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Corrective Action Plans

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Finding 386441 (2023-001)
Significant Deficiency 2023
Aptakisic-Tripp Community Consolidated School District 102
IL
Questioned Costs Reporting
The District will implement a process to track the submission time of the data collection form and audit package.
The District will implement a process to track the submission time of the data collection form and audit package.
View Audit 298785
Finding 386440 (2023-004)
Significant Deficiency 2023
T.a. Lawson State Community College
AL
Questioned Costs Subrecipient Monitoring Reporting § 200.328
Management’s Response: The College will strengthen its policies and procedures to ensure documentation of review and approvals for reporting to ensure reporting compliance. Anticipated Completion Date: February 28, 2024
Management’s Response: The College will strengthen its policies and procedures to ensure documentation of review and approvals for reporting to ensure reporting compliance. Anticipated Completion Date: February 28, 2024
View Audit 298782
Finding 386425 (2023-001)
Material Weakness 2023
Elkhart and St. Joseph Counties Head Start Consortium
IN
Allowable Costs / Cost Principles Internal Control / Segregation of Duties Questioned Costs § 200.303
Finding 2023-001 – Head Start Cluster - Activities Allowed or Unallowed, Allowable Costs/Cost Principles Contact Person Responsible for Corrective Action: Brenda Overton Contact Phone Number: 574.393.5866 Views of Responsible Official: We concur with the finding. Description of Corrective Act...
Finding 2023-001 – Head Start Cluster - Activities Allowed or Unallowed, Allowable Costs/Cost Principles Contact Person Responsible for Corrective Action: Brenda Overton Contact Phone Number: 574.393.5866 Views of Responsible Official: We concur with the finding. Description of Corrective Action Plan: We will ensure all vouchers are reviewed by a secondary individual, all supporting backup is maintained for each claim, and all payroll amounts agree to approved contracts. Anticipated Completion Date: April 2024
View Audit 298777 Questioned Costs: $1
Finding 386417 (2023-002)
Material Weakness 2023
Scioto Paint Valley Mental Health Center
OH
Questioned Costs Allowable Costs / Cost Principles Cash Management
Finding No. 2023-02: Cash Management During the year, a condition was noted that $87,640 of federal funds were drawn and were not expended in a timely manner. Management recognizes the important of complying with federal reporting guidelines and repaid the federal funds on September 1, 2023. In ad...
Finding No. 2023-02: Cash Management During the year, a condition was noted that $87,640 of federal funds were drawn and were not expended in a timely manner. Management recognizes the important of complying with federal reporting guidelines and repaid the federal funds on September 1, 2023. In addition, as a response to finding 2023-02, efforts will be made to ensure that federal funds are only drawn to reimburse the Organization for eligible expenses previously incurred. If funds must be drawn in advance, management will establish policies and procedures that are consistent with the Uniform Guidance administrative requirements to ensure the funds are expended in a timely manner.
View Audit 298749 Questioned Costs: $1
Finding 386415 (2023-001)
Material Weakness 2023
Scioto Paint Valley Mental Health Center
OH
Allowable Costs / Cost Principles Questioned Costs
Finding No. 2023-01: Allowable Costs (Time and Effort) In finding 2023-01, a condition was noted that salaries and wages charged to the Opioid STR (ALN 93.788) federal award were based on preliminary time and effort estimates. Employees and clinical staff track their time by the grant/program but ac...
Finding No. 2023-01: Allowable Costs (Time and Effort) In finding 2023-01, a condition was noted that salaries and wages charged to the Opioid STR (ALN 93.788) federal award were based on preliminary time and effort estimates. Employees and clinical staff track their time by the grant/program but actual time was not reconciled to the preliminary time and effort estimates before billed. As a response, the Organization updated its timekeeping system to include pay codes to allow every employee to input their actual time and effort for each specific grant. The timecards will be completed by each employee and reviewed by their supervisor. This updated timekeeping system will ensure salaries and wages charged to federal grants is based on actual time and effort. The updated timekeeping system was implemented in December 2023.
