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Corrective Action Plans

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Finding 544390 (2024-002)
Material Weakness 2024
North General Aids Housing Development Fund Corporation
NY
Questioned Costs HUD Housing Programs Allowable Costs / Cost Principles
As of March 26, 2025, these amounts have been credited back to the company through the central disbursement accounting system. Management will implement reviews on a quarterly basis to ensure that only expenses related to the Corporation are included in expenses and will review indirect allocation...
As of March 26, 2025, these amounts have been credited back to the company through the central disbursement accounting system. Management will implement reviews on a quarterly basis to ensure that only expenses related to the Corporation are included in expenses and will review indirect allocations to ensure only appropriate expenses approved in the HUD budget will be included in expenses.
View Audit 351045 Questioned Costs: $1
Finding 544389 (2024-001)
Material Weakness 2024
North General Aids Housing Development Fund Corporation
NY
Questioned Costs HUD Housing Programs
Management will request for a retroactive approval of the withdrawal; management should put a system in place to avoid such withdrawals in the future. Management will review and revise the protocols to avoid withdraws without prior HUD approval.
Management will request for a retroactive approval of the withdrawal; management should put a system in place to avoid such withdrawals in the future. Management will review and revise the protocols to avoid withdraws without prior HUD approval.
View Audit 351045 Questioned Costs: $1
Finding 544385 (2024-001)
Significant Deficiency 2024
Tasc, Inc.
IL
Questioned Costs
Recommendation: We recommend that TASC follow its established procedures for charging allowable expense to the grant during the period of performance. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: Management w...
Recommendation: We recommend that TASC follow its established procedures for charging allowable expense to the grant during the period of performance. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: Management will follow established procedure to make sure costs are recorded in the proper period. Management will review the procedure with all accounting staff. Name(s) of the contact person(s) responsible for corrective action: Roy Fesmire, CFO Planned completion date for corrective action plan: June 30, 2025
View Audit 351029 Questioned Costs: $1
Finding 544382 (2024-001)
Material Weakness 2024
Western Beaver County School District
PA
Questioned Costs Procurement, Suspension & Debarment § 200.318 § 200.320
CONDITION: The Western Beaver Area School District contracted with a third-party vendor – Snider Recreation for the purchase and installation of playground equipment. The contract was procured through a cooperative purchasing group. The District 1) was unable to provide documentation from the coop...
CONDITION: The Western Beaver Area School District contracted with a third-party vendor – Snider Recreation for the purchase and installation of playground equipment. The contract was procured through a cooperative purchasing group. The District 1) was unable to provide documentation from the cooperative purchasing group to verify that the playground procurement contract was competitively procured, such as a bid evaluation and public solicitation and 2) did not obtain the adequate number of price or rate quotations. This is a continuing finding from the 2022-2023 fiscal year. CRITERIA: As specified in 2 CFR 200. 318(i) of the Uniform Guidance, the District must maintain records sufficient to detail the history of procurement. These records will include, but are not necessarily limited to, the following: rationale for the method of procurement, selection of contract type, contractor selection or rejection, and the basis for the contract price. In addition, small purchase procedures per 2 CFR 200.320(a)(2)(i) for acquisitions between the micro-purchase threshold (currently $10,000) and the simplified acquisition threshold (current $250,000), price or rate quotations must be obtained from an adequate number of qualified sources as determined appropriate. Per 24 PS 8.807.1, there should be three quotes that are either written or well documented. MANAGEMENT’S CORRECTIVE ACTION PLAN: Management will review and update as necessary, it’s current procurement policies and procedures to ensure compliance with all applicable sections of the Uniform Guidance, in specific, Sections 2 CFR 200.318(i) and 200.320(a)(2)(i) of the Uniform Guidance, as well as 24 PS 8.807.1. In specific, these procedures will include 1) obtaining all relevant information pertaining to procurements involving federal assistance from any cooperative purchasing group and 2) obtaining quotations from three qualified providers where applicable and documenting those results. These two (2) updated procedures will be implemented during the remaining months of the 2024-2025 fiscal year, and all subsequent years, for future purchases where applicable.
