Corrective Action Plans

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Finding 530152 (2024-004)
Significant Deficiency 2024
Views of Responsible Officials and Planned Corrective Action: The Arkansas Department of Education (ADE), Division of Elementary and Secondary Education (DESE), Health and Nutrition Unit (HNU), concur with the finding. The HNU implemented a new application and payment system that began in 2024. Du...
Views of Responsible Officials and Planned Corrective Action: The Arkansas Department of Education (ADE), Division of Elementary and Secondary Education (DESE), Health and Nutrition Unit (HNU), concur with the finding. The HNU implemented a new application and payment system that began in 2024. During implementation and subsequent operations, several issues with data transfers between the old and new system were identified and now corrected. The HNU Application and Finance staff will receive training to ensure that all criteria are met prior to the retroactive payment of claims. Anticipated Completion Date: April 1, 2025 Contact Person: Sheila Chastain Associate Director Arkansas Department of Education, DESE, Nutrition Services #4 Capitol Mall, Box #12 Little Rock, AR 72201 (501) 324-9502 Sheila.Chastain@ade.arkansas.gov Pamela Burton Director Arkansas Department of Education, DESE, Nutrition Services #4 Capitol Mall, Box #19 Little Rock, AR 72201 (501) 320-8978 Pamela.Burton@ade.arkansas.gov
View Audit 348267 Questioned Costs: $1
Finding Reference Number: 2024-001 Description of Finding: Inaccurate effective dates for unofficial withdrawals according to NSLDS enrollment reporting requirements Statement of Concurrence or Nonconcurrence: We agree with the finding. Corrective Action: Miles Community College will take corr...
Finding Reference Number: 2024-001 Description of Finding: Inaccurate effective dates for unofficial withdrawals according to NSLDS enrollment reporting requirements Statement of Concurrence or Nonconcurrence: We agree with the finding. Corrective Action: Miles Community College will take corrective action, by adding to our end of term SAP processing the step of updating National Student Clearinghouse with last date of attendance according to the grade roster from the instructor. This will be done prior to the processing of the R2T4’s. Name of Contact Person: Danielle Dinges, Director of Financial Aid & Admissions, 406-874-6182, dingesd@milescc.edu Projected Completion Date: As this is an action that needs to be completed at the end of each term, it will be completed in December, May and July/August.
The District has developed and implemented internal control policies to ensure compliance with the Davis-Bacon Act any time the District is expending Federals awards. The District will post all required work site posters concerning prevailing wage rates and review and examine weekly payroll reports...
The District has developed and implemented internal control policies to ensure compliance with the Davis-Bacon Act any time the District is expending Federals awards. The District will post all required work site posters concerning prevailing wage rates and review and examine weekly payroll reports from contractors or subcontractors.
Finding 530089 (2024-002)
Significant Deficiency 2024
2024-002 Enrollment Reporting Finding: The College did not accurately report enrollment dates at the program level to the National Student Loan Data System (NSLDS). Corrective Action Taken or Planned: The identified reporting errors are due to software defects that occurred after system upgrades, ...
2024-002 Enrollment Reporting Finding: The College did not accurately report enrollment dates at the program level to the National Student Loan Data System (NSLDS). Corrective Action Taken or Planned: The identified reporting errors are due to software defects that occurred after system upgrades, resulting in data improperly exporting from our system to the Clearinghouse. In collaboration with our system’s vendor the offices of the Registrar and Student Financial Services are correcting these defects and updating internal procedures to include substantial testing of the reporting function following all system upgrades in the future. These offices are in the process of manually correcting any student reporting affected from fiscal year 2024. As noted in the finding, these errors did not cause any questioned costs. Anticipated Completion Date: June 2025 Person(s) Responsible for Corrective Actions: Carla Minchello – Director of Student Financial Aid, Office of Student Financial Services Sara Smith - Manager, Student & Academic Systems, Office of the Registrar
Finding 530087 (2024-001)
Significant Deficiency 2024
2024-001 Enrollment Change Reporting Finding: The College did not accurately report enrollment changes at the program level to the National Student Loan Data System (NSLDS). Corrective Action Taken or Planned: The identified reporting errors are due to unique circumstances in which the date of det...
