Corrective Action Plans

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Findings and Recommendations: 2024 – 001: Finding Type: Noncompliance and significant weakness in internal control over compliance. Condition: The Academy’s existing internal controls did not prevent or detect the noncompliance with provisions of the Davis-Bacon Act for construction contracts in exc...
Findings and Recommendations: 2024 – 001: Finding Type: Noncompliance and significant weakness in internal control over compliance. Condition: The Academy’s existing internal controls did not prevent or detect the noncompliance with provisions of the Davis-Bacon Act for construction contracts in excess of $2,000. Recommendation: The Academy should review and revise its internal controls and procedures to ensure prevention and detection of future noncompliance when entering into construction contracts that utilize federal funding of which 2 CFR Part 176 Subpart C applies. Corrective Action Plan: The Academy is aware of the finding and is implementing procedures to prevent further noncompliance in the future. More effective internal control procedures surrounding the bid process are being put into place. Additionally, the Academy will revise bid documents to ensure all applicable provisions of the Davis-Bacon Act are met. Responsible Department: Business department and superintendent. Responsible Person: Michelle Floering, Superintendent Planned Completion Date (TBD or Date): January 1, 2025.
Auditor Description of Condition and Effect. The Code of Federal Regulations, 34 CFR 668.22(f)(2)(i), states that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in the period of enrollment and the number of calendar days completed in that perio...
Auditor Description of Condition and Effect. The Code of Federal Regulations, 34 CFR 668.22(f)(2)(i), states that scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in the period of enrollment and the number of calendar days completed in that period. It was noted during our testing of R2T4 calculations that the College is not excluding the correct number of days for scheduled breaks of five days or more in both the 2023 fall and 2024 spring terms. Thus, all calculations performed for both of these terms were determined to be inaccurate. Incorrect break days were used in the calculation due to an error in the entering of the College's academic schedule information into the PowerFAIDS system, resulting in incorrect dates being used in the preparation of refund calculations within the system. As a result of this condition, the students' return of funds calculation was not done correctly and the return of funds back to the federal government was for the incorrect amount. No costs are required to be questioned as the amounts did not exceed the reporting threshold. Auditor Recommendation. We recommend the College review the R2T4 requirements and implement procedures to ensure the R2T4 calculations are using the correct amount of term days. Corrective Action. The Director of Financial Aid has reviewed the R2T4 requirements in detail and have implemented enhanced procedures to ensure accurate R2T4 calculations moving forward. One of the key steps in the College's corrective action plan is to introduce a more rigorous review process when developing our annual academic calendars. This includes conducting a pre-term audit of the calendar to verify the total number of term days, including the correct designation of non-instructional days, when developing the proposed academic calendar. Once cross-checking against R2T4 requirements has been completed, the Registrar will bring the proposed calendar to the College’s Institutional Effectiveness Team. This group will then serve as an additional review panel and approval body to ensure all term days, including breaks, are accurately reflected to prevent future discrepancies in the R2T4 calculations. Responsible Party. The Dean of Student Services will take primary responsibility for overseeing this process and ensuring accuracy and R2T4 compliance. Anticipated Completion Date. The corrective action plan is already in progress, with full implementation expected by June 30, 2025.
The District relies on the auditor to propose adjustments necessary to prepare the schedule of expenditures of federal awards including the related note disclosures. The District reviews schedule of expenditures of federal awards and approves all adjustments.
The District relies on the auditor to propose adjustments necessary to prepare the schedule of expenditures of federal awards including the related note disclosures. The District reviews schedule of expenditures of federal awards and approves all adjustments.
Finding 512965 (2024-002)
Significant Deficiency 2024
Finding 2024-002 Inaccurate Information Entry Name of contact person: Corrective Action: Proposed Completion Date: Finding 2024-003 Inadequate Request For Information Name of contact person: Corrective Action: Section III - Federal Award Findings and Question Costs The County will make it a practice...
