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Corrective Action Plans

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Finding 501227 (2024-001)
Significant Deficiency 2024
Pureview Health Center
MT
Internal Control / Segregation of Duties Questioned Costs
1. The CFO will generate an exception report directly from eCW, the health records system where billing records are recorded, to identify mismatches between the claim slide group write-off and the slide group assignment on the patient info screen. 2. The initial exception report will be run during t...
1. The CFO will generate an exception report directly from eCW, the health records system where billing records are recorded, to identify mismatches between the claim slide group write-off and the slide group assignment on the patient info screen. 2. The initial exception report will be run during the week of September 16th with a 12-month look-back period. Any slide adjustments posted in eCW with effective dates within those 12 months and later will be evaluated for matches to Patient Slide Group assignments determined during the slide eligibility process. 3. The billing team and CFO will meet on September 18th to review the report and findings. 4. All exceptions from the exception report will be reviewed by the billing team. Any necessary adjustments will be made in eCW. 5. All exceptions listed in the exception report will be marked, and comments will be added to the exception report regarding the actions taken on those exceptions. All changes will also be documented in eCW notes. 6. The exception report will be signed off by each billing team member who worked on it and sent for final review and approval to the CFO. 7. The CFO will train the billing team on how to run this report directly from eCW. 8. The report will be run monthly on the 10th business day of each month for the trailing prior 12 months as part of the month-end closing process. After initial report on September 18th, 2024, the next monthly report will start on October 14th, 2024.9. All exceptions from the report will be reviewed by the billing team. Any necessary adjustments will be made in eCW. 10. Any exceptions will be addressed, corrected within two business days, and posted in the month being closed for the month end. 11. All exceptions listed in the exception report will be marked, and comments will be added to the report regarding the actions taken on those exceptions. All changes will also be documented in eCW notes. 12. The exception report will be signed off by each billing team member who worked on it and sent for final review and approval by the CFO monthly.
View Audit 323494
Virginia Union University
VA
Questioned Costs
Criteria: Regulations require Institutions to consider students who have stopped attending classes in the semester to be considered an unofficial withdrawal. If a student withdraws officially or unofficially with the first 60% of the semester, the Instiution must calculate a refund to the student's ...
Criteria: Regulations require Institutions to consider students who have stopped attending classes in the semester to be considered an unofficial withdrawal. If a student withdraws officially or unofficially with the first 60% of the semester, the Instiution must calculate a refund to the student's account statement. If a student withdraws after the 60% date in the semester, they are considered to have earned thier aid and will not have a refund calculated. The University concurs with the audit finding and will adhere to the corrective action plan. Corrective Action Plan: With the assistance of IT and the Registrar, Virginia Union University implemented a report to identify students who have stopped attending classes for more than 14 days. Students in this situation are considered as Unofficial Withdrawals. Once these students are identified, Return to Title IV calculations are performed, and these funds are returned accordingly. Sometimes, students return to classes and reestablish eligibility, as was the case for the student in question. If the students continue to attend courses thorugh the 60% point in the semester, aid can be reinstated once the student is identified. The aid for the student in question has been reinstated. From this point forward, the weekly attendance reports will be compared from week to week to ensure aid is reinstated to students who return to classes. In addition, the Return to Title IV policy and procedures will be updated to account for students who return to classes. Responsible person(s): Doreen Dixon, Registrar, ddixon@vuu.edu, 804-257-5845. Robert Merino, Executive Director of Financial Aid, jrmerino@vuu.edu, 804-254-3973. Planned Date of Completion of Corrective Action: December 31, 2024.
View Audit 323427 Questioned Costs: $1
Finding 501168 (2024-005)
Significant Deficiency 2024
Virginia Union University
VA
Questioned Costs
Criteria: Regulations require that the Instiution calculate refunds for students who withdrew during the semester, and any refund should be remitted ot the Department of Education in a timely manner, typically within 45 days of withdrawal. The University concurs with the audit finding and will adher...
