Corrective Action Plans

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Management Views and Corrective Action Plan Year Ending December 31, 2023 Finding 2023-002 - Untimely Return of Title IV Requirements Grantor: U.S. Department of Education Program: Student Financial Assistance Cluster Assistance Listing#: 84.268, 84.063 Award Titles: Federal Direct Student Loan Pr...
Management Views and Corrective Action Plan Year Ending December 31, 2023 Finding 2023-002 - Untimely Return of Title IV Requirements Grantor: U.S. Department of Education Program: Student Financial Assistance Cluster Assistance Listing#: 84.268, 84.063 Award Titles: Federal Direct Student Loan Program, Federal Pell Grant Program Award Years: 7/2022 – 6/2024 Management agrees with the finding and proposes the following corrective action plan: Corrective Action Plan The College hired two new financial aid employees during the Fall 2023 semester. These employees will be responsible for monitoring student withdrawals and performing return of title IV fund calculations on a weekly basis to ensure all refunds transactions are processed timely and accurately. Additional training will be provided by Riley Niemand, Financial Aid Manager to ensure compliance with R2T4 regulations. Timing Riley Niemand is currently training these new employees on the return of title IV fund process. This training will be completed by September 1, 2024. Sincerely, S. Christopher Reitz Director of Financial Services and Controller creitz@ensign.edu 801-524-8109
Finding 397045 (2023-001)
Significant Deficiency 2023
Management Views and Corrective Action Plan Year Ending December 31, 2023 Finding 2023-001 - Inappropriate Amounts Included in Loan Notification Letters (Significant Deficiency) Grantor: U.S. Department of Education Program: Student Financial Assistance Cluster Assistance Listing #: 84.268 Award T...
Management Views and Corrective Action Plan Year Ending December 31, 2023 Finding 2023-001 - Inappropriate Amounts Included in Loan Notification Letters (Significant Deficiency) Grantor: U.S. Department of Education Program: Student Financial Assistance Cluster Assistance Listing #: 84.268 Award Title: Federal Direct Loan Program Award Years: 7/2022 – 6/2024 Management agrees with the finding and proposes the following corrective action plan: Corrective Action Plan The first instance where disbursement dates and amounts were not included in the communication because the system incorrectly captured the student’s name rather than the date and amount of disbursements was caused by a system update. When PeopleSoft system updates are installed, they sometimes affect the data tables where our notification letters pull from. In this instance an update changed a table referenced in the query used to compile loan notification letters. The letter for this student was sent out before the query could be updated to correct for this change. Because of this issue, management has decided to have all loan notification letters compiled manually, effective January 2024, until a consultant can be brought in to help address the issue. Once the system configuration is corrected, we will return to using automated letters, but will continue to review a sample of loan notification letters each semester as an additional control. The second instance where loan disbursement letters were not sent due to the system not being updated to reflect the new academic was the result of a training issue. During 2023, the College made system changes to address prior year audit findings. These changes were made during the 2022-23 academic year and when the 2023-24 academic year started the system settings were not updated. The financial aid staff responsible for setting up the new academic year in the system will receive additional system setup training to ensure this type of issue does not happen in future academic years. Timing Starting in May 2024, Riley Niemand, Financial Aid Manager will work with a consultant to correct the automated loan notification letter process and to implement a process to review loan notification letters after a system update. This process will be completed by August 31, 2024. In May 2024, Chris Reitz, Controller, will also implement a financial aid review process to ensure loan notifications are completely, accurately, and timely sent to the student and/or parent each semester. System setup training to individuals involved in the process of setting up the new academic year in the system will be completed by Chris Reitz and Riley Niemand in May 2024. Sincerely, S. Christopher Reitz Director of Financial Services and Controller creitz@ensign.edu 801-524-8109
Finding 397025 (2023-003)
Significant Deficiency 2023
The Town of Swansea immediately took corrective action by establishing a Town wide policy which requires the procurement of certain documents. The implementation has already taken place on all projects concerning ARPA funds.
The Town of Swansea immediately took corrective action by establishing a Town wide policy which requires the procurement of certain documents. The implementation has already taken place on all projects concerning ARPA funds.
Finding 397024 (2023-002)
Significant Deficiency 2023
Moving forward, internal controls have been updated to require all projects that necessitate prevailing wage rates have the proper backup and documentation.