Finding 2024-002 Inaccurate Information Entry Name of contact person: Corrective Action: Proposed Completion Date: Finding 2024-003 Inadequate Request For Information Name of contact person: Corrective Action: Section III - Federal Award Findings and Question Costs The County will make it a practice going forward of calculating the correct net present values recorded for all GASB 87 leases. The prior period adjustments from the previous year did not involve GASB 87 leases and have been remedied. Immediately. Corrective Action Plan For the Year Ended June 30, 2024 Section II - Financial Statement Findings Robin Huneycutt, Family and Children's Medicaid Supervisor Unit training to discuss accuracy of income and HH size calculations, proper information is included in the case file and necessary procedures are taken when determining eligibility. This will include the importance of documentation of caseworker actions and results from actions. Robin Huneycutt held training with her staff on 10/24/2024 to discuss these deficiencies.
FINDINGS- MAJOR FEDERAL AWARD PROGRAMS Material Weakness U.S. DEPARTMENT OF EDUCATION- 2023 and 2024 Special Education Cluster (IDEA)- AL Number 84.027, 84.173 Finding No.: 2024-006 Condition: The District's accounting function is controlled by a limited number of individuals resulting in the...
FINDINGS- MAJOR FEDERAL AWARD PROGRAMS Material Weakness U.S. DEPARTMENT OF EDUCATION- 2023 and 2024 Special Education Cluster (IDEA)- AL Number 84.027, 84.173 Finding No.: 2024-006 Condition: The District's accounting function is controlled by a limited number of individuals resulting in the inadequate segregation of duties. Recommendation: The District should segregate duties where possible. The Board should be aware of this issue and closely review and approve all financial related information. Action Taken: The District concurs with the recommendation. The District has reviewed and continues to review its financial policies and procedures to better segregate duties where possible. The Superintendent continually reminds the Board of their responsibility in regards to reviewing and approving financial items and asking questions. It is not cost feasible to hire additional personnel. Anticipated Date of Completion: Ongoing
FINDINGS- MAJOR FEDERAL AWARD PROGRAMS Material Weakness U.S. DEPARTMENT OF EDUCATION- 2024 Elementary and Secondary School Emergency Relief Fund- AL Number 84.425 Finding No.: 2024-005 Condition: The District's accounting function is controlled by a limited number of individuals resulting in...
FINDINGS- MAJOR FEDERAL AWARD PROGRAMS Material Weakness U.S. DEPARTMENT OF EDUCATION- 2024 Elementary and Secondary School Emergency Relief Fund- AL Number 84.425 Finding No.: 2024-005 Condition: The District's accounting function is controlled by a limited number of individuals resulting in the inadequate segregation of duties. Recommendation: The District should segregate duties where possible. The Board should be aware of this issue and closely review and approve all financial related information. Action Taken: The District concurs with the recommendation. The District has reviewed and continues to review its financial policies and procedures to better segregate duties where possible. The Superintendent continually reminds the Board of their responsibility in regards to reviewing and approving financial items and asking questions. It is not cost feasible to hire additional personnel. Anticipated Date of Completion: Ongoing
Finding 512945 (2024-005)
Significant Deficiency 2024
Finding 2023-005 Name of contact person: Corrective Action: Proposed Completion Date: Priscilla Philyaw, FNS Manager A Food and Nutrition Policy refresher training on sections: 315.08, 305.06, 240.03F, 340.04, and 315.33 was completed on 9/24/2024. The topics included calculating child support and i...
Finding 2023-005 Name of contact person: Corrective Action: Proposed Completion Date: Priscilla Philyaw, FNS Manager A Food and Nutrition Policy refresher training on sections: 315.08, 305.06, 240.03F, 340.04, and 315.33 was completed on 9/24/2024. The topics included calculating child support and income, dual entitlement, work registration, and shelter expenses directly to vendors. Four additional targeted case reads per week, per worker, will be completed for six weeks. For case workers for whom continued errors are identified, additional training will be provided, and targeted case reads will be extended for four additional weeks. November 1, 2024 ELIGIBILITY - INTERNAL CONTROLS RELATED TO FNS ELIGIBILITY DETERMINATIONS
Finding 512941 (2024-001)
Significant Deficiency 2024
Finding 2024-001 ELIGIBILITY - INACCURATE INFORMATION ENTRY Name of contact person: Corrective Action: Proposed Completion Date: Finding 2024-002 ELIGIBILITY - INADEQUATE REQUEST FOR INFORMATION Name of contact person: Corrective Action: Proposed Completion Date: Finding 2024-003 ELIGIBILITY - NON-C...
