Corrective Action Plans

Finding 547594 (2024-004)

Material Weakness 2024

Housing Authority of the County of Monterey

CA

Questioned Costs Special Tests & Provisions HUD Housing Programs

Federal Agency: U.S. Department of Housing and Urban Development Federal Program Titles: Housing Voucher Cluster Federal Assistance Listing Numbers: 14.871, 14.879, and 14.EHV Material Noncompliance – N. Special Tests and Provisions – HQS Inspections Non Compliance Material to the Financial Statemen...

Federal Agency: U.S. Department of Housing and Urban Development Federal Program Titles: Housing Voucher Cluster Federal Assistance Listing Numbers: 14.871, 14.879, and 14.EHV Material Noncompliance – N. Special Tests and Provisions – HQS Inspections Non Compliance Material to the Financial Statements: Yes Material Weakness in Internal Control over Compliance for Special Tests and Provisions Criteria: HQS Inspections. Per the Authority's HCV Admin Plan, the PHA must inspect the unit leased to a family at least biennially to determine if the unit meets HQS standards and the PHA must conduct quality control re-inspections. The PHA must prepare a unit inspection report (24 CFR sections 982.158(d) and 982.405(b)). These inspection reports are required to be maintained and available for examination at the time of audit. Condition: Based upon inspection of the Authority’s files and on discussion with management there were inspection reports that were unavailable for examination at the time of audit. Context: Of a sample size of fifty-eight (58) units, sixteen (16) units did not have a biennial HQS inspection performed. Our sample size is statistically valid. Known Questioned Costs: $325,733 Cause: There is a material weakness in internal controls over the compliance for the special tests and provisions type of compliance related to HQS inspections. The Authority has not properly considered, designed, implemented, maintained and monitored a system of internal controls that assures the program is in compliance. Effect: The Housing Voucher Cluster is in material non-compliance with the with the special tests and provisions type of compliance related to HQS inspections. Recommendation: We recommend the Authority design and implement internal control procedures that will reasonably assure compliance with the Uniform Guidance and the compliance supplement. Views of responsible officials and planned corrective action: The Authority has recognized the material weakness in the Housing Voucher Cluster will implement internal control procedures that will ensure compliance with federal regulations. Gabriela Rivero, Executive Assistant, will be responsible to implement this corrective action by June 30, 2025.

View Audit 351761 Questioned Costs: $1

Finding 547592 (2024-003)

Material Weakness 2024

Housing Authority of the County of Monterey

CA

Questioned Costs Special Tests & Provisions HUD Housing Programs

Federal Agency: U.S. Department of Housing and Urban Development Federal Program Titles: Housing Voucher Cluster Federal Assistance Listing Numbers: 14.871, 14.879, and 14.EHV Noncompliance – N. Special Tests and Provisions – Housing Quality Standards (HQS) Enforcement Non Compliance Material to the...

Federal Agency: U.S. Department of Housing and Urban Development Federal Program Titles: Housing Voucher Cluster Federal Assistance Listing Numbers: 14.871, 14.879, and 14.EHV Noncompliance – N. Special Tests and Provisions – Housing Quality Standards (HQS) Enforcement Non Compliance Material to the Financial Statements: Yes Material Weakness in Internal Control over Compliance for Special Tests and Provisions Criteria: HQS Enforcement. For units under HAP contract that fail to meet HQS, the PHA must require the owner to correct all life threatening HQS deficiencies within 24 hours after the inspections and all other deficiencies within 30 days or within a specified PHA-approved extension. Condition: Based upon inspection of the Authority’s files and on discussion with management, the Authority did not properly abate or provide proper extension documentation for failed inspections selected for testing. In addition, there were inspection reports that were unavailable for examination at the time of audit. Context: The Authority did not provide proper extension documentation or properly abate or seven (7) out of twenty-seven (27) failed inspections selected for testing. In addition, the Authority was unable to provide four (4) out twenty-seven (27) failed or passed inspections selection for testing. As a result, the Authority was not in compliance with the HQS as required by 24 CFR sections 982.158(d) and 982.405(b). Known Questioned Costs: $31,398 Cause: There is a material weakness in internal controls over the compliance for the special tests and provisions type of compliance related to HQS enforcement. The Authority has not properly considered, designed, implemented, maintained and monitored a system of internal controls that assures the program is in compliance. Effect: The Housing Voucher Cluster is in material non-compliance with the special tests and provisions type of compliance related to HQS enforcement. Recommendation: We recommend the Authority design and implement internal control procedures that will reasonably assure compliance with the Uniform Guidance and the compliance supplement. Views of responsible officials and planned corrective action: The Authority has recognized the material weakness in the Housing Voucher Cluster and will implement internal control procedures that will ensure compliance with federal regulations. Gabriela Rivero, Executive Assistant, will be responsible to implement this corrective action by June 30, 2025.

