Finding Number 2024-088 Subject Heading (Financial) or AL no. and program name (Federal) 10.565 – Food Distribution Cluster Planned Corrective Action OKDHS agrees that documentation supporting the receipt, distribution, and accountability of CSFP food packages should be consistently maintained in ac...
Finding Number 2024-088 Subject Heading (Financial) or AL no. and program name (Federal) 10.565 – Food Distribution Cluster Planned Corrective Action OKDHS agrees that documentation supporting the receipt, distribution, and accountability of CSFP food packages should be consistently maintained in accordance with federal program requirements. The condition identified by the auditors represents a documentation and recordkeeping weakness at one participating local pantry and does not, by itself, establish that USDA commodities were lost, misused, or improperly distributed. With respect to the reported inventory discrepancy, the issue identified during the audit related to documentation supporting home deliveries. While the local pantry did not maintain documentation at the site to support the number of food packages assigned to a delivery route, OKDHS does not agree that the food packages should be characterized as unaccounted for. Home delivery distributions are finalized after the delivery route is completed to ensure inventory records accurately reflect the commodities actually delivered and any packages returned to the pantry if a delivery cannot be completed. Requiring documentation to be completed before deliveries are finalized could result in inaccurate inventory records when circumstances change during the delivery route. The documentation weakness identified was the lack of retained supporting documentation demonstrating the number of packages assigned for home delivery. OKDHS currently performs management reviews in accordance with 7 CFR 247.34, including on-site reviews of participating agencies at least once every two years, with more frequent monitoring of agencies identified as higher risk. Agencies with identified deficiencies are required to submit corrective action plans, and follow-up reviews are conducted until corrective actions have been satisfactorily implemented. Accordingly, OKDHS believes its existing monitoring process is consistent with federal requirements while recognizing that documentation controls can be strengthened. To further enhance internal controls, OKDHS will work with its food bank partners to standardize documentation requirements for home deliveries, strengthen record retention practices, and clarify responsibilities for maintaining receiving, inventory, and distribution records. OKDHS will also require food banks to incorporate these documentation requirements into their oversight of local pantries and will provide annual training reinforcing federal inventory accountability, documentation, and record retention requirements. In addition, OKDHS will continue evaluating monitoring practices and available resources to determine the most effective methods for strengthening oversight of participating agencies while continuing to meet all applicable federal monitoring requirements. These enhancements build upon the existing management review process and are intended to provide additional assurance that inventory records are complete, accurate, and available for future monitoring and audit activities. Anticipated Completion Date In Progress Responsible Contact Person Kayla Urtz