View Audit 298749 Questioned Costs: $1
Finding 386404 (2023-001)
Significant Deficiency 2023
Municipality of San German
PR
Questioned Costs Reporting Significant Deficiency
The Municipality of San Germán always issues the audit reports on time, the exception was on June 30, 2022 because this year the disaster of Hurricane Fiona passed for Puerto Rico. This complicated all the situation for the Municipality. For this year, the report will be filed on time.
The Municipality of San Germán always issues the audit reports on time, the exception was on June 30, 2022 because this year the disaster of Hurricane Fiona passed for Puerto Rico. This complicated all the situation for the Municipality. For this year, the report will be filed on time.
View Audit 298745
Galva Community Unit School District No. 224
IL
Questioned Costs Subrecipient Monitoring Cash Management § 200.305
Condition - The District's expenditure report filed for June 30, 2023 included expenditures that were not disbursed as of June 30, 2023. These amounts were not reported as committed or obligated and were not liquidated within 90 days of the end of the fiscal year. Plan - Management will monitor exp...
Condition - The District's expenditure report filed for June 30, 2023 included expenditures that were not disbursed as of June 30, 2023. These amounts were not reported as committed or obligated and were not liquidated within 90 days of the end of the fiscal year. Plan - Management will monitor expenditure reports to ensure that amounts claimed have been disbursed prior to submitting the report or included them as obligated. Anticipated Date of Completion - June 30, 2024. Management Response - There is no disagreement with this finding and management will monitor all future federal reimbursement requests. Committed or obligated expenditures will be reported appropriately, and will be liquidated within 90 days of the end of the fiscal year.
View Audit 298743 Questioned Costs: $1
Finding 386396 (2023-001)
Material Weakness 2023
Galva Community Unit School District No. 224
IL
Questioned Costs Subrecipient Monitoring Matching / Level of Effort / Earmarking § 200.305
Condition - The District does not have internal controls in place to prevent expenditure reports being submitted that include expenditures that have not been spent, committed, or obligated. Plan - Management will implement internal controls to ensure proper expenditure reports are being submitted. ...
Condition - The District does not have internal controls in place to prevent expenditure reports being submitted that include expenditures that have not been spent, committed, or obligated. Plan - Management will implement internal controls to ensure proper expenditure reports are being submitted. Anticipated date of Completion - June 30, 2024. Name of Contact Person - Jerry Becker, Superintendent. Management Response - There is no disagreement. The District will implement internal controls to ensure expenditure reports are being submitted accurately.
View Audit 298743
Finding 386390 (2023-001)
Significant Deficiency 2023
Gleaners Food Bank of Indiana, INC
IN
Questioned Costs Significant Deficiency Matching / Level of Effort / Earmarking § 200.303
U.S. Department of Agriculture 2023 - 003 Food Distribution Cluster – Assistance Listing No. 10.568, 10.569 Recommendation: We recommend that Gleaners review its process and procedures to ensure all control sign-offs are maintained on receipts. Explanation of disagreement with audit finding: There i...
U.S. Department of Agriculture 2023 - 003 Food Distribution Cluster – Assistance Listing No. 10.568, 10.569 Recommendation: We recommend that Gleaners review its process and procedures to ensure all control sign-offs are maintained on receipts. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: Management has reviewed the process and procedures with department manager and new staff. Management will follow up quarterly to verify the process is completed accordingly. Names of the contact persons responsible for corrective action: Tiffany Stead and Joseph Slater Planned completion date for corrective action plan: 10/1/2023.
View Audit 298731
Finding 386321 (2023-001)
Material Weakness 2023
Grand Valley State University
MI
Questioned Costs Allowable Costs / Cost Principles Material Weakness § 200.430
The University implemented a new grant management software that will provide greater functionality to complete the effort certification process within the time requirements as identified in the University's Time and Effort Reporting policy.
