Corrective Action Plans

Finding 529767 (2024-001)

Material Weakness 2024

UT

Questioned Costs Procurement, Suspension & Debarment School Nutrition Programs § 200.317 § 200.318 § 200.326

Corrective Action Plan Finding 2024-001 Criteria: Recipients of federal awards must follow the procurement standards set out at 2 CFR section 200.317 through 200.326. They must use their own documented procurement procedures, which reflect applicable State laws and regulations, provided that the ...

Corrective Action Plan Finding 2024-001 Criteria: Recipients of federal awards must follow the procurement standards set out at 2 CFR section 200.317 through 200.326. They must use their own documented procurement procedures, which reflect applicable State laws and regulations, provided that the procedures conform to applicable Federal law and the procurement requirements identified in 2 CFR part 200. Recipients “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” 2 CFR section 200.318(i). The School’s procurement procedures include the requirement to maintain sufficient documentation of the history of procurement. The School also has procedures to identify procurement transactions requiring competitive bids or proposals. Auditor Recommendation: We recommend the Academy ensure it 1) maintains documentation of the history of procurement and 2) monitors compliance with documentation requirements. Auditee Response/ Corrective Action Plan: The Academy will review its procurement policies and internal controls and ensure timely action is taken when noncompliance is identified. Person Responsible: Dane Roberts, Executive Director and Randi Limb, Business Manager Timeline: All future contract solicitations will follow the required procurement standards.

View Audit 347727 Questioned Costs: $1

Finding 529683 (2024-001)

Material Weakness 2024

City of Taylor, Michigan

MI

Questioned Costs Subrecipient Monitoring Allowable Costs / Cost Principles § 200.303

Condition: The community development manager’s payroll expenses charged to the grant were supported by time records, but these records were not reviewed or approved by another individual. Planned Corrective Action: The community development manager will submit his/her payroll time records to either ...

Condition: The community development manager’s payroll expenses charged to the grant were supported by time records, but these records were not reviewed or approved by another individual. Planned Corrective Action: The community development manager will submit his/her payroll time records to either the outside consultant or Chief of Staff who will review and approve accordingly before being charged to the grant. Contact person responsible for corrective action: Joan Hennessey (Outside Consultant) or Dan Bzura (Chief of Staff). Anticipated Completion Date: 3/12/2025

View Audit 347590 Questioned Costs: $1

Finding 529665 (2024-002)

None 2024

Randall University

OK

Questioned Costs Student Financial Aid

FINDING 2024-002 – R2T4 Calculation Program Name: Federal Pell Grant Program ALN and Program Expenditures: 84.063 ($487,504) Award Number: P063P233315 Federal Award Year: July 1, 2023 to June 30, 2024 Questioned Costs: $1,574 Condition Found: The R2T4 was calculated correctly, but the T...

FINDING 2024-002 – R2T4 Calculation Program Name: Federal Pell Grant Program ALN and Program Expenditures: 84.063 ($487,504) Award Number: P063P233315 Federal Award Year: July 1, 2023 to June 30, 2024 Questioned Costs: $1,574 Condition Found: The R2T4 was calculated correctly, but the Title IV funds were not returned timely for one of the twenty students in the compliance testing sample. Corrective Action Plan: Management agrees that the funds were not returned after the R2T4 was completed. The Interim Director of Financial Aid has submitted a request to the University’s third-party servicer to return the funds. Anticipated Completion Date: The University anticipates the corrective action being completed by April 30, 2025. Contact Person: L. Evan Aldridge, Interim Financial Aid Administrator 405-912-9007

View Audit 347564 Questioned Costs: $1

Finding 529663 (2024-005)

None 2024

Randall University

OK

Questioned Costs Student Financial Aid Matching / Level of Effort / Earmarking

FINDING 2024-005– Aid Not Disbursed Program Name: Federal Direct Student Loan Program Federal Pell Grant Program ALN and Program Expenditures: 84.268 ($709,913) 84.063 ($487,504) Award Number: P268K243315 P063P233315 Federal Award Year: July 1, 2023 to June 30, 2024 Questioned Costs: $...