View Audit 351022 Questioned Costs: $1
Finding 544365 (2024-001)
Significant Deficiency 2024
North Tippah Consolidated School District
MS
Questioned Costs Allowable Costs / Cost Principles § 200.405
a. Name of Contact Person Responsible for Corrective Action: Candy Norvell b.Corrective Action Planned: North Tippah is transitioning to a digital time clock system. All employees will log their time through the Time Trust system. The Food Service Director ,business manager and the superintendent wi...
a. Name of Contact Person Responsible for Corrective Action: Candy Norvell b.Corrective Action Planned: North Tippah is transitioning to a digital time clock system. All employees will log their time through the Time Trust system. The Food Service Director ,business manager and the superintendent will review and make adjustments to the part time accounts payable employee’s salary. c.Anticipated Completion Date: 7/1/25
View Audit 351004 Questioned Costs: $1
Finding 544180 (2024-009)
Significant Deficiency 2024
Delaware State University
DE
Questioned Costs Internal Control / Segregation of Duties Significant Deficiency § 200.414
2024-009 Research and Development Cluster – Federal Assistance Listing Nos. Various – Indirect Cost Rate Recommendation: We recommend management and the applicable grant individuals to properly validate the rate being used in the calculation to the grant agreement. Explanation of disagreement with a...
2024-009 Research and Development Cluster – Federal Assistance Listing Nos. Various – Indirect Cost Rate Recommendation: We recommend management and the applicable grant individuals to properly validate the rate being used in the calculation to the grant agreement. Explanation of disagreement with audit finding: There is no disagreement to the audit finding. Action taken in response to finding: Restricted Funds Accounting (RFA) team will ensure updated SOPS include checks and balances to include a review process to make sure that the IDC amount matches the award documents. Automate process within the ERP systems, as applicable. Name(s) of the contact person(s) responsible for corrective action: Director of Accounting, Tonya A. Cardwell Planned completion date for corrective action plan: December 2026
View Audit 350927 Questioned Costs: $1
Finding 544155 (2024-004)
Significant Deficiency 2024
Washington Adventist University
MD
Questioned Costs Matching / Level of Effort / Earmarking § 200.303
Action taken in response to finding: Move all promissory notes to a fireproof filing cabinet, that is stored in a secure area. Each promissory note has been backed up electronically. Assign all defaulted and potential default loans to the Department of Education. Name(s) of the contact person(s) res...
Action taken in response to finding: Move all promissory notes to a fireproof filing cabinet, that is stored in a secure area. Each promissory note has been backed up electronically. Assign all defaulted and potential default loans to the Department of Education. Name(s) of the contact person(s) responsible for corrective action: Patrick Farley Planned completion date for corrective action plan: June 30, 2026
View Audit 350924 Questioned Costs: $1
Finding 544139 (2024-003)
Significant Deficiency 2024
Washington Adventist University
MD
Questioned Costs Eligibility Student Financial Aid § 200.303
Action taken in response to finding: The University has SAP policies and procedures in place to determine student’s eligibility for Financial Aid that complies with Federal regulations, including qualitative (GPA), quantitative (pace of completion) and maximum timeframe standards. The SAP finding m...
Action taken in response to finding: The University has SAP policies and procedures in place to determine student’s eligibility for Financial Aid that complies with Federal regulations, including qualitative (GPA), quantitative (pace of completion) and maximum timeframe standards. The SAP finding may be due to system error with the Colleague ERP when the SAP report was run. The University will evaluate our SAP procedures and perform internal audits to identify gaps or inconsistencies and implement corrective actions as needed. Training will be provided to financial aid staff on SAP requirements and procedures to ensure consistent application and understanding. Name(s) of the contact person(s) responsible for corrective action: Alfred Taylor Planned completion date for corrective action plan: June 30, 2025
View Audit 350924 Questioned Costs: $1
Finding 544135 (2024-001)
Significant Deficiency 2024
Accokeek Foundation, INC
MD
Questioned Costs
The finding from the September 30, 2024 schedule of findings and questioned cost is discussed below. The finding is numbered consistently with the number assigned in the schedule. Findings - Federal Award 2024-001 Summary of Finding During our testing over payroll auditors noted that for three pay p...