Moving forward, internal controls have been updated to require all projects that necessitate prevailing wage rates have the proper backup and documentation.
Federal Agency Name: U.S. Treasury Department; Assistance Listing Number: 21.027; Program Name: COVID-19 Coronavirus State and Local Fiscal Recovery Funds; Material Weakness in Internal Control Over Compliance – Compliance Requirement – Reporting Finding Summary: The City’s submitted quarterly r...
Federal Agency Name: U.S. Treasury Department; Assistance Listing Number: 21.027; Program Name: COVID-19 Coronavirus State and Local Fiscal Recovery Funds; Material Weakness in Internal Control Over Compliance – Compliance Requirement – Reporting Finding Summary: The City’s submitted quarterly reports as required, but the reports contained errors including incorrect amounts and reporting information on the incorrect line items. Corrective Action Planned: The City concurs with the auditors’ findings. The City is working to coordinate and maintain supporting documentation used to prepare and review quarterly reports prior to submission to ensure the accuracy of the reports submitted. Responsible Individual(s): Mark Hagedorn, Finance Manager/Treasurer; Brooks Slyter, Assistant Finance Manager; Lisa Farris, Grant Administrator Anticipated Completion Date: October 2024
Those charged with governance have requested a waiver of deposits to the reserve for replacements account from HUD that would apply retroactively to the outstanding deposits for prior years. The Project has made the required monthly deposits for the year ending December 31, 2023.
Those charged with governance have requested a waiver of deposits to the reserve for replacements account from HUD that would apply retroactively to the outstanding deposits for prior years. The Project has made the required monthly deposits for the year ending December 31, 2023.
View Audit 306343 Questioned Costs: $1
Upon review of the finding, we acknowledge the importance of accurately documenting personnel expenses by the requirements outlined in the cited regulation. We recognize that charges to Federal awards for salaries and wages must be based on records that accurately reflect the work performed and that...
Upon review of the finding, we acknowledge the importance of accurately documenting personnel expenses by the requirements outlined in the cited regulation. We recognize that charges to Federal awards for salaries and wages must be based on records that accurately reflect the work performed and that these records must support the distribution of an employee's salary or wages among specific activities or cost objectives when applicable. In response to this finding, we will take the following actions: 1. Review and strengthen our current procedures for documenting personnel expenses to ensure compliance with Section 2 CFR Part 200.430 (i). 2. Provide additional training and guidance to relevant personnel responsible for documenting time and effort across different activities or cost objectives. 3. Implement enhanced monitoring mechanisms to regularly assess and validate the completeness of personnel expense documentation. 4. Designate a responsible individual or team to oversee and coordinate the implementation of these corrective actions. We are fully committed to addressing this finding promptly and effectively to ensure ongoing compliance with federal regulations. We welcome any further guidance or assistance from your team to facilitate this process.
Corrective Action The Office of the Registrar is aware that two separate reports need to be extracted from the Student Information System (SIS) to capture both withdrawal and graduation dates, so both are being reported in a timely manner. National Student Clearinghouse reporting date parameters are...
Corrective Action The Office of the Registrar is aware that two separate reports need to be extracted from the Student Information System (SIS) to capture both withdrawal and graduation dates, so both are being reported in a timely manner. National Student Clearinghouse reporting date parameters are also being updated so the last date of attendance is pulled into the fields needing to be reported to NSLDS as the Effective Date. Enrollment reporting will be reviewed and submitted at the start of each term, subsequently within the term, and at the end of the term to ensure reporting timelines are met and that the withdrawal date and effective date match for reporting purposes. Timeline for Implementation of Corrective Action Plan: This corrective action plan was implemented in April 2024. Contact Person: Waqas Mirza, Registrar, waqas.mirza@urbancollege.edu
Corrective Action The Office of the Registrar is aware that two separate reports need to be extracted from the Student Information System (SIS) to capture both withdrawal and graduation dates, so both are being reported in a timely manner. National Student Clearinghouse reporting date parameters are...
