Corrective Action Plans

Finding 28492 (2022-003)

Material Weakness 2022

IN

Matching / Level of Effort / Earmarking Internal Control / Segregation of Duties Subrecipient Monitoring § 200.303

FINDING 2022-003 Contact Person Responsible for Corrective Action: Kasey Clark Contact Phone Number: 574-772-1604 Views of Responsible Official: We concur with the findings. Description of Corrective Action Plan: The income guidelines will be uploaded into the food service system after printing off ...

FINDING 2022-003 Contact Person Responsible for Corrective Action: Kasey Clark Contact Phone Number: 574-772-1604 Views of Responsible Official: We concur with the findings. Description of Corrective Action Plan: The income guidelines will be uploaded into the food service system after printing off the government site and two people will have eyes on them and this has started for 2022/2023. Anticipated Completion Date: March 2023

View Audit 31356

Finding 28446 (2022-001)

Significant Deficiency 2022

St. Catherine University

MN

Student Financial Aid Reporting Significant Deficiency

2022-001 Student Financial Assistance ? Assistance Listing No. Various Recommendation: We recommend the University reevaluate its procedures and review policies surrounding reporting status changes to NSLDS to put a process in place to ensure the enrollment effective date reported to NSLDS on the ca...

2022-001 Student Financial Assistance ? Assistance Listing No. Various Recommendation: We recommend the University reevaluate its procedures and review policies surrounding reporting status changes to NSLDS to put a process in place to ensure the enrollment effective date reported to NSLDS on the campus and program level is aligning with the University. We also recommend the University review its reporting procedures to ensure all status changes are updated with the appropriate timeframe as required by regulations. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: Enrollment Reporting for our campus is done through our Registrar?s office. In situations where students receive F grades, the date reported to NSLDS from Banner has typically been recorded as the last day of the semester. For students who are considered unofficially withdrawn due to receiving all F?s, their R2T4 calculation is based off of their last date of academic related activity. The shared mechanism that is in place to notify the Registrar?s office of differences in those dates was not being utilized to update the LDA?s in NSLDS due to a lack of understanding the process and staffing turn over. The responsibility of updating the LDA?s for students in NSLDS who are recalculated due to a total unofficial withdraw, was moved to the Financial Aid Office in January 2023 to ensure that the dates used to calculate the unofficial withdraw is the same date that is reported to NSLDS. A secondary review will be completed by the associate director to verify the process was completed correctly at the end of each semester. Name of the contact person responsible for corrective action: LaNita Robinson Planned completion date for corrective action plan: January 26, 2023

View Audit 36102

Finding 28398 (2022-002)

Significant Deficiency 2022

Abbeville County Memorial Hospital D/b/a Abbeville Area Medical Center

SC

Reporting Significant Deficiency Matching / Level of Effort / Earmarking § 200.303

Finding 2022-002 Federal Agency Name: U.S. Department of Agriculture Program Name: Community Facilities Loans and Grants CFDA #10.766 Finding Summary: The Center does not have an internal control system designed to provide for review and approval of the quarterly form RD 442-2, Statem...

Finding 2022-002 Federal Agency Name: U.S. Department of Agriculture Program Name: Community Facilities Loans and Grants CFDA #10.766 Finding Summary: The Center does not have an internal control system designed to provide for review and approval of the quarterly form RD 442-2, Statement of Budget, Income, and Equity (OMB No. 0575-0015) reports submitted. Responsible Individuals: Will Grant, Interim Chief Financial Officer Corrective Action Plan: The center is in the process of revising internal controls to ensure the Center?s quarterly reporting is reviewed and approved prior to submission. Anticipated Completion Date: Ongoing

View Audit 30575

Finding 28393 (2022-090)

Material Weakness 2022

State of Maine

ME

Cash Management Internal Control / Segregation of Duties Subrecipient Monitoring § 200.302 § 200.303

Department: Defense, Veterans and Emergency Management Title: Internal control over DG ? PA program cash management needs improvement Questioned Costs: None Status: Corrective action in progress Corrective Action: The Maine Emergency Management Agency (MEMA) and the Security and Employment Service C...