2024-001 Enrollment Change Reporting Finding: The College did not accurately report enrollment changes at the program level to the National Student Loan Data System (NSLDS). Corrective Action Taken or Planned: The identified reporting errors are due to unique circumstances in which the date of determination and effective date for students’ withdrawals occurred in two separate academic periods (winter session and spring session). The methodology for tracking these students internally changed in fiscal year 2024, resulting in the reporting error. This methodology was not used in prior fiscal years and as such no prior year data was affected. The College updated procedures again in fiscal year 2025 to ensure that this unique circumstance was properly captured by our system’s reporting structure going forward, and is in the process of manually correcting any students in NSLDS with similar circumstances from fiscal year 2024. As noted in the finding, these errors did not cause any questioned costs. Anticipated Completion Date: April 2025 Person(s) Responsible for Corrective Actions: Carla Minchello – Director of Student Financial Aid, Office of Student Financial Services Sara Smith - Manager, Student & Academic Systems, Office of the Registrar
Finding 530079 (2024-002)
Significant Deficiency 2024
Lacasa
MI
The Organization concurs with the finding and has already begun the process of developing a method of allocating shelter and hotline staff based on actual services provided and implementing regular training sessions for all staff involved in grant funded programs. Anticipated completion date is June...
The Organization concurs with the finding and has already begun the process of developing a method of allocating shelter and hotline staff based on actual services provided and implementing regular training sessions for all staff involved in grant funded programs. Anticipated completion date is June 30, 2025.
Finding 530068 (2024-070)
Significant Deficiency 2024
Program: AL 21.027 – COVID-19 – Coronavirus State and Local Fiscal Recovery Funds – Reporting Corrective Action Plan: As of the reporting period ended September 30, 2024, changes requested by agencies to obligations or expenditures have been updated. DAS will obtain the written justification for...
Program: AL 21.027 – COVID-19 – Coronavirus State and Local Fiscal Recovery Funds – Reporting Corrective Action Plan: As of the reporting period ended September 30, 2024, changes requested by agencies to obligations or expenditures have been updated. DAS will obtain the written justification for capital expenditures for the projects identified. Contact: Philip Olsen Anticipated Completion Date: January 31, 2025
Program: AL 21.023 – COVID-19 Emergency Rental Assistance – Reporting Corrective Action Plan: On February 3, 2025, the vendor system report was corrected. A review of summary AMI data will be reconciled to detailed data to ensure subsequent reports are correct. Contact: Philip Olsen – DAS Acc...
Program: AL 21.023 – COVID-19 Emergency Rental Assistance – Reporting Corrective Action Plan: On February 3, 2025, the vendor system report was corrected. A review of summary AMI data will be reconciled to detailed data to ensure subsequent reports are correct. Contact: Philip Olsen – DAS Accounting Administrator Anticipated Completion Date: February 2, 2025
Program: AL 21.023 – COVID-19 Emergency Rental Assistance – Allowability & Eligibility Corrective Action Plan: • Additional guidance will be provided to Nelnet reviewers, specifically regarding households with no income that need to be verified every 90 days and households with more than one ad...
Program: AL 21.023 – COVID-19 Emergency Rental Assistance – Allowability & Eligibility Corrective Action Plan: • Additional guidance will be provided to Nelnet reviewers, specifically regarding households with no income that need to be verified every 90 days and households with more than one adult in the home. • Additional guidance will be provided to Nelnet reviewers regarding applicant communication such as move outs, relocations, payment concerns, etc. • NEMA will work with NIFA and will continue to pursue any payments that should be returned due to tenant vacating rental unit. • NEMA will advise NIFA and will implement any recommended changes to late fee policy. Contact: Erv Portis, Impala Carey, NEMA Anticipated Completion Date: 28 March, 2025
View Audit 348113 Questioned Costs: $1
Program: AL 17.225 – Unemployment Insurance (UI) – State – Reporting Corrective Action Plan: NDOL has reviewed the federal directions associated with the report in question and has an increased understanding of the report requirements. NDOL has developed a better understanding of reports related...
Program: AL 17.225 – Unemployment Insurance (UI) – State – Reporting Corrective Action Plan: NDOL has reviewed the federal directions associated with the report in question and has an increased understanding of the report requirements. NDOL has developed a better understanding of reports related to benefits paid, reissued, cancelled, and recouped. NDOL can reconcile the timing of benefits drawn, benefits paid, benefits failed, benefits reissued to that activity in bank statements. NDOL is developing a reconciliation process for the timing of recouped benefits, and that activity on bank statements. NDOL will be able to accurately report benefits paid by relevant source, netted for any cancelled or recouped amounts in accordance with reporting guidelines, and directly traceable to supporting documentation. Contact: Rea Easton Anticipated Completion Date: September 2025
Finding 530055 (2024-059)
Significant Deficiency 2024
Program: AL 93.959 – Block Grants for Prevention and Treatment of Substance Abuse – Level of Effort Corrective Action Plan: Agency will work with SAMHSA to document approval of the methodology used to report MOE expenditures. Contact: Patrick Werner Anticipated Completion Date: 6/30/2025
Program: AL 93.959 – Block Grants for Prevention and Treatment of Substance Abuse – Level of Effort Corrective Action Plan: Agency will work with SAMHSA to document approval of the methodology used to report MOE expenditures. Contact: Patrick Werner Anticipated Completion Date: 6/30/2025
Finding 530035 (2024-052)
Significant Deficiency 2024
Program: AL 93.659 – Adoption Assistance – Level-of-Effort & Reporting Corrective Action Plan: The Agency updated the FFR procedures/instructions to include steps to review Level-of-Effort requirements, to ensure that reported amounts are in accordance with the requirements. This will help ensur...
