Corrective Action Plans

Finding 35586 (2022-018)

Significant Deficiency 2022

VA

Questioned Costs Eligibility Significant Deficiency

Responsible Contact Person(s): Sarah Hatton, Deputy Director of Administration Cindy Olson, Eligibility and Enrollment Division Director Corrective Action Planned: The final tally of the master out of state report listed 16,930 members. Of the 16,930 members, 11,719 members were closed (69%). The ...

Responsible Contact Person(s): Sarah Hatton, Deputy Director of Administration Cindy Olson, Eligibility and Enrollment Division Director Corrective Action Planned: The final tally of the master out of state report listed 16,930 members. Of the 16,930 members, 11,719 members were closed (69%). The remaining members were either already closed or validly open with an out of state address. The staff dedicated to this project have been reviewing the APA identified list of approximately 6,927 members with out of state addresses. The team has reviewed 98% of the cases, with only 1% requiring case action. When action to close a case is taken, standard notice requirements are followed. On February 6, 2023, the team also began reviewing the newest Out of State Data Match Report provided by the DMAS Office of Data Analytics. This new report includes approximately 7,261 individuals for review, with a targeted completion date of April 28, 2023. This report will continue to be generated quarterly to ensure that individuals no longer residing in Virginia are accurately closed out of their Virginia Medicaid coverage. Estimated Completion Date: 4/30/2023

View Audit 36377

Finding 35579 (2022-001)

Significant Deficiency 2022

Ingleside Homes, INC

DE

HUD Housing Programs Eligibility Equipment & Real Property Management

Ingleside Homes, Inc.?s responsible staff will properly verify all income, assets, and deductions. The responsible staff will document attempts to obtain third-party verification and keep this record in the resident?s file. Responsible Person(s): Facility HUD Bookkeeper Anticipated Completion Date: ...

Ingleside Homes, Inc.?s responsible staff will properly verify all income, assets, and deductions. The responsible staff will document attempts to obtain third-party verification and keep this record in the resident?s file. Responsible Person(s): Facility HUD Bookkeeper Anticipated Completion Date: Completion of the documented attempts for third-party verification for the 5 residents noted in the finding will be accomplished by April 30, 2023.

View Audit 32776

Finding 35550 (2022-004)

Significant Deficiency 2022

Family First Health Corporation

PA

Questioned Costs Reporting Significant Deficiency

Federal Agency: U.S. Department of Health and Human Services Federal Program Title: COVID-19 - Provider Relief Fund and American Rescue Plan (ARP) Rural Distribution Federal Assistance Listing Number: 93.498 Compliance Requirement: Reporting ...

Federal Agency: U.S. Department of Health and Human Services Federal Program Title: COVID-19 - Provider Relief Fund and American Rescue Plan (ARP) Rural Distribution Federal Assistance Listing Number: 93.498 Compliance Requirement: Reporting Views of Responsible Officials and Planned Corrective Actions: Procedures will be put in place to review accuracy of reporting prior to submission. Completion Date 2/1/23 Accounting Name of Contact Person: Jenny Englerth, President/CEO

View Audit 25106

Finding 35546 (2022-001)

Material Weakness 2022

Self Help, Inc.

MA

Internal Control / Segregation of Duties

We have made the required journal entries to correct the financial statements at September 30,2022 and for the year then ended. Additionally, management established system safeguards in accounting program that wont allow users to post entries to past years without authorization from Controller or Ch...

We have made the required journal entries to correct the financial statements at September 30,2022 and for the year then ended. Additionally, management established system safeguards in accounting program that wont allow users to post entries to past years without authorization from Controller or Chief Financial Officer.

View Audit 24836

Finding 35539 (2022-105)

Significant Deficiency 2022

Commonwealth of Virginia

VA

Questioned Costs Reporting Significant Deficiency § 200.303

Responsible Contact Person(s): Ida Witherspoon, Chief Financial Officer Corrective Action Planned: Prepare procedures that documents where the number of eligible individuals contained in the SSBG-Post expenditure are derived. Also include screen prints of the actual reports used to obtain the data ...