Corrective Action The Office of the Registrar is aware that two separate reports need to be extracted from the Student Information System (SIS) to capture both withdrawal and graduation dates, so both are being reported in a timely manner. National Student Clearinghouse reporting date parameters are also being updated so the last date of attendance is pulled into the fields needing to be reported to NSLDS as the Effective Date. Enrollment reporting will be reviewed and submitted at the start of each term, subsequently within the term, and at the end of the term to ensure reporting timelines are met and that the withdrawal date and effective date match for reporting purposes. Timeline for Implementation of Corrective Action Plan: This corrective action plan was implemented in April 2024. Contact Person: Waqas Mirza, Registrar, waqas.mirza@urbancollege.edu
Corrective Action The Office of the Registrar is aware that two separate reports need to be extracted from the Student Information System (SIS) to capture both withdrawal and graduation dates, so both are being reported in a timely manner. National Student Clearinghouse reporting date parameters are...
Corrective Action The Office of the Registrar is aware that two separate reports need to be extracted from the Student Information System (SIS) to capture both withdrawal and graduation dates, so both are being reported in a timely manner. National Student Clearinghouse reporting date parameters are also being updated so the last date of attendance is pulled into the fields needing to be reported to NSLDS as the Effective Date. Enrollment reporting will be reviewed and submitted at the start of each term, subsequently within the term, and at the end of the term to ensure reporting timelines are met and that the withdrawal date and effective date match for reporting purposes. Timeline for Implementation of Corrective Action Plan: This corrective action plan was implemented in April 2024. Contact Person: Waqas Mirza, Registrar, waqas.mirza@urbancollege.edu
Corrective Action The Office of the Registrar is aware that two separate reports need to be extracted from the Student Information System (SIS) to capture both withdrawal and graduation dates, so both are being reported in a timely manner. National Student Clearinghouse reporting date parameters are...
Corrective Action The Office of the Registrar is aware that two separate reports need to be extracted from the Student Information System (SIS) to capture both withdrawal and graduation dates, so both are being reported in a timely manner. National Student Clearinghouse reporting date parameters are also being updated so the last date of attendance is pulled into the fields needing to be reported to the National Student Loan Data System (NSLDS) as the Effective Date. Enrollment reporting will be reviewed and submitted at the start of each term, subsequently within the term, and at the end of the term to ensure reporting timelines are met and that the withdrawal date and effective date match for reporting purposes. Timeline for Implementation of Corrective Action Plan: This corrective action plan was implemented in April 2024. Contact Person: Waqas Mirza, Registrar, waqas.mirza@urbancollege.edu
Corrective Action Urban College of Boston (UCB) has contracted with Global Financial Aid Services (Global FAS) effective for the 2023/2024 Award Year. As part of the Global FAS process, any unearned Return to Title IV funding is processed through a negative disbursement check register. The Business ...
Corrective Action Urban College of Boston (UCB) has contracted with Global Financial Aid Services (Global FAS) effective for the 2023/2024 Award Year. As part of the Global FAS process, any unearned Return to Title IV funding is processed through a negative disbursement check register. The Business Office will receive the calculated unearned portion of Title IV funding and post as a negative disbursement onto the student’s ledger/billing. The negative disbursement is auto processed through Global FAS back to COD. The Director of Financial Aid and Manager of the Business Office will review monthly to ensure all returns have been completed. Timeline for Implementation of Corrective Action Plan: This corrective action plan will be implemented by May 2024. Contact Person: Stacy Broadus, Director of Financial Aid, stacy.broadus@urbancollege.edu
Corrective Action Plan Urban College of Boston (UCB) has contracted with Global Financial Aid Services (Global FAS) effective for the 2023/2024 Award Year. Global FAS provides UCB with a monthly reconciliation report through our shared Secured File Transfer Protocol site (SFTP)and notifies us when o...
Corrective Action Plan Urban College of Boston (UCB) has contracted with Global Financial Aid Services (Global FAS) effective for the 2023/2024 Award Year. Global FAS provides UCB with a monthly reconciliation report through our shared Secured File Transfer Protocol site (SFTP)and notifies us when one is ready to be reviewed. Once the file is received, the Business Office will conduct a secondary reconciliation using the Global FAS report. The Business Office will review the students ledger/billing and compare information with COD to ensure all disbursement information matches according to regulation. The Director of Financial Aid will also conduct a quarterly internal review of Global FAS reports against COD reporting. Timeline for Implementation of Corrective Action Plan: This corrective action plan will be implemented by May 2024. Contact Person: Stacy Broadus, Director of Financial Aid, stacy.broadus@urbancollege.edu
Management will submit the audited financial statements to the Department of Agriculture.