FINDING 2024-005– Aid Not Disbursed Program Name: Federal Direct Student Loan Program Federal Pell Grant Program ALN and Program Expenditures: 84.268 ($709,913) 84.063 ($487,504) Award Number: P268K243315 P063P233315 Federal Award Year: July 1, 2023 to June 30, 2024 Questioned Costs: $2,722(84.268) $1,023(84.063) Condition Found: The second financial aid disbursement was not made to one of the twenty students in our sample. The student in question was eligible to receive $1,023 of Federal Pell Grant funds, $1,732 of subsidized Federal Direct Loan funds, and $990 of unsubsidized Federal Direct Loan Funds. Corrective Action Plan: The University is on the HCM2 method for disbursing aid. The funds in question will be posted to the student’s account. The University will request the funds from the Department of Education when the next aid batch is submitted. Anticipated Completion Date: The University anticipates the corrective action being completed by April 30, 2025. Contact Person: L. Evan Aldridge, Interim Financial Aid Administrator 405-912-9007

View Audit 347564 Questioned Costs: $1

Finding 529662 (2024-004)

None 2024

Randall University

OK

Questioned Costs Student Financial Aid Matching / Level of Effort / Earmarking

FINDING 2024-004– Title IV Aid Not Returned Program Name: Federal Direct Student Loan Program ALN and Program Expenditures: 84.268 ($709,913) Award Number: P268K243315 Federal Award Year: July 1, 2023 to June 30, 2024 Questioned Costs: $3,711 Condition Found: A student requested that the Un...

FINDING 2024-004– Title IV Aid Not Returned Program Name: Federal Direct Student Loan Program ALN and Program Expenditures: 84.268 ($709,913) Award Number: P268K243315 Federal Award Year: July 1, 2023 to June 30, 2024 Questioned Costs: $3,711 Condition Found: A student requested that the University return $3,711 of unsubsidized Federal Direct Loan funds to the lender in December 2023. The University has yet to return the funds. Corrective Action Plan: The Interim Financial Aid Director will work with the third-party administrator to return the $3,711. The student’s account and NSLDS will be updated. Procedures will be improved to ensure that funds are returned timely. Anticipated Completion Date: The University anticipates the corrective action being completed by April 30, 2025. Contact Person: L. Evan Aldridge, Interim Financial Aid Administrator 405-912-9007

View Audit 347564 Questioned Costs: $1

Finding 529521 (2024-004)

Significant Deficiency 2024

Southwestern Oklahoma State University

OK

Questioned Costs Cash Management § 200.516

Finding: During a review of the awards population for fiscal year 2024, the University identified 6 accounts that had duplicate contact and bank information. After further investigation, these accounts were determined to be fraudulently created. In total, $54,112 in funds were paid out. The school ...

Finding: During a review of the awards population for fiscal year 2024, the University identified 6 accounts that had duplicate contact and bank information. After further investigation, these accounts were determined to be fraudulently created. In total, $54,112 in funds were paid out. The school worked with the U.S. Department of Education’s Cyber Incident Division to inform the Department of the fraudulent activity. Corrective Action Plan: Management agrees with the findings and has put the following in place. The Bursar will work with ITS to perform a scan of all students’ accounts for duplicate contact and banking information. If duplicates are found students will be notified and accounts frozen until students are identified. This will be critical before refund checks are dispersed to students every semester. The amount of $54,112 will be paid back with the next draw down before February 28, 2025. Responsible Officials and Implementation Date: The Bursar and Director of ITS will be responsible for this action plan and will implement by July 1, 2025, a scan done by the system. Bursar will spot check for duplicates until the report is built and put in place for the scan.

View Audit 347517 Questioned Costs: $1

Finding 529504 (2024-007)

Material Weakness 2024

Cannelton City School Corporation

IN

Questioned Costs Allowable Costs / Cost Principles Subrecipient Monitoring § 200.302 § 200.303 § 200.403

FINDING 2024-007 Finding Subject: Covid-19-Education Stabilization Fund-Allowable Costs/Cost Principles Summary of Finding: This finding claims federal awards were not in compliance with the terms and conditions as well as the allowable cost compliance requirements. Additionally, the School corporat...