Responsible Contact Person(s): Ida Witherspoon, Chief Financial Officer Corrective Action Planned: Prepare procedures that documents where the number of eligible individuals contained in the SSBG-Post expenditure are derived. Also include screen prints of the actual reports used to obtain the data with the report as supporting documentation. Estimated Completion Date: 6/30/2023

View Audit 36377

Finding 35538 (2022-104)

Significant Deficiency 2022

Commonwealth of Virginia

VA

Internal Control / Segregation of Duties Questioned Costs Significant Deficiency § 200.303

Responsible Contact Person(s): Ida Witherspoon, Chief Financial Officer Dwayne Sneade, Assistant Director for Governance-ISRM James Pell, ARMICS Manager Corrective Action Planned: Finance and program staff to conduct analysis that will identify provider agencies that perform significant fiscal proce...

Responsible Contact Person(s): Ida Witherspoon, Chief Financial Officer Dwayne Sneade, Assistant Director for Governance-ISRM James Pell, ARMICS Manager Corrective Action Planned: Finance and program staff to conduct analysis that will identify provider agencies that perform significant fiscal processes for the Department and provide this information to the ARMICS unit. Estimated Completion Date: 12/31/2023

View Audit 36377

Finding 35527 (2022-103)

Material Weakness 2022

Commonwealth of Virginia

VA

Questioned Costs Subrecipient Monitoring Material Weakness

Responsible Contact Person(s): Angela Morse, Director of Benefits Programs Mark Golden, Economic Assistance and Employment Manager - Division of Benefit Programs Corrective Action Planned: Perform an analysis of identified reporting errors to determine causality and the appropriate actions to resolv...

Responsible Contact Person(s): Angela Morse, Director of Benefits Programs Mark Golden, Economic Assistance and Employment Manager - Division of Benefit Programs Corrective Action Planned: Perform an analysis of identified reporting errors to determine causality and the appropriate actions to resolve reporting errors. Create a systems modification request to correct errors that are identified as occurring as a result of inaccurate programming in the data modification phase of federal report creation. Estimated Completion Date: 6/30/2023

View Audit 36377

Finding 35526 (2022-017)

Significant Deficiency 2022

Commonwealth of Virginia

VA

Special Tests & Provisions Questioned Costs Eligibility

Responsible Contact Person(s): Gena Boyle, Deputy Commissioner for Policy and Administration Angela Morse, Director of Benefit Programs Corrective Action Planned: Proposed changes to the Code of Virginia will be submitted for the next General Assembly session's consideration. Estimated Completion Da...

Responsible Contact Person(s): Gena Boyle, Deputy Commissioner for Policy and Administration Angela Morse, Director of Benefit Programs Corrective Action Planned: Proposed changes to the Code of Virginia will be submitted for the next General Assembly session's consideration. Estimated Completion Date: 7/1/2024

View Audit 36377

Finding 35517 (2022-002)

None 2022

Slater School District

MO

Questioned Costs Internal Control / Segregation of Duties

Finding: 2022-002 ARP Esser III Grant No. 5425U210021 Criteria: OMB 2CFR Part 200, Appendix X1, Compliance Supplement for Federal Assistance Number 84.425 Subpart F instructions that laboreres and mechanics must meet prevailing usage requirement. Condition: The District used a contractor that di...

