Corrective Action Plans

Finding 503645 (2022-001)

Significant Deficiency 2022

Hospital Comunitario Buen Samaritano, Inc.

PR

Questioned Costs Reporting Significant Deficiency § 200.512

Finding No. 2022-001-Reporting-Late filing of data collection form and reporting package We agree that we have not been reporting on a timely basis current findings and results. We have established a schedule to ensure that the submission of all required annual reports is strictly adhered to. To thi...

Finding No. 2022-001-Reporting-Late filing of data collection form and reporting package We agree that we have not been reporting on a timely basis current findings and results. We have established a schedule to ensure that the submission of all required annual reports is strictly adhered to. To this end, we aim to complete the year-end closing within the first 20 days after the end of the calendar year, in order to complete the audit within the first 90 days after the end of the calendar year. This Plan must be implemented no later than December 27, 2024.

View Audit 325833

Finding 503563 (2022-006)

Material Weakness 2022

Kagman Community Health Center, Inc.

MP

Questioned Costs Procurement, Suspension & Debarment § 200.318 § 200.326

Finding No. 2022-006 KCHC agrees and acknowledges the findings related to procurement and suspension and debarment compliance. Since the hiring of new procurement personnel in September 2024, the Finance head has been actively providing regular training to procurement and finance staff, ensuring th...

Finding No. 2022-006 KCHC agrees and acknowledges the findings related to procurement and suspension and debarment compliance. Since the hiring of new procurement personnel in September 2024, the Finance head has been actively providing regular training to procurement and finance staff, ensuring they are well-versed in federal regulations. Additionally, KCHC has implemented enhanced systems for procurement management and documentation. 1. Onboarding and Training for New Procurement Personnel: The new procurement personnel will undergo comprehensive training on KCHC's procurement policies, federal regulations (2 CFR Part 200), and the use of ProcurementExpress and DocuSign systems. This training ensures the new staff member adheres to procurement procedures, including proper documentation. 2. Ongoing Training for Procurement and Finance Staff: Regular training sessions are conducted to reinforce awareness of federal procurement regulations and KCHC’s internal policies. The focus will be on maintaining adequate documentation, ensuring open competition in procurement processes, and complying with suspension and debarment regulations. 3. Strengthening Monitoring and Internal Audits: KCHC will continue to enhance internal monitoring and audit activities. The Finance department will collaborate with procurement personnel to review all transactions, ensuring that procurement packages include price quotes, purchase orders, and contracts as required. Internal audits will be performed regularly to identify and rectify any documentation gaps. 4. Optimizing Existing Systems: The integration of ProcurementExpress with the accounting system and the use of DocuSign for approval routing will be fully utilized to ensure that all procurement steps are documented and compliant with federal standards. These systems will also ensure that records are readily available during audits. 5. Addressing Repeat Findings: To address the repeat nature of this finding, KCHC will closely monitor the implementation of corrective actions. The accountant will lead efforts to track procurement documentation compliance, providing regular reports to CFO to ensure that procurement activities align with both federal and internal requirements. Implementation Timeline: Completed as of September 30, 2024 with continued updates and monitoring. Responsible person: Arlene Deleon Guerrero, CFO

View Audit 325728 Questioned Costs: $1

Finding 503562 (2022-005)

Material Weakness 2022

Kagman Community Health Center, Inc.

MP

Subrecipient Monitoring Questioned Costs Matching / Level of Effort / Earmarking

Finding No. 2022-005 KCHC disagrees with the finding that it is in noncompliance with the applicable period of performance requirements. The sample request was received after the August 19 meeting with the CEO and board representative, during which it was noted that no further samples would be acce...

