Corrective Action Plans

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Finding 2023-002 – Eligibility The BOCES concurs with the finding 2023-002. Corrective Action: To prevent this in the future, in addition to the mandatory verification, a second person, School Food Service Director or Director of Shared Food Services will randomly test a sample of school meal applic...
Finding 2023-002 – Eligibility The BOCES concurs with the finding 2023-002. Corrective Action: To prevent this in the future, in addition to the mandatory verification, a second person, School Food Service Director or Director of Shared Food Services will randomly test a sample of school meal applications. Beginning in 2023-2024, many of the school buildings will be serving meals for free under the Community Eligibility Provision which will drastically reduce the number of free and reduced meal applications needed to be processed. Between the reduction in applications and the implementation of random testing, we are confident these inaccuracies will be resolved. Additional checks and balances will be put in place immediately so that reliance is not solely on the computerized system. Contact Person: Kate Dorr, Director of Shared Food Service (315) 738-0848 kdorr@oneida-boces.org
Finding 2023-001 – Reporting The BOCES concurs with the finding 2023-001. Corrective Action: To correct this in the future 2 steps will be implemented by the BOCES: 1. A manual total of meals from the Etrition claim reports will be calculated and compared to the total meals on the CNMS claim; and 2....
Finding 2023-001 – Reporting The BOCES concurs with the finding 2023-001. Corrective Action: To correct this in the future 2 steps will be implemented by the BOCES: 1. A manual total of meals from the Etrition claim reports will be calculated and compared to the total meals on the CNMS claim; and 2. The School Food Service Director and Director of Shared Food Services will review and verify each other's work. Additional checks and balances will be put in place immediately so that reliance is not solely on the computerized system. Contact Person: Kate Dorr, Director of Shared Food Service (315) 738-0848 kdorr@oneida-boces.org
Identification: 93.498 United States Department of Health and Human Services, Provider Relief Fund and American Rescue Plan Rural Distribution; Noncompliance Finding/Material Weakness; Activities Allowed Compliance Requirement. Corrective Action Plan: The Hospital District will make improvements to ...
Identification: 93.498 United States Department of Health and Human Services, Provider Relief Fund and American Rescue Plan Rural Distribution; Noncompliance Finding/Material Weakness; Activities Allowed Compliance Requirement. Corrective Action Plan: The Hospital District will make improvements to its procedures over federal grant reporting to ensure that future reporting submissions do not contain duplicated expenditures. Anticipated completion date: The Hospital District will implement improvements to its procedures over federal grant reporting beginning in FY 2024.
View Audit 3969 Questioned Costs: $1
2023-001 - Management Fees Name of contact person - Vicky Dwyer, CFO, Great Lakes Management Company Corrective action - Management began the process of requesting these changes from HUD prior to when the changes went into effect, working through the mortgage company. However, due to turnover at t...
2023-001 - Management Fees Name of contact person - Vicky Dwyer, CFO, Great Lakes Management Company Corrective action - Management began the process of requesting these changes from HUD prior to when the changes went into effect, working through the mortgage company. However, due to turnover at the mortgage company, the request for approval by HUD was never sent to HUD. As a result, management is now currently in the process of working with HUD and the mortgage company to obtain all necessary approvals. Proposed completion date - Management has put in the necessary requests with HUD and the mortgage company to receive the necessary approvals, and the finding will be corrected once HUD has issued its approval or other response to Management.
View Audit 3954 Questioned Costs: $1
U.S. DEPARTMENT OF EDUCATION MATERIAL WEAKNESS IN INTERNAL CONTROL OVER COMPLIANCE 2023-002 – Special Tests and Provisions – Wage Rate Requirements Recommendation: We recommend that the District or its agent review their internal controls and policies over payments on contracts subject to the Dav...
U.S. DEPARTMENT OF EDUCATION MATERIAL WEAKNESS IN INTERNAL CONTROL OVER COMPLIANCE 2023-002 – Special Tests and Provisions – Wage Rate Requirements Recommendation: We recommend that the District or its agent review their internal controls and policies over payments on contracts subject to the Davis-Bacon Act provision to ensure the required weekly certified contractor and subcontractor payrolls and statements of compliance are obtained and compared to applicable approved wage rates before approving payment. Actions Planned/Taken: The District will establish controls to follow all applicable Uniform Guidance requirements, including the requirements of 29 CFR section 5.5 when applicable. Contact Person Responsible for Corrective Action: Michelle Heisler, Business Manager Planned Completion Date: November 2023
The South Central Cooperative Director, Kristi Hilzendeger, is the contact person responsible for the corrective action plan for this finding. This finding is due to the size of the South Central Cooperative, which precludes staffing at a level sufficient to provide an ideal environment for interna...
