Person Responsible for Corrective Action: Cindy Skinner, Corporation Treasurer Contact Phone Number: 765-282-5615 View of Responsible Official: We Concur with the Findings Description of Corrective Action Plan: We will work with the Capital Assets reporting Firm more closely to assure that all listed property is properly marked and that it is still in our possession. Anticipated Completion Date: March 2025
Finding 2024-005 Contact Person Responsible for Corrective Action: Cindy Skinner, Corporation Treasurer Contact Phone Number: 765-282-5615 View of Responsible Official: We Concur with the Findings Description of Corrective Action Plan: We will implement internal controls that will correct th...
Finding 2024-005 Contact Person Responsible for Corrective Action: Cindy Skinner, Corporation Treasurer Contact Phone Number: 765-282-5615 View of Responsible Official: We Concur with the Findings Description of Corrective Action Plan: We will implement internal controls that will correct the Allowable Activities and Costs procedures for Federal Grants. Anticipated Completion Date: March 2025
Finding Reference 2024-05 Corrective Action Plan: The Authority started quarterly reconciliation reports between General Ledger accounts and the Schedule of Federal Awards. The reconciliation process includes the participation of various offices that manage and monitor federal grants. Additionally, ...
Finding Reference 2024-05 Corrective Action Plan: The Authority started quarterly reconciliation reports between General Ledger accounts and the Schedule of Federal Awards. The reconciliation process includes the participation of various offices that manage and monitor federal grants. Additionally, as part of the accounting closing procedures, the Authority is reconciling the financial data from major federal programs as FHWA and Federal Transit Administration (FTA) with the information entered in the General Ledger accounts on a monthly basis. All personnel involved in the administration of these programs, for which federal funds are expended, should receive adequate training on federal compliance and reporting requirements related to such programs. In addition, an individual will be assigned responsible for monitoring compliance with all related federal requirements. Responsible: Mr. Angel M. Felix Cruz, Finance Office Auxiliary Director Ms. Maria Del R. Ramos Ocasio, Accounting and Finance Manager Planned Implementation Date: In process. Expected to be completed on or before June 30, 2025.
Finding Reference 2024-04 Corrective Action Plan: The Authority has assigned an Analyst and a Supervisor the responsibility of monitoring compliance with all related federal requirements for the reporting process of these funds. Additionally, an adequate training will be provided to the personnel in...
Finding Reference 2024-04 Corrective Action Plan: The Authority has assigned an Analyst and a Supervisor the responsibility of monitoring compliance with all related federal requirements for the reporting process of these funds. Additionally, an adequate training will be provided to the personnel involved in the administration of this program. Responsible: Mr. Ramon L. Rivera Rivera, Analyst Mr. Enrique J. Rosa Torres, Budget Office Auxiliary Director Planned Implementation Date: In process. Expected to be completed on or before June 30, 2025.
Finding Reference 2024-03 Corrective Action Plan: All personnel involved in the administration of programs that expend federal funds, including contractors and subcontractors, will receive adequate training on Davis-Bacon Act requirements and payroll certification processes. Responsible: Eng. Maria ...
Finding Reference 2024-03 Corrective Action Plan: All personnel involved in the administration of programs that expend federal funds, including contractors and subcontractors, will receive adequate training on Davis-Bacon Act requirements and payroll certification processes. Responsible: Eng. Maria Ayala Rivera, Construction Office Director Planned Implementation Date: In process. Expected to be completed on or before June 30, 2025.
Finding Reference 2024-02 Corrective Action Plan: The Authority has performed an internal review of the toll credits usage in the Excel spreadsheet and reconciled all credits used by projects with a start date of FY 2023 and forward against the latest version of the Federal-Aid Project Agreement app...