Finding No. 2022-005 KCHC disagrees with the finding that it is in noncompliance with the applicable period of performance requirements. The sample request was received after the August 19 meeting with the CEO and board representative, during which it was noted that no further samples would be accepted as the audit had extended beyond one year. The delays were due to staffing challenges both on the part of the auditor and within KCHC. In FY 2025, KCHC has started the following corrective actions ensuring that all records are systematically filed and digitized for easy retrieval, regardless of changes in staff. This new system allows for seamless access to documents and a clear audit trail: 1. DocuSign for Document Management: In FY2025, KCHC adopted DocuSign to facilitate the management of financial documents. While DocuSign does not automatically upload supporting documents to the accounting software, it provides an efficient way to manage approvals and ensure an audit trail. After approval, the assigned accountant is responsible for manually uploading the supporting documents into the accounting software to ensure they are properly recorded and retrievable for audit purposes. 2. Timely Upload and Filing of Documentation: To address the delays, KCHC has updated its procedures requiring that all financial staff upload supporting documents at the time of expenditure approval or payment. This process will ensure that no documentation is missing or delayed, and all records are maintained in compliance with federal guidelines. 3. Ongoing Monitoring and Reporting: The CFO will oversee quarterly internal audits to ensure that the enhanced recordkeeping system is functioning effectively and that all expenditures continue to comply with the period of performance requirements. Progress will be reported to the Board of Directors to ensure transparency and ongoing compliance. By taking these corrective actions, KCHC will ensure that all expenditures are supported by proper documentation, uploaded timely, and readily available for audit review, preventing any future delays or compliance issues. Implementation Timeline: Completed as of August 31, 2024 with continued updates and monitoring. Responsible person: Arlene Deleon Guerrero, CFO

View Audit 325728 Questioned Costs: $1

Finding 503561 (2022-004)

Significant Deficiency 2022

Kagman Community Health Center, Inc.

MP

Questioned Costs Cash Management

Finding No. 2022-004 We agree and acknowledge the identified discrepancy in Finding No. 2022-004. However, we clarify that drawdowns were not higher than actual expenditures. The variance was due to timing differences between the reporting of cumulative expenditures on SF-425 reports and the figure...

Finding No. 2022-004 We agree and acknowledge the identified discrepancy in Finding No. 2022-004. However, we clarify that drawdowns were not higher than actual expenditures. The variance was due to timing differences between the reporting of cumulative expenditures on SF-425 reports and the figures in our accounting records. To address this, while the findings pertain to FY 2022, we have taken corrective actions that can be seen in FY 2025: 1. Change in Responsible Personnel: In FY 2025, we assigned a new team to manage the cash management process. This change brings greater accountability and expertise to ensure accurate alignment of federal grant drawdowns with actual recorded expenditures. 2. Enhanced Year-End Closing Procedure: In FY 2025, we introduced a robust year-end closing procedure to ensure that expenditures reported in our grant documents are aligned with actual allowable costs as per our accounting records. This process helps ensure consistency between our SF-425 reports and internal records. 3. Stricter Monitoring and Internal Controls: We have strengthened monitoring and internal controls in FY 2025 to ensure that future drawdowns strictly adhere to our reimbursement policy. This includes closer oversight of cumulative expenditures to prevent any variance between reported and actual expenditures. Implementation Timeline: These corrective actions, implemented in September 06, 2024, are designed to prevent similar issues from arising in future audits and ensure full compliance with federal grant reporting requirements. Responsible person: Arlene DeleonGuerrero, CFO

View Audit 325728 Questioned Costs: $1

Finding 503560 (2022-003)

Significant Deficiency 2022

Kagman Community Health Center, Inc.

MP

Allowable Costs / Cost Principles Questioned Costs Subrecipient Monitoring § 200.403

Finding No. 2022-003 KCHC agrees with the finding and understands the importance of maintaining robust recordkeeping and documentation procedures to comply with federal cost principles. We acknowledge the discrepancies noted in the audit findings regarding non-payroll expenditures. To address th...

Finding No. 2022-003 KCHC agrees with the finding and understands the importance of maintaining robust recordkeeping and documentation procedures to comply with federal cost principles. We acknowledge the discrepancies noted in the audit findings regarding non-payroll expenditures. To address these issues, KCHC has implemented the following actions: • Strengthening Documentation Controls: KCHC has reinforced its recordkeeping procedures, requiring that all expenditures be fully supported by accurate documentation before approval. The accounting department has implemented additional review layers to ensure that all supporting documents, including receipts and invoices, are properly matched and retained. • Enhanced Training for Staff: Staff responsible for processing and documenting expenditures have undergone training to improve awareness of federal cost principles and documentation requirements. This training will ensure that all expenditures are supported by accurate, complete, and timely documentation. • Monitoring and Oversight: KCHC has introduced regular internal audits to monitor compliance with documentation standards. These audits will help identify any potential discrepancies early and ensure timely corrective action. Implementation Timeline: KCHC began implementation of these changes in FY 2025 under the CFO. The organization remains confident that these measures will address the audit findings and improve compliance with 2 CFR section 200.403(e). KCHC is committed to maintaining the highest standards of financial management and accountability. Responsible person: Arlene DeleonGuerrero, CFO

View Audit 325728 Questioned Costs: $1

Finding 503450 (2022-007)

Significant Deficiency 2022

West Side Community Health Services INC

MN

Questioned Costs Allowable Costs / Cost Principles Cash Management § 200.303

Health Centers Cluster – Assistance Listing No. 93.2242/93.527 Recommendation: We recommend management implement a review process to check individual's compensation charged to federal grants against annual federal limitations prior to drawdown of funds. Explanation of disagreement with audit finding...

