Finding 2023-004 Eligibility
Administration for Children and Families
FFAL 93.566
Refugee and Entrant Assistance – State Administered Programs
Finding Summary:
a. Four participant case files were not reviewed through the Organization’s peer review process and two
participant case files were not revi...
Finding 2023-004 Eligibility
Administration for Children and Families
FFAL 93.566
Refugee and Entrant Assistance – State Administered Programs
Finding Summary:
a. Four participant case files were not reviewed through the Organization’s peer review process and two
participant case files were not reviewed in a timely manner through the Organization’s peer review
process.
b. Four instances in which the family’s first month’s prorated cash assistance payment was not properly
calculated based upon the date the Cooperative Agreement and Rights and Responsibilities Form was
signed by the client.
c. One instance in which a family was underpaid based upon their family size and eligibility for the
month.
d. One instance in which a family was moved from the Refugee Cash Assistance program to another
program and the expenses remained to be charged under the Refugee Cash Assistance program.
Responsible Individuals: Nathan Beyer, Sheri Ekdom, Tim Jurgens
Corrective Action Plan:
a. The procedures for case file review will be reviewed to ensure the process can be followed, even
when there is turnover in staff.
b. The procedures will be reviewed with staff, and an additional review put in place where necessary, to
ensure staff are fully trained on how to calculate the arrival date for proration of the first month of
payments.
c. The procedures will be reviewed with staff, and an additional review put in place where necessary, to
ensure staff are fully trained on how to calculate family size and eligibility.
d. The procedures will be reviewed with staff for removing a client from the program, and notifying
staff to void checks. The checks in question were voided and credited back to the grant for $481.48
and $878.00 in September 2023 which is within the grant’s budget period.
LSS is also implementing a new software program to help the review process be more efficient, and less
reliant on manual processes. Checks and balances will be integrated into the software, allowing for electronic
review of files. The software will also help automate some of the ongoing documentation requirements.
Anticipated Completion Date: December 31, 2023