The University implemented a new grant management software that will provide greater functionality to complete the effort certification process within the time requirements as identified in the University's Time and Effort Reporting policy.
View Audit 298711
Finding 386320 (2023-002)
Material Weakness 2023
Grand Valley State University
MI
Questioned Costs Subrecipient Monitoring Material Weakness
When the University is unable to access the FFATA system, University staff will capture a screen snip of the error message and save it to the secure shared drive and follow-up with an email to the system’s help desk prior to the 30-day reporting requirement.
When the University is unable to access the FFATA system, University staff will capture a screen snip of the error message and save it to the secure shared drive and follow-up with an email to the system’s help desk prior to the 30-day reporting requirement.
View Audit 298711
Finding 386309 (2023-005)
Significant Deficiency 2023
Marymount University
VA
Questioned Costs Significant Deficiency Matching / Level of Effort / Earmarking
Recommendation: We recommend the University evaluate its procedures and a policy around how level of education is determined and verified when packaging and awarding students. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response ...
Recommendation: We recommend the University evaluate its procedures and a policy around how level of education is determined and verified when packaging and awarding students. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: Marymount University experienced high turnover in the Office of Financial Aid from the Director down to the counselor position in the 22-23 academic year. In that transition, Attain partners was contracted in late 2022 as interim staffing. For the one student in the finding that was found to have received a grade level 3 loan instead of level 2 based on the number of credits completed, research found that a rule setting in Ellucian Colleague caused the student to be auto-packaged at level 3 and it was accepted and disbursed in COD (Common Origination & Disbursement). Moving forward, Attain Partners will work with Marymount IT to update any rule settings to catch this issue and provide the Marymount Financial Aid office with internal controls that will catch any issues for the current aid year. Management notes that this issue arose due to a software programming error tied to an updated rule setting in Ellucian Colleague. Moving forward staff in Financial Aid will work in tandem with colleagues in Information Technology to review all updated rule setting in order to catch and address potential miscalculations. Name(s) of the contact person(s) responsible for corrective action: Meghan Sutton, Interim Director of Financial Aid, 703.284.1532 Planned completion date for corrective action plan: May 2024
View Audit 298705 Questioned Costs: $1
Finding 386305 (2023-004)
Significant Deficiency 2023
Marymount University
VA
Questioned Costs Student Financial Aid Significant Deficiency
Recommendation: We recommend that the University put a process in place to refund student credit balances that arose from federal funds within 14 days. We also recommend that postings to student accounts of institutional charges for each payment period be posted and dated prior to disbursing federal...
Recommendation: We recommend that the University put a process in place to refund student credit balances that arose from federal funds within 14 days. We also recommend that postings to student accounts of institutional charges for each payment period be posted and dated prior to disbursing federal funds to limit the number of refund checks. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: Student refunds will be processed weekly allowing enough time to correct any errors before the end of the 14 day period. Name(s) of the contact person(s) responsible for corrective action: Mutale Sokoni, Associate Vice President for Finance, 703-284-1496 Planned completion date for corrective action plan: March 2024
View Audit 298705
Finding 386303 (2023-002)
Significant Deficiency 2023
Marymount University
VA
Questioned Costs Student Financial Aid Subrecipient Monitoring
Recommendation: We recommend that the University engage a third party or perform the risk assessment for the areas required by the Gramm-Leach-Bliley Act and ensure that there are documented safeguards for identified risks. Explanation of disagreement with audit finding: There is no disagreement wi...