Finding 2024-001 ELIGIBILITY - INACCURATE INFORMATION ENTRY Name of contact person: Corrective Action: Proposed Completion Date: Finding 2024-002 ELIGIBILITY - INADEQUATE REQUEST FOR INFORMATION Name of contact person: Corrective Action: Proposed Completion Date: Finding 2024-003 ELIGIBILITY - NON-COOPERATION WITH CHILD SUPPORT PROCEDURES Name of contact person: Corrective Action: Proposed Completion Date: Finding 2024-004 ELIGIBILITY - UNTIMELY REVIEW OF SSI TERMINATIONS Name of contact person: Corrective Action: Proposed Completion Date: A Medicaid refersher training on section MA -2320 was completed on 09/27/2024. The topic included budgeting income and data entry into NCFAST. Four additional targeted case reads per week, per worker, will be completed for 4 weeks. For caseworkers for whom errors are identified, additional training will be provided, and targeted case reads will be extended four additional weeks. November 1, 2024 Section III - Federal Award Findings and Question Costs Corrective Action Plan For the Year Ended June 30, 2024 Section II - Financial Statement Findings Sally Strickland, Medicaid Manager A Medicaid refresher training on section MA - 3306, 3300 and refresher on NCFAST Job Aid Removing a person from an Insurance Affordability was completed on 09/30/24. The topic included budgeting income and data entry into NCFAST. Four additional targeted case reads per week, per worker, will be completed for 4 weeks. For caseworkers for whom continued errors are identified, additional training will be provided, and targeted case reads will be extended four additional weeks. Sally Strickland, Medicaid Manager A Medicaid refersher training on section MA - 3421, 3200, 3306 was completed on 09/30/24. The topic included budgeting income and data entry into NCFAST. Four additional targeted case reads per week, per worker, will be completed for 4 weeks. For caseworkers for whom errors are identified, additional training will be provided, and targeted case reads will be extended four additional weeks. Sally Strickland, Medicaid Manager A Medicaid refersher training on section MA - 3365 was completed on 09/30/2024. The topic included budgeting income and data entry into NCFAST. Four additional targeted case reads per week, per worker, will be completed for 4 weeks. For caseworkers for whom errors are identified, additional training will be provided, and targeted case reads will be extended four additional weeks. November 1, 2024 November 1, 2024 November 1, 2024 Sally Strickland, Medicaid Manager
Recommendation – We realize that with a limited number of office employees, segregation of duties is difficult. However, the District should review the operating procedures of the District to obtain maximum internal control possible under the circumstances. Response – Compensating controls to addr...
Recommendation – We realize that with a limited number of office employees, segregation of duties is difficult. However, the District should review the operating procedures of the District to obtain maximum internal control possible under the circumstances. Response – Compensating controls to address the segregation of duties internal control deficiency due to limited staff size have been established in these areas to obtain the maximum internal control possible under current circumstances. The District continuously reviews internal controls for opportunities to further enhance the internal control environment. Conclusion – Response accepted.
Finding 512914 (2024-001)
Significant Deficiency 2024
Finding 2024‐001 Federal Agency Name: Department of Education Assistance Listing Number: 84.268, 84.063, 84.007, 84.033 Program Name: Student Financial Assistance Cluster – Special Tests and Provisions – Return to Title IV Finding Summary: During our review of the Return of Title IV funds, there we...
