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Corrective Action Plans

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Finding 485085 (2023-002)
Material Weakness 2023
Sherman Apartments Association 071-Hd121
IL
Eligibility HUD Housing Programs Material Weakness
2023-002 Missing Eligibility Information - ALN# 14.181 Section 811 Supportive Housing for Persons with Disabilities – Year Ended June 30, 2023 Condition Found During the eligibility testing of the audit, the following deficiencies were identified – certain tenant files are not kept on file within...
2023-002 Missing Eligibility Information - ALN# 14.181 Section 811 Supportive Housing for Persons with Disabilities – Year Ended June 30, 2023 Condition Found During the eligibility testing of the audit, the following deficiencies were identified – certain tenant files are not kept on file within the required compliance timeframe. We consider this finding to be a material weakness with the Eligibility Compliance Requirement. Corrective Action Plan A new Finance Department position will be created that is responsible for working with residents and programmatic staff in order to ensure that tenant files are kept on file within the required compliance timeframe. Responsible Person for Corrective Action Plan Lore Baker, President & CEO Implementation Date of Corrective Action Plan September 2024
View Audit 317867
Finding 485080 (2023-002)
Material Weakness 2023
Maquoketa Valley Community School District
IA
Internal Control / Segregation of Duties
The District will continue to seek ways to strengthen internal controls even with limited staff.
The District will continue to seek ways to strengthen internal controls even with limited staff.
View Audit 317856
City of Joliet
IL
Reporting Internal Control / Segregation of Duties
Management will implement an internal procedure to ensure proper filing within 30 days of quarter end to be in reporting compliance.
Management will implement an internal procedure to ensure proper filing within 30 days of quarter end to be in reporting compliance.
View Audit 317854
Finding 485073 (2023-003)
Significant Deficiency 2023
Town of Brownsburg
IN
Internal Control / Segregation of Duties Allowable Costs / Cost Principles Period of Performance § 200.1 § 200.303
FINDING 2023-003 Finding Subject: COVID-19 Coronavirus State and Local Fiscal Recovery Funds - Reporting Summary of Finding: Significant Deficiency Contact Person Responsible for Corrective Action: Ann Hathaway Contact Phone Number and Email Address: 317-852-1126 ahathaway@brownsburg.org Views of Re...
FINDING 2023-003 Finding Subject: COVID-19 Coronavirus State and Local Fiscal Recovery Funds - Reporting Summary of Finding: Significant Deficiency Contact Person Responsible for Corrective Action: Ann Hathaway Contact Phone Number and Email Address: 317-852-1126 ahathaway@brownsburg.org Views of Responsible Officials: We concur with the finding that there was not a review in place prior to submitting the report for 3/31/2023. The rules, dates and requirements were quickly changing for the reporting of the Coronavirus State and Local Fiscal Recovery Funds. With there being only one project and a relatively small amount spent, the report was filed with no errors. Description of Corrective Action Plan: The 3/31/2024 report was reviewed and further reports will be going forward. Anticipated Completion Date: Immediately
View Audit 317845
Finding 485069 (2023-002)
Significant Deficiency 2023
City of Bangor
ME
Reporting Internal Control / Segregation of Duties
Management’s Response/Corrective Action Plan: Staff is aware of the reporting deadlines. The Grant in question provides guidance that invoices submitted for payment are required to error-free and have all necessary supporting documents. It further states that invoices and the Monthly Financial Rep...
Management’s Response/Corrective Action Plan: Staff is aware of the reporting deadlines. The Grant in question provides guidance that invoices submitted for payment are required to error-free and have all necessary supporting documents. It further states that invoices and the Monthly Financial Report “should” be filed by the 15th but “must” be filed no later than 45 days from the end of the month. Staff relied on this guidance, along with discussions with other industry professionals, to prepare and file the reports. The 45-day window was relied upon if supporting documentation was lacking or staffing/scheduling issues arose. All reports and invoices were filed within the 45-day window. The Director of the Public Health and Community Services Department will ensure that all grant managers are made aware that the 15th should be used as the reporting deadline for future reporting.