FINDING 2024-007 Finding Subject: Covid-19-Education Stabilization Fund-Allowable Costs/Cost Principles Summary of Finding: This finding claims federal awards were not in compliance with the terms and conditions as well as the allowable cost compliance requirements. Additionally, the School corporation did not properly implement a process to identify and assess internal and external risks, or monitor internal control activities to ensure they were operating effectively. Contact Person Responsible for Corrective Action: Melissa Embry Contact Phone Number and Email Address: 812-547-2637 melissa.embry@cannelton.k12.in.us Views of Responsible Officials: We concur with the finding. The reason we spent the money the way we did is because the IDOE approved our budget. We spent exactly as it was approved not knowing that we could not spend it on items or services that were being paid for prior to the grant’s application. If it was not supposed to be spent this way, then IDOE should have never approved it. To prevent noncompliance going forward, the school’s grant administrator will review disbursements of the program to ensure they were not spent on items or services that were in place prior to the grant’s application. Description of Corrective Action Plan: To prevent noncompliance going forward, the school’s grant administrator will review disbursements of the program to ensure they were not spent on items or services that were in place prior to the grant’s application. Cannelton management will establish a proper system of internal controls including policies and procedures related to risk assessment and monitoring activities within the federal program. Anticipated Completion Date: The noncompliance will be addressed immediately. The additional controls will be implemented by August 2025.

View Audit 347515 Questioned Costs: $1

Finding 529487 (2024-004)

Material Weakness 2024

Cannelton City School Corporation

IN

Questioned Costs Allowable Costs / Cost Principles Subrecipient Monitoring § 200.303 § 200.334 § 200.403

FINDING 2024-004 Finding Subject: Child Nutrition Cluster-Activities Allowed or Unallowed, Allowable Costs/Cost Principles Summary of Finding: Payments made based on statements or no supporting documentation. The School corporation did not properly implement a process to identify and assess internal...

FINDING 2024-004 Finding Subject: Child Nutrition Cluster-Activities Allowed or Unallowed, Allowable Costs/Cost Principles Summary of Finding: Payments made based on statements or no supporting documentation. The School corporation did not properly implement a process to identify and assess internal and external risks, or monitor internal control activities to ensure they were operating effectively. Contact Person Responsible for Corrective Action: Melissa Embry Contact Phone Number and Email Address: 812-547-2637 melissa.embry@cannelton.k12.in.us Views of Responsible Officials: We concur with the finding. Description of Corrective Action Plan: Invoices are already being given to the Corporation Treasurer monthly and are being attached to each Accounts Payable Voucher to show exactly what is being paid for. Cannelton management will establish a proper system of internal controls including policies and procedures related to risk assessment and monitoring activities within the federal program. Anticipated Completion Date: The noncompliance was corrected as of January 2025. The additional controls will be implemented by August 2025.

View Audit 347515 Questioned Costs: $1

Finding 529460 (2024-002)

Significant Deficiency 2024

Caston School Corporation

IN

Questioned Costs School Nutrition Programs Internal Control / Segregation of Duties § 200.303

Information on the federal program: Subject: Child Nutrition Cluster - Internal Controls Federal Agency: Department of Agriculture Federal Program: School Breakfast Program, National School Lunch Program Assistance Listing Number: 10.553, 10.555 Federal Award Numbers and Years (or Other Identifying ...

Information on the federal program: Subject: Child Nutrition Cluster - Internal Controls Federal Agency: Department of Agriculture Federal Program: School Breakfast Program, National School Lunch Program Assistance Listing Number: 10.553, 10.555 Federal Award Numbers and Years (or Other Identifying Numbers): FY2023, FY2024 Pass-Through Entity: Indiana Department of Education Compliance Requirement: Eligibility Audit Finding: Significant Deficiency Condition: An effective internal control system was not in place at the School Corporation in order to ensure compliance with requirements related to the grant agreement and the eligibility compliance requirement. Context: During the testing of internal controls over eligibility determinations for free and reduced meals, we noted management was unable to provide support for three of the 60 applications selected for testing. Additionally, for one of the 60 selections, the student was improperly classified as reduced when the annual income per the student’s application exceeded the corresponding threshold for that determination. Corrective Action Plan: The School Corporation will implement internal control procedures to ensure the applications are filed and maintained in a secure manner. The School Corporation will also implement internal control procedures to ensure that applications are formally reviewed by the Food Services Director and the Treasurer, so that applicants are accurately denied or approved for free or reduced meals. Person responsible for implementation and projected implementation date: The Corporation’s Food Services Director and Treasurer will be responsible for implementing the corrective action, which will be implemented immediately.