Finding 2024‐001 Federal Agency Name: Department of Education Assistance Listing Number: 84.268, 84.063, 84.007, 84.033 Program Name: Student Financial Assistance Cluster – Special Tests and Provisions – Return to Title IV Finding Summary: During our review of the Return of Title IV funds, there were five instances out of nineteen in which the Title IV funds to be returned was calculated incorrectly. Corrective Action Plan: The Office of Financial Aid will review and adjust the process for calculation and review of all Return to Title IV calculations. This process will be documented and reviewed periodically to ensure adherence. Responsible Individual(s): Director of Financial Aid] Anticipated Completion Date: January 2025
Recommendation: We recommend that the district re-review all costs charged to the program and isolate direct costs that comply with cost principle requirements. This should only include costs that are documented as directly applicable to the program. Direct costs should be charged at cost. Indirect ...
Recommendation: We recommend that the district re-review all costs charged to the program and isolate direct costs that comply with cost principle requirements. This should only include costs that are documented as directly applicable to the program. Direct costs should be charged at cost. Indirect costs including overhead, general administrative salaries and wages, untracked employee time, coordination fees, and other general and administrative costs associated with inventories should then be excluded from being charged to the program and applied to the grant using the indirect cost rate outlined in the grant agreement and reported accordingly. Further, we recommend the district implement a method of secondary review and approval over calculations for the indirect cost rate to ensure it is calculated completely and correctly
Finding 512852 (2024-001)
Significant Deficiency 2024
Department of Housing and Urban Development Supportive Housing for Persons with Disabilities – Assistance Listing No. 14.181 Recommendation: Submit the $315.75 immediately to the Replacement Reserve Account and train employees involved in the requirements of HUD in regards to timely and accurate ...
Department of Housing and Urban Development Supportive Housing for Persons with Disabilities – Assistance Listing No. 14.181 Recommendation: Submit the $315.75 immediately to the Replacement Reserve Account and train employees involved in the requirements of HUD in regards to timely and accurate Replacement Reserve contributions. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: The amount of $315.75 was submitted to the Replacement Reserve via a transfer on September 26, 2024. Training to review the Replacement Reserve funding requirements will be completed. Name(s) of the contact person(s) responsible for corrective action: Thomas Evans, Chief Financial Officer. Planned completion date for corrective action plan: October 31, 2024 If the Department of Housing and Urban Development has questions regarding this plan, please call Thomas Evans at 301-663-8811 X1120.
CORRECTIVE ACTION PLAN Independent Review of Federal Reports Submitted Rural Minnesota CEP, Inc. respectfully submits the following corrective action plan for the year ended 6/30/2024. BerganKDV, LTD. St. Cloud, Minnesota Audit Period: 7/1/2023 – 6/30/2024 The findings from the year ending June 30, ...
CORRECTIVE ACTION PLAN Independent Review of Federal Reports Submitted Rural Minnesota CEP, Inc. respectfully submits the following corrective action plan for the year ended 6/30/2024. BerganKDV, LTD. St. Cloud, Minnesota Audit Period: 7/1/2023 – 6/30/2024 The findings from the year ending June 30, 2024, schedule of findings and questioned costs are discussed below. The findings are numbered consistently with the numbers assigned in the schedule. Federal Award Finding 2024-002 Independent Review of Federal Reports Submitted Recommendation: That management implement a formal policy requiring all financial reports to undergo an independent review prior to submission. This process should include a documented review checklist and sign-off by a qualified individual who is independent of the report preparation process. Action Taken: We concur with the recommendation, and it was implemented immediately 11/21/2024. The Accounting Manager will send financial reports to a responsible reviewer before submission. Upon approval from the responsible reviewer, a newly implemented checklist will be kept by the Accounting Manager documenting approval.
Supportive Housing for Persons with Disabilities – Assistance Listing No. 14.181 Unauthorized Withdrawal from Replacement Reserve Account Recommendation: Conduct training with all those who are involved with the Project to review HUD requirements for making withdrawals from the Replacement Reserve a...