Recommendation: We recommend that the University engage a third party or perform the risk assessment for the areas required by the Gramm-Leach-Bliley Act and ensure that there are documented safeguards for identified risks. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: Acquired Isora GRC, a software tool to facilitate and document compliance with GLBA requirements and the corresponding NIST 800-171 information security framework. Management has also created an Enterprise Risk Management Committee which will incorporate compliance with GLBA as a top priority. Name(s) of the contact person(s) responsible for corrective action: Carl Whitman, Associate Vice President and Chief Information Officer (703-526-6901) Planned completion date for corrective action plan: Action plan by June 1, 2024, including decision regarding use of a third party or in-house resources to perform the risk assessment. Completion of 90% of action plan items within one year.
View Audit 298705
Finding 386296 (2023-001)
Significant Deficiency 2023
Fullerton Joint Union High School District
CA
Allowable Costs / Cost Principles Equipment & Real Property Management Questioned Costs § 200.303 § 200.439
Recommendation: We recommend the District design procedures and controls to ensure adequate prior approval of construction related expenditures charged to the Education Stabilization Fund program. Explanation of disagreement with audit findings: There isno disagreement with the audit finding. Distri...
Recommendation: We recommend the District design procedures and controls to ensure adequate prior approval of construction related expenditures charged to the Education Stabilization Fund program. Explanation of disagreement with audit findings: There isno disagreement with the audit finding. District Response: Name of the contact person responsible for corrective action: Ruben Hernandez, Assistant Superintendent, Business Services. Planned completion date for corrective action plan: Immediate.
View Audit 298701 Questioned Costs: $1
Finding 386290 (2023-002)
Significant Deficiency 2023
University of Maine System
ME
Questioned Costs Reporting Significant Deficiency § 200.328 § 200.329
Higher Education Emergency Relief Funds – Assistance Listing No. 84.425 Recommendation: We recommend the University review their reporting procedures to ensure reports are being uploaded and submitted timely. University of Maine at Farmington Condition: During our testing of 11 quarterly reports, ...
Higher Education Emergency Relief Funds – Assistance Listing No. 84.425 Recommendation: We recommend the University review their reporting procedures to ensure reports are being uploaded and submitted timely. University of Maine at Farmington Condition: During our testing of 11 quarterly reports, it was noted that University of Maine at Farmington (UMF) had two reports of two sampled that were not submitted timely. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: The upcoming reporting requirements have been added to the calendar and invoicing spreadsheet of UMF’s Director of Finance. Additionally, due dates and requirements are noted by both UMF’s Chief Business Officer (CBO) and its Vice President for Student Affairs and Enrollment Management. The CBO will continue to perform a final review prior to submission. Name(s) of the contact person(s) responsible for corrective action: Kathleen Falco, Director of Finance for the University of Maine at Farmington Planned completion date for corrective action plan: Completed
View Audit 298686
Finding 386285 (2023-001)
Significant Deficiency 2023
University of Maine System
ME
Questioned Costs Student Financial Aid Reporting
Student Financial Assistance Cluster – Assistance Listing No. Various Recommendation: We recommend the University review their reporting procedures to ensure that students’ statuses are accurately and timely reported to the National Student Loan Data System (NSLDS) within the appropriate timeframe ...