Finding Reference 2024-02 Corrective Action Plan: The Authority has performed an internal review of the toll credits usage in the Excel spreadsheet and reconciled all credits used by projects with a start date of FY 2023 and forward against the latest version of the Federal-Aid Project Agreement approved by the Federal Highway Administration (FHWA). In addition, credits are sent to the Executive Staff for the approval process on a quarterly basis. For fiscal year 2024, the manual process of reconciling toll credits for new projects with a start date of January 2024 or forward was changed to an automated process using the PMIS Program, as agreed with Section II of the Memorandum of Understanding (MOU) signed in February 2016 between FHWA and the Authority. Also, current toll credits tracking, reconciliation, and approval processes are reviewed by the FHWA. For projects with a start date before January 2024, the Authority will perform an internal review of the tolls credit usage against the later version of the Federal-Aid Project Agreement approved by FHWA. Additionally, the Authority is developing a Standard Operating Procedure (SOP) with FHWA for the use of Toll Credits in PMIS along with a new version of the Excel spreadsheet. Responsible: Mr. Enrique J. Rosa Torres, Executive Director of Administration and Finance Planned Implementation Date: In process. Expected to be completed on or before December 31, 2025.
View Audit 351216 Questioned Costs: $1
Finding 544700 (2024-001)
Significant Deficiency 2024
Current Findings on the Schedule of Findings, Questioned Costs, and Recommendations Finding 2024-001: An unauthorized withdrawal of $2,000 was transferred from the reserve for replacement to the operating cash account on November 25, 2024. Comments on the Finding and Each Recommendation The funds we...
Current Findings on the Schedule of Findings, Questioned Costs, and Recommendations Finding 2024-001: An unauthorized withdrawal of $2,000 was transferred from the reserve for replacement to the operating cash account on November 25, 2024. Comments on the Finding and Each Recommendation The funds were withdrawn from the account due to the delay in the project receiving the HAP payment. The amount was deposited back into the reserve for replacement account on December 2, 2024. All other withdrawals from the reserve for replacement during the year were properly approved. The project had a rent increase effective September 1, 2024 of which they are still waiting to receive rents owed from HUD. Management has received email approval for borrowing money from the reserve in 2025. Actions Taken on the Finding Management will transfer from the reserve for replacement account into operating cash account only when they receive proper approval from HUD. CAP prepared by: Trisha Jester Director of Multifamily Housing Arbors Management, Inc. 724-733-5733 Anticipated completion date: March 31, 2025
View Audit 351207 Questioned Costs: $1
Finding 544691 (2024-001)
Significant Deficiency 2024
2024-001 Significant Deficiency: TEACH Grant Sequester Miscalculation (U.S. Department of Education, Teacher Education Assistance for College and Higher Education Grants, ALN #84.379) Name of Contact Person Melissa White, Director of Financial Aid, is responsible for ensuring that the TEACH Grant ...
2024-001 Significant Deficiency: TEACH Grant Sequester Miscalculation (U.S. Department of Education, Teacher Education Assistance for College and Higher Education Grants, ALN #84.379) Name of Contact Person Melissa White, Director of Financial Aid, is responsible for ensuring that the TEACH Grant is properly awarded Corrective Action Planned During the audit, it was noted that Tusculum miscalculated the sequester for a student, resulting in an under-award. When reviewing the occurrence, it was found that the last two digits of the semester’s scheduled award were transposed and thus $1886 was entered for fall and spring as $1868 thus causing the $36 under-award. To ensure that this error does not occur again, the double check system in place will be heightened to make sure that the entering of the award is correct and not transposed. In addition, the Director of Financial Aid will pull the TEACH Grant each semester and ensure that the proper amount has been awarded according to the students’ entitlement and that no transposing of numbers has occurred. Anticipated Completion Date 10/15/2024
Finding 544688 (2024-003)
Significant Deficiency 2024
2024-003 Significant Deficiency: Federal Work-Study (FWS) (U.S. Department of Education, Federal Work-Study Program, ALN #84.033) Name of Contact Person Melissa White, Director of Financial Aid, is responsible for ensuring that Federal Work Study students are not working during class time. Correct...