Criteria: Regulations require that the Instiution calculate refunds for students who withdrew during the semester, and any refund should be remitted ot the Department of Education in a timely manner, typically within 45 days of withdrawal. The University concurs with the audit finding and will adhere to the corrective action plan. Corrective Action Plan: Although Official Withdrawals were calculated weekly, Unofficial Withdrawals for the Fall were calculated after the end of the semester. With the assistance of IT and the Registrar, Virginia Union University implemented a report to identify students who stopped attending classes for more than 14 days. As a result, Unofficial Withdrawals from the Spring were calculated in a timely manner. The report will be reviewed annually by the end of the add/drop deadline of the 16-week classes. Afterwards, it will continue to be utilized weekly to identify Unofficial Withdrawals. Responsible person(s): Doreen Dixon, Registrar, ddixon@vuu.edu, 804-257-5845. Robert Merino, Executive Director of Financial Aid, jrmerino@vuu.edu, 804-254-3973. Planned Date of Completion of Corrective Action: August 31, 2024.
View Audit 323427
Finding 501163 (2024-001)
Significant Deficiency 2024
Housing Authority of Washington County
MD
Questioned Costs HUD Housing Programs Subrecipient Monitoring
2024-001 Housing Voucher Cluster – Assistance Listing No. No. 14.871 and 14.879 Recommendation: We recommend management should designate one person to review a sample of the files that have been recertified each month. The purpose of the review is to determine if the tenant files were prepared in a...
2024-001 Housing Voucher Cluster – Assistance Listing No. No. 14.871 and 14.879 Recommendation: We recommend management should designate one person to review a sample of the files that have been recertified each month. The purpose of the review is to determine if the tenant files were prepared in accordance with internal policies and verify the compliance deficiencies have been corrected. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: Our internal audits take place monthly. The HCV department leadership pulls the list of recertifications, interims, and new admissions and samples 10% of each to ensure they have been done correctly, with all information documented. This internal audit includes checking the rent calculation, utilities, verification documents, and tenant/landlord notification. The agency has been completing this internal practice consistently since February 2024. Name(s) of the contact person(s) responsible for corrective action: Morgan Gower Planned completion date for corrective action plan: In progress as of February 2024 and is ongoing.
View Audit 323421 Questioned Costs: $1
Finding 499625 (2024-001)
Significant Deficiency 2024
University of Saint Francis
IN
Questioned Costs Student Financial Aid Special Tests & Provisions
We will implement the following solutions immediately to help mitigate our R2T4 processes: the Business Office (BO) will submit refunds to the Department of Education (DOE) as separate transactions rather than netting them with drawdowns; Financial Aid (FA) will confirm correct withdrawal date befor...
We will implement the following solutions immediately to help mitigate our R2T4 processes: the Business Office (BO) will submit refunds to the Department of Education (DOE) as separate transactions rather than netting them with drawdowns; Financial Aid (FA) will confirm correct withdrawal date before starting R2T4 processes and the BO will also confirm after FA has completed these processes; and the BO will save the Student Complete Withdrawal Form, R2T4 Workflow item, ROFC screenshot, FATP email and file from FA, Student Statement, G5/G6 screenshot and email confirmation of refund
View Audit 322507 Questioned Costs: $1
Finding 499522 (2024-003)
Significant Deficiency 2024
Richardton Health Center
ND
Questioned Costs Special Tests & Provisions Significant Deficiency § 200.303
Finding 2024-003 Federal Agency Name: United States Department of Agriculture Program Name: Community Facilities Loans and Grants Federal Assistance Listing #10.766 Finding Summary: During our testing, there was no formal review separate from the preparer over the reserve fund reconciliation for the...
Finding 2024-003 Federal Agency Name: United States Department of Agriculture Program Name: Community Facilities Loans and Grants Federal Assistance Listing #10.766 Finding Summary: During our testing, there was no formal review separate from the preparer over the reserve fund reconciliation for the federal program and there was no formal review of the balance in comparison to the required minimum reserve balance. Responsible Individual: Mandy Robinson, Administrator Corrective Action Plan: We will implement additional control processes to ensure a formal review over the reserve fund reconciliation and a formal review of the balance in comparison to the required minimum reserve balance is completed by staff separate from the preparer. Anticipated Completion Date: 12/31/2024
View Audit 322385
Finding 499462 (2024-008)
Material Weakness 2024
Outpatient Medical Center, Inc.