View Audit 347466 Questioned Costs: $1

Finding 529442 (2024-004)

None 2024

God's Bible School, College and Missionary Training Home

OH

Questioned Costs Student Financial Aid

AL# and Program Expenditures: 84.063 ($679,498) Award Number: P063P233976 Federal Award Year: July 1, 2023 to June 30, 2024 Questioned Costs: $2,376.25 Condition Found: The R2T4 was not calculated correctly for two of the twenty-five students in the compliance testing sample. A separate sample...

AL# and Program Expenditures: 84.063 ($679,498) Award Number: P063P233976 Federal Award Year: July 1, 2023 to June 30, 2024 Questioned Costs: $2,376.25 Condition Found: The R2T4 was not calculated correctly for two of the twenty-five students in the compliance testing sample. A separate sample was selected to test additional R2T4 calculations. The R2T4 was not calculated correctly for four of the six students in the R2T4 testing sample. Between the two samples, all of the R2T4s completed during the year were reviewed. Corrective Action Plan: All of the R2T4s completed during the year were recalculated in January 2025. On February 4, 2025, $2,384.57 of Federal Pell Grant Funds were awarded to students and $8.32 of Federal Pell Grant Funds were returned to the Department of Education. Procedures will be improved to ensure that R2T4s are calculated correctly. Anticipated Completion Date: The corrective action was completed on February 4, 2025. Contact Person Valorie Quesenberry, Financial Aid Coordinator 513-763-6659

View Audit 347451 Questioned Costs: $1

Finding 529441 (2024-003)

None 2024

God's Bible School, College and Missionary Training Home

OH

Questioned Costs Student Financial Aid Eligibility

AL# and Program Expenditures: 84.063 ($679,498) Award Number: P063P233976 Federal Award Year: July 1, 2023 to June 30, 2024 Questioned Costs: $591.50 Condition Found: The amount of Pell grant awarded was calculated incorrectly for one of the twenty-one students who received Pell in our sample....

AL# and Program Expenditures: 84.063 ($679,498) Award Number: P063P233976 Federal Award Year: July 1, 2023 to June 30, 2024 Questioned Costs: $591.50 Condition Found: The amount of Pell grant awarded was calculated incorrectly for one of the twenty-one students who received Pell in our sample. The student in question was subjected to the lifetime eligibility used limitation. The College calculated the percentage of the Pell grant funds the student was eligible to receive correctly, but the percentage was applied to the full-time Pell award when the student was only enrolled ¾ time. Corrective Action Plan: The School returned $591.50 of Pell grant funds on February 4, 2025. Communication will be improved between the financial aid office and the register. Anticipated Completion Date: The corrective action was completed on February 4, 2025. Contact Person Valorie Quesenberry, Financial Aid Coordinator 513-763-6659

View Audit 347451 Questioned Costs: $1

Finding 529306 (2024-102)

Material Weakness 2024

The Academy of Tucson

AZ

Questioned Costs Allowable Costs / Cost Principles Matching / Level of Effort / Earmarking § 200.300 § 200.306 § 200.308

We concur with the condition. 1. Name of the contact person responsible for corrective action: Grants Manager 2. Corrective action planned: Grants Manager will be tasked with the following: ● Researching and understanding what items are allowable within each federal grant ● Ensuring each budgeted it...

We concur with the condition. 1. Name of the contact person responsible for corrective action: Grants Manager 2. Corrective action planned: Grants Manager will be tasked with the following: ● Researching and understanding what items are allowable within each federal grant ● Ensuring each budgeted item is not already written into another grant ● Presenting a list of budgeted items and their corresponding fund codes at a grants meeting prior to submitting the budget ● Notifying the Business Manager when the budgets have been approved and that those budgeted items can now be allocated to the corresponding grant under their specific fund code ● Checking the expenditure report to make sure it accurately reflects what was written in the grant before submitting information to the state ● Reporting any errors in coding to the Business Manager to ensure an accurate representation of expenditures is reported before submitting to the state 3. Anticipated completion date: Implementation of the corrective action plan began March 15, 2025.

View Audit 347332 Questioned Costs: $1

Finding 529270 (2024-001)

Material Weakness 2024

Blue River Valley Schools

IN

Questioned Costs School Nutrition Programs Internal Control / Segregation of Duties § 200.303

Information on the federal program: Subject: Child Nutrition Cluster - Internal Controls Federal Agency: Department of Agriculture Federal Program: School Breakfast Program, National School Lunch Program Assistance Listing Number: 10.553, 10.555 Federal Award Numbers and Years (or Other Identifying ...