The finding from the September 30, 2024 schedule of findings and questioned cost is discussed below. The finding is numbered consistently with the number assigned in the schedule. Findings - Federal Award 2024-001 Summary of Finding During our testing over payroll auditors noted that for three pay periods there were variances between the total calculated amount to be charged to the grant based on the timecards and the total actual amount charged. As a result. payroll charged to the major program was understated by $2,591 for the year ended September 30, 2024. Statement of Concurrence or Nonconcurrence Management agrees with the finding and will implement the following corrective action. Corrective Action Accokeek Foundation will implement an enhanced payroll reconciliation process by updating the Excel workbook formula to ensure the timecard grant allocations are correctly captured and reported. The accounting team will test the updated formula to verify its accuracy and effectiveness. They will monitor the effectiveness of this corrective action through quarterly reviews and ensure that any discrepancies identified are promptly corrected. The enhanced reconciliation process and training will be implemented by June 30, 2025.
View Audit 350919 Questioned Costs: $1
Finding 542029 (2024-001)
Significant Deficiency 2024
University of Pikeville
KY
Questioned Costs Student Financial Aid Eligibility
Finding 2024-001 Federal Program: U.S. Department of Education Federal Pell Grant Program, Federal Assistance Listing 84.063 Criteria: The University must comply with 34 CFR 690.61(a)(1). Condition: During our testing of 40 students for eligibility, we noted one student who was eligible for a Pel...
Finding 2024-001 Federal Program: U.S. Department of Education Federal Pell Grant Program, Federal Assistance Listing 84.063 Criteria: The University must comply with 34 CFR 690.61(a)(1). Condition: During our testing of 40 students for eligibility, we noted one student who was eligible for a Pell grant, but was not awarded nor disbursed a Pell grant. Upon further analysis, there were four additional students that were eligible for a Pell grant and were not awarded nor disbursed a Pell grant. Corrective Actions Taken or Planned: For the year ended June 30, 2024, it was found that some students were not awarded eligible Pell grants. After the initial students were discovered, the University reviewed all students that were active for the 2023-2024 award year and reviewed their most current Institutional Student Information Record (ISIR) to determine which students may not have been awarded Pell grants correctly. Affected students were then awarded as needed and funds applied to their account. Going forward, the University will review subsequent student ISIRs and run additional reports to ensure students are awarded the correct amount of Pell grants. This additional review will capture those who would have previously been missed. Name of Responsible Person: Daniel Donner, Director of Financial Aid Completion Date: August 13, 2024
View Audit 350857 Questioned Costs: $1
Finding 542026 (2024-002)
Significant Deficiency 2024
Energy Coordinating Agency of Philadelphia, Inc.
PA
Questioned Costs
ECA agrees with this finding. This particular event was a result of human error and ultimately an “extra” zero was added into the system by mistake. ECA hired a Chief Operating Officer in July 2024, who will ultimately be responsible for creating a new policy for all grant billing that must be enter...
ECA agrees with this finding. This particular event was a result of human error and ultimately an “extra” zero was added into the system by mistake. ECA hired a Chief Operating Officer in July 2024, who will ultimately be responsible for creating a new policy for all grant billing that must be entered into a third-party software that will include adequate reviews
View Audit 350855 Questioned Costs: $1
Finding 542019 (2024-002)
Significant Deficiency 2024
Urban League of Portland
OR
Questioned Costs Special Tests & Provisions Subrecipient Monitoring
Contact Person NAME: Julia Delgado PHONE: (503) 280-2600 E-Mail: jdelgado@ulpdx.org Explanation and Specific Reasons for Disagreement with the Audit Finding or That Corrective Action is not Required (if Applicable) No disagreement. Corrective Action Planned Urban League of Portland shall review an...
Contact Person NAME: Julia Delgado PHONE: (503) 280-2600 E-Mail: jdelgado@ulpdx.org Explanation and Specific Reasons for Disagreement with the Audit Finding or That Corrective Action is not Required (if Applicable) No disagreement. Corrective Action Planned Urban League of Portland shall review and revise the current policy to enhance recommendations that assure rent reasonableness procedures are instituted. Further training shall be provided to Program Managers to support a due diligent interim review of Master Leases. Anticipated Complete Date: 05/01/2024
View Audit 350845 Questioned Costs: $1
Finding 542015 (2024-001)
Material Weakness 2024
Urban League of Portland
OR
Questioned Costs Allowable Costs / Cost Principles Period of Performance
Contact Person NAME: Julia Delgado PHONE: (503) 280-2600 E-Mail: jdelgado@ulpdx.org Explanation and Specific Reasons for Disagreement with the Audit Finding or That Corrective Action is not Required (if Applicable) No disagreement. Corrective Action Planned The Urban League of Portland is committe...