Health Centers Cluster – Assistance Listing No. 93.2242/93.527 Recommendation: We recommend management implement a review process to check individual's compensation charged to federal grants against annual federal limitations prior to drawdown of funds. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: Management will implement review processes to identify individuals over federal wage limitations moving forward before being charged to federal grants. Name(s) of the contact person(s) responsible for corrective action: Duke Fokuo Planned completion date for corrective action plan: December 2024

View Audit 325563 Questioned Costs: $1

Finding 503399 (2022-003)

Material Weakness 2022

Human Resource Development Institute

IL

Reporting Questioned Costs

The Organization will implement the following corrective actions for the fiscal year ending June 30, 2022 to remediate the finding and address the cause of the finding. The Organization will implement the following corrective actions for fiscal year 2023 to remediate the finding and address the caus...

The Organization will implement the following corrective actions for the fiscal year ending June 30, 2022 to remediate the finding and address the cause of the finding. The Organization will implement the following corrective actions for fiscal year 2023 to remediate the finding and address the cause of the finding. The Organization has hired staff with higher technical accounting skills than the previous staff. The following staff have been hired full-time or will be hired soon: Payroll and Benefits Specialist, Grant Accountant, Senior Staff Accountant, Accounts Payables and Receivables Specialist, and a Purchasing Specialist. • The Chief Financial Officer (CFO) will be responsible for the implementation of the corrective action plan, and will oversee all related finance activities. • The Organization will document accounting policies and procedures to reflect the new month-end processes and provide training to staff on current and future policies. • The Organization has implemented procedures for staff accountants to prepare balance sheet reconciliations monthly with a monthly review performed by the CFO. All balance sheet accounts are reconciled to external data for verification on a monthly basis. All revenue accounts will be reconciled to external data for verification on a monthly basis. • The Organization has implemented a new accounting system – Sage Intacct. Additionally, we have implemented a grants project tracking module to better help with grants and contracts reporting and compliance. • The Organization has implemented a month-end checklist for all monthly entries to be completed by assigned finance personnel. We are ensuring that all staff are trained adequately to handle any assigned task. All monthly entries are required to be reviewed and approved by the CFO prior to posting to the general ledger within our new accounting software. All appropriate backup documentation will be saved and stored within the accounting software. • All grant related year-end audit procedures have been transitioned to the Grant Accountant who has experience with financial audits and compliance and reporting for City, State, and Federal grants. • The Organization will ensure that Finance personnel receive a minimum of twenty-five (25) hours of training annually of relevant accounting topics including updates to generally accepted accounting principles, generally accepted government accounting principles, nonprofit and governmental financial reporting, and other related accounting trainings. • The Organization will ensure that any personnel involved in financial reporting have the technical expertise to help with the preparation, review, and analysis of the financial statements and supplementary information.

View Audit 325554

Finding 503398 (2022-002)

Material Weakness 2022

Human Resource Development Institute

IL

Questioned Costs Allowable Costs / Cost Principles Internal Control / Segregation of Duties

The Organization will implement the following corrective actions for the fiscal year ending June 30, 2022 to remediate the finding and address the cause of the finding. The Organization will implement the following corrective actions for fiscal year 2023 to remediate the finding and address the caus...