View Audit 351761 Questioned Costs: $1

Finding 547590 (2024-002)

Material Weakness 2024

Housing Authority of the County of Monterey

CA

Questioned Costs HUD Housing Programs Eligibility

Finding 2024-002 Federal Agency: U.S. Department of Housing and Urban Development Federal Program Titles: Housing Voucher Cluster Federal Assistance Listing Numbers: 14.871, 14.879, and 14.EHV Noncompliance – E. Eligibility – Tenant Files Non Compliance Material to the Financial Statements: Yes Mat...

Finding 2024-002 Federal Agency: U.S. Department of Housing and Urban Development Federal Program Titles: Housing Voucher Cluster Federal Assistance Listing Numbers: 14.871, 14.879, and 14.EHV Noncompliance – E. Eligibility – Tenant Files Non Compliance Material to the Financial Statements: Yes Material Weakness in Internal Control over Compliance for Eligibility Criteria: Tenant Files. The PHA must do the following: As a condition of admission or continued occupancy, require the tenant and other family member to provide necessary information, documentation, and releases for the PHA to verify income eligibility (24 CFR sections 5.230, 5.609, and 982.516). These files are required to be maintained and available for examination at the time of audit. Condition: Based upon inspection of the Authority’s files and on discussion with management, there were documents that were unavailable for examination at the time of audit. Context: There are approximately 3,785 units. Of a sample size of fifty-eight (58) tenant files, the following was noted: • Seven tenant files were missing entirely • Original application was missing in 1 file • Declaration of Section 214 Status form was missing in 1 file • HUD-9887 form was missing in 1 file • Lead based paint form was missing in seven files • Signed lease was missing in 8 files • HUD-50058 form was missing in 1 file • Verification of income and assets was missing in 2 files Our sample size is statistically valid. Known Questioned Costs: $297,971 Cause: There is a material weakness in the Housing Voucher Cluster in internal controls over the compliance for the eligibility type of compliance related to the maintenance of tenant files. The Authority has not properly considered, designed, implemented, maintained and monitored a system of internal controls that assures the program is in compliance. Effect: The Housing Voucher Cluster is in material non-compliance with the eligibility type of compliance related to the maintenance of tenant files. Recommendation: We recommend the Authority design and implement internal control procedures that will assure compliance with the Uniform Guidance and the compliance supplement. Views of responsible officials and planned corrective action: The Authority has recognized the material weakness in the Housing Voucher Cluster and will implement internal control procedures that will ensure compliance with federal regulations. Gabriela Rivero, Executive Assistant, will be responsible to implement this corrective action by June 30, 2025.

View Audit 351761 Questioned Costs: $1

Finding 547585 (2024-007)

Significant Deficiency 2024

Newberry College

SC

Significant Deficiency Matching / Level of Effort / Earmarking Internal Control / Segregation of Duties

USDA Community Facilities Loan Reserve Accounts Planned Corrective Action: We will work with our area USDA office to evaluate the amounts required to be in the USDA Community Facilities Loan Reserve Accounts. Once we mutually agree on the required amounts, we will bring the amount in the reserve acc...

USDA Community Facilities Loan Reserve Accounts Planned Corrective Action: We will work with our area USDA office to evaluate the amounts required to be in the USDA Community Facilities Loan Reserve Accounts. Once we mutually agree on the required amounts, we will bring the amount in the reserve accounts to the required balances. Person Responsible for Corrective Action Plan: Joe Botana - Interim CFO Anticipated Date of Completion: June 30, 2025

View Audit 351759

Finding 547584 (2024-005)

None 2024

Newberry College

SC

Student Financial Aid Internal Control / Segregation of Duties

Incorrect Pell Calculations Planned Corrective Action: There were two students not awarded for summer school. Both appeared to be graduating in May. Unfortunately, these students did not graduate until August and were then eligible for Pell in the summer. Both students have been awarded. The financ...