Department: Defense, Veterans and Emergency Management Title: Internal control over DG ? PA program cash management needs improvement Questioned Costs: None Status: Corrective action in progress Corrective Action: The Maine Emergency Management Agency (MEMA) and the Security and Employment Service Center (SESC) will work jointly to develop and implement a cash management procedure that meets the Federal and State requirements. MEMA and SESC will seek technical assistance as appropriate. Completion Date: June 30, 2023 Agency Contact: Joe Legee, Deputy Director, MEMA, 207-624-4400

View Audit 32781

Finding 28325 (2022-007)

None 2022

Collins-Maxwell Community School District

IA

Allowable Costs / Cost Principles Procurement, Suspension & Debarment Matching / Level of Effort / Earmarking

Response and Corrective Action Plan: The District will ensure charges to federal programs are properly documented by maintaining supporting documentation such as invoices or other source documents. Sherri Ruzek.

View Audit 31018

Finding 28320 (2022-002)

Significant Deficiency 2022

Organized Community Action Program, Inc.

AL

Reporting Equipment & Real Property Management Matching / Level of Effort / Earmarking § 200.303

Item 2022-002 ? Reporting Contact person: Jeanne Garrett Management?s Response ? The SF-429 Real Property is filed annually on the Grant Solutions Website. The report was filed as a ?no change in property? status report without the attachments. Training provided by a fellow Fiscal Officer on Jul...

Item 2022-002 ? Reporting Contact person: Jeanne Garrett Management?s Response ? The SF-429 Real Property is filed annually on the Grant Solutions Website. The report was filed as a ?no change in property? status report without the attachments. Training provided by a fellow Fiscal Officer on July 31, 2023 showed Attachment A for each property with Federal Interest had to be attached to the report annually even with no changes. The Grants Solution help desk added the current years so the information can be properly released and manually added to the reports. The reports are electronically signed with the preset signature of the Fiscal Officer. The report will in the future be printed and signed by the Executive Director to ensure the report is filed timely and accurately.

View Audit 27754

Finding 28316 (2022-087)

Significant Deficiency 2022

State of Maine

ME

Special Tests & Provisions Allowable Costs / Cost Principles Significant Deficiency § 200.303

Department: Health and Human Services Title: Internal control over the outsourced medical claims coding process needs improvement Questioned Costs: None Status: Corrective action in progress Corrective Action: The Department obtained and provided the RISSNET files to the vendor. The Department compl...

Department: Health and Human Services Title: Internal control over the outsourced medical claims coding process needs improvement Questioned Costs: None Status: Corrective action in progress Corrective Action: The Department obtained and provided the RISSNET files to the vendor. The Department completed the processing of RISSNET data in the MIHMS system with the vendor. The Department will validate the RISSNET data was processed correctly. The UAT team will validate all steps are complete to ensure compliance. Completion Date: September 30, 2022 (first and second items), June 15, 2023 (third item) and June 30, 2023 (fourth item) Agency Contact: Michelle Probert, Director, Office of MaineCare Services, DHHS, 207-287-2093

View Audit 32781

Finding 28309 (2022-080)

Material Weakness 2022

State of Maine

ME

Special Tests & Provisions Cash Management Material Weakness § 200.303

Department: Health and Human Services Title: Internal control over Long Term Care Facility audits needs improvement Questioned Costs: None Status: LTCF - Nursing Facilities: Corrective action in progress LTCF ? ICF/IIDs: Management?s opinion is that corrective action is not required Corrective Acti...