The South Central Cooperative Director, Kristi Hilzendeger, is the contact person responsible for the corrective action plan for this finding. This finding is due to the size of the South Central Cooperative, which precludes staffing at a level sufficient to provide an ideal environment for internal controls. The Cooperative has developed policies to help monitor the lack of segregation of duties, but due to the size of the Cooperative it is not feasible, or fiscally responsible to implement anything else at this time. The Cooperative will continue to follow the controls currently in place.
Incorrect Enrollment Reporting to National Student Loan Data System (NSLDS) Planned Corrective Action: 100% of example students (16 which overlap with the 12 mentioned) were accurately reported with a “W” withdrawn status to National Student Clearinghouse (NSC) in a timely (monthly) manner, but thi...
Incorrect Enrollment Reporting to National Student Loan Data System (NSLDS) Planned Corrective Action: 100% of example students (16 which overlap with the 12 mentioned) were accurately reported with a “W” withdrawn status to National Student Clearinghouse (NSC) in a timely (monthly) manner, but this correct status did not get transferred to NSLDS. An internal SSRS report for official and unofficial withdrawals, which also accurately reflects these withdrawn students, will remain available to the WBU offices of Financial Aid and the Registrar for verification as part of the planned corrective action. Several related WBU questions to our primary NSC support employee are awaiting a response from NSC. The NSC reporting tool(s) will be updated to make sure the correct combination of fields and corresponding data sources are used for dates. One of multiple date fields may have been misunderstood by the tool’s historical authors. A field-by-field analysis plus any needed corrections to the queries are part of the planned corrective action. Post-submission error corrections by registrar staff via NSC will be spot-checked by Information Technology for date-related warnings. If this cannot be resolved satisfactorily via NSC alone, then corrective measures via NSLDS directly may be considered. Data improvements needed for the PowerCampus baseline product’s NSC reporting tool will also be included in testing this further. Person Responsible for Corrective Action Plan: Cagan Cummings, CIO and Andrew Shamblin, Programmer Analyst Anticipated Date of Completion: June 30, 2024
Return of Title IV (R2T4) Calculations Planned Corrective Action: Executive Director of Financial Aid will continue to provide regular in-house R2T4 training specific to WBU for all staff and will ensure all pertinent staff responsible for R2T4 complete R2T4 training provided by FSA and purchased t...
Return of Title IV (R2T4) Calculations Planned Corrective Action: Executive Director of Financial Aid will continue to provide regular in-house R2T4 training specific to WBU for all staff and will ensure all pertinent staff responsible for R2T4 complete R2T4 training provided by FSA and purchased through NASFAA. The staff member responsible for disbursements, being new to her role in fall of 2022, did not realize that fall disbursements needed to be processed even after the end of the fall term. Once discovered, this was immediately addressed. In June 2023, WBU hired a full-time staff member to serve as a Financial Aid Compliance Specialist in the Office of Financial Aid and this position is devoted to internal audit and federal/state regulation compliance. Person Responsible for Corrective Action Plan: Christy Miller, Executive Director of Financial Aid Anticipated Date of Completion: October 31, 2023
Enrollment Reporting to NSLDS Planned Corrective Action: Enroll in The National Clearing house to make reporting more automated and accurate. Set calendar reminder to send reports on a monthly schedule to make sure we report timely and accurately. Person Responsible for Corrective Action Plan: St...
Enrollment Reporting to NSLDS Planned Corrective Action: Enroll in The National Clearing house to make reporting more automated and accurate. Set calendar reminder to send reports on a monthly schedule to make sure we report timely and accurately. Person Responsible for Corrective Action Plan: Stephanie Castillo, Director of Financial Aid Anticipated Date of Completion: Fall 2023.
Finding 2129 (2023-001)
Significant Deficiency 2023
The District will improve segregation of grant expenditures to ensure the amounts claimed agree to the general ledger. The District will also increase review and oversight of grant reporting to ensure accuracy.