Finding: 2022-002 ARP Esser III Grant No. 5425U210021 Criteria: OMB 2CFR Part 200, Appendix X1, Compliance Supplement for Federal Assistance Number 84.425 Subpart F instructions that laboreres and mechanics must meet prevailing usage requirement. Condition: The District used a contractor that did not pay prevailing wages. Context: The District used a contractor that did not pay prevailing wages. Effect: The District paid a contractor that did not follow Davis Bacon requirements. Cause: Inadvertent oversight that the company was a corporation and not a sole proprietor and therefore Davis Bacon wages were not verified. View of Responsible Officials & Planned Corrective Action: The superintendent was new as of July 1, but will make sure in the future that this is monitored and corrected. Management?s Response: For future labor and mechanics contracts, the Superintendent will ensure that all contracts contain the prevailing wage provision and that laborers are paid the correct prevailing wage. Official Responsible for Superintendent of Slater School District Ensuring Corrective Action Plan: Planned Completion Date For the Corrective action March 31, 2023

View Audit 33549 Questioned Costs: $1

Finding 35516 (2022-001)

Material Weakness 2022

North Texas Municipal Water District

TX

Cash Management Reporting Internal Control / Segregation of Duties

he District agrees with Crowe's recommendation and the Accounting and Engineering team will work together to develop and document detailed procedures for CIP, as well as specific written procedures related to each agreement/contract. We will also hold meetings monthly to discuss project status, new ...

he District agrees with Crowe's recommendation and the Accounting and Engineering team will work together to develop and document detailed procedures for CIP, as well as specific written procedures related to each agreement/contract. We will also hold meetings monthly to discuss project status, new projects and other items related to open projects, including any projects without recent activity and those close to completion. Additionally, the District will document specific procedures related to accounting for retainage and accruals regarding completed projects and track the financial impact. Once complete, management will conduct training to ensure the new documented procedures are shared with the Engineering and Accounting personnel involved in the CIP process.

View Audit 31873

Finding 35512 (2022-002)

Significant Deficiency 2022

Housing Authority of the City of Huntsville

MD

Questioned Costs HUD Housing Programs Significant Deficiency

Recommendation: We recommend that the Authority reviews its internal controls over HAP abatement to ensure units that do not meet HQS are abated for the required timeframe. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to ...

Recommendation: We recommend that the Authority reviews its internal controls over HAP abatement to ensure units that do not meet HQS are abated for the required timeframe. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: Along with the restructuring of the Assisted Housing Department to add additional management positions, implement comprehensive standard operating procedures and training, HHA will ensure that Housing Assistance Payments (HAP) is properly abated on all units under abatement. Abatement quality control measures will be implemented using comprehensive standard operating procedures, which will include clearly defined eligibility processes and enhanced quality control measures. HHA will also contract with an HCV consultant to provide additional training to the HCV management team. HHA is committed to ensuring that all employees have proper training in all components of the HCV program Name(s) of the contact person(s) responsible for corrective action: Turkessa Coleman Lacey, Deputy Executive Director Carmisia Danson Woods, Interim Assisted Housing Director Planned completion date for corrective action plan: Complete and on-going If the U.S. Department of Housing and Urban Development has questions regarding this plan, please call Carmisia Danson Woods, Interim Assisted Housing Director at 256-532-5672.

View Audit 27131

Finding 35511 (2022-001)

Significant Deficiency 2022

Housing Authority of the City of Huntsville

MD

HUD Housing Programs Questioned Costs Eligibility

Recommendation: We recommend that the Authority reviews its internal controls over obtaining and maintaining income and expense tenant file documentation to ensure compliance with eligibility requirements. Explanation of disagreement with audit finding: There is no disagreement with the audit findi...

Recommendation: We recommend that the Authority reviews its internal controls over obtaining and maintaining income and expense tenant file documentation to ensure compliance with eligibility requirements. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: Huntsville Housing Authority (HHA) is restructuring the Assisted Housing Department to add additional management positions, implement comprehensive standard operating procedures, which will include clearly defined eligibility processes and enhanced quality control measures, to include, provisions to appropriately determine dependent allowances. Management will conduct oversight of key functions, data entry, and maintain a consistent review of regulatory compliance. Management will complete more targeted and a higher number of internal quality control audits. Additionally, HHA will increase staff training on income, assets, expenses, deductions and rent calculations. This approach will also include obtaining and maintaining the correct backup and support documentation. HHA will also contract with a Housing Choice Voucher (HCV) consultant to provide additional training to the Assisted Housing management team. HHA is committed to ensuring that all employees have proper training in all components of the HCV program Name(s) of the contact person(s) responsible for corrective action: Turkessa Coleman Lacey, Deputy Executive Director