Department: Health and Human Services Title: Internal control over Long Term Care Facility audits needs improvement Questioned Costs: None Status: LTCF - Nursing Facilities: Corrective action in progress LTCF ? ICF/IIDs: Management?s opinion is that corrective action is not required Corrective Action: LTCF - Nursing Facilities: The staff currently assigned to working on outbreak reconciliations resulting from COVID will be reassigned back to LTC audits at the end of the Public Health Emergency. The Director will work with Human resources to recruit candidates to fill the vacant audit positions. The Director and Audit Program Manager for LTCF audits will meet bi-weekly to monitor the completion of audit within identified timelines and reassign staff as necessary. LTCF ? ICF/IIDs: The Department disagrees with this finding in regard to LTCF - ICF/IID's. The ICF/IID audits do not have a specific time requirement in the MBM for completion. The federal regulations only require that periodic audits of financial records occur. All ICF/IID cost reports submitted to the Department are recorded in a database and tracked for audit purposes. All cost reports are audited as resources are available. We have worked with our Federal partners who have agreed with our interpretation of the regulation and the timing of our audits for the ICF/IIDs. Completion Date: May 31, 2023 (first item), and June 30, 2023 (second and third items) Agency Contact: Herb Downs, Director, Division of Audit, DHHS, 207-287-2778

View Audit 32781

Finding 28258 (2022-068)

Material Weakness 2022

State of Maine

ME

Special Tests & Provisions Eligibility Material Weakness § 200.303

Department: Health and Human Services Title: Internal control over Income Eligibility and Verification System procedures needs improvement Questioned Costs: None Status: Management?s opinion is that corrective action is not required Corrective Action: The Department disagrees with this finding. The ...

Department: Health and Human Services Title: Internal control over Income Eligibility and Verification System procedures needs improvement Questioned Costs: None Status: Management?s opinion is that corrective action is not required Corrective Action: The Department disagrees with this finding. The Office for Family Independence (OFI) has conducted the required IEVS eligibility verifications. Additionally, sufficient evidence of these efforts has been provided to the Office of the State Auditor so that audit procedures can be performed in accordance with Federal regulations. OFI utilizes the Federally provided IEVS system which integrates the three named population groups (Medicaid, SNAP, TANF). The IEVS discrepancy reports have not contained Federal program indicators since program inception over 20 years ago. This is consistent with the methodology utilized by the Social Security Administration, as they too group the OFI programs together in their discrepancy reports. These same reports have been provided for prior Single Audits without being considered an exception condition. Upon request, the Department provided OSA: 1. All IEVS discrepancy reports for State fiscal year 2022, containing cases for Medicaid, SNAP, and TANF. 2. A complete listing of all TANF cases subject to IEVS in State fiscal year 2022. 3. Access to our Automated Client Eligibility System, which documents all IEVS related case notes. Completion Date: N/A Agency Contact: Anthony Pelotte, Director, Office for Family Independence, DHHS, 207-624-4104

View Audit 32781

Finding 28253 (2022-003)

Material Weakness 2022

San Antonio Community Hospital

CA

Matching / Level of Effort / Earmarking Allowable Costs / Cost Principles HUD Housing Programs

Finding 2022-003 Internal Control Deficiency and Non-compliance over Reporting Federal Grantor: United States Department of Health and Human Services, Health Resources and Services Administration (HRSA) Assistance Listing No.: 93.498 Award Period of Performance: January 1, 2020 ? December 31, 2...

Finding 2022-003 Internal Control Deficiency and Non-compliance over Reporting Federal Grantor: United States Department of Health and Human Services, Health Resources and Services Administration (HRSA) Assistance Listing No.: 93.498 Award Period of Performance: January 1, 2020 ? December 31, 2022 Summary of Finding: The Hospital?s reporting submissions did not follow the published HRSA guidance related to the reporting of lost revenue. Internal controls over the method used to report lost revenues in the HRSA and ARP reports were not precise enough to identify the submissions were not compliant with HRSA reporting guidance. Corrective Action Plan: Management will ensure internal controls are in place to identify the submissions are compliant with HRSA reporting guidelines. Responsible Party: Wah-chung Hsu, Chief Financial Officer Anticipated Completion Date: December 31, 2023

View Audit 31392

Finding 28252 (2022-002)

Material Weakness 2022

San Antonio Community Hospital

CA

Period of Performance Matching / Level of Effort / Earmarking Internal Control / Segregation of Duties

Finding 2022-002 Internal Control Deficiency over Allowable Activities Federal Grantor: United States Department of Health and Human Services, Health Resources and Services Administration (HRSA) Assistance Listing No.: 93.498 Award Period of Performance: January 1, 2020 ? December 31, 2022 Sum...