Contact Person NAME: Julia Delgado PHONE: (503) 280-2600 E-Mail: jdelgado@ulpdx.org Explanation and Specific Reasons for Disagreement with the Audit Finding or That Corrective Action is not Required (if Applicable) No disagreement. Corrective Action Planned The Urban League of Portland is committed to an environment of continuous improvement. Further training shall be provided to Program Managers regarding the organizations’ documented internal controls and the importance of adhering to the established approval process. Urban League has currently hired a seasoned Controller and is in the process of hiring an experienced Accounting Manager. Tracking expiring grants more thoroughly and having further reviews in place to assure transactions are recorded within the grant’s agreed upon period of performance shall provide confidence expenses are recorded properly. Anticipated Completion Date: 05/01/2024
View Audit 350845 Questioned Costs: $1
Finding 542010 (2024-005)
Significant Deficiency 2024
Northwest Iowa Mental Health Center D/b/a Seasons Center for Community
IA
Questioned Costs Allowable Costs / Cost Principles Matching / Level of Effort / Earmarking § 200.303 § 200.306 § 200.403
Matching Federal Agency Name: Department of Health and Human Services FFAL #93.087 Program Name: Enhance Safety of Children Affected by Substance Abuse Finding Summary: During testing of match expenditures, testing noted 5.15 hours identified as Medicaid hours for one employee were not removed from...
Matching Federal Agency Name: Department of Health and Human Services FFAL #93.087 Program Name: Enhance Safety of Children Affected by Substance Abuse Finding Summary: During testing of match expenditures, testing noted 5.15 hours identified as Medicaid hours for one employee were not removed from the employee’s total hours when calculating the amount of match for the federal program. The Center’s controls did not detect or correct the errors identified, which results in a reasonable possibility that the Center could claim as match disallowed costs under the federal award and would not be able to detect and correct noncompliance in a timely manner. The employee’s Medicaid hours were not properly included within a revenues report due to the employee’s provider number not being included within the report parameters. Responsible Individuals: CEO (Dan Ries) Corrective Action Plan: CEO will double check and confirm that all revenue reports run have data for the correct staff to ensure that the accurate information is being used to calculate match hours. Anticipated Completion Date: September 2024.
View Audit 350836 Questioned Costs: $1
Finding 542009 (2024-004)
Significant Deficiency 2024
Northwest Iowa Mental Health Center D/b/a Seasons Center for Community
IA
Questioned Costs Allowable Costs / Cost Principles Matching / Level of Effort / Earmarking § 200.303 § 200.430
Activities Allowed and Allowable Costs Federal Agency Name: Department of Health and Human Services FFAL #93.696 Program Name: Certified Community Behavior Health Clinic Expansion Grants Finding Summary: During testing of expenditures, the following was identified: a) ClickTime timecard, which trac...
Activities Allowed and Allowable Costs Federal Agency Name: Department of Health and Human Services FFAL #93.696 Program Name: Certified Community Behavior Health Clinic Expansion Grants Finding Summary: During testing of expenditures, the following was identified: a) ClickTime timecard, which tracks federal and nonfederal hours for employees, did not properly reflect the employees total federal and nonfederal hours being paid within the payroll register (1 instance). b) Calculation errors for expenses allocated to the grant (3 instances). c) Employee tracked 2.7 hours under the federal program and a nonfederal program line in ClickTime (1 instance) causing it to be double counted. The Center’s controls did not detect or correct the errors identified, which results in a reasonable possibility that the Center could submit disallowed costs under the federal awards and would not be able to detect and correct noncompliance in a timely manner. An employee entered 8 hours of PTO into ClickTime for two days each; however, the employee was only paid for 4 hours of PTO for each day. The calculation errors were due to the use of a wrong employee’s allocation percentage and a keying error for payroll expenses for an employee. The secondary review of the employee ClickTime timecards did not identify the incorrectly tracked hours and double tracked time. Also, the secondary review of federal grant expenditure tracking spreadsheet did not identify the calculation errors. Responsible Individuals: Project Directors (Rebecca McCrackin, Missy Martini), Project Accounts Manager (Marsha Bomgaars) and CEO (Dan Ries) Corrective Action Plan: Staff supervisors are to compare ClickTime entries with payroll system entries to ensure they match. The Project Accounts Manager will compare and reconcile all ClickTime reports with payroll reports using an Excel spreadsheet to identify discrepancies and to ensure the ClickTime timecards and the payroll registers match and all hours are accurately reported. Anticipated Completion Date: September 2024.