Program: AL 93.659 – Adoption Assistance – Level-of-Effort & Reporting Corrective Action Plan: The Agency updated the FFR procedures/instructions to include steps to review Level-of-Effort requirements, to ensure that reported amounts are in accordance with the requirements. This will help ensure Federal Financial Reports (FFRs) are accurate. The reported amounts have been updated. The corrective action is completed. Contact: Ann Murphy Anticipated Completion Date: 02/28/2025
View Audit 348113 Questioned Costs: $1
Finding 530034 (2024-051)
Significant Deficiency 2024
Program: AL 93.659 – Adoption Assistance – Allowability & Eligibility Corrective Action Plan: Resource Developers (RD) will increase initial and annual billing trainings with child care subsidy providers and assist them with any billing needs they have. Contact: Bryan Gilliland Anticipated Com...
Program: AL 93.659 – Adoption Assistance – Allowability & Eligibility Corrective Action Plan: Resource Developers (RD) will increase initial and annual billing trainings with child care subsidy providers and assist them with any billing needs they have. Contact: Bryan Gilliland Anticipated Completion Date: 06/30/2025
View Audit 348113 Questioned Costs: $1
Finding 530030 (2024-050)
Significant Deficiency 2024
Program: AL 93.658 – Foster Care Title IV-E; AL 93.658 – COVID-19 Foster Care Tile IV-E – Allowability & Eligibility Corrective Action Plan: Resource Developers (RD) will increase initial and annual billing trainings with child care subsidy providers and assist them with any billing needs they ha...
Program: AL 93.658 – Foster Care Title IV-E; AL 93.658 – COVID-19 Foster Care Tile IV-E – Allowability & Eligibility Corrective Action Plan: Resource Developers (RD) will increase initial and annual billing trainings with child care subsidy providers and assist them with any billing needs they have. Contact: Bryan Gilliland Anticipated Completion Date: 06/30/2025
View Audit 348113 Questioned Costs: $1
Finding 530029 (2024-049)
Significant Deficiency 2024
Program: AL 93.658 – Foster Care Title IV-E – Allowability Corrective Action Plan: The agency will update the grant reconciliation process to include steps to review journal entries on the general ledger prior to moving costs to grant to ensure journal entries are proper. The cost in question wi...
Program: AL 93.658 – Foster Care Title IV-E – Allowability Corrective Action Plan: The agency will update the grant reconciliation process to include steps to review journal entries on the general ledger prior to moving costs to grant to ensure journal entries are proper. The cost in question will also be removed from the grant. Contact: Ann Murphy Anticipated Completion Date: 02/28/2025
View Audit 348113 Questioned Costs: $1
Program: AL 93.575 and 93.596 – CCDF Cluster; AL 93.575 – COVID-19 Child Care and Development Block Grant – Allowability & Eligibility & Matching Corrective Action Plan: In response to previous concerns identified with this process, edits were made in December 2024 to the child care billing porta...
Program: AL 93.575 and 93.596 – CCDF Cluster; AL 93.575 – COVID-19 Child Care and Development Block Grant – Allowability & Eligibility & Matching Corrective Action Plan: In response to previous concerns identified with this process, edits were made in December 2024 to the child care billing portal which now suspends claims submitted by providers with multiple service authorizations, duplicated claims, incorrect age categories, and claims with high hours billed. The Agency will review daily reports of these suspensions and take appropriate actions. Resource Developers (RD) will increase initial and annual billing trainings with child care subsidy providers and assist them with any billing needs they have. The RD supervisor will review a percentage of new and renewed enrollments targeting provider rates. Duplicate Claims: The department will work with the ACF to adjust the support for claims that were inadvertently duplicated in our journal entry. We revised our process in 2024 to ensure that we do not tag the same claims again for federal claiming. There was an issue with our database that helped us identify already claimed entries; it was not functioning correctly. This issue has been identified and resolved. The journal entries in question were made before the implementation of the updated process. Contact: Nicole Vint; Snita Soni Anticipated Completion Date: 6/30/2025
View Audit 348113 Questioned Costs: $1
Program: AL 93.566 – Refugee and Entrant Assistance State/Replacement Designee Administered Programs – Allowability & Eligibility Corrective Action Plan: The department will retrain staff on OEA requirements to run SAVE and provide documentation in NFOCUS. The department will also provide reeduc...