Management will submit the audited financial statements to the Department of Agriculture.
Management will establish and fund a segregated reserve account.
Management will establish and fund a segregated reserve account.
The District will require a PAR form from any employee covering a shift in Child Nutrition whose main job is not in the Child Nutrition Department. • The Director of Child Nutrition, Syed Zaidi, will identify and provide a PAR form for those employees providing services to the Child Nutrition Depart...
The District will require a PAR form from any employee covering a shift in Child Nutrition whose main job is not in the Child Nutrition Department. • The Director of Child Nutrition, Syed Zaidi, will identify and provide a PAR form for those employees providing services to the Child Nutrition Department in a substitute situation. To be established as of 6/30/2024.
View Audit 306138 Questioned Costs: $1
Management will improve monitoring of any funds received from outside agencies to verify if Jackson County Utility Authority is considered a sub-award for funds received. Completion Date: Ongoing Name of Contact Person Responsbile for Corrective Action Plan: Linda Green
Management will improve monitoring of any funds received from outside agencies to verify if Jackson County Utility Authority is considered a sub-award for funds received. Completion Date: Ongoing Name of Contact Person Responsbile for Corrective Action Plan: Linda Green
Views of Responsible Officials: Management will develop appropriate documentation to support when an employee charges a program that is funded by various donors. A consistent and reasonably methodology which may be based on awards budgets should be the basis of the ending allocation. This corrective...
Views of Responsible Officials: Management will develop appropriate documentation to support when an employee charges a program that is funded by various donors. A consistent and reasonably methodology which may be based on awards budgets should be the basis of the ending allocation. This corrective action will also be included in an updated time allocation policy.
2023-005 — Material Weakness and Material Noncompliance — Compliance Areas Documentation Person responsible for the corrective action: Jim Larson-Shidler, CFO Corrective action planned: The District created and hired a State & Federal Funding Specialist who works directly with the Business Office ...
2023-005 — Material Weakness and Material Noncompliance — Compliance Areas Documentation Person responsible for the corrective action: Jim Larson-Shidler, CFO Corrective action planned: The District created and hired a State & Federal Funding Specialist who works directly with the Business Office to monitor compliance with all grants. A new organization chart is being developed and recommended to the Board to create new positions in the Curriculum Department and hire open positions to monitor and comply with grant parameters. Anticipated completion date: June 30, 2024
Finding: 2023-026 - Three FY 23 Fire Management Assistance Grant (FMAG) SF-425 reports were randomly selected for testing. Two reports had incorrect matching amounts and one report for quarter ending September 2022 was not filed. Questioned Costs: None Assistance Listing Number: 97.046 Assistance...
Finding: 2023-026 - Three FY 23 Fire Management Assistance Grant (FMAG) SF-425 reports were randomly selected for testing. Two reports had incorrect matching amounts and one report for quarter ending September 2022 was not filed. Questioned Costs: None Assistance Listing Number: 97.046 Assistance Listing Title: FMAG Program Views of Responsible Officials (state whether your agency agrees or disagrees with the finding; if you disagree, briefly explain why): DNR agrees with this finding Corrective Action (corrective action planned): DNR Forestry staff responsible for preparation, review and submission of the FMAG reporting will review procedures and provide corrective updates to the process. This plan will establish written policies and procedures, including independent review and validation before submission. Completion Date (list anticipated completion date): March 2024 Agency Contact (name of person responsible for corrective action): Norman McDonald, Forestry Acting Director
Finding 396356 (2023-046)
Significant Deficiency 2023
Finding: 2023-046 - DPA did not maintain adequate controls to monitor and ensure compliance with the following earmarking requirements: no more than 10 percent of a state’s LIHEAP funds for a federal award may be used for planning and administrative costs and no more than 15 percent of the greater o...