Incorrect Pell Calculations Planned Corrective Action: There were two students not awarded for summer school. Both appeared to be graduating in May. Unfortunately, these students did not graduate until August and were then eligible for Pell in the summer. Both students have been awarded. The financial aid office has added summer period of enrollment for all students currently registered for summer classes and will perform a sweep to ensure that additional students are awarded who may register before summer classes begin. Person Responsible for Corrective Action Plan: Karen Benfield, Director of Financial Aid. Anticipated Date of Completion: Implemented 3/24/2025

View Audit 351759

Finding 547581 (2024-004)

Significant Deficiency 2024

Newberry College

SC

Questioned Costs Allowable Costs / Cost Principles Eligibility

Need Analysis Planned Corrective Action: The financial aid software management system (PowerFaids) assigns tasks when eligibility for federal aid changes. Each member of the financial aid office is assigned certain tasks to review each student and then determine if an adjustment needs to occur. Thi...

Need Analysis Planned Corrective Action: The financial aid software management system (PowerFaids) assigns tasks when eligibility for federal aid changes. Each member of the financial aid office is assigned certain tasks to review each student and then determine if an adjustment needs to occur. This past year was a challenge due to losing an employee with 20 years of experience in the department, and two new financial aid counselors with no experience. Financial Aid counselors will work tasks related to grade level bumps for additional loan eligibility, annual loan eligibility review, sub and unsub eligibility review, and aggregate loan limit review. Person Responsible for Corrective Action Plan: Karen Benfield, Director of Financial Aid Anticipated Date of Completion: June 2025

View Audit 351759 Questioned Costs: $1

Finding 547580 (2024-003)

Significant Deficiency 2024

Newberry College

SC

Questioned Costs Student Financial Aid Significant Deficiency

Inaccurate Return of Title IV Funds (R2T4) Planned Corrective Action: The two students identified had calculations done correctly but the returns were late. These funds have been returned to the Department of Education. The director will coordinate with the registrar to receive a report of zero cr...

Inaccurate Return of Title IV Funds (R2T4) Planned Corrective Action: The two students identified had calculations done correctly but the returns were late. These funds have been returned to the Department of Education. The director will coordinate with the registrar to receive a report of zero credits earned at the end of each semester. This review will ensure the Financial Aid Office is returning funds in a timely manner for students that do not officially withdraw. The online administration has a policy in place to alert the financial aid and registrar's office should a student miss more than seven-fourteen days of class. Administration meets on a bi-weekly basis to review official withdrawals and unofficial withdrawals whose date of determination have been noted. Person Responsible for Corrective Action Plan: Karen Benfield, Director of Financial Aid Anticipated Date of Completion: To be implemented at end of spring semester, 2025 (5/7/2025)

View Audit 351759 Questioned Costs: $1

Finding 547577 (2024-002)

Significant Deficiency 2024

Sco Family of Services

NY

School Nutrition Programs Cash Management Reporting

To address the issue of meal counts not being properly taken and recorded at the point of service, SCO Family of Services is reinforcing internal controls in accordance with 7 CFR 210.8 to ensure the accuracy of meal counts prior to submitting monthly claims for reimbursement. Staff involved in meal...

To address the issue of meal counts not being properly taken and recorded at the point of service, SCO Family of Services is reinforcing internal controls in accordance with 7 CFR 210.8 to ensure the accuracy of meal counts prior to submitting monthly claims for reimbursement. Staff involved in meal service have received refresher training on proper point-of-service meal counting procedures, and supervisors will continue to conduct routine monitoring to verify compliance. These steps will help ensure that all meal counts are accurately recorded in real-time, supporting the integrity of reimbursement claims. To ensure accountability, the agency is currently in the process of recruting a full-time Food Service Director who will have oversight over the Child Nutrition Porgram and will be responsible for continued compliance, staff training, on-site reviews, and all documentation required by both state and federal regulations. While we will recruit to fill this poistion, an interim Food Service Director will be appointed. Our PQI department will continue to support and monitor activities as well. Proposed Implementation Date: Immediately

View Audit 351758

Finding 547575 (2024-001)

Significant Deficiency 2024

YWCA of Quincy Il

IL

Internal Control / Segregation of Duties

Monitoring of monthly financial results and compliance information will continue by the Board Treasurer and the Executive Director. The Association is not in a financial position to hire additional employees. The increased monitoring has already begun. Erica L. Perry-Broekmeier, Executive Director...