The District will improve segregation of grant expenditures to ensure the amounts claimed agree to the general ledger. The District will also increase review and oversight of grant reporting to ensure accuracy.
See corrective action plan in audit report
See corrective action plan in audit report
View Audit 3625 Questioned Costs: $1
Name of Contact: Daniel Schuler, Business and Operations Manager Corrective Action Plan: The corrective action plan noted above for Finding 2023-001 will resolve Finding 2023-002 as well. The prior Business and Operations Manager started the annual verification process, however, did not follow thro...
Name of Contact: Daniel Schuler, Business and Operations Manager Corrective Action Plan: The corrective action plan noted above for Finding 2023-001 will resolve Finding 2023-002 as well. The prior Business and Operations Manager started the annual verification process, however, did not follow through on finishing the process prior to her resignation from the District. Upon her departure from the District, she did not communicate that the process had not been completed. I am currently working on the annual verification process as prescribed by DEED and the National School Lunch Program and that process will be completed in accordance with the applicable November 15th deadline. In addition, the District has been selected and is currently working on an Onsite Review of the Child Nutrition Program which includes covering the same population of students that should have been verified during the FY2022-2023 verification process. Proposed Completion Date: December 2023.
Name of Contact Person: Daniel Schuler, Business and Operations Manager Corrective Action Plan: The prior Business and Operations Manager started the annual verification process, however, did not follow through on finishing the process prior to her resignation from the District. Upon her departure ...
Name of Contact Person: Daniel Schuler, Business and Operations Manager Corrective Action Plan: The prior Business and Operations Manager started the annual verification process, however, did not follow through on finishing the process prior to her resignation from the District. Upon her departure from the District, she did not communicate that the process had not been completed. I am currently working on the annual verification process as prescribed by the State of Alaska, Department of Education and Early Development (DEED) and the National School Lunch Program and that process will be completed in accordance with the applicable November 15th deadline. In addition, the District has been selected and is currently working on an Onsite Review of the Child Nutrition Program which includes covering the same population of students that should have been verified during the FY2022-2023 verification process. That review will be completed in December 2023. Proposed Completion Date: December 2023
Finding 2023-004 Replacement Reserves Management agrees with this finding. Because of cash flow issues this past year the replacement reserve was not being fully funded. I have now transferred the shortfall amount of $1386.00. We have submitted a request for a rent increase for the upcoming...
Finding 2023-004 Replacement Reserves Management agrees with this finding. Because of cash flow issues this past year the replacement reserve was not being fully funded. I have now transferred the shortfall amount of $1386.00. We have submitted a request for a rent increase for the upcoming year and for an increase for the amount placed into replacement reserve. We need to plan for upcoming expenses for the maintenance of the building. If it is approved, we plan to deposit the required amount each month in the replacement reserve.
2023-003 - Wage Rate Requirements Auditor Description of Condition and Effect. The School did not include the federal wage rate requirements in their contracts and did not obtain the required certified payrolls for its contractors subject to the federal rate requirements. As a result of this conditi...
2023-003 - Wage Rate Requirements Auditor Description of Condition and Effect. The School did not include the federal wage rate requirements in their contracts and did not obtain the required certified payrolls for its contractors subject to the federal rate requirements. As a result of this condition, the School did not follow federal requirements to include the prevailing wage rate provision in its contract. Auditor Recommendation. We recommend that the School reviews its policies to ensure that applicable prevailing wage requirements are included in construction contracts whenever federal funds are used and certified payrolls are obtained. Corrective Action. Going forward, if Black River participates in a federally funded project, we will make sure that prevailing wage requirements will be included in the contract. Responsible Person. John Zoellner - Director of Business. Anticipated corrective action June 30, 2024
View Audit 3208 Questioned Costs: $1
Untimely and Inaccurate Return of Title IV Funds Planned Corrective Action: FA Solutions (FAS), a third-party vendor, was contracted to assist with compliance and other processing responsibilities that included the processing of all R2T4s for Anderson University. While the staff of the Office of Fin...