The Organization will implement the following corrective actions for the fiscal year ending June 30, 2022 to remediate the finding and address the cause of the finding. The Organization will implement the following corrective actions for fiscal year 2023 to remediate the finding and address the cause of the finding. The Organization has hired staff with higher technical accounting skills than the previous staff. The following staff have been hired full-time or will be hired soon: Payroll and Benefits Specialist, Grant Accountant, Senior Staff Accountant, Accounts Payables and Receivables Specialist, and a Purchasing Specialist. • The Chief Financial Officer (CFO) will be responsible for the implementation of the corrective action plan, and will oversee all related finance activities. • The Organization will document accounting policies and procedures to reflect the new month-end processes and provide training to staff on current and future policies. • The Organization has implemented procedures for staff accountants to prepare balance sheet reconciliations monthly with a monthly review performed by the CFO. All balance sheet accounts are reconciled to external data for verification on a monthly basis. All revenue accounts will be reconciled to external data for verification on a monthly basis. • The Organization has implemented a new accounting system – Sage Intacct. Additionally, we have implemented a grants project tracking module to better help with grants and contracts reporting and compliance. • The Organization has implemented a month-end checklist for all monthly entries to be completed by assigned finance personnel. We are ensuring that all staff are trained adequately to handle any assigned task. All monthly entries are required to be reviewed and approved by the CFO prior to posting to the general ledger within our new accounting software. All appropriate backup documentation will be saved and stored within the accounting software. • All grant related year-end audit procedures have been transitioned to the Grant Accountant who has experience with financial audits and compliance and reporting for City, State, and Federal grants. • The Organization will ensure that Finance personnel receive a minimum of twenty-five (25) hours of training annually of relevant accounting topics including updates to generally accepted accounting principles, generally accepted government accounting principles, nonprofit and governmental financial reporting, and other related accounting trainings. • The Organization will ensure that any personnel involved in financial reporting have the technical expertise to help with the preparation, review, and analysis of the financial statements and supplementary information.

View Audit 325554 Questioned Costs: $1

Finding 503201 (2022-002)

Significant Deficiency 2022

Tishomingo County Special Municipal Separate School District

MS

Questioned Costs Eligibility School Nutrition Programs

2022-002 a. Name of Contact Person Responsible for Corrective Action Name: Mary Beth Sheffield Title: Child Nutrition Director Phone Number: 662-423-3206 b. Corrective Action Planned: The District will increase training to appropriate personnel and ensure all documentation is fully reviewed to make ...

2022-002 a. Name of Contact Person Responsible for Corrective Action Name: Mary Beth Sheffield Title: Child Nutrition Director Phone Number: 662-423-3206 b. Corrective Action Planned: The District will increase training to appropriate personnel and ensure all documentation is fully reviewed to make sure requirements are met before processing eligibility applications. c. Anticipated Completion Date: 10/08/2024

View Audit 325287

Finding 503068 (2022-003)

Significant Deficiency 2022

Hope Toledo Services

OH

Questioned Costs Allowable Costs / Cost Principles HUD Housing Programs

Other- Significant Deficiency in Internal Control over Compliance with respect to record retention Coronavirus State and Local Fiscal Recovery Funds – Assistance Listing No. 21.027 Recommendation: We recommend that management continue to recruit for staff to fill the needed positions in the finance ...

Other- Significant Deficiency in Internal Control over Compliance with respect to record retention Coronavirus State and Local Fiscal Recovery Funds – Assistance Listing No. 21.027 Recommendation: We recommend that management continue to recruit for staff to fill the needed positions in the finance department as they continue to grow. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action planned in response to finding: The Organization is actively seeking to hire additional staffing for the finance department. It has currently been operated on a parttime basis and our growth has exceeded that capacity. Name of the contact person responsible for corrective action: John C. Jones, President and CEO Planned completion date for corrective action plan: December 31, 2024 If the U.S. Department of Treasury has questions regarding this plan, please call John C. Jones at 419- 720-4281.

View Audit 325040

Finding 503067 (2022-002)

Significant Deficiency 2022

Hope Toledo Services

OH

Questioned Costs HUD Housing Programs Reporting

Reporting Coronavirus State and Local Fiscal Recovery Funds – Assistance Listing No. 21.027 Recommendation: We recommend that reports are prepared and reviewed by separate individuals. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action planned in ...

Reporting Coronavirus State and Local Fiscal Recovery Funds – Assistance Listing No. 21.027 Recommendation: We recommend that reports are prepared and reviewed by separate individuals. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action planned in response to finding: The Organization will add a layer of review for the prepared reports prior to submission to the grantor. Name of the contact person responsible for corrective action: John C. Jones, President and CEO Planned completion date for corrective action plan: October 31, 2024

View Audit 325040

Finding 503054 (2022-003)

Material Weakness 2022

Tyler County Hospital District

TX

Questioned Costs Allowable Costs / Cost Principles Reporting

We are in receipt of the Findings required to be reported for COVID19 Provider Relief Fund Federal Assistance Listing Number 93.498. In its Provider Relief reporting submission for the year ended June 30, 2021, the District initially selected option 1 for the method of reporting lost revenues. Howe...