View Audit 317828
Finding 485049 (2023-008)
Significant Deficiency 2023
City of Bangor
ME
Matching / Level of Effort / Earmarking Internal Control / Segregation of Duties
Management’s Response/Corrective Action Plan: Significant turnover occurred within the Community & Economic Development Department with some staff exiting mid-projects. Replacement staff were not immediately available, and positions remained vacant for some time. Other staff who do not primarily d...
Management’s Response/Corrective Action Plan: Significant turnover occurred within the Community & Economic Development Department with some staff exiting mid-projects. Replacement staff were not immediately available, and positions remained vacant for some time. Other staff who do not primarily deal with these types of projects assisted as needed but some requirements were missed. The Department became fully staffed during Fiscal Year 2024 and new guidance and procedures were developed to address this concern. Those procedures include revised rehabilitation contracts and additional training for new staff.
View Audit 317828
Finding 485012 (2023-006)
Significant Deficiency 2023
Town of Elkton, Maryland
MD
Subrecipient Monitoring Allowable Costs / Cost Principles Reporting § 200.303
Action taken in response to finding: Enhance Data Verification: Introduce additional checks and balances to verify the accuracy of reported figures before submission. Train Staff: Provide training for staff involved in preparing and reviewing reports to ensure they understand and adhere to the n...
Action taken in response to finding: Enhance Data Verification: Introduce additional checks and balances to verify the accuracy of reported figures before submission. Train Staff: Provide training for staff involved in preparing and reviewing reports to ensure they understand and adhere to the new procedures. Assess Current Procedures: Conduct a thorough review an audit of the existing reporting procedures and controls to identify any gaps or weaknesses. Implement Accurate Reporting Practices: Establish clear guidelines for calculating and reporting totals, including those related to revenue replacement. Solicit Feedback: Encourage feedback in the reporting process to continuously refine and improve reporting practices. Name(s) of the contact person(s) responsible for corrective action: The Finance department Planned completion date for corrective action plan: This plan is now in effect, start date 06/30/2024.
View Audit 317801
Finding 484943 (2023-002)
Significant Deficiency 2023
Veterans Bridge Home, Inc.
NC
Cash Management Internal Control / Segregation of Duties Allowable Costs / Cost Principles
Findings: 1. 2023‐002‐Allowable Costs/Activities and Cash Management: ‐ Documentation of the preparer and reviewer could not be substantiated for two reimbursement requests selected for testing. ...
Findings: 1. 2023‐002‐Allowable Costs/Activities and Cash Management: ‐ Documentation of the preparer and reviewer could not be substantiated for two reimbursement requests selected for testing. Corrective Actions: 1. Development of Standardized Review Process: ‐ Create a standardized procedure for reviewing reimbursement requests, ensuring consistency in documentation and approval. 2. Establish Documentation Protocol : ‐ Implement a documentation protocol that requires each reimbursement request to include a record of preparation and review, ensuring the use of consistent communication channels and record‐keeping. ‐ Utilize month‐end checklist to ensure all documentation is complete. 3. Training and Awareness: ‐Conduct training sessions for staff involved in preparing and reviewing reimbursement requests to ensure understanding and compliance with the new procedures. 4. Internal Audit and Monitoring: ‐ Implement a regular monitoring and internal audit process to ensure compliance with the standardized review process and documentation protocol. Management’s Response: Management agrees with the findings and after audit completion, have begun implementing the corrective actions listed above. Timeline: ‐ Immediate (0‐3 months): Create and implement month‐end checklist. ‐ Short‐term (3‐6 months): Conduct initial internal audits. ‐ Ongoing (6‐12 months): Regular reconciliation, review, and monitoring of grant activities and expenses. Responsible Parties: ‐ Chief Administration Officer: Co‐create month‐end checklist and oversee the implementation of corrective actions and ensure compliance. ‐ Compliance Director: Co‐create month‐end checklist and conduct training for staff involved. ‐ Internal Finance & Compliance Teams: Conduct audits and provide feedback on process improvements.