2024-003 Significant Deficiency: Federal Work-Study (FWS) (U.S. Department of Education, Federal Work-Study Program, ALN #84.033) Name of Contact Person Melissa White, Director of Financial Aid, is responsible for ensuring that Federal Work Study students are not working during class time. Corrective Action Planned During the audit, it was noted that Tusculum failed to compare hours submitted as worked hours to student class schedules. In order to ensure that this does not occur again, all supervisors have been reminded of the requirement that students do not work during seat time. Regular reminders sent to supervisors and regular trainings are offered to supervisors to remind supervisors of the Federal Work Study Guidelines. In addition, as each timesheet is submitted, financial aid shall check to ensure no violations have occurred. Anticipated Completion Date 10/15/2024
Finding 544687 (2024-002)
Significant Deficiency 2024
2024-002 Significant Deficiency: Federal Work-Study (FWS) Underpayment (U.S. Department of Education, Federal Work-Study Program, ALN #84.033) Name of Contact Person Melissa White, Director of Financial Aid, is responsible for ensuring that Federal Work Study students are properly paid for hours w...
2024-002 Significant Deficiency: Federal Work-Study (FWS) Underpayment (U.S. Department of Education, Federal Work-Study Program, ALN #84.033) Name of Contact Person Melissa White, Director of Financial Aid, is responsible for ensuring that Federal Work Study students are properly paid for hours worked. Corrective Action Planned During the audit, it was noted that Tusculum errantly miscalculated hours worked and wages payable results in student receiving fewer Title IV funds than what they may have earned or be eligible for. Once found, the missing hours were added to the next payroll and the students were paid. To ensure this error does not occur again in the future, financial aid has created a secondary check system that includes keeping an additional excel that confirms that each timesheet has been paid for each student and that their full hours worked have been paid. We have also reinforced with supervisors the urgency of making sure timesheets are submitted in a timely manner so that the error does not occur again as the timesheets in question were late timesheets. Additional training for supervisors and constant reminders to supervisors are also ongoing. Anticipated Completion Date 10/15/2024
Finding 544677 (2024-001)
Significant Deficiency 2024
The deficiency was a result of prior management that was replaced in the current fiscal year. The new financial team found the deficiency during the audit, made all the necessary corrections, and self-reported it to the auditor before issuance. The rate is now correctly applied to all federal grants...
The deficiency was a result of prior management that was replaced in the current fiscal year. The new financial team found the deficiency during the audit, made all the necessary corrections, and self-reported it to the auditor before issuance. The rate is now correctly applied to all federal grants, and a review process is in place for current and future grants. The federal funds were returned and the FFR’s were amended before final reporting and issuance of the audit. The matter is corrected, and corrective action is complete.
Housing Choice Voucher Program– Assistance Listing No. 14.871 & 14.879 Recommendation: We recommend the County establish procedures to ensure compliance with HUD requirements, including entering into a general depository agreement in the form required by HUD. Action taken in response to finding: To ...
Housing Choice Voucher Program– Assistance Listing No. 14.871 & 14.879 Recommendation: We recommend the County establish procedures to ensure compliance with HUD requirements, including entering into a general depository agreement in the form required by HUD. Action taken in response to finding: To address the finding, the County will establish a depository agreement with the financial institution. Written confirmation of the agreement will be obtained. The Policy and Procedures Manager will update the County's financial management policies to include the depository agreement requirement. Name of the contact person(s) responsible for corrective action: Jennifer D. Hobbs, Comptroller Bobbi-Jo Fout, Bureau Chief of Accounting Danielle Yates, Bureau Chief of Housing and Community Connections Planned completion date for corrective action plan: April 2025
Prior Year Finding: No Federal Agency: US Department of Education Federal Program: Education Stabilization Fund Assistance Listing: 84.425 Pass-Through Entity: Maryland State Department of Education Pass-Through Award Number and Period: 211935 (3/24/2021 - 9/30/2023) Compliance Requirement: ...