Information on the federal program: Subject: Child Nutrition Cluster - Internal Controls Federal Agency: Department of Agriculture Federal Program: School Breakfast Program, National School Lunch Program Assistance Listing Number: 10.553, 10.555 Federal Award Numbers and Years (or Other Identifying Numbers): FY2023, FY2024 Pass-Through Entity: Indiana Department of Education Compliance Requirement: Eligibility Audit Finding: Material Weakness Condition: An effective internal control system was not in place at the School Corporation in order to ensure compliance with requirements related to the grant agreement and the eligibility compliance requirement. Context: During the testing of internal controls over eligibility determinations for free and reduced meals, we noted there was no formal review control in place for 26 of the 60 applications selected for testing. Additionally, for one of the 60 selections, the student was improperly classified as free when the annual income per the student's application exceeded the corresponding threshold for that determination. Corrective Action Plan: The School Corporation will implement a system of internal controls to ensure that the applications are being formally reviewed by the Food Services Director and the Corporation Treasurer. Person responsible for implementation and projected implementation date: The Food Services Director and the Corporation Treasurer will be responsible for implementing the corrective action, which will begin with applications for the 2025-2026 school year.

View Audit 347315 Questioned Costs: $1

Finding 529259 (2024-001)

Material Weakness 2024

Litchfield School District

NH

Questioned Costs Procurement, Suspension & Debarment

CORRECTIVE ACTION PLAN June 30, 2024 Audit Finding Reference: 2024-001 Verification of Suspension and Debarment (Material Weakness) Condition: During review of the District’s procurement process, we noted that the District had a signed contract for behavioral professional services that was paid thro...

CORRECTIVE ACTION PLAN June 30, 2024 Audit Finding Reference: 2024-001 Verification of Suspension and Debarment (Material Weakness) Condition: During review of the District’s procurement process, we noted that the District had a signed contract for behavioral professional services that was paid through federal funds. Upon review of the contract and discussion with the District, the District did not verify the vendor was suspended or barred by the federal government. This included no evidence of a clause in the contract, no review of the vendor on SAM.gov, or completion of the verification form by the vendor. Management’s Response and Planned Corrective Action: As a result of this finding, the District immediately requested all new contracts paid through federal funds include a clause stating that the provider has not been suspended or barred from doing business with the federal government. Additionally, District policy DAF-3 regarding the procurement of items/services using federal grant funds now states “No contract is awarded to a contractor who is suspended or debarred from eligibility for participation in federal assistance programs or activities.” Name of Contact Person and Completion Date: Name: Julie Darling, Business Administrator Anticipated Completion Date – Immediate action was taken on this matter and it is now complete.

View Audit 347287 Questioned Costs: $1

Finding 529182 (2024-004)

Significant Deficiency 2024

Oregon Food Bank, Inc.

OR

Questioned Costs Reporting Subrecipient Monitoring § 200.414

Food Distribution Cluster US Department of Agriculture / Oregon Department of Human Services / Farmers Market Fund Federal Assistance Listing Number: 10.565, 10.568, 10.569, 10.182, 10.331 Federal Program Name: Food Distribution Cluster, Local Food Purchase Assistance Cooperative, Gus Schumacher Nut...

Food Distribution Cluster US Department of Agriculture / Oregon Department of Human Services / Farmers Market Fund Federal Assistance Listing Number: 10.565, 10.568, 10.569, 10.182, 10.331 Federal Program Name: Food Distribution Cluster, Local Food Purchase Assistance Cooperative, Gus Schumacher Nutrition Incentive Program OFB’s View on Finding: OFB acknowledges the finding and agrees with the auditors' assessment Responsible Party: Katie Kenton, Interim Co-Director of Finance (Strategic Finance); Nan Wang, Interim Co-Director of Finance (Operational Finance); Starr Yurkewycz, Director of Partnerships and Programs; Nathan Harris, Director of Community Philanthropy; Shannon Oliver, Interim Director of Operations Corrective Action Plan: Finance will assess requirements and establish procedures and internal controls to ensure the consistent application, billing, and reporting of indirect cost rates across all federal awards. This will include collaborating with grant writing staff during the pre-application and pre-award phases to centralize grant preparation and ensure indirect rates are accurately applied in grant proposals and budgets. Multiple dedicated review steps in the grant lifecycle will be developed to both ensure accuracy of the rates charged and address any changes from the Federal Government. Existing strengths, tools, and capacity will be reviewed to support this process, including alignment with subrecipient indirect cost practices. Training will be provided to individuals responsible for these controls to ensure accurate implementation and ongoing compliance. These actions will improve our ability to manage indirect costs effectively and ensure compliance with federal requirements. The anticipated completion date is June 30, 2026.