LA
Cash Management Questioned Costs Subrecipient Monitoring § 200.305
2024-008 Cash Management Corrective action planned: Federal draws will be made with approval of the Director of Financial Operations or their designee for expenditures that have been incurred and recorded in the general ledger. Electronic documentation will be organized by draw to ensure proper d...
2024-008 Cash Management Corrective action planned: Federal draws will be made with approval of the Director of Financial Operations or their designee for expenditures that have been incurred and recorded in the general ledger. Electronic documentation will be organized by draw to ensure proper documentation is maintained. Anticipated completion date: 11-30-2024 Contact person responsible for corrective action: Cathy Liles, Director of Fiscal Operations
View Audit 322303 Questioned Costs: $1
Finding 499458 (2024-007)
Material Weakness 2024
Outpatient Medical Center, Inc.
LA
Questioned Costs Allowable Costs / Cost Principles Material Weakness
2024-007 Reporting (repeat of finding 2023-003) Corrective action planned: The new accounting system which OMC implemented in April 2024, allows for better tracking of UDS related costs, primarily financial related data. Documentation for UDS reporting will be maintained and updated when needed. ...
2024-007 Reporting (repeat of finding 2023-003) Corrective action planned: The new accounting system which OMC implemented in April 2024, allows for better tracking of UDS related costs, primarily financial related data. Documentation for UDS reporting will be maintained and updated when needed. Internal auditing has already been implemented to ensure compliance with reporting requirements. Anticipated completion date: 11-30-2024 Contact person responsible for corrective action: Richard Bruce, Chief Operating Officer
View Audit 322303
Finding 499454 (2024-006)
Material Weakness 2024
Outpatient Medical Center, Inc.
LA
Questioned Costs Procurement, Suspension & Debarment § 200.320
2024-006 Procurement Corrective action planned: OMC’s Purchasing Policy will be updated to ensure compliance with federal regulations. Documentation will be reviewed by accounting staff. Anticipated completion date: 11-30-2024 Contact person responsible for corrective action: Cathy Liles, Directo...
2024-006 Procurement Corrective action planned: OMC’s Purchasing Policy will be updated to ensure compliance with federal regulations. Documentation will be reviewed by accounting staff. Anticipated completion date: 11-30-2024 Contact person responsible for corrective action: Cathy Liles, Director of Fiscal Operations
View Audit 322303 Questioned Costs: $1
Finding 499450 (2024-005)
Material Weakness 2024
Outpatient Medical Center, Inc.
LA
Allowable Costs / Cost Principles Questioned Costs § 200.403
2024-005 Period of Performance Corrective action planned: The Fiscal Supervisor and/or the Director of Fiscal Operations will review expenditures before payment to ensure that GAAP and the accrual basis of accounting are being followed. Month-end closing procedures will include a review of all pre...
2024-005 Period of Performance Corrective action planned: The Fiscal Supervisor and/or the Director of Fiscal Operations will review expenditures before payment to ensure that GAAP and the accrual basis of accounting are being followed. Month-end closing procedures will include a review of all prepaid expenses to assure that a separate schedule is maintained and reconciled to the general ledger. Anticipated completion date: 11-30-2024 Contact person responsible for corrective action: Cathy Liles, Director of Fiscal Operations
View Audit 322303 Questioned Costs: $1
Finding 499446 (2024-004)
Material Weakness 2024
Outpatient Medical Center, Inc.
LA
Allowable Costs / Cost Principles Questioned Costs
2024-004 Allowable Costs/Cost Principles Corrective action planned: The Fiscal Supervisor and/or the Director of Fiscal Operations will review expenditures before payment and will ensure that goods and/or services have been received before expenditure is posted into the accounting records. OMC c...