Prior Year Finding: No Federal Agency: US Department of Education Federal Program: Education Stabilization Fund Assistance Listing: 84.425 Pass-Through Entity: Maryland State Department of Education Pass-Through Award Number and Period: 211935 (3/24/2021 - 9/30/2023) Compliance Requirement: Davis-Bacon Act Type of Finding: Significant Deficiency in Internal Control over Compliance, Other Matters Recommendation We recommend that the Board enhance its policies and procedures to ensure the effective monitoring of compliance with Davis-Bacon wage requirements. Procedures should include regular verification of wage determinations, monitoring of contractor and subcontractor payrolls, and documentation of compliance efforts. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: Effective immediately, we will start recording on a spreadsheet the Contract number and weeks covered for certified payrolls we receive that falls under the Davis-Bacon Act. This spreadsheet will have an approval column and date column to document our monitoring procedures for tracking and audit purposes. Name(s) of the contact person(s) responsible for corrective action: Adam Pelc, Supervisor of Accounting and Rob Rollins, Director of Facilities Planned completion date for corrective action plan: For immediate implementation and ongoing.
2023-003: Bonus Payments Name of contact person: Stacey Holbrook, Executive Director Corrective Action: All payments to employees will be recorded and reported to the Internal Revenue Service. Proposed completion date: The Board will implement the above procedure immediately.
2023-003: Bonus Payments Name of contact person: Stacey Holbrook, Executive Director Corrective Action: All payments to employees will be recorded and reported to the Internal Revenue Service. Proposed completion date: The Board will implement the above procedure immediately.
2023-002: Checks to Cash Name of contact person: Stacey Holbrook, Executive Director Corrective Action: The Corporation will no longer write checks to cash. All checks written will contain a payee. Proposed completion date: The Board will implement the above procedure immediately.
2023-002: Checks to Cash Name of contact person: Stacey Holbrook, Executive Director Corrective Action: The Corporation will no longer write checks to cash. All checks written will contain a payee. Proposed completion date: The Board will implement the above procedure immediately.
2023-001: Treasurer’s Review of Reconciliations Name of contact person: Stacey Holbrook, Executive Director Corrective Action: The Treasurer of the Board or management will review all bank statements and reconciliations on a monthly basis and the accounting software will be used to complete rec...
2023-001: Treasurer’s Review of Reconciliations Name of contact person: Stacey Holbrook, Executive Director Corrective Action: The Treasurer of the Board or management will review all bank statements and reconciliations on a monthly basis and the accounting software will be used to complete reconciliations. Proposed completion date: The Board will implement the above procedure immediately.
2022-001: Segregation of Duties Name of contact person: Stacey Holbrook, Executive Director Corrective Action: Duties and functions will be reviewed to determine where segregation needs to occur. The duties will be separated as much as possible and alternative controls will be implemented to c...
2022-001: Segregation of Duties Name of contact person: Stacey Holbrook, Executive Director Corrective Action: Duties and functions will be reviewed to determine where segregation needs to occur. The duties will be separated as much as possible and alternative controls will be implemented to compensate for lack of segregation. However, the risk of not segregating certain duties is not worth the additional costs. Nonfinancial employees will be trained and provide some assistance. Proposed completion date: The Board will implement the above procedure immediately.
Corrective Action Plan: In March of 2024, the College created a policy that implemented scheduled disbursement dates to ensure the timely recording of disbursement dates. The finding for June 30, 2024, single audit occurred before the new policy was in effect. The number of findings also decreased...
Corrective Action Plan: In March of 2024, the College created a policy that implemented scheduled disbursement dates to ensure the timely recording of disbursement dates. The finding for June 30, 2024, single audit occurred before the new policy was in effect. The number of findings also decreased, and students audited after the corrective action was put into place were done correctly. To continue to mitigate this from occurring in the future, the College has implemented a report that will show differences in the date Direct Student Loan funds are disbursed in Powerfaids versus the date the funds are applied to a student’s ledger, and date shown as disbursed in COD. All differences will be investigated and rectified on a biweekly basis. Timeline for Implementation of Corrective Action Plan: Implemented in March 2024 Contact Person Lynn Comtois Director of Financial Aid
2024-006 ALN 14.850 – Public Housing Operating Fund – Special Test – Depository Agreements The Executive Director agrees with the finding as listed in the Schedule of Findings and Responses and will follow the Auditor's recommendations. Person Responsible for Correction of Finding: Ms. Khristian All...