View Audit 317783
Finding 484924 (2023-003)
Material Weakness 2023
Center for People in Need, Inc.
NE
Internal Control / Segregation of Duties Material Weakness Reporting
Corrective Action Planned: The Director of CFP, with support from the Executive Committee of the Board, has appointed a certified CPA to create financial statement preparation procedures for the existing financial staff. The certified CPA will review the financial workpapers and statements monthly. ...
Corrective Action Planned: The Director of CFP, with support from the Executive Committee of the Board, has appointed a certified CPA to create financial statement preparation procedures for the existing financial staff. The certified CPA will review the financial workpapers and statements monthly. Anticipated Completion Date: Continuous. Responsible Parties: Management and the Board of Directors.
View Audit 317772
Finding 484923 (2023-002)
Material Weakness 2023
Center for People in Need, Inc.
NE
Internal Control / Segregation of Duties Reporting Significant Deficiency
Corrective Action Planned: The Director of CFP, with support from the Executive Committee of the Board, has appointed a certified CPA to review all financial reconciliation statements and grant reports. The Director will continue and now document the periodic review of all financial statements, audi...
Corrective Action Planned: The Director of CFP, with support from the Executive Committee of the Board, has appointed a certified CPA to review all financial reconciliation statements and grant reports. The Director will continue and now document the periodic review of all financial statements, audits, and grant reports. The Executive Committee and Board of Directors will continue their monthly review of financial statements, audit, and tax returns and they will be accepted by the board. Additionally, we have reallocated the position of Grant Specialist to Accounting and Data Management Specialist to better distribute the duties and responsibilities of the Director of Finance. Anticipated Completion Date: Continuous. Responsible Parties: Management and the Board of Directors.
View Audit 317772
Finding 484922 (2023-001)
Material Weakness 2023
Center for People in Need, Inc.
NE
Internal Control / Segregation of Duties Material Weakness
Corrective Action Planned: In order to gain some comfort on the detailed processes, the Director of CFP, with the support from the Executive Committee of the Board, has appointed a certified CPA to review the last 2 years of monthly financial statements to build a routine for the existing staff so t...
Corrective Action Planned: In order to gain some comfort on the detailed processes, the Director of CFP, with the support from the Executive Committee of the Board, has appointed a certified CPA to review the last 2 years of monthly financial statements to build a routine for the existing staff so they may continue to conduct these reviews. Anticipated Completion Date: Continuous. Responsible Parties: Management and the Board of Directors.
View Audit 317772
Finding 484921 (2023-002)
Material Weakness 2023
Mountain Pine School District
AR
Questioned Costs Allowable Costs / Cost Principles Internal Control / Segregation of Duties
The district will ensure that proper supporting documents for any conference registration will be approved, and a certificate of attendance will be obtained. The Mountain Pine School District will take the appropriate action to ensure that expenditures are coded to the correct fund or program.
The district will ensure that proper supporting documents for any conference registration will be approved, and a certificate of attendance will be obtained. The Mountain Pine School District will take the appropriate action to ensure that expenditures are coded to the correct fund or program.
View Audit 317769 Questioned Costs: $1
Finding 484920 (2023-001)
Material Weakness 2023
Mountain Pine School District
AR
Questioned Costs Allowable Costs / Cost Principles Internal Control / Segregation of Duties § 200.430
The Superintendent and the grant coordinator are no longer employed by the Mountain Pine School District. The District Treasurer will no longer pay any employee without a proper timesheet signed by the employee and appropriate supervisor. The District Treasurer will confirm that the time sheets turn...