Supportive Housing for Persons with Disabilities – Assistance Listing No. 14.181 Unauthorized Withdrawal from Replacement Reserve Account Recommendation: Conduct training with all those who are involved with the Project to review HUD requirements for making withdrawals from the Replacement Reserve and create a documentation process for requests and approvals. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: o conduct training to review all HUD requirements regarding the process for withdrawing funds from the Replacement Reserve Account. Name(s) of the contact person(s) responsible for corrective action: Stacy Lawson, Chief Financial Officer, Jacob Schimming, Project Accountant. Planned completion date for corrective action plan: October 31, 2024
The institution implemented adequate oversight to ensure the dates and the student information match NSLDS. While the institution already had a process in place to ensure National Student Clearinghouse received error-free information, the Director of Financial Aid has now started to go a step furthe...
The institution implemented adequate oversight to ensure the dates and the student information match NSLDS. While the institution already had a process in place to ensure National Student Clearinghouse received error-free information, the Director of Financial Aid has now started to go a step further and manually review a sample of records on the NSLDS to confirm accuracy.
Contact person(s) responsible: Tiffany Tucker, Fiscal Director Corrective Action Planned: All Janus’ Rental Assistance Programming will be consolidated under two experienced Program Directors for whom Rental Assistance administration is a primary program component. Policies and procedures for obta...
Contact person(s) responsible: Tiffany Tucker, Fiscal Director Corrective Action Planned: All Janus’ Rental Assistance Programming will be consolidated under two experienced Program Directors for whom Rental Assistance administration is a primary program component. Policies and procedures for obtaining required documentation have been updated and include a mandatory documentation checklist submitted together with all initial payment requests, and a new policy has been created for the rare circumstances when youth are housed outside our primary service area of Multnomah, Clark or Cowlitz counties requiring Program Director sign off prior to payment. Anticipated Completion Date: November 15, 2024
Federal Agency Name: U.S. Department of Education Program Name: Student Financial Assistance Cluster Federal Financial Assistance Listing #84.007, 84.033, 84.063, 84.268 Compliance Requirement: Reporting – COD Reporting Significant Deficiency in Internal Control Finding Summary: During our tes...
Federal Agency Name: U.S. Department of Education Program Name: Student Financial Assistance Cluster Federal Financial Assistance Listing #84.007, 84.033, 84.063, 84.268 Compliance Requirement: Reporting – COD Reporting Significant Deficiency in Internal Control Finding Summary: During our testing of compliance for COD Reporting, it was noted that there was no documented control over the Student Account Statement (SAS) reconciliation that is performed after loans have been submitted to COD and disbursed. Responsible Individuals: Randy Mashek, Director of Financial Aid Corrective Action Plan: The Financial Aid office will retain documentation of the control over the SAS reconciliation process. Anticipated Completion Date: November 1, 2024.
Finding 2024-001 Federal Agency Name: U.S. Department of Education Program Name: Student Financial Assistance Cluster Federal Financial Assistance Listing #84.007, 84.033, 84.063, 84.268 Compliance Requirement: Special Tests and Provisions – Enrollment Reporting Significant Deficiency in Inter...
Finding 2024-001 Federal Agency Name: U.S. Department of Education Program Name: Student Financial Assistance Cluster Federal Financial Assistance Listing #84.007, 84.033, 84.063, 84.268 Compliance Requirement: Special Tests and Provisions – Enrollment Reporting Significant Deficiency in Internal Control Finding Summary: During testing of compliance for Enrollment Reporting, there was 1 instance out of 60 where the College did not report a student’s change in enrollment status accurately or within the required time frame of 60 days from the effective date of the student’s change in enrollment status. In addition, evidence of the review of this submission was not retained. Responsible Individuals: Karla Winter, Registrar Corrective Action Plan: The Registrar’s office will review clearing house batch errors reports and any students that go from enrolled in a course to auditing a course. In addition, the Registrar’s office will conduct and retain evidence of quality sampling once a semester. Anticipated Completion Date: November 1, 2024.
We agree with the finding and recommendation. We will implement procedures to ensure that future reporting of expenditures on this required report is accurate.
We agree with the finding and recommendation. We will implement procedures to ensure that future reporting of expenditures on this required report is accurate.
2024-002: Missing Exit Counseling Documentation - Student Financial Aid Cluster Assistance Listing Number 84.007, 84.033, 84.063, 84.268, Grant Period - Year Ended June 30, 2024 Condition Found During our student file testing, we noted four students out of 40 did not have documentation in their file...