2024-006 ALN 14.850 – Public Housing Operating Fund – Special Test – Depository Agreements The Executive Director agrees with the finding as listed in the Schedule of Findings and Responses and will follow the Auditor's recommendations. Person Responsible for Correction of Finding: Ms. Khristian Allen, Executive Director Projected Completion Date: June 30, 2025
2024-005 ALN 14.850 – Public Housing Operating Fund – Special Test - Waiting List The Executive Director agrees with the finding as listed in the Schedule of Findings and Responses and will follow the Auditor's recommendations. Person Responsible for Correction of Finding: Ms. Khristian Allen, Execu...
2024-005 ALN 14.850 – Public Housing Operating Fund – Special Test - Waiting List The Executive Director agrees with the finding as listed in the Schedule of Findings and Responses and will follow the Auditor's recommendations. Person Responsible for Correction of Finding: Ms. Khristian Allen, Executive Director Projected Completion Date: June 30, 2025
2024-002 ALN 14.850 – Public Housing Operating Fund – Allowable Costs – Bonus/Incentive Payments The Executive Director agrees with the finding as listed in the Schedule of Findings and Responses and will follow the Auditor's recommendations. Person Responsible for Correction of Finding: Ms. Khristi...
2024-002 ALN 14.850 – Public Housing Operating Fund – Allowable Costs – Bonus/Incentive Payments The Executive Director agrees with the finding as listed in the Schedule of Findings and Responses and will follow the Auditor's recommendations. Person Responsible for Correction of Finding: Ms. Khristian Allen, Executive Director Projected Completion Date: June 30, 2025
2024-001 ALN 14.850 – Public Housing Operating Fund - Eligibility The Executive Director agrees with the finding as listed in the Schedule of Findings and Responses and will follow the Auditor's recommendations. Person Responsible for Correction of Finding: Ms. Khristian Allen, Executive Director Pr...
2024-001 ALN 14.850 – Public Housing Operating Fund - Eligibility The Executive Director agrees with the finding as listed in the Schedule of Findings and Responses and will follow the Auditor's recommendations. Person Responsible for Correction of Finding: Ms. Khristian Allen, Executive Director Projected Completion Date: June 30, 2025
Federal Award Findings and Questioned Costs: Finding 2024.002 - Sliding Fee Scale Documentation Recommendation The Center should establish a system of internal controls to ensure that all sliding fee discounts are properly calculated and supported based on family size and income. Action Taken Mana...
Federal Award Findings and Questioned Costs: Finding 2024.002 - Sliding Fee Scale Documentation Recommendation The Center should establish a system of internal controls to ensure that all sliding fee discounts are properly calculated and supported based on family size and income. Action Taken Management recently migrated their electronic health records from AthenaPractice and Dentrix to EPIC. EPIC is programmed to calculate the sliding fee discount based upon the Family Size and Income that is entered into the system, unlike Dentrix which did not have this capability. In addition, monthly audits are conducted by the Billing Department to ensure that the supporting documentation matches the information entered into EPIC. If there are any question regarding this plan, please e-mail Monique van der Aa at monique@ccmaui.org. Sincerely, Monique van der Aa Chief Financial Officer
FINDING 2024-004 (Auditor Assigned Reference Number) Finding Subject: TRIO – Special Tests and Provisions – Core Curriculum in the Upward Bound Program Contact Person Responsible for Corrective Action: Nichole Stitt, AVP Sponsored Programs Contact Phone Number and Email Address: 317-921-4800 ext. ...
FINDING 2024-004 (Auditor Assigned Reference Number) Finding Subject: TRIO – Special Tests and Provisions – Core Curriculum in the Upward Bound Program Contact Person Responsible for Corrective Action: Nichole Stitt, AVP Sponsored Programs Contact Phone Number and Email Address: 317-921-4800 ext. 084987 and nstitt@ivytech.edu Views of Responsible Officials: We concur with the finding. Description of Corrective Action Plan: The college will develop an internal control system to ensure compliance with the Special Test and Provisions – Core Curriculum Instruction in the Upward Bound Program requirements. Anticipated Completion Date: The projected date of completion for the CAP mentioned above is June 30, 2025.
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