Monitoring of monthly financial results and compliance information will continue by the Board Treasurer and the Executive Director. The Association is not in a financial position to hire additional employees. The increased monitoring has already begun. Erica L. Perry-Broekmeier, Executive Director, is the responsible party for implementation of this plan.

View Audit 351755

Finding 547567 (2024-001)

None 2024

North Iowa Area Council of Governements

IA

Internal Control / Segregation of Duties Reporting

Continue to try to spread job duties over the staff available

View Audit 351749

Finding 547566 (2024-001)

Material Weakness 2024

City of Vallejo

CA

Special Tests & Provisions Subrecipient Monitoring Material Weakness

CORRECTIVE ACTION PLAN Reference Number: 2024-001 Name of Contact Person: Chari Corleto, Administrative Manager Corrective Action: Per OMB Compliance supplement under special tests and provisions and 24CFR Part 92 properties funded by HOME the City of Vallejo Housing and Community Development...

CORRECTIVE ACTION PLAN Reference Number: 2024-001 Name of Contact Person: Chari Corleto, Administrative Manager Corrective Action: Per OMB Compliance supplement under special tests and provisions and 24CFR Part 92 properties funded by HOME the City of Vallejo Housing and Community Development Department will have an annual HQS inspection schedule and conducted within 90 to 120 days of the last completed inspection beginning calendar year 2025. The property owner will be notified via email and USPS of any deficiencies found and must take corrective action to resolve each deficiency within 30 calendar days from the notice date. The Avian Glen project located at 301 Avian Drive, Vallejo, Ca is a 25-unit project and Blue Oak Landing is a 74-unit project located at 2118 Sacramento Street, Vallejo, Ca. Unit inspections for both projects will be conducted on an annual basis and according to the timeline listed in this corrective action plan. Inspections will be conducted by a third-party entity and will be included during the project monitoring process each year. The completed HQS inspection reports will be retained in the City of Vallejo system of records for the HOME program in an electronic file format listed by fiscal year. The project monitoring visits will be: • Avian Glen – will be monitored and inspection completed for FY 24/25 by June 30, 2025. • Blue Oak Landing – HQS Inspections completed for FY 24/25 on March 13, 2025 Monitoring site visit will be completed by June 30, 2025. Proposed Completion Date: June 30, 2024

View Audit 351748

Finding 547554 (2024-001)

Material Weakness 2024

Chicago Citywide Literacy Coalition Dba Scalelit

IL

Subrecipient Monitoring Allowable Costs / Cost Principles Material Weakness § 200.430

2024-001 – MATERIAL WEAKNESS IN INTERNAL CONTROLS OVER FINANCIAL REPORTING In July 2024, scaleLIT switched accounting firms. This engagement has led to a more robust monthly close-out process to ensure accurate and complete class allocations. The Director of Operations meets with the firm weekly to ...

2024-001 – MATERIAL WEAKNESS IN INTERNAL CONTROLS OVER FINANCIAL REPORTING In July 2024, scaleLIT switched accounting firms. This engagement has led to a more robust monthly close-out process to ensure accurate and complete class allocations. The Director of Operations meets with the firm weekly to review accounts receivable, expense and income coding and allocations, and other activities related to billing and invoicing. The Director of Operations and Executive Director meet monthly with another accounting team member to review monthly financial reports. PART III - FEDERAL PROGRAM AUDIT FINDINGS 2024-001 – MATERIAL WEAKNESS IN INTERNAL CONTROLS OVER FINANCIAL REPORTING As stated above, scaleLIT is now working with a new accounting firm, Jitasa. Jitasa tracks all grants on separate ledgers. scaleLIT meets with Jitasa weekly to ensure that all income and expenses are correctly allocated. scaleLIT is implementing time studies for staff beginning on April 1, 2025, to become more detailed with the staff time spent on federal contracts.