2024-004 Allowable Costs/Cost Principles Corrective action planned: The Fiscal Supervisor and/or the Director of Fiscal Operations will review expenditures before payment and will ensure that goods and/or services have been received before expenditure is posted into the accounting records. OMC clerical and other staff will be trained on expenditure coding, based on the current year’s budget. Financial reports for each grant cost center will be reviewed each month and reconciled to the cash disbursements shown in the Payment Management System. Anticipated completion date: 11-30-24 Contact person responsible for corrective action: Cathy Liles, Director of Fiscal Operations
View Audit 322303 Questioned Costs: $1
Dogwood Manor Apartments, Inc.
TN
Questioned Costs
Findings Reference Number: 2024-001 Federal Agency: Department of Housing and Urban Development Federal Program:Supportive Housing for the Elderly CFDA Number: 14.157 Management's response: Management concurs with the finding. Corrective Action Plan: Management will request a rent increase when the ...
Findings Reference Number: 2024-001 Federal Agency: Department of Housing and Urban Development Federal Program:Supportive Housing for the Elderly CFDA Number: 14.157 Management's response: Management concurs with the finding. Corrective Action Plan: Management will request a rent increase when the property is eligible and budget for monthly tax and escrow deposits to prevent future shortfalls in escrow cash. Implementation Date: Immediately.
View Audit 322302
Peyton Manor, Inc.
TN
HUD Housing Programs Questioned Costs
Findings Reference Number: 2024-001 Federal Agency: Department of Housing and Urban Development Federal Program:Supportive Housing for Persons with Disabilities CFDA Number: 14.181 Management's response: Management concurs with the finding. Corrective Action Plan: Management will request a rent incr...
Findings Reference Number: 2024-001 Federal Agency: Department of Housing and Urban Development Federal Program:Supportive Housing for Persons with Disabilities CFDA Number: 14.181 Management's response: Management concurs with the finding. Corrective Action Plan: Management will request a rent increase when the property is eligible and budget for monthly tax and escrow deposits to prevent future shortfalls in escrow cash.
View Audit 322301
Shenandoah Haven, Inc.
TN
HUD Housing Programs Questioned Costs
Findings Reference Number: 2024-002 Federal Agency: Department of Housing and Urban Development Federal Program:Supportive Housing for Persons with Disabilities CFDA Number: 14.181 Management's response: Management concurs with the finding. Corrective Action Plan: Management will request a rent incr...
Findings Reference Number: 2024-002 Federal Agency: Department of Housing and Urban Development Federal Program:Supportive Housing for Persons with Disabilities CFDA Number: 14.181 Management's response: Management concurs with the finding. Corrective Action Plan: Management will request a rent increase when the property is eligible and budget for monthly tax and escrow deposits to prevent future shortfalls in escrow cash .
View Audit 322299
Finding 499442 (2024-001)
Significant Deficiency 2024
Shenandoah Haven, Inc.
TN
Questioned Costs Allowable Costs / Cost Principles HUD Housing Programs
Findings Reference Number: 2024-001 Federal Agency: Department of Housing and Urban Development Federal Program:Supportive Housing for Persons with Disabilities CFDA Number: 14.181 Management's response: Management concurs with the finding. Corrective Action Plan: Management will re -evaluate contro...
Findings Reference Number: 2024-001 Federal Agency: Department of Housing and Urban Development Federal Program:Supportive Housing for Persons with Disabilities CFDA Number: 14.181 Management's response: Management concurs with the finding. Corrective Action Plan: Management will re -evaluate controls around cost identification and authorization in efforts to minimize potential error going forward. Implementation Date: Immediately.
View Audit 322299
Shenandoah Apartments, Inc.
TN
Questioned Costs
Findings Reference Number: 2024-001 Federal Agency: Department of Housing and Urban Development Federal Program:Supportive Housing for the Elderly CFDA Number: 14.157 Management's response: Management concurs with the finding. Corrective Action Plan: Management will request a rent increase when the ...