Student Financial Assistance Cluster – Assistance Listing No. Various Recommendation: We recommend the University review their reporting procedures to ensure that students’ statuses are accurately and timely reported to the National Student Loan Data System (NSLDS) within the appropriate timeframe as required by regulations. University of Maine Condition: During our testing of 40 students, we noted that seven of the 17 University of Maine (UM) students tested had changes in enrollment status that were not reported in a timely manner. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: The University will update its protocols for post-term reporting to the National Student Clearinghouse (NSC) each academic term to ensure students who have applied for graduation, and are pending final eligibility review, are assigned a withdrawn status until such time their degree(s) are conferred or they are reported as enrolled in a future term. Guidance received from the NSC School Operations team has been forwarded to UMS:IT, and steps to identify (or develop) and deploy the necessary reports are underway. The first round of updated reporting protocols are planned to take place in May 2024, for Spring 2024 graduation applicants. Name(s) of the contact person(s) responsible for corrective action: W. Sam Carrell, Registrar for the University of Maine Connie Smith, Director of Financial Aid for the University of Maine Planned completion date for corrective action plan: May 2024
View Audit 298686
Finding 386267 (2023-002)
Significant Deficiency 2023
Hugo Public School District No. I-39, Choctaw County, Ok
OK
Subrecipient Monitoring Internal Control / Segregation of Duties Questioned Costs
Hugo Schools will communicate to and require that construction contracts provide proof of compliance such as payroll documents or other certifying records. Hugo schools administration will ensure that construction companies under contract will abide by all rules mandated by the Davis Bacon Act
Hugo Schools will communicate to and require that construction contracts provide proof of compliance such as payroll documents or other certifying records. Hugo schools administration will ensure that construction companies under contract will abide by all rules mandated by the Davis Bacon Act
View Audit 298674
Finding 386244 (2023-004)
Material Weakness 2023
Lansing Housing Commission
MI
Subrecipient Monitoring Questioned Costs HUD Housing Programs § 200.334
Condition: The Commission did have required written policies in place during the year under audit or retained copies of grant agreements once they became the direct recipient of the grants. Planned Corrective Action: Management agrees with the finding as reported. To correct this finding, the Commis...
Condition: The Commission did have required written policies in place during the year under audit or retained copies of grant agreements once they became the direct recipient of the grants. Planned Corrective Action: Management agrees with the finding as reported. To correct this finding, the Commission reviewed its policies and procedures and revised as needed to comply with federal regulations. The policies were presented and approved at the August 2023 board meeting. The Commission has sent revised policies to HUD for their review and approval. Contact person responsible for corrective action: Steve Raiche Anticipated Completion Date: 6/30/2024
View Audit 298666
Finding 386243 (2023-003)
Material Weakness 2023
Lansing Housing Commission
MI
Matching / Level of Effort / Earmarking Questioned Costs Subrecipient Monitoring § 200.306
Condition: The Commission was unable to provide adequate source documentation to support that the match requirement was met. Planned Corrective Action: Management agrees that match requirements for Continuum of Care awards have not been maintained as required by the Uniform Guidance. In July 2023, m...
Condition: The Commission was unable to provide adequate source documentation to support that the match requirement was met. Planned Corrective Action: Management agrees that match requirements for Continuum of Care awards have not been maintained as required by the Uniform Guidance. In July 2023, management was notified by HUD after completion of an on-site monitoring visit that the Commission's claimed matching expenses that were not adequately supported by source documentation. In response, management has placed in service additional controls to ensure the compliance requirements are being monitored and in place for the new program. Contact person responsible for corrective action: Steve Raiche Anticipated Completion Date: 6/30/2024
View Audit 298666 Questioned Costs: $1
Finding 386242 (2023-001)
Significant Deficiency 2023
Lansing Housing Commission
MI
HUD Housing Programs Questioned Costs Eligibility
Condition: For a sample of tenants selected in conjunction with eligibility testing, the Commission did not correctly calculate family income composition, and did not retain required documentation supporting eligibility determinations. Planned Corrective Action: The Commission is implementing a plan...
Condition: For a sample of tenants selected in conjunction with eligibility testing, the Commission did not correctly calculate family income composition, and did not retain required documentation supporting eligibility determinations. Planned Corrective Action: The Commission is implementing a plan to audit internally 100 percent of all tenant files in our Low Income Public Housing (LIPH) program. This plan involves both the use of experienced employees and an outside consultant. The plan includes updating and automating files, identifying recurring compliance issues, and expanding formal training and specific training from the consultant. In addition, an additional level of review will be put in place to assist in catching any inconsistencies. The Commission has added additional employees to the LIPH program, which include an operations manager and a staff person. These additional resources will be incorporated into our overall plan to increase our compliance controls. Contact person responsible for corrective action: Steve Raiche Anticipated Completion Date: 6/30/2024
View Audit 298666
Upper Iowa University
IA
Questioned Costs Subrecipient Monitoring
UIU has acknowledged the issues presented and will be working with Columbia Advisory group to address them. This contract began January of 2024, UIU commits to having the Executive Director of Information Technology Systems monitor requirements.