View Audit 350836 Questioned Costs: $1
Finding 542008 (2024-003)
Significant Deficiency 2024
Northwest Iowa Mental Health Center D/b/a Seasons Center for Community
IA
Questioned Costs Allowable Costs / Cost Principles § 200.303
Activities Allowed and Allowable Costs Federal Agency Name: Department of Health and Human Services FFAL#93.087 Program Name: Enhance Safety of Children Affected by Substance Abuse Finding Summary: During testing of expenditures, the auditor’s noted calculation errors when allocating payroll expens...
Activities Allowed and Allowable Costs Federal Agency Name: Department of Health and Human Services FFAL#93.087 Program Name: Enhance Safety of Children Affected by Substance Abuse Finding Summary: During testing of expenditures, the auditor’s noted calculation errors when allocating payroll expenses to the federal grant. The Center’s controls did not detect or correct the errors identified, which results in a reasonable possibility that the Center could submit disallowed costs under the federal awards and would not be able to detect and correct noncompliance in a timely manner. The calculation errors were due to the use of a wrong employee’s allocation percentage, a keying error for the amount of payroll taxes for an employee, and not properly updating the calculation of worker’s compensation based upon the new percentage effective January 1, 2024 for the state of Iowa. In addition, the secondary review of federal grant expenditure tracking spreadsheet did not identify the calculation errors. Responsible Individuals: Staff Supervisors (Sarah Heinrichs) and Project Accounts Manager (Marsha Bomgaars) Corrective Action Plan: Staff supervisors are to compare ClickTime entries with payroll system entries to ensure they match. The Project Accounts Manager will compare and reconcile all ClickTime reports with payroll reports using an Excel spreadsheet to identify discrepancies and to ensure the ClickTime timecards and the payroll registers match and all hours are accurately reported. Anticipated Completion Date: September 2024.
View Audit 350836 Questioned Costs: $1
Finding 542005 (2024-003)
Material Weakness 2024
University of Maryland Medical System Corporation
MD
Questioned Costs Subrecipient Monitoring Procurement, Suspension & Debarment
2024-003 H. Period of Performance Timely Payment of Financial Obligations Assistance Listing 93.959: Block Grants for Substance Use Prevention, Treatment, and Recovery Services Federal Agency: Department of Health and Human Services Recommendation: As the grant period has ended, we recommend that th...