View Audit 351740

Finding 547537 (2024-005)

Significant Deficiency 2024

Action for Children

OH

Internal Control / Segregation of Duties Reporting Significant Deficiency § 200.303

We will be hiring an accountant to assist with the workload of submitting reports in a timely manner. This addition to the team will help ensure that all deadlines are met and improve overall efficiency.

View Audit 351738

Finding 547535 (2024-003)

Significant Deficiency 2024

Action for Children

OH

Significant Deficiency Matching / Level of Effort / Earmarking Internal Control / Segregation of Duties § 200.303

In our new accounting software, Sage Intacct, we have implemented a multi-level approval process to ensure thorough oversight and control of financial transactions. This system allows for the assignment of specific approval hierarchies ensuring that each transaction undergoes the appropriate level o...

In our new accounting software, Sage Intacct, we have implemented a multi-level approval process to ensure thorough oversight and control of financial transactions. This system allows for the assignment of specific approval hierarchies ensuring that each transaction undergoes the appropriate level of review before being finalized. Furthermore, Sage Intacct provides a detailed and secure audit trail that tracks each step of the review and approval process. This audit trail records the identity of the individuals involved in reviewing, approving, and processing transactions, along with timestamps, comments, and any modifications made. This feature enhances accountability, improves internal controls, and ensures compliance with both internal policies and external regulations, providing a clear and transparent record for future audits and reviews.

View Audit 351738

Finding 547522 (2024-007)

Significant Deficiency 2024

Municipality of Coamo

PR

HUD Housing Programs Significant Deficiency Internal Control / Segregation of Duties

MUNICIPALITY OF COAMO CORRECTIVE ACTION PLAN SINGLE AUDIT REQUIREMENTS AS OF JUNE 30, 2024 Corrective Action Plan: We concur with the audit finding. Instructions were given to the Program staff to strengthen existing internal controls and procedures to ensure the execution of supervisory quality con...

MUNICIPALITY OF COAMO CORRECTIVE ACTION PLAN SINGLE AUDIT REQUIREMENTS AS OF JUNE 30, 2024 Corrective Action Plan: We concur with the audit finding. Instructions were given to the Program staff to strengthen existing internal controls and procedures to ensure the execution of supervisory quality control HQS inspections, as required by the program regulations. Implementation Date: March 31, 2025 Responsible Person: Mr. Hector R. Sanjurjo Rodríguez Federal Programs Director

View Audit 351725

Finding 547521 (2024-006)

Significant Deficiency 2024

Municipality of Coamo

PR

Subrecipient Monitoring Internal Control / Segregation of Duties Reporting

MUNICIPALITY OF COAMO CORRECTIVE ACTION PLAN SINGLE AUDIT REQUIREMENTS AS OF JUNE 30, 2024 Corrective Action Plan: We concur with the audit finding. Instructions were given to the Program staff to strengthen existing internal controls and procedures to ensure the submission of financial information ...

MUNICIPALITY OF COAMO CORRECTIVE ACTION PLAN SINGLE AUDIT REQUIREMENTS AS OF JUNE 30, 2024 Corrective Action Plan: We concur with the audit finding. Instructions were given to the Program staff to strengthen existing internal controls and procedures to ensure the submission of financial information according to applicable requirements. Implementation Date: March 31, 2025 Responsible Person: Mr. Hector R. Sanjurjo Rodríguez Federal Programs Director

View Audit 351725

Finding 547508 (2024-005)

Significant Deficiency 2024

Delaware County Community College

PA

Internal Control / Segregation of Duties Cash Management Matching / Level of Effort / Earmarking § 200.303

Management Response We agree with the auditor's comments. The College is actively recruiting to fill critical vacancies. Procedures for documenting approvals and drawdowns in the G5 system are currently being reviewed. Documentation of procedures for drawdowns and monthly cash reconciliation will be...

Management Response We agree with the auditor's comments. The College is actively recruiting to fill critical vacancies. Procedures for documenting approvals and drawdowns in the G5 system are currently being reviewed. Documentation of procedures for drawdowns and monthly cash reconciliation will be implemented in FY 2026.

View Audit 351708

Finding 547481 (2024-002)

Significant Deficiency 2024

The Haven, Inc.