Program: AL 93.566 – Refugee and Entrant Assistance State/Replacement Designee Administered Programs – Allowability & Eligibility Corrective Action Plan: The department will retrain staff on OEA requirements to run SAVE and provide documentation in NFOCUS. The department will also provide reeducation on status verification documentation requirements. Contact: Sara Bockelman Anticipated Completion Date: 12/31/2025
View Audit 348113 Questioned Costs: $1
Program: AL 84.425U – COVID-19 Education Stabilization Fund – American Rescue Plan – Elementary and Secondary School Emergency Relief Fund (ARP ESSER) – Reporting Corrective Action Plan: The Federal government is overhauling the FFATA reporting process completely so NDE is working to train on the...
Program: AL 84.425U – COVID-19 Education Stabilization Fund – American Rescue Plan – Elementary and Secondary School Emergency Relief Fund (ARP ESSER) – Reporting Corrective Action Plan: The Federal government is overhauling the FFATA reporting process completely so NDE is working to train on the new process to ensure that all required subawards are reported going forward. Contact: Lane Carr Anticipated Completion Date: June 2025
Program: AL 84.126 – Rehabilitation Services Vocational Rehabilitation Grants to States – Reporting Corrective Action Plan: Instructions for completing the RSA-17 report have been updated to ensure unliquidated obligations for indirect costs are correctly reported, and the correct payroll periods...
Program: AL 84.126 – Rehabilitation Services Vocational Rehabilitation Grants to States – Reporting Corrective Action Plan: Instructions for completing the RSA-17 report have been updated to ensure unliquidated obligations for indirect costs are correctly reported, and the correct payroll periods are included with the appropriate supporting documentation. Unliquidated obligations will not include contract amounts unless the contracts have been completed. As noted above, administrative costs will be reported using the sub ledgers/subsidiaries already set up in E1. Contact: Cathy Callaway Anticipated Completion Date: Done
Program: AL 93.778 - Medical Assistance Program; AL 93.959 - Block Grants for Prevention and Treatment of Substance Abuse; AL 93.767 - Children’s Health Insurance Program; AL 93.575 – Child Care and Development Block Grant; AL 10.561 – State Administrative Matching Grants for the Supplemental Nutri...
Program: AL 93.778 - Medical Assistance Program; AL 93.959 - Block Grants for Prevention and Treatment of Substance Abuse; AL 93.767 - Children’s Health Insurance Program; AL 93.575 – Child Care and Development Block Grant; AL 10.561 – State Administrative Matching Grants for the Supplemental Nutrition Assistance Program – Allowable Costs/Cost Principles Corrective Action Plan: The entire payroll process is being reviewed and changes will be made. Contact: Heather Arnold Anticipated Completion Date: 12/30/2025
View Audit 348113 Questioned Costs: $1
Finding 529992 (2024-038)
Significant Deficiency 2024
Program: AL 93.558 – Temporary Assistance for Needy Families; AL 93.563 – Child Support Services; AL 93.566 – Refugee and Entrant Assistance; AL 93.568 – Low Income Home Energy Assistance (LIHEAP); AL 93.575 – Child Care and Development Block Grant; AL 93.658 – Foster Care Title IV-E; AL 93.659 – A...