View Audit 27131

Finding 35504 (2022-006)

Material Weakness 2022

Metropolitan School District of Warren County

IN

Subrecipient Monitoring Internal Control / Segregation of Duties Matching / Level of Effort / Earmarking § 200.302 § 200.303 § 200.328 § 200.329 § 200.333

FINDING 2022-006 CONTACT PERSON RESPONSIBLE FOR CORRECTIVE ACTION: Ralph Shrader/Jim Beyer CONTACT PHONE NUMBER: 765-762-3364 VIEWS OF RESPONSIBLE OFFICIAL: We concur with the finding. DESCRIPTION OF CORRECTIVE ACTION PLAN: Information reported via Jotform will be produced by the Superintendent and ...

FINDING 2022-006 CONTACT PERSON RESPONSIBLE FOR CORRECTIVE ACTION: Ralph Shrader/Jim Beyer CONTACT PHONE NUMBER: 765-762-3364 VIEWS OF RESPONSIBLE OFFICIAL: We concur with the finding. DESCRIPTION OF CORRECTIVE ACTION PLAN: Information reported via Jotform will be produced by the Superintendent and verified by the Assistant Superintendent with documentation maintained. ANTICIPATED COMPLETION DATE: March 2023

View Audit 29924

Finding 35482 (2022-004)

Material Weakness 2022

Metropolitan School District of Warren County

IN

School Nutrition Programs Cash Management Material Weakness § 200.303

FINDING 2022-004 CONTACT PERSON RESPONSIBLE FOR CORRECTIVE ACTION: Lacey Sturgeon/Melissa Bell CONTACT PHONE NUMBER: 765-762-2500 VIEWS OF RESPONSIBLE OFFICIAL: We concur with the finding. DESCRIPTION OF CORRECTIVE ACTION PLAN: All claims will be compiled by the Director of Food Services and validat...

FINDING 2022-004 CONTACT PERSON RESPONSIBLE FOR CORRECTIVE ACTION: Lacey Sturgeon/Melissa Bell CONTACT PHONE NUMBER: 765-762-2500 VIEWS OF RESPONSIBLE OFFICIAL: We concur with the finding. DESCRIPTION OF CORRECTIVE ACTION PLAN: All claims will be compiled by the Director of Food Services and validated by the Assistant Food Service Manager. ANTICIPATED COMPLETION DATE: March 2023

View Audit 29924

Finding 35477 (2022-002)

Material Weakness 2022

Community Workshop Residentials, Inc. D / Fha Project No. 072-Eh115

IL

Internal Control / Segregation of Duties

Corrective Action Plan Finding No. 2022-002 ? Preparation of Financial Statements Jeff Cottingham, Management agent, and Patti Gratton, sponsor of project, will continue to monitor financial reports and accounting information as correction is not practical.

View Audit 23896

Finding 35476 (2022-001)

Material Weakness 2022

Community Workshop Residentials, Inc. D / Fha Project No. 072-Eh115

IL

HUD Housing Programs Internal Control / Segregation of Duties

Corrective Action Plan Finding No. 2022-001 ? Segregation of Duties Jeff Cottingham, Management agent, and Patti Gratton, sponsor of project, will be responsible for monitoring monthly financial results and accounting information as correction is not practical.

View Audit 23896

Finding 35467 (2022-110)

Material Weakness 2022

Commonwealth of Virginia

VA

Questioned Costs Eligibility Material Weakness § 200.303 § 200.501

Responsible Contact Person(s): Danielle Robertson, Fiscal Officer Corrective Action Planned: The Emergency Rental Assistance federal grant program is winding down and near close out. As a result, the agency plans to create and implement procedures to retroactively test eligibility in order to docum...