Findings Reference Number: 2024-001 Federal Agency: Department of Housing and Urban Development Federal Program:Supportive Housing for the Elderly CFDA Number: 14.157 Management's response: Management concurs with the finding. Corrective Action Plan: Management will request a rent increase when the property is eligible and budget for monthly tax and escrow deposits to prevent future shortfalls in escrow cash. Implementation Date: Immediately ·
View Audit 322298
MacE Apartments, Inc.
TN
HUD Housing Programs Questioned Costs
Findings Reference Number: 2024-001 Federal Agency: Department of Housing and Urban Development Federal Program:Supportive Housing for Persons with Disabilities CFDA Number: 14.181 Management's response: Management concurs with the finding. Corrective Action Plan: Management will request a rent incr...
Findings Reference Number: 2024-001 Federal Agency: Department of Housing and Urban Development Federal Program:Supportive Housing for Persons with Disabilities CFDA Number: 14.181 Management's response: Management concurs with the finding. Corrective Action Plan: Management will request a rent increase when the property is eligible and budget for monthly tax and escrow deposits to prevent future shortfalls in escrow cash. Implementation Date: Immediately .
View Audit 322297
Hilltop Manor, Inc.
TN
Questioned Costs
Findings Reference Number: 2024-001 Federal Agency: Department of Housing and Urban Development Federal Program:Supportive Housing for the Elderly CFDA Number: 14.157 Management's response: Management concurs with the finding. Corrective Action Plan: Management will request a rent increase when the ...
Findings Reference Number: 2024-001 Federal Agency: Department of Housing and Urban Development Federal Program:Supportive Housing for the Elderly CFDA Number: 14.157 Management's response: Management concurs with the finding. Corrective Action Plan: Management will request a rent increase when the property is eligible and budget for monthly tax and escrow deposits to prevent future shortfalls in escrow cash. Implementation Date: Immediately.
View Audit 322296
Fiddler's Annex, Inc.
TN
Questioned Costs
Findings – Federal Awards Program Findings Reference Number: 2024-001 Federal Agency: Department of Housing and Urban Development Federal Program: Supportive Housing for the Elderly CFDA Number: 14.157 Management’s response: Management concurs with the finding. Corrective Action Plan: Management ...
Findings – Federal Awards Program Findings Reference Number: 2024-001 Federal Agency: Department of Housing and Urban Development Federal Program: Supportive Housing for the Elderly CFDA Number: 14.157 Management’s response: Management concurs with the finding. Corrective Action Plan: Management will request a rent increase when the property is eligible and budget for monthly tax and escrow deposits to prevent future shortfalls in escrow cash. Implementation Date: Immediately.
View Audit 322287
Fairground Apartments, Inc.
TN
HUD Housing Programs Questioned Costs
Findings - Federal Awards Program Findings Reference Number: 2024-001 Federal Agency: Department of Housing and Urban Development Federal Program:Supportive Housing for Persons with Disabilities CFDA Number: 14.181 Management's response: Management concurs with the finding. Corrective Action Plan: M...
Findings - Federal Awards Program Findings Reference Number: 2024-001 Federal Agency: Department of Housing and Urban Development Federal Program:Supportive Housing for Persons with Disabilities CFDA Number: 14.181 Management's response: Management concurs with the finding. Corrective Action Plan: Management will request a rent increase when the property is eligible and budget for monthly tax and escrow deposits to prevent future shortfalls in escrow cash .
View Audit 322286
Finding 499413 (2024-002)
Significant Deficiency 2024
Stoddard CO Public Water District #4
MO
Internal Control / Segregation of Duties Questioned Costs Matching / Level of Effort / Earmarking
a. We concur with the finding and recommendation. b. The Board is responsible for evaluating the condition of the replacement and extension fund account. The funding of the account will be more closely controlled. As cash flow allows, efforts will be made to remedy the underfunding of the account. A...
a. We concur with the finding and recommendation. b. The Board is responsible for evaluating the condition of the replacement and extension fund account. The funding of the account will be more closely controlled. As cash flow allows, efforts will be made to remedy the underfunding of the account. A responsible member of the Board will be assigned to oversight responsibilities. c. The Board of Directors is responsible for oversight of the funding of the replacement and extension fund account. d. The anticipated completion date of correcting the underfunding of the account will be within two years
View Audit 322270
Finding 499412 (2024-001)
Significant Deficiency 2024
Stoddard CO Public Water District #4
MO
Internal Control / Segregation of Duties Questioned Costs Procurement, Suspension & Debarment
1. Finding 2024-001 a. We concur with the finding and recommendation. b. Management realizes the duties are reevaluated regularly and with the size of the District it is not feasible to add additional employees. They believe that they have adequate safeguards against material misstatements; however...