Program: AL 93.558 – Temporary Assistance for Needy Families; AL 93.563 – Child Support Services; AL 93.566 – Refugee and Entrant Assistance; AL 93.568 – Low Income Home Energy Assistance (LIHEAP); AL 93.575 – Child Care and Development Block Grant; AL 93.658 – Foster Care Title IV-E; AL 93.659 – Adoption Assistance; AL 93.667 – Social Services Block Grant; AL 93.767 – Children’s Health Insurance Program; AL 93.778 – Medical Assistance Program; AL 10.561 – State Administrative Matching Grants for the Supplemental Nutrition Assistance Program – Allowable Costs/Cost Principles Corrective Action Plan: Time and Effort: Agency has submitted retroactive PACAP amendment (complete). For the IST Fiscal Projects Admin cost center, a time study will no longer be utilized, and the hours will be treated as General IST Administration without direct grant allocations. RMTS Allocations: Agency has clarified with staff what the “Non-DHHS Activities” selection pertains to (complete). Labor Hours Statistics: This was the first audit cycle of the new Cost Allocation system. DHHS will create a checklist of items for the new system that will be reviewed prior to completion of the quarterly cost allocation compilation. This checklist will address specific issues presented during this audit cycle. Recipient Counts: This was the first audit cycle of the new Cost Allocation system. DHHS will create a checklist of items for the new system that will be reviewed prior to completion of the quarterly cost allocation compilation. This checklist will address specific issues presented during this audit cycle. Contact: Patrick Werner Anticipated Completion Date: 6/30/2025
View Audit 348113 Questioned Costs: $1
Finding 529991 (2024-037)
Significant Deficiency 2024
Program: AL 93.558 – Temporary Assistance for Needy Families; AL 93.566 – Refugee and Entrant Assistance; AL 93.568 – Low Income Home Energy Assistance (LIHEAP); AL 93.575 – Child Care and Development Block Grant; AL 93.658 – Foster Care Title IV-E; AL 93.659 – Adoption Assistance; AL 93.667 – Soci...
Program: AL 93.558 – Temporary Assistance for Needy Families; AL 93.566 – Refugee and Entrant Assistance; AL 93.568 – Low Income Home Energy Assistance (LIHEAP); AL 93.575 – Child Care and Development Block Grant; AL 93.658 – Foster Care Title IV-E; AL 93.659 – Adoption Assistance; AL 93.667 – Social Services Block Grant; AL 93.778 – Medical Assistance Program; AL 10.561 – State Administrative Matching Grants for the Supplemental Nutrition Assistance Program – Allowable Costs/Cost Principles Corrective Action Plan: This was the first audit cycle of the new Cost Allocation system. DHHS will create a checklist of items for the new system that will be reviewed prior to completion of the quarterly cost allocation compilation. This checklist will address specific issues presented during this audit cycle. Contact: Patrick Werner Anticipated Completion Date: 6/30/2025
View Audit 348113 Questioned Costs: $1
Due to the recent audit performed on the 23/24 school year a corrective action plan is needed to ensure internal controls are in place for applications entered in Payschools. This will ensure that all applications are properly marked as paid, free or reduced in the Payschools system. As the food ser...
Due to the recent audit performed on the 23/24 school year a corrective action plan is needed to ensure internal controls are in place for applications entered in Payschools. This will ensure that all applications are properly marked as paid, free or reduced in the Payschools system. As the food service supervisor, I will verify that Payschools has the correct income guidelines provided by ODE for the current school year in the system. Furthermore, I will randomly pull 10% of portal applications that are entered through Payschools Central to ensure the correct determination was processed according to the income guidelines. Documentation will be kept on file of the applications that are reviewed. This plan will meet the necessary requirement to ensure that Payschools determined the proper eligibility status based on the information provided on the applications. Anticipated completion date: 6/30/2025
Condition The University did not notify the National Student Loan Data System (NSLDS) in a timely manner for 2 withdrawn students in our sample of 25 students. Upon further review of all students who withdrew, a total of 16 of 72 students who withdrew were not reported to the NSLDS. The sample was n...
Condition The University did not notify the National Student Loan Data System (NSLDS) in a timely manner for 2 withdrawn students in our sample of 25 students. Upon further review of all students who withdrew, a total of 16 of 72 students who withdrew were not reported to the NSLDS. The sample was not a statistically valid sample. Corrective Action Plan Corrective Action Planned: The University implemented a new Student Information System (SIS) [Jenzabar One] and Financial Aid System [Jenzabar Financial Aid] in 2024. The system processes require a student social security number in both systems. This condition will safeguard enrollment records sent to the National Student Clearinghouse (NSC) will be complete and communicated to the National Student Loan Data System (NSLDS) correctly. These systems were in place starting the 2024-25 academic year. Name(s) of Contact Person(s) Responsible for Corrective Action: Tom Kendziora, Director of Financial Aid Completion Date: March 5, 2024
The District beginning in FY 2025 became part of the Community Eligibility Program allowing for all students to receive free lunch and breakfast. As such, the District is not using Pay Schools to determine eligibility.
The District beginning in FY 2025 became part of the Community Eligibility Program allowing for all students to receive free lunch and breakfast. As such, the District is not using Pay Schools to determine eligibility.
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