Untimely and Inaccurate Return of Title IV Funds Planned Corrective Action: FA Solutions (FAS), a third-party vendor, was contracted to assist with compliance and other processing responsibilities that included the processing of all R2T4s for Anderson University. While the staff of the Office of Financial Aid and Scholarships supplied documentation to FAS in a timely manner, FAS processed R2T4 late and, in some cases, inaccurately. When this was discovered by the Office of Financial Aid and Scholarships, all R2T4 and processing responsibilities were brought back under the in-office staff at AU in order to process Return of Title IV funds accurately and in compliance. Anderson University has enrolled our Senior Counselor in a 6-week R2T4 course with the National Association of Student Financial Aid Administrators (NASFAA) where she will pursue credentialing in Return of Title IV Funds with NASFAA as well as R2T4 Specialist designation. Additionally, policies for students who stop attending, and for whom the last day of attendance can not be determined, will be reviewed and revised for clarity and better communication with the Office of Financial Aid and Scholarships. Person Responsible for Corrective Action Plan: David J. Sarah, Director Anticipated Date of Completion: The return of all processing of financial aid was brought back to AU effective 06/20/2023. The R2T4 course taken by our Senior Counselor will be completed 11/06/2023. Final R2T4 adjustments completed 10/20/2023.
View Audit 3116 Questioned Costs: $1
Finding 2023-003 Federal Agency Name: U.S. Department of Education Program Name: Student Financial Assistance Cluster ALN: 84.268 Finding Summary: Late or missing loan disbursement notification: The University was required to give notification of Title IV loan disbursements within 30 days before ...
Finding 2023-003 Federal Agency Name: U.S. Department of Education Program Name: Student Financial Assistance Cluster ALN: 84.268 Finding Summary: Late or missing loan disbursement notification: The University was required to give notification of Title IV loan disbursements within 30 days before or 7 days after the date of a loan disbursement. Thirty-nine students were found with missing or late loan disbursement notifications. Responsible Individuals: Tim Sechrist, Director of Financial Aid Corrective Action Plan: We agree with the auditors’ findings and recommendations. Training will be completed with staff that disburse federal student loans. Additionally, a report has been created to identify students that have not been sent a disbursement notification. This report will be run weekly to ensure students are notified within 7 days of any disbursement. Anticipated Completion Date: December 22, 2023.
Finding 2023-002 Federal Agency Name: U.S. Department of Education Program Name: Student Financial Assistance Cluster ALN: 84.268 and 84.063 Finding Summary: Errors in return to Title IV calculations: Calculations for five students included various errors. Errors included one late determination ...
Finding 2023-002 Federal Agency Name: U.S. Department of Education Program Name: Student Financial Assistance Cluster ALN: 84.268 and 84.063 Finding Summary: Errors in return to Title IV calculations: Calculations for five students included various errors. Errors included one late determination of withdrawal date (more than 30 days after the end of the period of enrollment), three returns completed more than 45 days after the withdrawal date, two incorrect percentage of aid earned calculations, and one overpayment of $9 to the Department of Education. Responsible Individuals: Tim Sechrist, Director of Financial Aid Corrective Action Plan: We agree with the auditors’ findings and recommendations. Training will be completed with all staff that complete and review R2T4 calculations (Tim Sechrist, Johnna Bolden, Dora Caffey). Additionally, the process of calculations will be updated to include an additional staff member. Dora Caffey will review all incoming withdrawals and begin the process of the calculation. This additional person will ensure timely and accurate calculations. Anticipated Completion Date: December 22, 2023.
Finding 2023-004 Federal Agency Name: U.S. Department of Education Program Name: Student Financial Assistance Cluster ALN: 84.007, 84.033, 84.063, 84.268 and 84.379 Finding Summary: Unauthorized credit balances: In the event that a Title IV aid disbursement results in a credit balance on a stud...
Finding 2023-004 Federal Agency Name: U.S. Department of Education Program Name: Student Financial Assistance Cluster ALN: 84.007, 84.033, 84.063, 84.268 and 84.379 Finding Summary: Unauthorized credit balances: In the event that a Title IV aid disbursement results in a credit balance on a student’s account, the University is required to disburse the funds to the student within 14 days of the disbursement, unless the student or parent has authorized the retention of a credit balance. Five students who received Title IV aid resulting in a credit balance on their accounts did not receive a disbursement of the funds within 14 days of the disbursement. The University did not have an authorization from the student or parent to retain the credit balance. Responsible Individuals: Shawnta Clark, Director of Student Accounts Corrective Action Plan: We agree with the auditors’ findings and recommendations. Credit balance reports will be pulled twice weekly (Monday and Wednesday) to ensure federal funds credits are timely disbursed on designated check run days. A management review procedure will be added for monitoring credit balance reports. Anticipated Completion Date: December 22, 2023
Gramm-Leach-Bliley Act (GLBA) Compliance Planned Corrective Action: • Management has reached out to the audit team for guidance on implementation. LPU’s IT Director has been assigned the oversight of this project and will be making recommendations for leadership to consider. Leadership will balance ...