Finding 2022-002 Internal Control Deficiency over Allowable Activities Federal Grantor: United States Department of Health and Human Services, Health Resources and Services Administration (HRSA) Assistance Listing No.: 93.498 Award Period of Performance: January 1, 2020 ? December 31, 2022 Summary of Finding: Management did not retain evidence of controls surrounding the compliance with the terms and conditions of the award. Corrective Action Plan: Management will ensure documentation is retained to evidence the controls were performed. Responsible Party: Wah-chung Hsu, Chief Financial Officer Anticipated Completion Date: December 31, 2023

View Audit 31392

Finding 28251 (2022-001)

Material Weakness 2022

San Antonio Community Hospital

CA

Period of Performance Matching / Level of Effort / Earmarking Internal Control / Segregation of Duties

Finding 2022-001 Internal Control Deficiency over Reporting Federal Grantor: United States Department of Health and Human Services, Health Resources and Services Administration (HRSA) Assistance Listing No.: 93.498 Award Period of Performance: January 1, 2020 ? December 31, 2022 Summary of Fin...

Finding 2022-001 Internal Control Deficiency over Reporting Federal Grantor: United States Department of Health and Human Services, Health Resources and Services Administration (HRSA) Assistance Listing No.: 93.498 Award Period of Performance: January 1, 2020 ? December 31, 2022 Summary of Finding: Management did not consistently retain documentation evidencing the performance of internal controls in place to ensure lost revenues submitted for the Provider Relief Fund were allowable under the terms and conditions of the award, as reported in the HRSA filings. Corrective Action Plan: Management will ensure documentation is retained to evidence the controls were performed. Responsible Party: Wah-chung Hsu, Chief Financial Officer Anticipated Completion Date: December 31, 2023

View Audit 31392

Finding 28235 (2022-063)

Material Weakness 2022

State of Maine

ME

Internal Control / Segregation of Duties Material Weakness Reporting § 200.303

Department: Health and Human Services Title: Internal control over ELC program reporting needs improvement Questioned Costs: None Status: Corrective action complete Corrective Action: The Department has implemented Microsoft Project (within the ELC Team) for each Program Area. The Department has de...

Department: Health and Human Services Title: Internal control over ELC program reporting needs improvement Questioned Costs: None Status: Corrective action complete Corrective Action: The Department has implemented Microsoft Project (within the ELC Team) for each Program Area. The Department has developed a process to document the completion of each submission. The first quarterly reports due will be submitted to federal CDC using the new documented process Completion Date: January 15, 2023 (first and second items) and February 28, 2023 (third item) Agency Contact: Sara Robinson, Senior Program Manager, DHHS, 207-287-4610

View Audit 32781

Finding 28203 (2022-006)

Material Weakness 2022

Metropolitan School District of Steuben County

IN

Subrecipient Monitoring Matching / Level of Effort / Earmarking Internal Control / Segregation of Duties § 200.302 § 200.303 § 200.328 § 200.329 § 200.334

FINDING 2022-006 Contact Person Responsible for Corrective Action: Schauna Relue Contact Phone Number: 260-665-2854 Views of Responsible Official: We concur with the finding. Description of Corrective Action Plan: The ESSER reports requested by IDOE will follow the same procedures of all FER reports...