The Superintendent and the grant coordinator are no longer employed by the Mountain Pine School District. The District Treasurer will no longer pay any employee without a proper timesheet signed by the employee and appropriate supervisor. The District Treasurer will confirm that the time sheets turned in for off contract are truly hours worked outside the employees' contract.
View Audit 317769 Questioned Costs: $1
Finding 484918 (2023-002)
Material Weakness 2023
Whitley County
IN
Internal Control / Segregation of Duties Subrecipient Monitoring Material Weakness § 200.303
FINDING 2023-002 Finding Subject: Covid-19 -Coronavirus State and Local Fiscal Recovery Funds – Reporting Summary of Finding: The County submitted the program invoices as required; however, there were no internal controls in place that would likely be e􀆯ective in preventing, or detecting and correct...
FINDING 2023-002 Finding Subject: Covid-19 -Coronavirus State and Local Fiscal Recovery Funds – Reporting Summary of Finding: The County submitted the program invoices as required; however, there were no internal controls in place that would likely be e􀆯ective in preventing, or detecting and correcting, noncompliance related to the reporting requirements. The program invoices were prepared and submitted by one employee without oversight, review or approval. Contact person responsible for Corrective Action: Scott Wagner Contact phone number and email address: 260-248-3121 ext. 5, swagner@whitleygov.com View of responsible O􀆯icials: We concur with the findings. Description of corrective action plan: The Whitley County Health Department will develop and implement a policy that will establish and maintain e􀆯ective internal control for invoices for State and Federal Grants, received by the Department. The Director of the department will review all compiled data and sign the invoice along with the employee who compiled the invoice data. In cases where the Director is the employee compiling the data, the o􀆯ice administrator will also sign the invoice to verify the data is correct. Anticipation of completion date: immediately
View Audit 317762
Beacon Health System, Inc.
IN
Subrecipient Monitoring Eligibility Reporting
A scope limitation qualified opinion was issued for Assistance Listing 10.557 as the auditors were unable to obtain sufficient documentation supporting the compliance of the Corporation regarding eligibility. The Corporation uses a paperless system as supported by the State of Indiana and the U.S. D...
A scope limitation qualified opinion was issued for Assistance Listing 10.557 as the auditors were unable to obtain sufficient documentation supporting the compliance of the Corporation regarding eligibility. The Corporation uses a paperless system as supported by the State of Indiana and the U.S. Department of Agriculture. Third-party documentation is reviewed by the Corporation at the time the initial eligibility determination of a WIC participant is made. However, due to the paperless system implemented in 2007, these records are not retained. The Corporation’s process for eligibility determination is as follows: 1. A (potential) participant comes into the WIC clinic 2. A clerk verifies information (by looking and checking the appropriate boxes on the screen) a. Proof of identification (driver’s license, birth certificate, hospital birth record, etc.) b. Proof of residence (bill, lease, driver’s license, etc.) c. Proof of income i. Working – 30 days of pay stubs ii. Medicaid – card needed 3. All of the above information is entered into the State of Indiana’s system a. System automatically determines eligibility i. If yes – they continue with appointment ii. If no – they get a letter explaining reason why (over income, etc.) Compliance with State of Indiana participant eligibility requirements is the responsibility of Leslie Miller, WIC Coordinator. As the Corporation follows the State of Indiana’s paperless system as described above, no further corrective action will be taken.
View Audit 317761
Finding 484799 (2023-002)
Significant Deficiency 2023
Eastern Plains Community Action Agency, Inc.
NM
Equipment & Real Property Management Internal Control / Segregation of Duties Reporting § 200.303
Recommendation: We recommend the Entity implement adequate controls to ensure the accuracy of the information reported to the Grantor Agency in a timely manner. Action Taken: The Organization will create an electronic calendar with reminders for all reporting requirements and respective due dates. R...