Gramm-Leach-Bliley Act (GLBA) Compliance Planned Corrective Action: • Management has reached out to the audit team for guidance on implementation. LPU’s IT Director has been assigned the oversight of this project and will be making recommendations for leadership to consider. Leadership will balance these recommendations with current budget and resource restrictions. Budget constraints over the past several years have equated to limited resources in the IT department, as we currently have only one employee for IT needs. Person Responsible for Corrective Action Plan: Rachel Au, CFO Anticipated Date of Completion: Unknown. LPU’s current state make it difficult to identify with any specificity when this item will be addressed.
Segregation of Duties Supportive Housing for the Elderly – Assistance Listing No. 14.157 Recommendation: The Project should continue to evaluate its staffing in order to segregate incompatible duties whenever possible. Explanation of disagreement with audit finding: There is no disagreement with the...
Segregation of Duties Supportive Housing for the Elderly – Assistance Listing No. 14.157 Recommendation: The Project should continue to evaluate its staffing in order to segregate incompatible duties whenever possible. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: The board of directors will continue to closely monitor the financial operations of the Project. Name(s) of the contact person(s) responsible for corrective action: Mary Gilberts, Management Agent Planned completion date for corrective action plan: June 2024
Finding 2023-004 Material Weakness in Internal Control over Financial Reporting - Journal Entries and Expenditure Documentation Correction Action Plan: The journal entries in question were primarily expenditures for transportation and maintenance costs. We provided the total pool of eligible cleani...
Finding 2023-004 Material Weakness in Internal Control over Financial Reporting - Journal Entries and Expenditure Documentation Correction Action Plan: The journal entries in question were primarily expenditures for transportation and maintenance costs. We provided the total pool of eligible cleaning and transportat ion expenses, and then we allocated those expenses to the grant after payment was made. We deemed it appropriate based on the reimbursing nature of these expenses. In the future, we will tie all reimbursement costs to actual invoices that will be implemented by the CFO immediately. The district will place said documentation in the journal entry.
Finding 2023-003, 2022-001 - Material Weakness in Internal Control over Financial Reporting - Payroll Documentation and Reconciliation Corrective Action Plan: The district has changed payroll staff and placed additional internal controls to ensure that adequate rates are being processed and individ...
Finding 2023-003, 2022-001 - Material Weakness in Internal Control over Financial Reporting - Payroll Documentation and Reconciliation Corrective Action Plan: The district has changed payroll staff and placed additional internal controls to ensure that adequate rates are being processed and individuals are being paid at contractual amounts that are properly documented. The CFO completed that process during the audit.
Finding 2023-002, 2022-022 - Material Weakness in Internal Control over Financial Reporting and Material Noncompliance - Chart of Accounts Corrective Action Plan: The corrective action plan is to hire additional staff with expertise in the Uniform Budget and Accounting Act. All finance staff will b...
Finding 2023-002, 2022-022 - Material Weakness in Internal Control over Financial Reporting and Material Noncompliance - Chart of Accounts Corrective Action Plan: The corrective action plan is to hire additional staff with expertise in the Uniform Budget and Accounting Act. All finance staff will be required to take training in this area before December 31, 2023 and the CFO will initiate this action.
COVID-19 Provider Relief Funding and American Rescue Plan Rural Distribution Recommendation: We recommend the Medical Center design controls to ensure that expenses are reported in accordance with latest HHS guidelines. Explanation of disagreement with audit finding: There is no disagreement with th...
COVID-19 Provider Relief Funding and American Rescue Plan Rural Distribution Recommendation: We recommend the Medical Center design controls to ensure that expenses are reported in accordance with latest HHS guidelines. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Management has identified that the Medical Center has more than a sufficient amount of lost revenues related to COVID-19 to offset this difference. Action taken in response to finding: The Medical Center will ensure that controls are put into place to capture Covid specific costs in accordance with HHS guidelines. Name of the contact person responsible for corrective action: Megan Shank, COF. Planned completion date for corrective action plan: February 1, 2024
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