2024-003 H. Period of Performance Timely Payment of Financial Obligations Assistance Listing 93.959: Block Grants for Substance Use Prevention, Treatment, and Recovery Services Federal Agency: Department of Health and Human Services Recommendation: As the grant period has ended, we recommend that the Corporation works with the funding agency to remedy the period of performance noncompliance. In addition, we recommend that the Corporation reassess the design of its period of performance controls to identify where enhancement or additional controls are needed over liquidation of financial obligations subsequent to the end of a grant award. Explanation of disagreement with audit finding: There is no disagreement with the finding and recommendations. Action planned/taken in response to finding: The Corporation went live on its new ERP system in April 2024. Since go-live, management has continued to optimize the system and find ways to strengthen our internal controls, including automating certain processes. Management will continue to educate all grant managers on (1) the reporting capabilities within the system that can be utilized in the execution of monitoring payment status on individual invoices that have been submitted to granting agencies for reimbursement, and (2) the requirement to use their grant specific general ledger coding when orders are placed with vendors that are set up under the Corporation’s group purchasing process. For the specific vendor noted in Finding 2024-003, a grant number input field has been added to the group purchasing orders to allow for enhanced tracking and review of expenditures associated with grants and the monitoring of payment of those expenditures. The use of the accurate grant general ledger coding by grant managers when orders are placed, will reduce the time between placement of order and payment of the invoice. Additionally, management will develop a federal grant policy that covers all requirements for compliance and internal controls for federal grants. The grant manager responsible for oversight of BHSB grants will work with BHSB to remedy the period of performance noncompliance noted in Finding 2024-003. Anticipated Completion Date – June 30, 2026 Name(s) of the contact person(s) responsible for corrective action: Jeff Chadwick, Financial Reporting Director, jeff.chadwick@umm.edu
View Audit 350833 Questioned Costs: $1
Finding 541987 (2024-003)
Significant Deficiency 2024
College Unbound
RI
Questioned Costs Matching / Level of Effort / Earmarking Student Financial Aid
Finding number: 2024-003 Federal agency: U.S. Department of Education Programs: Student Financial Assistance Cluster Assistance listing #: 84.063 and 84.268 Award year: 2024 Corrective Action Plan: This finding was the result of failure to fully...
Finding number: 2024-003 Federal agency: U.S. Department of Education Programs: Student Financial Assistance Cluster Assistance listing #: 84.063 and 84.268 Award year: 2024 Corrective Action Plan: This finding was the result of failure to fully execute a professional judgment (PJ) calculation. We processed a PJ on the now-closed FAA access but failed to import the updated EFC into our system. As FAA is now closed, we cannot show the updated EFC. College Unbound does regular monthly checks to ensure that no student exceeds cost of attendance or need. This one was a PJ done sloppily. Timeline for Implementation of Corrective Action Plan: Completed Contact Person: Mark Hartonchik, CFO
View Audit 350797 Questioned Costs: $1
Finding 541986 (2024-001)
Significant Deficiency 2024
Lake Wales Housing Authority
FL
Questioned Costs HUD Housing Programs Subrecipient Monitoring
U.S. Department of Housing and Urban Development Housing Voucher Cluster – Assistance Listing No. 14.871 Recommendation: The Authority should designate an individual to review tenant files to ensure that rent reasonableness is properly performed before the effective date and maintained in the file...
U.S. Department of Housing and Urban Development Housing Voucher Cluster – Assistance Listing No. 14.871 Recommendation: The Authority should designate an individual to review tenant files to ensure that rent reasonableness is properly performed before the effective date and maintained in the file. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: Tenant files will be reviewed prior to effective date to ensure rent reasonableness are done timely. Name of the contact person(s) responsible for corrective action: Albert Kirland Jr. Planned completion date for corrective action plan: April 1, 2025 If the U.S. Department of Housing and Urban Development has questions regarding this plan, please call Albert Kirland Jr. at 863 676-7414x12
View Audit 350795 Questioned Costs: $1
Finding 541973 (2024-004)
Significant Deficiency 2024
United Tribes Technical College
ND
Questioned Costs Allowable Costs / Cost Principles Significant Deficiency
Recommendation: We recommend the College follow and properly execute its procedures it has in place relating to non-payroll expenditures. Action Taken: The Finance department will review and ensure all journal entries are properly documented prior to making posting payments. Finance is 90% fully sta...
Recommendation: We recommend the College follow and properly execute its procedures it has in place relating to non-payroll expenditures. Action Taken: The Finance department will review and ensure all journal entries are properly documented prior to making posting payments. Finance is 90% fully staffed and new staff have been trained on how to do journal entries.
View Audit 350766 Questioned Costs: $1
Finding 541972 (2024-003)
Significant Deficiency 2024
United Tribes Technical College
ND
Questioned Costs Allowable Costs / Cost Principles Significant Deficiency
Recommendation: We recommend the College follow and properly execute its procedures it has in place relating to payroll expenditures. Action Taken: The Finance department will review and ensure all payroll entries and payroll corrections are properly documented prior to making journal entries.
Recommendation: We recommend the College follow and properly execute its procedures it has in place relating to payroll expenditures. Action Taken: The Finance department will review and ensure all payroll entries and payroll corrections are properly documented prior to making journal entries.