UIU has acknowledged the issues presented and will be working with Columbia Advisory group to address them. This contract began January of 2024, UIU commits to having the Executive Director of Information Technology Systems monitor requirements.
View Audit 298663
Finding 386226 (2023-001)
Material Weakness 2023
William Paterson University of New Jersey
NJ
Questioned Costs Student Financial Aid Reporting
Management acknowledges the finding. The finding was a result of a counselor not performing their tasks timely at a specific time period. Since the finding there is a new student financial aid director and counselor. Additionally, as this deficiency was restricted to WP online programs, the Universi...
Management acknowledges the finding. The finding was a result of a counselor not performing their tasks timely at a specific time period. Since the finding there is a new student financial aid director and counselor. Additionally, as this deficiency was restricted to WP online programs, the University has expanded staffing in that area to better coincide with an expanding population of students and to further ensure timely processing. The University identified the issue and put procedures in place to ensure that these dates will be met on an ongoing basis prior to the audit review.
View Audit 298657
Finding 386223 (2023-001)
Significant Deficiency 2023
Rockingham Nutrition and Meals on Wheels Program
NH
Subrecipient Monitoring Reporting Significant Deficiency § 200.328 § 200.329
Audit Finding Reference: 2023-001 Improve Controls Over Reporting Planned Corrective Action: 1. Request a list from DHHS of definitions of income types by program in the Quarterly Reports. Ensure that this list provides clarity on how to report income that is not explicitly tied to a single progr...
Audit Finding Reference: 2023-001 Improve Controls Over Reporting Planned Corrective Action: 1. Request a list from DHHS of definitions of income types by program in the Quarterly Reports. Ensure that this list provides clarity on how to report income that is not explicitly tied to a single program. 2. Review AFY23 and AFY24-to-date reports against these criteria (once received), and re-submit any reports which may need to be modified to comply with the guidance. 3. Going forward, the Quarterly Reports will be generated differently. The Client Services Manager will prepare actuals by program for number of clients and units. The Director of Administration will prepare actuals by program for income and expense. The Executive Director will compile the final report, which will not be submitted until both the Client Services Manager and Director of Administration have both checked the reports and electronically signed them. In the absence of specific guidance from DHHS to the contrary, any non-program-specific income will be allocated to programs by share of service units delivered. Planned Implementation Date of Corrective Action: 1. 3/29/24. 2. 6/30/24. 3. 4/15/24. Person Responsible for Corrective Action: Tim Diaz, Executive Director
View Audit 298652
Finding 386214 (2023-002)
Material Weakness 2023
Klamath Falls City School District
OR
Questioned Costs Internal Control / Segregation of Duties
Please find below the corrective action plans for Klamath Falls City School’s audit for the period ending June 30, 2023. Finding: Excess indirect costs of $70,531 were requested and received. Department’s Response: Cause: The excess was primarily due to a period of transition of business staff. ...
Please find below the corrective action plans for Klamath Falls City School’s audit for the period ending June 30, 2023. Finding: Excess indirect costs of $70,531 were requested and received. Department’s Response: Cause: The excess was primarily due to a period of transition of business staff. This created a duplicated claim for 2 quarters for a majority of the amount identified. After the transition of department personnel, the corrective action to assure that this issue does not happen again is to submit claims monthly and claim indirect costs at that time. At the end of each quarter review each account and reconcile expenses to claimed indirect costs to assure we are 100% in compliance. Name of Responsible Person: Charity Roach, Business Manager Name of Department Contact: Charity Roach, Business Manager Projected Implementation Date: Implemented
View Audit 298650 Questioned Costs: $1
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