FINDING 2022-006 Contact Person Responsible for Corrective Action: Schauna Relue Contact Phone Number: 260-665-2854 Views of Responsible Official: We concur with the finding. Description of Corrective Action Plan: The ESSER reports requested by IDOE will follow the same procedures of all FER reports. The ?data collection? for the ESSER grants was not identified as a financial report, and thus did not follow these processes. Now that we know this is a financial report, the steps below will be followed. The grant was initially not set up correctly and expenses were expended to and then transferred to the correct accounts once the grants were set up correctly. These changes were in flux when the report was requested, so what was reported at the time of the report is no longer what is reflected in grants? ledgers. The corrective action will require that the program director gathers the initial data, the data will be reviewed by the administrative assistant to the grants? director, and then reviewed by the Treasurer. All three employees will sign/initial a printed copy of the report before it is submitted. Data regarding students served by programs and staff reports will be reviewed by the program director and the data specialist and signed off on by both parties to ensure accuracy. Anticipated Completion Date: Effective Immediately; Completion will occur when the next report is requested.

View Audit 30930

Finding 28200 (2022-005)

Material Weakness 2022

Metropolitan School District of Steuben County

IN

Matching / Level of Effort / Earmarking Allowable Costs / Cost Principles § 200.208 § 200.303 § 200.403

FINDING 2022-005 Contact Person Responsible for Corrective Action: Kathy Bahr Contact Phone Number: 260-316-5797 Views of Responsible Official: MSD of Steuben will work in collaboration with Northeast Indiana Special Education Cooperative and the DeKalb Eastern Treasurer (LEA) Description of Correct...

FINDING 2022-005 Contact Person Responsible for Corrective Action: Kathy Bahr Contact Phone Number: 260-316-5797 Views of Responsible Official: MSD of Steuben will work in collaboration with Northeast Indiana Special Education Cooperative and the DeKalb Eastern Treasurer (LEA) Description of Corrective Action Plan: MSD of Steuben will work with the Northeast Indiana Special Education Cooperative (NEISEC) to implement the procedures detailed below. NEISEC Treasurer will reach out to MSD of Steuben during the writing process of the IDEA 611 and 619 grants in order for MSD of Steuben to submit their plans for their allocation of proportionate share money. NEISEC will provide the allocation amounts to MSD of Steuben. These submissions will include a proportionate share budget and include proportionate share staff names and any necessary information for the budget categories. The NEISEC Treasurer will then compile the proportionate share information on the grant submission. The LEA Treasurer will be given a copy of the grant application and budget upon approval of the grant. Any NEISEC employee being paid out of proportionate share grant funds for salary and benefits will be paid from the LEA?s financial software. The LEA Treasurer will keep a spreadsheet of employee proportionate share expenses and this spreadsheet will be updated monthly based on time and effort logs that are submitted by MSD of Steuben to the LEA and NEISEC. Any employee utilizing proportionate share funds that is not an employee of NEISEC, but rather a direct employee of MSD of Steuben, will be paid directly by MSD of Steuben. Time and effort logs will still be submitted to the LEA and NEISEC Treasurers for these employees in order to generate a direct reimbursement from the grant fund to the member school. For any expenses for a category outside of salary and benefits, MSD of Steuben will submit an invoice and proof of purchase for equipment, supplies, etc. to NEISEC and the LEA in order to be directly reimbursed for those proportionate share expenses. If the request was not in the initial grant budget, MSD of Steuben will submit all relevant information to NEISEC in order for a grant modification to be completed. Per IDOE, the grant modification must be approved first prior to purchasing the items. Time and effort logs as well as invoice and proof of payment will be sent to the LEA Treasurer in order to complete the grant reimbursement requests. At the end of the grant period, any remaining proportionate share money will require that a waiver be completed. As of this date (2/10/2023) the LEA (DeKalb County Eastern CSD) and NEISEC are still in communication with SBOA and IDOE to review the proportionate share plan and ensure all necessary requirements will be satisfied. This will be communicated with MSD of Steuben. Anticipated Completion Date: Changes discussed above will be implemented for the remainder of the FY23 grant period starting 07/01/2023.