2024-002: Missing Exit Counseling Documentation - Student Financial Aid Cluster Assistance Listing Number 84.007, 84.033, 84.063, 84.268, Grant Period - Year Ended June 30, 2024 Condition Found During our student file testing, we noted four 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 a Significant Deficiency with the Eligibility Compliance Requirement. This is a repeat finding, see Prior Year Audit Findings 2023-002. Corrective Action Plan LLCC has developed a new reporting method to capture students needing exit counseling. Responsible Person for Corrective Action Plan Alison Mills-Director of Financial Aid Implementation Date of Corrective Action Plan FY25
2024-001 Incorrect Pell Disbursement Amount - Student Financial Aid Cluster Assistance Listing Number 84.007, 84.033, 84.063, 84.268, Grant Period - Year Ended June 30, 2024 Condition Found During our student file testing we noted one student out of forty had was not disbursed the correct Pell Grant...
2024-001 Incorrect Pell Disbursement Amount - Student Financial Aid Cluster Assistance Listing Number 84.007, 84.033, 84.063, 84.268, Grant Period - Year Ended June 30, 2024 Condition Found During our student file testing we noted one student out of forty had was not disbursed the correct Pell Grant award. Based on the student’s enrollment status and need, the College over awarded the student by $925. We consider this to be an instance of noncompliance relating to the Eligibility Compliance Requirement. Corrective Action Plan This is a manual process and aid is initially reviewed during the awarding process. LLCC is working to create a report to double check aid that has been cancelled for students during an ineligible term. Responsible Person for Corrective Action Plan Alison Mills-Director of Financial Aid Implementation Date of Corrective Action Plan FY25
View Audit 330436 Questioned Costs: $1
Finding 512634 (2024-001)
Significant Deficiency 2024
2024-001: Written Internal Control Policies and Federal Grant Award Procedures Finding Condition - The Town did not have written internal controls and Federal grant award policies in place. Corrective Action Plan - An internal control policy and Federal grant award procedures were written and signe...
2024-001: Written Internal Control Policies and Federal Grant Award Procedures Finding Condition - The Town did not have written internal controls and Federal grant award policies in place. Corrective Action Plan - An internal control policy and Federal grant award procedures were written and signed as approved on September 2, 2024.
2024-003 Student Financial Assistance Cluster– Assistance Listing No. 84.063, 84.007, 84.033, 84.268 Recommendation: We recommend that the College review policies and procedures related to R2T4 calculations to ensure calculations are performed correctly and timely. Explanation of disagreement with a...
2024-003 Student Financial Assistance Cluster– Assistance Listing No. 84.063, 84.007, 84.033, 84.268 Recommendation: We recommend that the College review policies and procedures related to R2T4 calculations to ensure calculations are performed correctly and timely. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: The Registrar will use original contact date from students regarding withdrawal instead of the final approval date. Name(s) of the contact person(s) responsible for corrective action: Ashley Mayfield, Director of Admission & Enrollment; David Fisher, Financial Aid Director Planned completion date for corrective action plan: 09/30/24
Finding 512542 (2024-003)
Significant Deficiency 2024
A policy and procedure will be established to ensure the annual Project and Expenditure Report is submitted with the correct amount prior to the deadline.
A policy and procedure will be established to ensure the annual Project and Expenditure Report is submitted with the correct amount prior to the deadline.
In Finding 2024-002, it was reported that the Organization did not properly apply the sliding fee discounts for certain patients with visits to the Organization during the year ended June 30, 2024. Management recognizes the importance of complying with sliding fee guidelines. In response to Findi...
In Finding 2024-002, it was reported that the Organization did not properly apply the sliding fee discounts for certain patients with visits to the Organization during the year ended June 30, 2024. Management recognizes the importance of complying with sliding fee guidelines. In response to Finding 2024-002, proper training will be given to employees and sliding fee discounts will be reviewed by a supervisor on a periodic basis to ensure compliance with the sliding fee scale.
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