LA

Internal Control / Segregation of Duties Significant Deficiency

Condition: A significant control deficiency in internal control over the major federal program related to the lack of segregation of duties. Recommendation: The Board of Directors of The Haven, Inc. should closely monitor the day-to-day activities of the major federal program and implement other con...

Condition: A significant control deficiency in internal control over the major federal program related to the lack of segregation of duties. Recommendation: The Board of Directors of The Haven, Inc. should closely monitor the day-to-day activities of the major federal program and implement other control procedures until it is cost beneficial to hire additional staff. Planned Action: The Board of Directors will closely monitor the day-to-day activities of the major federal program until it is cost beneficial to employ additional staff.

View Audit 351670

Finding 547477 (2024-004)

Significant Deficiency 2024

Wellspace Health

CA

Questioned Costs Subrecipient Monitoring Eligibility

Corrective Action Plan: The organization will continue with its ongoing implementation of several measures to ensure accuracy and compliance in the sliding fee process. Monthly audits will continue to be conducted to review all sliding fee application forms from the previous month for accuracy and v...

Corrective Action Plan: The organization will continue with its ongoing implementation of several measures to ensure accuracy and compliance in the sliding fee process. Monthly audits will continue to be conducted to review all sliding fee application forms from the previous month for accuracy and verifying information in NextGen. Skills assessments will continue to be conducted in January and July to identify staff needing refresher training. A sliding fee wage training video has been added to Relias and will be required for all staff involved in the process, providing guidance on wage calculation. This training will be distributed twice a year. Additionally, sliding fee monthly audit results will be reported quarterly at QA/QI meetings. To enhance accountability, the organization has implemented an expiration policy for applications lacking supporting documentation within 30 days. The system will automatically expire these applications on day 31, prompting staff to have the patient reapply. Patients who fail to provide the required documentation within the timeframe will receive an invoice or statement for all services rendered during the 30-day period. Estimated completion date: September 30, 2025 Contact person: Shannon Potter, Deputy Chief of Business Service

View Audit 351666 Questioned Costs: $1

Finding 547452 (2024-019)

Significant Deficiency 2024

State of Iowa

IA

Subrecipient Monitoring Internal Control / Segregation of Duties § 200.303

Department policies and procedures will be updated to clearly assign FFATA reporting duties and to implement monitoring activities to provide oversight of FFATA submission.

View Audit 351653

Finding 547451 (2024-018)

Significant Deficiency 2024

State of Iowa

IA

Procurement, Suspension & Debarment Reporting Internal Control / Segregation of Duties

Iowa Vocational Rehabilitation Service staff have made the necessary internal control updates to assure that appropriate staff certify the accuracy of the report and is inclusive of signature for approval at the necessary approver level.

View Audit 351653

Finding 547450 (2024-017)

Significant Deficiency 2024

State of Iowa

IA

Procurement, Suspension & Debarment Reporting Internal Control / Segregation of Duties

The Iowa Department for the Blind will establish policies and procedures to ensure the 911 quarterly reports are reviewed and approved by an independent person who is knowledgeable about the program, effective with the March 31, 2025 report.

View Audit 351653

Finding 547449 (2024-016)

Significant Deficiency 2024

State of Iowa

IA

Subrecipient Monitoring Internal Control / Segregation of Duties § 200.303

Department policies and procedures will be updated to clearly assign FFATA reporting duties and to implement monitoring activities to provide oversight of FFATA submission.

View Audit 351653

Finding 547431 (2024-008)

Significant Deficiency 2024

State of Iowa

IA

Reporting Internal Control / Segregation of Duties

The Department has implemented a procedure to ensure ETA 9130 reports are filed timely and reconcile to supporting documentation. Moreover, all staff have access to a reporting calendar that flags reporting deadlines, so that way adequate reviews can be completed ahead of deadlines.

View Audit 351653

Finding 547427 (2024-006)

Significant Deficiency 2024

State of Iowa

IA

Reporting Internal Control / Segregation of Duties

During fiscal year 2024, Iowa Workforce Development was without a CFO and Deputy CFO for a majority of the year. Once a CFO and Deputy were onboarded, these reviews began as required by internal policies and procedures.

View Audit 351653

Corrective Action Plans

Filters