View Audit 30930

Finding 28185 (2022-002)

Material Weakness 2022

Metropolitan School District of Steuben County

IN

School Nutrition Programs Allowable Costs / Cost Principles Internal Control / Segregation of Duties § 200.303

Contact Person Responsible for Corrective Action: Stephanie Haynes- Clifford, Food Service Director Contact Phone Number: 260 665 2854 Extension 1202 Views of Responsible Official: The School Corporation had not separated activities related to payroll withholding and benefit disbursements. These wer...

Contact Person Responsible for Corrective Action: Stephanie Haynes- Clifford, Food Service Director Contact Phone Number: 260 665 2854 Extension 1202 Views of Responsible Official: The School Corporation had not separated activities related to payroll withholding and benefit disbursements. These were paid without evidence of review and approval by a person not involved in the original disbursement process. Description of Corrective Action Plan: Effective immediately, Payroll initials and dates all activities related to payroll withholding and benefit disbursements. Additionally, The Business Managers reviews and approves by initialing and dating. Anticipated Completion Date: January 2023

View Audit 30930

Finding 28087 (2022-040)

Significant Deficiency 2022

State of Maine

ME

Cash Management Reporting Significant Deficiency § 200.302 § 200.303

Department: Health and Human Services Administrative and Financial Services Title: Internal control over WIC cash balances needs improvement Questioned Costs: None Status: Corrective action in progress Corrective Action: The Department will finalize the reconciliations and take the necessary steps t...

Department: Health and Human Services Administrative and Financial Services Title: Internal control over WIC cash balances needs improvement Questioned Costs: None Status: Corrective action in progress Corrective Action: The Department will finalize the reconciliations and take the necessary steps to put the cash balances where they belong. Completion Date: December 31, 2023 Agency Contact: Sarah Gove, Director, DHHS Service Center, DAFS, 207-458-6626

View Audit 32781

Finding 28039 (2022-002)

Significant Deficiency 2022

The Center for the Performing Arts

IN

Allowable Costs / Cost Principles Matching / Level of Effort / Earmarking

2022-002 Shuttered Venue Operators Grant Program -Assistance Listing No. 59.075 Significant Deficiency in Internal Control Over Compliance and Noncompliance -Allowable Costs/Cost Principles Recommendation: The auditor recommends the policies in accordance with ?200.302 Financial Management paragraph...

2022-002 Shuttered Venue Operators Grant Program -Assistance Listing No. 59.075 Significant Deficiency in Internal Control Over Compliance and Noncompliance -Allowable Costs/Cost Principles Recommendation: The auditor recommends the policies in accordance with ?200.302 Financial Management paragraph (b)(7) be written by the Center, approved by the Board of Directors, and included in the permanent files of the Center. Planned Corrective Action: We agree with the recommendation and plan to have the corrective action implemented by May 31, 2023.

View Audit 30918

Finding 27966 (2022-001)

Significant Deficiency 2022

Gordon-Conwell Theological Seminary

MA

Student Financial Aid Reporting Matching / Level of Effort / Earmarking

Finding 2022-001 Condition Found During our audit, we noted an instance where 2 dual degree graduated students were inappropriately reported as withdrawn. Upon further review by the Seminary staff, an additional 6 students were identified with the same issue. Corrective Action Plan The Degree Ver...

Finding 2022-001 Condition Found During our audit, we noted an instance where 2 dual degree graduated students were inappropriately reported as withdrawn. Upon further review by the Seminary staff, an additional 6 students were identified with the same issue. Corrective Action Plan The Degree Verify report that is generated by our Student Information System (CAMS) and submitted to the National Student Loan Clearinghouse (Clearinghouse) would produce a separate line item for each degree when a dual degree student would graduate with both degrees in the same semester. This would not be accepted by the Clearinghouse and neither degree would be updated. When the student was reported as not enrolled in subsequent semesters, the Clearinghouse would update the student?s degree status to withdrawn. We have since converted to a new Student Information System (SONIS) and we have also updated the instructions concerning the Degree Verify report. We will now identify each dual degree student and submit only one degree through the report submitted to the Clearinghouse. For each second degree for a student, we will manually update the record within the Clearinghouse. Responsible Party: Gregg Hansen, Chief Financial Officer, 978.646.4016 Anticipated Completion Date: November 18, 2022