Responsible Contact Person(s): Danielle Robertson, Fiscal Officer Corrective Action Planned: The Emergency Rental Assistance federal grant program is winding down and near close out. As a result, the agency plans to create and implement procedures to retroactively test eligibility in order to document and confirm program compliance with federal statutes, regulations, and terms and conditions of the federal award. Procedures are currently being written and DHCD anticipates this process to be complete on or prior to March 31, 2023. Estimated Completion Date: 3/31/2023

View Audit 36377

Finding 35460 (2022-109)

Significant Deficiency 2022

Commonwealth of Virginia

VA

Questioned Costs Reporting Significant Deficiency § 200.300

Responsible Contact Person(s): Angela Wright, Director of Finance Corrective Action Planned: The Director of Finance has provided additional training to staff and is performing a detailed review of all reports to ensure accuracy. Estimated Completion Date: 2/15/2023

View Audit 36377

Finding 35459 (2022-108)

Significant Deficiency 2022

Commonwealth of Virginia

VA

Internal Control / Segregation of Duties Questioned Costs Procurement, Suspension & Debarment § 200.300

Responsible Contact Person(s): Timothy O. Kestner, EIA Director Corrective Action Planned: EIA Management has developed a reporting schedule outlining the frequency, responsible party, and due date of all required reports. This is a collaborative effort across several business units; therefore, pol...

Responsible Contact Person(s): Timothy O. Kestner, EIA Director Corrective Action Planned: EIA Management has developed a reporting schedule outlining the frequency, responsible party, and due date of all required reports. This is a collaborative effort across several business units; therefore, policies and procedures have been updated and communicated to all users to ensure compliance. Estimated Completion Date: 2/15/2023

View Audit 36377

Finding 35458 (2022-028)

Significant Deficiency 2022

Commonwealth of Virginia

VA

Questioned Costs Reporting Significant Deficiency § 200.303

Responsible Contact Person(s): Angela Wright, Director of Finance Susan Landis, Director of Unemployment Insurance David Clark, Information Security Officer Corrective Action Planned: Finance Management has strengthened existing processes especially for removing terminated employees? access from the...

Responsible Contact Person(s): Angela Wright, Director of Finance Susan Landis, Director of Unemployment Insurance David Clark, Information Security Officer Corrective Action Planned: Finance Management has strengthened existing processes especially for removing terminated employees? access from the internal financial system. Unemployment Insurance Management is in the process of developing a benefit system report to be used by the system owner to review and update current staff access and to evaluate new user access levels. The ISO will work with System Owners to ensure annual access reviews are completed. Estimated Completion Date: 6/30/2023

View Audit 36377

Finding 35457 (2022-027)

Significant Deficiency 2022

Commonwealth of Virginia

VA

Questioned Costs Significant Deficiency Internal Control / Segregation of Duties § 200.303

Responsible Contact Person(s): David Portner, Chief Information Officer Corrective Action Planned: This finding was marked as FOIA Exempt (FOIAE) and as a result, the State Comptroller has determined that the resulting corrective actions are FOIAE under ?2.2-3705.2 (9.) of the Code of Virginia. Fed...

Responsible Contact Person(s): David Portner, Chief Information Officer Corrective Action Planned: This finding was marked as FOIA Exempt (FOIAE) and as a result, the State Comptroller has determined that the resulting corrective actions are FOIAE under ?2.2-3705.2 (9.) of the Code of Virginia. Federal awarding agencies and pass-through entities, please see the Appendix titled ?Applicable Management Contacts for Findings and Questioned Costs? to request the corrective action planned from the applicable entity. Estimated Completion Date: 2/15/2023

View Audit 36377

Finding 35456 (2022-026)

Significant Deficiency 2022

Commonwealth of Virginia

VA

Questioned Costs Significant Deficiency Internal Control / Segregation of Duties § 200.303

Responsible Contact Person(s): David Portner, Chief Information Officer Corrective Action Planned: This finding was marked as FOIA Exempt (FOIAE) and as a result, the State Comptroller has determined that the resulting corrective actions are FOIAE under ?2.2-3705.2 (9.) of the Code of Virginia. Fed...