View Audit 347167 Questioned Costs: $1

Finding 529179 (2024-003)

Material Weakness 2024

Oregon Food Bank, Inc.

OR

Questioned Costs Reporting Internal Control / Segregation of Duties § 200.430

Food Distribution Cluster US Department of Agriculture / Oregon Department of Human Services Federal Assistance Listing Number: 10.565, 10.568, 10.569, 10.182 Federal Program Name: Food Distribution Cluster, Local Food Purchase Assistance Cooperative OFB’s View on Finding: OFB acknowledges the findi...

Food Distribution Cluster US Department of Agriculture / Oregon Department of Human Services Federal Assistance Listing Number: 10.565, 10.568, 10.569, 10.182 Federal Program Name: Food Distribution Cluster, Local Food Purchase Assistance Cooperative OFB’s View on Finding: OFB acknowledges the finding and agrees with the auditors' assessment Responsible Party: Katie Kenton, Interim Co-Director of Finance (Strategic Finance); Nan Wang, Interim Co-Director of Finance (Operational Finance); Rut Martinez-Alicea, Director of Equity People Culture and Administration; Starr Yurkewycz, Director of Partnerships and Programs; Nathan Harris, Director of Community Philanthropy; Shannon Oliver, Interim Director of Operations Corrective Action Plan: Finance will collaborate with key stakeholders to develop and implement a time and effort reporting system that meets federal documentation standards. This plan will identify impacted personnel and tailor reporting processes based on different funding sources. This effort will be cross departmental, roll out may include iterations of testing and refining and require training adoption and monitoring. These actions will strengthen internal controls and ensure personnel costs are accurately recorded and appropriately allocated. The anticipated completion date is: Employee review & certification of time and effort estimates - June 30, 2026 Implementation of software solution for time and effort documentation - June 30, 2027

View Audit 347167 Questioned Costs: $1

Finding 529154 (2024-002)

Significant Deficiency 2024

Center for the Advancement of Science in Pace

FL

Questioned Costs Procurement, Suspension & Debarment § 200.303 § 200.320

2024-002 Procurement Recommendation: Non-competitive procurement should be documented and approved prior to incurring expenses. Management Response: CASIS acknowledges the error documenting these procurements. The two legal service vendors had been discussed internally and the selections rationalize...

2024-002 Procurement Recommendation: Non-competitive procurement should be documented and approved prior to incurring expenses. Management Response: CASIS acknowledges the error documenting these procurements. The two legal service vendors had been discussed internally and the selections rationalized based on the specialty of the professional services required for leasing and employment matters. Unfortunately, the documentation was not completed and stored as required by our internal policies. We consider these costs to be both necessary and reasonable, as we were negotiating a new office space lease and the rates were consistent with other legal service providers that CASIS has procured. CASIS plans on reinforcing the procurement documentation requirements with our personnel through additional training and reminding that engagement letters need to go through our document review software. Responsible Party: Jonathan Bobbitt, CPA, Finance Manager Date Expected to be Corrected: April 30, 2025

View Audit 347124 Questioned Costs: $1

Finding 529149 (2024-001)

Significant Deficiency 2024

Mobile Medical Care, Inc.

MD

Questioned Costs Procurement, Suspension & Debarment Significant Deficiency § 200.303 § 200.318 § 200.319 § 200.320

Views of Responsible Officials:  The Organization will update its procurement policy to be in conformance with Federal cost principles for approval at the next Board Meeting on February 24, 2025.  Supporting operating procedures will be reviewed and adjusted accordingly to ensure compliance with t...