Recommendation: We recommend the Entity implement adequate controls to ensure the accuracy of the information reported to the Grantor Agency in a timely manner. Action Taken: The Organization will create an electronic calendar with reminders for all reporting requirements and respective due dates. Responsible Person: John Clemons, Chief Financial Officer Timelines for implementation: July 31, 2023
View Audit 317740
Finding 484769 (2023-004)
Material Weakness 2023
City of Cumberland
WI
Internal Control / Segregation of Duties Procurement, Suspension & Debarment Allowable Costs / Cost Principles
Recommendation: The City should be familiar with compliance requirements outlined by Uniform Guidance. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action planned in response to finding: In the event the City receives federal funding in the futur...
Recommendation: The City should be familiar with compliance requirements outlined by Uniform Guidance. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action planned in response to finding: In the event the City receives federal funding in the future, the City should have a procurement policy in place that follows the related requirements outlined in Uniform Guidance. Name(s) of the contact person(s) responsible for corrective action: Lori Nyhus, Treasurer. Planned completion date for corrective action plan: The activities outlined above will be completed by December 31, 2024.
View Audit 317695
Finding 484767 (2023-002)
Significant Deficiency 2023
Hale County, Texas
TX
Reporting Significant Deficiency Internal Control / Segregation of Duties § 200.303
Finding 2023-002 Federal Agency Name: U.S. Department of the Treasury Program Name: COVID-19 Coronavirus State and Local Fiscal Recovery Funds (CSLFRF) Assistance Listing Number: 21.027 Finding Summary: The County’s annual performance report submitted to the Department of Treasury was not reviewed a...
Finding 2023-002 Federal Agency Name: U.S. Department of the Treasury Program Name: COVID-19 Coronavirus State and Local Fiscal Recovery Funds (CSLFRF) Assistance Listing Number: 21.027 Finding Summary: The County’s annual performance report submitted to the Department of Treasury was not reviewed and approved by a separate individual outside of the preparer. Responsible Individuals: Melinda Silvas, County Auditor Corrective Action Plan: Hale County will continue to have the County Auditor prepare the performance reports, with a mechanical review of the report performed by an individual within the Auditor’s Office. Anticipated Completion Date: July 2024
View Audit 317693
Finding 484766 (2023-002)
Material Weakness 2023
Vermillion County
IN
Reporting Internal Control / Segregation of Duties Allowable Costs / Cost Principles § 200.303
FINDING 2023-002 Finding Subject: COVID-19 - Coronavirus State and Local Fiscal Recovery Funds - Reporting Summary of Finding: The annual P&E Report was submitted to the Treasury without a documented oversight, review or approval process in place to ensure its accuracy. Contact Person Responsible fo...
FINDING 2023-002 Finding Subject: COVID-19 - Coronavirus State and Local Fiscal Recovery Funds - Reporting Summary of Finding: The annual P&E Report was submitted to the Treasury without a documented oversight, review or approval process in place to ensure its accuracy. Contact Person Responsible for Corrective Action: Brenda J. Furry, County Auditor Contact Phone Number and Email Address: (765) 492-5300 / brenda.furry@vermillioncounty.in.gov Views of Responsible Officials: We concur with the finding. Description of Corrective Action Plan: Although we agree with the finding, please note that although not officially documented, the P&E Report that was submitted to the Treasury did have oversight and was reviewed before submitted by the Chief Deputy Auditor. The Deputy Auditor began documenting her review of the P&E Report via signature or initial on the report copy beginning in 2024. Anticipated Completion Date: April 22, 2024
View Audit 317692
East Oakland Community Project
CA
Internal Control / Segregation of Duties
The auditee will submit documents to the auditors ahead of schedule and Hold weekly meeting to confirm and ensure ongoing submissions
The auditee will submit documents to the auditors ahead of schedule and Hold weekly meeting to confirm and ensure ongoing submissions
View Audit 317682
Finding 484747 (2023-002)
Material Weakness 2023
Deer/mt. Judea School District
AR
Questioned Costs Allowable Costs / Cost Principles Internal Control / Segregation of Duties § 200.439
In response to Material Weakness 2023-02, the Superintendent will contact the Division of Elementary and Secondary Education (DESE) , for guidance regarding this matter. The District Superintendent will follow the guidance from DESE to ensure compliance with Federal regulations and commissioner memo...