Responsible Contact Person(s): David Portner, Chief Information Officer Corrective Action Planned: This finding was marked as FOIA Exempt (FOIAE) and as a result, the State Comptroller has determined that the resulting corrective actions are FOIAE under ?2.2-3705.2 (9.) of the Code of Virginia. Federal awarding agencies and pass-through entities, please see the Appendix titled ?Applicable Management Contacts for Findings and Questioned Costs? to request the corrective action planned from the applicable entity. Estimated Completion Date: 4/30/2023

View Audit 36377

Finding 35455 (2022-010)

Material Weakness 2022

Commonwealth of Virginia

VA

Internal Control / Segregation of Duties Special Tests & Provisions Questioned Costs

Responsible Contact Person(s): William Walton, Deputy Commissioner for Unemployment Insurance Corrective Action Planned: The Quality Control (QC) Manager developed a work plan outlining all required reviews and their respective due dates. A backup to the TPS analyst position was added to the QC Uni...

Responsible Contact Person(s): William Walton, Deputy Commissioner for Unemployment Insurance Corrective Action Planned: The Quality Control (QC) Manager developed a work plan outlining all required reviews and their respective due dates. A backup to the TPS analyst position was added to the QC Unit in February 2023, and the QC Manager is working with both positions to ensure proper training is provided, policies and procedures are updated, and reviews are conducted uniformly and timely. The QC Manager will perform a review of all completed reviews to ensure consistency in decision outcomes. The QC Manager is also working with VEC IT to ensure system issues that may cause delays in sample selections are identified and resolved timely. A "TPS Desk Reference" will be compiled throughout the next TPS Cycle to ensure continuity of operations and clear direction. Estimated Completion Date: 3/31/2023

View Audit 36377

Finding 35447 (2022-089)

Significant Deficiency 2022

Commonwealth of Virginia

VA

Internal Control / Segregation of Duties Significant Deficiency Equipment & Real Property Management § 200.303

Responsible Contact Person(s): Lisa Hawkins, Director - Information Technology Business Administration Corrective Action Planned: DSS has 15 applications that are in active oversight, IT Business Administration is in receipt of 14 of the 15 required SOC reports, the final SOC report is due at the e...

Responsible Contact Person(s): Lisa Hawkins, Director - Information Technology Business Administration Corrective Action Planned: DSS has 15 applications that are in active oversight, IT Business Administration is in receipt of 14 of the 15 required SOC reports, the final SOC report is due at the end of Q1 2023. Estimated Completion Date: 2/1/2023

View Audit 36377

Finding 35411 (2022-007)

Material Weakness 2022

City of Olean, New York

NY

Reporting Internal Control / Segregation of Duties

Capital Projects ? Internal Controls Auditor?s Recommendations: Budgets ? A written policy should be established and communicated on preparing a budget versus actual report for all capital projects exceeding a certain dollar level. Any discrepancies should be explained in writing so that necessary...

Capital Projects ? Internal Controls Auditor?s Recommendations: Budgets ? A written policy should be established and communicated on preparing a budget versus actual report for all capital projects exceeding a certain dollar level. Any discrepancies should be explained in writing so that necessary corrective action, if any, can be considered. These analyses should be provided to City management and the Common Council on a monthly basis. City?s response: Budgets - The City concurs with the auditor?s recommendations that a written policy should be established and communicated in preparing budgeted versus actual reporting for capital project budgets in excess of a yet to be determined monetary threshold. The City intends to develop a policy on budgets during 2023. Once drafted, the Audit and Compliance Committee intends to review policy, prior to its acceptance by the Common Council.

View Audit 35164

Corrective Action Plans

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