View Audit 17839

Finding 27328 (2022-006)

Material Weakness 2022

University of Arkansas for Medical Sciences

AR

Questioned Costs Cash Management Allowable Costs / Cost Principles § 200.303 § 200.305

Finding 2022-006 Beginning June 1, 2022, grans accounting staff were trained to utilize a draw report that calculated cleared (paid) expense to ensure expenses were invoiced in accordance with federal and program regulations. During fiscal year 2022, a new director and staff were hired in the grant...

Finding 2022-006 Beginning June 1, 2022, grans accounting staff were trained to utilize a draw report that calculated cleared (paid) expense to ensure expenses were invoiced in accordance with federal and program regulations. During fiscal year 2022, a new director and staff were hired in the grants accounting office. In addition, with completing the implementation of the financial system, we believe adequate controls have been established and are working properly to ensure compliance with cash management regulations. Responsible Official: Associate Vice Chancellor for Finance & Treasurer Implementation Date: February 2023

View Audit 18650 Questioned Costs: $1

Finding 26390 (2022-001)

Material Weakness 2022

University of Arkansas for Medical Sciences

AR

Questioned Costs Cash Management Allowable Costs / Cost Principles § 200.303 § 200.305

Finding 2022-001 Beginning June 1, 2022, grants accounting staff were trained to utilize a draw report that calculated cleared (paid) expense to ensure expenses were invoiced in accordance with federal and program regulations. During fiscal year 2022, a new director and staff were hired in the gran...

Finding 2022-001 Beginning June 1, 2022, grants accounting staff were trained to utilize a draw report that calculated cleared (paid) expense to ensure expenses were invoiced in accordance with federal and program regulations. During fiscal year 2022, a new director and staff were hired in the grants accounting office. In addition, with completing the implementation of the financial system, we believe adequate controls have been established and are working properly to ensure compliance with cash management regulations. Responsible Official: Associate Vice Chancellor for Finance & Treasurer Implementation Date: February 2023

View Audit 18650 Questioned Costs: $1

Finding 26389 (2022-002)

Material Weakness 2022

Karis, Inc.

CO

Matching / Level of Effort / Earmarking Material Weakness

2022-002 ? Material Weakness ? Basic Center Program ? Assistance Listing 93.623 Recommendation: In the financial accounting system, matching funds should be accounted for to show the matching requirements have been met, and that matching funds are not being used for multiple grants. Action Taken: ...

2022-002 ? Material Weakness ? Basic Center Program ? Assistance Listing 93.623 Recommendation: In the financial accounting system, matching funds should be accounted for to show the matching requirements have been met, and that matching funds are not being used for multiple grants. Action Taken: We are now tracking matching funds to be able to prove requirements were met for each grant.

View Audit 18429

Finding 26388 (2022-003)

Material Weakness 2022

Karis, Inc.

CO

Matching / Level of Effort / Earmarking Material Weakness

2022-003 ? Material Weakness ? Transitional Living for Homeless Youth ? Assistance Listing No. 93.550 Recommendation: In the financial accounting system, matching funds should be accounted for to show the matching requirements have been met, and that matching funds are not being used for multiple gr...

2022-003 ? Material Weakness ? Transitional Living for Homeless Youth ? Assistance Listing No. 93.550 Recommendation: In the financial accounting system, matching funds should be accounted for to show the matching requirements have been met, and that matching funds are not being used for multiple grants. Action Taken: We are now tracking matching funds to be able to prove requirements were met for each grant.