1. Finding 2024-001 a. We concur with the finding and recommendation. b. Management realizes the duties are reevaluated regularly and with the size of the District it is not feasible to add additional employees. They believe that they have adequate safeguards against material misstatements; however, they will continue to strive to improve this deficiency. c. The Board of Directors is responsible for evaluating safeguards against material misstatements to the financial statements. d. This is an ongoing process, therefore, there is no anticipated completion date.
View Audit 322270
Finding 499151 (2024-001)
Significant Deficiency 2024
Sheridan Village, Inc.
KS
Questioned Costs HUD Housing Programs Reporting
2024-001 Finding Management did not properly calculate adjusted gross income on the annual recertification for one tenant based on information verified in the tenant's file. Adjusted gross income for the tenant was understated by $2,000 on the annual recertification, resulting in excess rental assis...
2024-001 Finding Management did not properly calculate adjusted gross income on the annual recertification for one tenant based on information verified in the tenant's file. Adjusted gross income for the tenant was understated by $2,000 on the annual recertification, resulting in excess rental assistance of $50 per month for the period affected. There are questioned costs of $200 associated with this finding. Comments on Finding and Recommendation Management agrees with the finding and recommendation. Management should process a corrected HUD-50059 certification and the PRAC should be adjusted for the overpayment. Management should review previous certifications for similar errors and process corrected certifications as necessary. Actions Taken A corrected certification was processed on August 14, 2024 and the PRAC was adjusted by $200. Previous certifications will be reviewed and corrected as necessary.
View Audit 321934 Questioned Costs: $1
Finding 498870 (2024-001)
Material Weakness 2024
Old Towne Square, Inc.
OK
Questioned Costs Eligibility HUD Housing Programs
OLD TOWNE SQUARE, INC. CORRECTIVE ACTION PLAN YEAR ENDED JUNE 30, 2024 AND 2023 Old Towne Square, Inc 609 SW F Avenue Lawton, OK 73501 Telephone: (580) 353-7392 Fax: (580) 353-6111 Corrective Action Plan Finding: 2024-001-Lack of Adequate Quality Control Regarding Tenant Procedures- Eligibil...
OLD TOWNE SQUARE, INC. CORRECTIVE ACTION PLAN YEAR ENDED JUNE 30, 2024 AND 2023 Old Towne Square, Inc 609 SW F Avenue Lawton, OK 73501 Telephone: (580) 353-7392 Fax: (580) 353-6111 Corrective Action Plan Finding: 2024-001-Lack of Adequate Quality Control Regarding Tenant Procedures- Eligibility Condition: The quality of supervision over tenant file functions, such as calculating tenant rent and Housing Assistance Payments should be timely and sufficient to find errors in calculations or mis-application or mis-understanding of procedures. Corrective Action Planned: I am Rita Love, Executive Director. We will comply with the auditor’s recommendation. Person responsible for corrective action: Rita Love, Executive Director Telephone: (580) 353-7392 Old Towne Square, Inc. Fax: (580) 353-6111 609 SW F Avenue Lawton, OK 73501 Anticipated Completion Date: By November 30, 2024
View Audit 321636
Mission Housing Developmnet Property Iv, Inc.
CA
Questioned Costs HUD Housing Programs Reporting
Management is working on requesting HUD to increase rents to increase cash flow and waive the replacement reserve funding requirements.
Management is working on requesting HUD to increase rents to increase cash flow and waive the replacement reserve funding requirements.
View Audit 321429
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