In response to Material Weakness 2023-02, the Superintendent will contact the Division of Elementary and Secondary Education (DESE) , for guidance regarding this matter. The District Superintendent will follow the guidance from DESE to ensure compliance with Federal regulations and commissioner memos to ensure the district follows allowable costs and principles . The contact person is Bill Mizaur who is the superintendent of DMJ.
View Audit 317668 Questioned Costs: $1
Finding 484747 (2023-002)
Material Weakness 2023
Deer/mt. Judea School District
AR
Questioned Costs Allowable Costs / Cost Principles Internal Control / Segregation of Duties § 200.439
Further, the partnership DMJ now has with the Arkansas Public School Resource Center for financial services will help establish proper internal controls and management over program expendi tures. The date of completion for this corrective action plan is immediate. The corrections have been mad...
Further, the partnership DMJ now has with the Arkansas Public School Resource Center for financial services will help establish proper internal controls and management over program expendi tures. The date of completion for this corrective action plan is immediate. The corrections have been made and new internal control procedures are in place.
View Audit 317668 Questioned Costs: $1
Finding 484746 (2023-001)
Significant Deficiency 2023
Richland Parish Police Jury
LA
Internal Control / Segregation of Duties
WE CONCUR WITH THE FINDING, BUT IT IS NOT ECONOMICALLY FEASIBLE FOR CORRECTIVE ACTION TO BE TAKEN.
WE CONCUR WITH THE FINDING, BUT IT IS NOT ECONOMICALLY FEASIBLE FOR CORRECTIVE ACTION TO BE TAKEN.
View Audit 317662
Finding 484745 (2023-002)
Significant Deficiency 2023
Town of Provincetown, Massachusetts
MA
Allowable Costs / Cost Principles Cash Management Eligibility
Recommendation: We recommend procedures be strengthened to ensure that all requests for reimbursement are for expenditures that have been incurred and paid/disbursed. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Name(s) of the contact person(s) res...
Recommendation: We recommend procedures be strengthened to ensure that all requests for reimbursement are for expenditures that have been incurred and paid/disbursed. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Name(s) of the contact person(s) responsible for corrective action: Nick Robertson, Town Accountant Planned completion date for corrective action plan: The reconciliation meetings were reintroduced in December 2022 upon Nick Robertson’s hiring as Town Accountant. There have been monthly and/or as needed meetings since to reconcile ledgers before grant reimbursements are submitted. Action taken in response to finding: Prior to the turnover in the Finance Department which occurred during the FY22 to early FY23 period, there were consistent meetings between Finance/Accounting and Jacobs Engineering (they manage the Airport projects and prepare the reimbursement requests) to confirm that the Town’s accounting software matched the expenses on the reimbursement requests. These meetings reconciling the ledgers did not occur when this reimbursement request was submitted by Jacobs. These meetings have been reinstated on a monthly basis and occasionally more frequently as needed.
View Audit 317656
Finding 484744 (2023-002)
Significant Deficiency 2023
Strong-Huttig School District
AR
Questioned Costs Allowable Costs / Cost Principles Internal Control / Segregation of Duties § 200.439
Similar to the corrective actions mentioned in the item above, the District will conduct a training for all supervisors indicating and sharing what forms are required for each item purchased or purchased service prior to releasing any funds from this point forward.
Similar to the corrective actions mentioned in the item above, the District will conduct a training for all supervisors indicating and sharing what forms are required for each item purchased or purchased service prior to releasing any funds from this point forward.
View Audit 317639 Questioned Costs: $1
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