Views of Responsible Officials:  The Organization will update its procurement policy to be in conformance with Federal cost principles for approval at the next Board Meeting on February 24, 2025.  Supporting operating procedures will be reviewed and adjusted accordingly to ensure compliance with the policy by February 28, 2025.  The situation resulting in this finding was for the procurement of support services for a new electronic health records system which was successfully implemented using the services purchased at a reasonable cost; however, the procedures followed by previous staff did not fully comply with the Organization's policies and procedures nor the Federal cost principles. The Organization has since implemented additional procedures to ensure documentation for competitive bids and justification for all purchases to comply with Federal requirements enhancing the Organization's internal procedures. The Organization will do a full review of the Federal cost principles and suggested procedures to ensure full compliance and implement new policies and additional procedures, as necessary, by February 28. 2025.

View Audit 347122 Questioned Costs: $1

Finding 529113 (2024-002)

Significant Deficiency 2024

Southern Illinois Center for Independent Living

IL

Questioned Costs Allowable Costs / Cost Principles Equipment & Real Property Management

SICIL agrees with this finding and will take steps to update the Organization's cost allocate policy to match federal regulations.

View Audit 347009 Questioned Costs: $1

Finding 529098 (2024-023)

Significant Deficiency 2024

State of North Dakota

ND

Questioned Costs Procurement, Suspension & Debarment § 200.303 § 200.317 § 200.318

University System Response/Corrective Action Plan Regarding the finding that no documentation was provided to ensure the proper procurement was completed for the purchase of a software license for $116,431. The University of North Dakota agrees, the software license was signed by an individual witho...

University System Response/Corrective Action Plan Regarding the finding that no documentation was provided to ensure the proper procurement was completed for the purchase of a software license for $116,431. The University of North Dakota agrees, the software license was signed by an individual without authority. The individual responsible is no longer in a departmental administrative position at the University of North Dakota. The University of North Dakota has implemented mandatory campus-wide Procurement training for all users with security roles in our procurement system, effective December 2024. Regarding the finding that two pieces of equipment were purchased totaling $100,440 and formal bidding was not competed. The University of North Dakota agrees; due to an error in completing the public notice posting, the relevant state bidders list was not notified of the procurement opportunity. The University of North Dakota notes that three bidders were contacted (simplified acquisition) but agree this does not meet the formal bidding requirements. The procurement officer responsible for the error has been retrained. The University of North Dakota also understands that the state's new public notice system, which should go live in May 2025, is anticipated to require/mandate the selection of a bidders for all future public notices. Contact Person: Tom Scrivener, CPO Anticipated Completion Date: Completed

View Audit 346994 Questioned Costs: $1

Finding 529093 (2024-022)

Significant Deficiency 2024

State of North Dakota

ND

Questioned Costs Subrecipient Monitoring § 200.303 § 200.332

University System Response/Corrective Action Plan Agree. A new Subrecipient Policy and new Subrecipient Monitoring Procedure were put in place effective November 2024. In accordance with the new Policy and Procedure, risk assessments are being completed before subaward agreements are issued. Contac...

University System Response/Corrective Action Plan Agree. A new Subrecipient Policy and new Subrecipient Monitoring Procedure were put in place effective November 2024. In accordance with the new Policy and Procedure, risk assessments are being completed before subaward agreements are issued. Contact Person: Lauren Pite, Director Grants & Contracts Anticipated Completion Date: Completed

View Audit 346994 Questioned Costs: $1

Finding 529085 (2024-021)

Material Weakness 2024

State of North Dakota

ND

Questioned Costs Allowable Costs / Cost Principles Reporting § 200.430

University System Response/Corrective Action Plan North Dakota State University: Agree. North Dakota State University agrees to certify federal payroll expenses in a timely manner. North Dakota State University implemented a new payroll certification system which went live Spring 2024. Previously,...

University System Response/Corrective Action Plan North Dakota State University: Agree. North Dakota State University agrees to certify federal payroll expenses in a timely manner. North Dakota State University implemented a new payroll certification system which went live Spring 2024. Previously, North Dakota State University utilized a manual effort reporting process as part of PeopleSoft. The new payroll certification process was built into Novelution Research Management System, which supports multiple aspects of grant management. Novelution allows PIs to review salary information and certify within the software, provides automated reminder emails, and provides a better tracking mechanism for compliance. There has been a learning curve in utilizing the new system, and during FY2025 we continued to refine the process and implement additional mechanisms to improve compliance. University of North Dakota: Agree. In accordance with University of North Dakota’s policy, we will remind pre-reviewers and certifiers of University of North Dakota's requirement for timely certification. As outlined in the policy, we will invoke the consequences for failing to timely certify, including removing uncertified payroll from a project. Contact Person: North Dakota State University: Karin Hegstad, Associate Vice President Finance & Administration University of North Dakota: Lauren Pite, Director Grants & Contracts Anticipated Completion Date: North Dakota State University: June 30, 2025 University of North Dakota: March 31, 2025