View Audit 18429

Finding 26377 (2022-002)

Material Weakness 2022

Colorado Springs School District 11

CO

Special Tests & Provisions Matching / Level of Effort / Earmarking Internal Control / Segregation of Duties § 200.303 § 200.326

2022-002 Finding: Special Tests - Wage Rate Requirements Federal Assistance Listing Number 84.425D - COVID 19 Elementary and Secondary School Emergency Fund (ESSER) Passed-through Colorado Department of Education Award Number - 4420; Award Year 2022 Summary of Finding: The District did not obtain ce...

2022-002 Finding: Special Tests - Wage Rate Requirements Federal Assistance Listing Number 84.425D - COVID 19 Elementary and Secondary School Emergency Fund (ESSER) Passed-through Colorado Department of Education Award Number - 4420; Award Year 2022 Summary of Finding: The District did not obtain certified payrolls for contractor or subcontractor work performed. The District did not have internal controls in place to identify that certified payrolls were not obtained. Status: Corrective action in progress Client Planned Action: The District concurs with the recommendations and is currently developing and implementing internal controls to ensure compliance. Grants Department personnel met with Facilities personnel to discuss the processes and procedures to implement, and internal controls that would ensure this. These will include a monthly checklist, verified with signatures of Facilities and Grants Department Personnel. This checklist will provide verification that certified payroll is being monitored and reviewed weekly, and is being compared to prevailing wage rates. Client Responsible Party: Annette Bass, Director of Grants Completion Date: Initial implementation of internal controls beginning on August 1. Adjustments and revisions to initial processes as needed. The verifications are to be done on a recurring monthly basis.

View Audit 18323

Finding 26376 (2022-001)

Material Weakness 2022

Colorado Springs School District 11

CO

Allowable Costs / Cost Principles Matching / Level of Effort / Earmarking § 200.303

2022-001 Finding: Allowable Costs and Allowable Activities Federal Assistance Listing Number 84.425D - COVID 19 Elementary and Secondary School Emergency Fund (ESSER) Federal Assistance Listing Number 84.425U - COVID 19 Elementary and Secondary School Emergency Fund (ESSER) Federal Assistance Listin...

2022-001 Finding: Allowable Costs and Allowable Activities Federal Assistance Listing Number 84.425D - COVID 19 Elementary and Secondary School Emergency Fund (ESSER) Federal Assistance Listing Number 84.425U - COVID 19 Elementary and Secondary School Emergency Fund (ESSER) Federal Assistance Listing Number 84.425W - COVID 19 Elementary and Secondary School Emergency Fund (ESSER)Homeless Children and Youth Passed-through Colorado Department of Education Award Number - 4425, 5425, 4420, 4419, 4414, 9414,4413, 8425, 9019; Award Year 2022 Summary of Finding: The District?s internal control policy requires that the district complete semi-annual time and effort certification for employees with wages and/or benefits that are charged to a federal grant. No time and effort certifications were completed for FY 2022. In addition, there were no internal controls checklists or procedure manuals for the grants department staff to follow while administering the various grants of the district. Status: Corrective action in progress Client Planned Action: The District concurs with the recommendations and is currently implementing a process to ensure compliance. Grants Dept. met with Area Superintendents and Program Directors to discuss the process and procedures to implement, and internal controls that would ensure this. They are as follows: Each department is responsible for collecting time and effort certification which will be signed by the staff member receiving the wages, and by a supervisor primarily responsible for collecting and verifying the documentation. Completion of time and effort forms are a joint responsibility between the employee and the supervisor and will be verified by the Grants Department. Internal controls are being put into place to ensure that processes are implemented regardless of possible staff turnover. Grants Staff have access to updated electronic files, housed in the S Drive, to ensure accessibility. These files contain detailed procedures and processes for the tasks that staff is required to complete. Client Responsible Party: Annette Bass, Director of Grants Completion Date: Internal Controls and training implemented as of Nov. 1, 2022. Training ongoing throughout the year as needed. Adjustments and revisions to initial processes as needed. Time and Effort certifications will be completed semi-annually.

View Audit 18323

Corrective Action Plans

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