View Audit 350766 Questioned Costs: $1
Finding 541968 (2024-001)
Significant Deficiency 2024
Boston Public Health Commission
MA
Questioned Costs Allowable Costs / Cost Principles Cash Management
Management implemented an additional control that any submitted workbook or invoice that is changed by an awarding agency before payment is made, must be thoroughly reviewed and reconciled prior to authorizing the workbook or invoice for payment.
Management implemented an additional control that any submitted workbook or invoice that is changed by an awarding agency before payment is made, must be thoroughly reviewed and reconciled prior to authorizing the workbook or invoice for payment.
View Audit 350763 Questioned Costs: $1
Finding 541964 (2024-030)
Significant Deficiency 2024
State of Louisiana
LA
Questioned Costs Matching / Level of Effort / Earmarking § 200.306
Dear Mr. Waguespack: The Louisiana Department of Health (LDH) acknowledges receipt of correspondence from the Louisiana Legislative Auditor (LLA) dated January 27, 2025 regarding a reportable audit finding related to Noncompliance with Medicaid Federal Matching and Reporting Requirements Related to...
Dear Mr. Waguespack: The Louisiana Department of Health (LDH) acknowledges receipt of correspondence from the Louisiana Legislative Auditor (LLA) dated January 27, 2025 regarding a reportable audit finding related to Noncompliance with Medicaid Federal Matching and Reporting Requirements Related to a Means of Financing Reallocation. LDH appreciates the opportunity to provide this response to your office’s findings. Finding: Noncompliance with Medicaid Federal Matching and Reporting Requirements Related to a Means of Financing Reallocation Recommendation: LDH management should strengthen the system of internal controls over preparation and review of the quarterly CMS-64 reports to ensure expenditures are accurately reported and that the required amount of state and/or local funds are available and used to match the state’s allowable expenditures. LDH Response: LDH Management concurs that the reallocation of the Medicaid expenditures that include federal and state shares should have been excluded from the June 30, 2024 CMS64 report. LDH Management recognizes its responsibility to accurately report financial data, but also acknowledges that staffing shortages and inadequate/insufficient training resulted in less-than-ideal reporting conditions creating limited knowledge and experience with the data and reporting requirements and time for thorough reviews Corrective Action Plan: LDH Fiscal Management has already taken steps to aggressively work towards improving staffing knowledge and skills by way of securing the services of a vendor who offers CMS64 support and training for federal reporting requirements. In addition, LDH Fiscal is working with the vendor to develop a comprehensive training/development plan for staff responsible for CMS64 reporting and establish collaboration with Human Resources to address staffing efforts. The corrective action plan completion date to address this compliance was effective immediately upon notification of the error, recognizing that this will be an ongoing corrective action plan of monitoring as LDH Fiscal works to create a culture of continuous improvement. Clinton Summer, Accountant Manager 4/Comptroller for Medicaid Financial Reporting and Helen Harris, Deputy Undersecretary 2/Fiscal Director, are responsible for the execution and implementation of this corrective action. You may contact Clinton Summers, Accountant Manager 4 at (225) 342-5701 or via email at Clinton.Summers@la.gov or Helen Harris, LDH Fiscal Director, at (225) 342-9568 or via email at Helen.Harris@la.gov with any questions about this matter.
View Audit 350759 Questioned Costs: $1
Finding 541962 (2024-028)
Significant Deficiency 2024
State of Louisiana
LA
Questioned Costs Matching / Level of Effort / Earmarking
Dear Mr. Waguespack: The Louisiana Department of Health (LDH) acknowledges receipt of correspondence from the Louisiana Legislative Auditor (LLA) dated February 7, 2025 regarding a reportable audit finding related to Noncompliance with Disproportionate Share Hospital Payments. LDH appreciates the o...