View Audit 346994 Questioned Costs: $1

Finding 529081 (2024-020)

Material Weakness 2024

State of North Dakota

ND

Questioned Costs Procurement, Suspension & Debarment Matching / Level of Effort / Earmarking § 200.303 § 200.317

University System Response/Corrective Action Plan Bismarck State College: Agree. On the published RFQ, Bismarck State College identified a selection committee composed of nine members with the registered engineer and registered architect listed as TBD, as these members had not yet been identified. T...

University System Response/Corrective Action Plan Bismarck State College: Agree. On the published RFQ, Bismarck State College identified a selection committee composed of nine members with the registered engineer and registered architect listed as TBD, as these members had not yet been identified. The selection committee later downsized to seven members. Bismarck State College understands that an amendment to the RFQ should have been released. Four selection committee members evaluated the RFQ submittals, three from Bismarck State College and a licensed contractor. Bismarck State College understands that all seven members must be present during the initial review. Bismarck State College did have all seven members present, including a registered engineer and registered architect during the interviews and final decision when selecting the CMAR. Bismarck State College has reviewed the selection process and will adhere to ensure compliance for construction projects. Minot State University: Minot State agrees with the audit recommendation in that not all the proper steps were completed in the procurement of architect and Construction Management at Risk (CMaR) services and will ensure proper procedures are followed going forward. Upon review, Minot State is confident that all Hartnett Hall remodel project expenses are appropriate, allowable, and allocable to the project. University of North Dakota: Agree. The University of North Dakota's solicitation templates for A/E and CMAR have been moved to an electronic system effective 2023, and our templates were updated with the correct proposal criteria at that time. Contact Person: Bismarck State College: Sonya Koble – Chief Financial Officer Minot State University: Krista Lambrecht, VP for Administration & Finance University of North Dakota: Tom Scrivener, CPO Anticipated Completion Date: Bismarck State College: September 2024 Minot State University: Immediately University of North Dakota: Completed.

View Audit 346994 Questioned Costs: $1

Finding 529065 (2024-011)

Significant Deficiency 2024

State of North Dakota

ND

Questioned Costs Allowable Costs / Cost Principles Matching / Level of Effort / Earmarking

Department of Health and Human Services Response/Corrective Action Plan The Department of Health and Human Services agrees with the recommendation. The department will develop and implement a process whereby any provider who fails to respond to a request for records as part of an audit or program ...

Department of Health and Human Services Response/Corrective Action Plan The Department of Health and Human Services agrees with the recommendation. The department will develop and implement a process whereby any provider who fails to respond to a request for records as part of an audit or program integrity review by the established deadline will be subject to a corrective sanction process. This process will include a pre-payment review of claims for a designated period. Additionally, the department will continue to recover payments made on unsupported claims. Contact Person: Sarah Aker, Medicaid Executive Director Anticipated Completion Date: 12/31/2025

View Audit 346994 Questioned Costs: $1

Finding 529058 (2024-007)

Significant Deficiency 2024

State of North Dakota

ND

Questioned Costs Allowable Costs / Cost Principles Matching / Level of Effort / Earmarking

Department of Health and Human Services Response/Corrective Action Plan The Department of Health and Human Services agrees with the recommendation. The department has controls in place to prevent errors. The target for this year’s Payment Error Rate Measurement (PERM) audit is 3.02%. Currently, ...

Department of Health and Human Services Response/Corrective Action Plan The Department of Health and Human Services agrees with the recommendation. The department has controls in place to prevent errors. The target for this year’s Payment Error Rate Measurement (PERM) audit is 3.02%. Currently, our error rate stands at 2.1%, which is below the CMS PERM target. The department will continue to recover the payments made on unsupported claims. Contact Person: Sarah Aker, Medicaid Executive Director Krista Fremming, Assistant Director Anticipated Completion Date: 06/30/2025

View Audit 346994 Questioned Costs: $1

Corrective Action Plans

Filters