Finding: 2023-046 - DPA did not maintain adequate controls to monitor and ensure compliance with the following earmarking requirements: no more than 10 percent of a state’s LIHEAP funds for a federal award may be used for planning and administrative costs and no more than 15 percent of the greater of the funds allotted or funds available may be used for low-cost residential weatherization or other energy-related home repairs. Questioned Costs: None Assistance Listing Number: 93.568 Assistance Listing Title: LIHEAP Views of Responsible Officials (state whether your agency agrees or disagrees with the finding; if you disagree, briefly explain why): DOH agrees with the finding. Corrective Action (corrective action planned): The Division of Public Assistance (DPA) expanded administrative personnel to enhance fund monitoring. Review of LIHEAP earmarking processes is underway for improvement. A comprehensive staff training plan will ensure understanding and adherence to compliance measures. Completion Date (list anticipated completion date): DOH anticipates the finding will be resolved in FY2025. Agency Contact (name of person responsible for corrective action): Josie Stern, Assistant Commissioner
Finding 396350 (2023-040)
Significant Deficiency 2023
Finding: 2023-040 - One of the sixty cases tested (1.6 percent) had reported work activities that could not be supported by appropriate documentation which resulted in these work activities being reported inaccurately in the ACF-199 report. Questioned Costs: None Assistance Listing Number: 93.558 ...
Finding: 2023-040 - One of the sixty cases tested (1.6 percent) had reported work activities that could not be supported by appropriate documentation which resulted in these work activities being reported inaccurately in the ACF-199 report. Questioned Costs: None Assistance Listing Number: 93.558 Assistance Listing Title: TANF Views of Responsible Officials (state whether your agency agrees or disagrees with the finding; if you disagree, briefly explain why): DOH agrees with the finding. Corrective Action (corrective action planned): The division has initiated reconciliation of the ACF-199 to identify the cause of inaccuracy and to correct the report. The agency will determine appropriate internal controls to be implemented to ensure supporting documentation reflects accurate data that supports ACF-199 reporting. Completion Date (list anticipated completion date): DOH anticipates the finding will be resolved in FY2025. Agency Contact (name of person responsible for corrective action): Josie Stern, Assistant Commissioner
Finding: 2023-039 - Auditors could not obtain reliable evidence to verify compliance with TANF’s level of effort and earmarking requirements. Questioned Costs: None Assistance Listing Number: 93.558 Assistance Listing Title: TANF Views of Responsible Officials (state whether your agency agrees o...
Finding: 2023-039 - Auditors could not obtain reliable evidence to verify compliance with TANF’s level of effort and earmarking requirements. Questioned Costs: None Assistance Listing Number: 93.558 Assistance Listing Title: TANF Views of Responsible Officials (state whether your agency agrees or disagrees with the finding; if you disagree, briefly explain why): DOH agrees with the finding. Corrective Action (corrective action planned): The Division of Public Assistance (DPA) expanded administrative personnel to enhance fund monitoring. Review of TANF earmarking processes is underway for improvement. A comprehensive staff training plan will ensure understanding and adherence to compliance measures. Completion Date (list anticipated completion date): DOH anticipates the finding will be resolved in FY2025. Agency Contact (name of person responsible for corrective action): Josie Stern, Assistant Commissioner
Management Response: We agree with the finding. The procedure of maintaining the complete schedule of expenditures of federal awards will be implemented in fiscal year 2024.
Management Response: We agree with the finding. The procedure of maintaining the complete schedule of expenditures of federal awards will be implemented in fiscal year 2024.
Finding 396276 (2023-001)
Significant Deficiency 2023
Finding #2023-001 HQS Enforcement Program: Housing Choice Voucher (ALN # 14.871) Condition: During the test work for ongoing compliance with Housing Choice Voucher program requirements, it was noted that the Housing Authority failed to place abatements in the appropriate month. Corrective Action:...
Finding #2023-001 HQS Enforcement Program: Housing Choice Voucher (ALN # 14.871) Condition: During the test work for ongoing compliance with Housing Choice Voucher program requirements, it was noted that the Housing Authority failed to place abatements in the appropriate month. Corrective Action: During Fiscal Year 2022-23, several new State rent increase and tenant protection laws were required to be enforced with property owners. These laws were very unpopular with property owners and the Housing Authority was left to enforce them while trying to increase its landlord base to lease its homeless vouchers. Staff began giving an additional 30 days before abatements took effect in an attempt to improve customer service and relationships with landlords. Once this was discovered, Housing Authority Management brought this matter to staff’s attention and instructed staff to revisit the Housing Choice Voucher regulations and guidance and issued a reminder of the strict requirements governing HQS enforcement. In addition, staff will be sent to the next available certification training course to be recertified in HQS/NSPIRE. Contact Person: Kerrin Cardwell, Housing Services Manager Anticipated Completion Date: June 2024
View Audit 305946 Questioned Costs: $1
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