Dear Mr. Waguespack: The Louisiana Department of Health (LDH) acknowledges receipt of correspondence from the Louisiana Legislative Auditor (LLA) dated February 7, 2025 regarding a reportable audit finding related to Noncompliance with Disproportionate Share Hospital Payments. LDH appreciates the opportunity to provide this response to your office’s findings. Finding: Noncompliance with Disproportionate Share Hospital Payments Recommendation: LDH should ensure an adequate review of the tracking spreadsheet to verify that all federal payments are included and to prevent the department from exceeding the federal DSH allotment in the future. LDH Response: LDH concurs with the finding of noncompliance with 2016 disproportionate share hospital payments as the global DSH allotment was exceeded for that FFY. The department anticipated a full recoupment from one of our facilities upon completion of the original DSH audit report, however, upon completion of an addendum, the facility submitted additional information which reduced their liability and resulted in an overpayment. Corrective Action: LLA has identified $4,225,716 of total computable payments made in excess of the global DSH allotment for FFY 2016. The department will recoup funds from the facility that was overpaid and return the FFP portion of that overpayment to CMS. The Department will also return the FFP portion of the remaining amount that was payments in excess of the global allotment to CMS. In the future, LDH will ensure an adequate review of the tracking spreadsheet to verify that all federal payments are included to prevent the department from exceeding the federal DSH allotment. Any adjustments resulting from potential overpayments which would increase the available DSH state allotment cap shall not be recognized until recoupment is finalized and complete. You may contact Kimberly Sullivan, Medicaid Director at (225) 219-7810 or via e-mail at Kimberly.Sullivan@la.gov or Jackie Cummings, Medicaid Program Manager 4 at (225) 342-7505 or via email at Jackie.Cummings2@la.gov with any questions about this matter.
View Audit 350759 Questioned Costs: $1
Finding 541956 (2024-022)
Significant Deficiency 2024
State of Louisiana
LA
Questioned Costs Matching / Level of Effort / Earmarking § 200.306
Dear Mr. Waguespack: The Louisiana Department of Health (LDH) acknowledges receipt of correspondence from the Louisiana Legislative Auditor (LLA) dated January 27, 2025 regarding a reportable audit finding related to Inadequate Controls over and Noncompliance with Matching and Reporting Requirement...
Dear Mr. Waguespack: The Louisiana Department of Health (LDH) acknowledges receipt of correspondence from the Louisiana Legislative Auditor (LLA) dated January 27, 2025 regarding a reportable audit finding related to Inadequate Controls over and Noncompliance with Matching and Reporting Requirements Related to the Cost Share Process. LDH appreciates the opportunity to provide this response to your office’s findings. Finding: Inadequate Controls over and Noncompliance with Matching and Reporting Requirements Related to the Cost Share Process Recommendation: LDH management should ensure the cost share tables are appropriately updated for all periods during the fiscal year. In addition, LDH should strengthen controls over preparation and review of the quarterly CMS-64 federal expenditure reports to ensure that the appropriate federal match is applied to qualifying expenditures and the required amount of state and/or local funds are available and used to match the state’s allowable expenditures. LDH Response: LDH management concurs that the cost share tables were not updated for all periods during the fiscal year in LaGov. Although the rates in LaGov did not impact accurate federal reporting in MBES, we recognize that for comparison and accuracy, the rates should have been verified in both instances. Our expenditure reporting to CMS via MBES is entered based on total expenditures as MBES calculates the FMAP automatically. However, we are implementing additional controls in our SOPs that will ensure the FMAP information in LaGov remains current. Corrective Action Plan: The tables have been updated in the LaGov system as of January 2025 and we are currently adding a task to quarterly checklist to ensure the rates are aligned between LaGov and MBES. In addition, we are exploring the possibilities to update queries and reports, where possible, to further strengthen reporting accuracy by automatically tying to the FMAP information in LaGov so queries and reports can automatically calculate the appropriate federal and state match which will also avoid any potential discrepancy that may arise from manual intervention/calculations. This corrective action plan to address the feasibility of updating queries and reports is ongoing, but an anticipated assessment date is May 30, 2025. Clinton Summer, Accountant Manager 4/Comptroller for Medicaid Financial Reporting and Helen Harris, Deputy Undersecretary 2/Fiscal Director, are responsible for the execution and implementation of this corrective action. You may contact Clinton Summers, Accountant Manager 4 at (225) 342-5701 or via email at Clinton.Summers@la.gov or Helen Harris, LDH Fiscal Director, at (225) 342-9568 or via email at Helen.Harris@la.gov with any questions about this matter.
View Audit 350759 Questioned Costs: $1
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