We are in receipt of the Findings required to be reported for COVID19 Provider Relief Fund Federal Assistance Listing Number 93.498. In its Provider Relief reporting submission for the year ended June 30, 2021, the District initially selected option 1 for the method of reporting lost revenues. However, the District excluded a certain nursing home that was not owned for the full period of availability, and we determined that option 3 would have been the more appropriate reporting option to select. Management will perform a detailed analysis of the reporting requirements in accordance with the final guidelines set for by HRSA for future reporting periods. The District will update the lost revenue option and reported values in the reporting period completed prior to the March 31, 2023 deadline. As deemed necessary, the District will modify policies and procedures over federal grant reporting. The CFO, Scott McCluskey, is responsible to oversee and implement the corrective action plan. The corrective action plan was implemented prior to March 31, 2023.

View Audit 325024

Finding 503041 (2022-007)

Material Weakness 2022

Commonwealth of Puerto Rico Department of Labor and Human Resources

PR

Questioned Costs

See Corrective Action Plan table/chart.

View Audit 325022 Questioned Costs: $1

Finding 502683 (2022-006)

Significant Deficiency 2022

Town of Limestone, Maine

ME

Questioned Costs § 200.512

CORRECTIVE ACTION PLAN (Concerning Finding 2022-006) Contact Person Responsible for Corrective Action: Alan D. Mulherin, Town Manager Corrective Action: The town will work to ensure timely filing of required reports in the future. Anticipated Completion Date: June 30, 2025

View Audit 324710

Finding 502552 (2022-002)

Significant Deficiency 2022

Puerto Rico Health Insurance Administration

PR

Questioned Costs Allowable Costs / Cost Principles Reporting

The PRHIA was proactive to ensure compliance in submitting the 2022 Single Audit Report by due date, maximizing the human resources available, in collaboration with auditors. However, we were unable to comply with the due date, mainly, because of the employees turnover as part of the aftermath of ...

The PRHIA was proactive to ensure compliance in submitting the 2022 Single Audit Report by due date, maximizing the human resources available, in collaboration with auditors. However, we were unable to comply with the due date, mainly, because of the employees turnover as part of the aftermath of the Coronavirus Pandemic as it relates to maintaining up to date its accounting records.

View Audit 324550

Finding 502550 (2022-001)

Material Weakness 2022

Puerto Rico Health Insurance Administration

PR

Questioned Costs Internal Control / Segregation of Duties

ASES contracted a Cybersecurity expert to review the Disaster Recovery Plan draft, including the security policies and standards of information systems. The work plan includes the following: 1. Preparation of the Business Impact Analysis: a) Separate meetings with all managers to identify departm...

ASES contracted a Cybersecurity expert to review the Disaster Recovery Plan draft, including the security policies and standards of information systems. The work plan includes the following: 1. Preparation of the Business Impact Analysis: a) Separate meetings with all managers to identify departments' data retention, RTO, BAT and RPO needs. b) This document will provide a better guide for the IT department of the needs of the departments and thus implement or acquire the necessary solutions for the protection, and DRP of the departments and the agency. 2. Perform an internal Risk Assessment which will help identify and remedy the vulnerabilities in the agency. 3. Establish responsibility to the directors of the agency's departments for their processes and the data they handle.4. Update the DRP based on departmental needs and the current capabilities of the agency's information systems. The IT department is in advanced discussions with PRITS for the purchase of the licensing of Azure Site Recovery and Azure Backup to meet the needs of the agency and mitigate the possible loss of data and applications in case of an incident such as ransomware attacks and events such as hurricanes or events related to hardware failures (servers, computers, etc.). This is a high priority for the Executive Director. In the coming months ASES will start the use of OneDrive tools for users to save their documents in this application and SharePoint for departmental files and documents. This implementation will help mitigate the risk that users lose their information due to security incidents or hardware failures. The Backup, Disaster Recovery and Security posture is expected to improve in the next 6 months if the above solutions are implemented.

View Audit 324550

Finding 502528 (2022-001)

Significant Deficiency 2022

Harlem Center for Education, Inc.

NY

Questioned Costs Eligibility Significant Deficiency

The Organization accepts the recommendation of the auditor. In the future, the Organization will implement an additional internal control regarding the verification of eligibility for Educational Opportunity Centers' participants. Specifically, in cases where the staff member who signed the "Verific...

The Organization accepts the recommendation of the auditor. In the future, the Organization will implement an additional internal control regarding the verification of eligibility for Educational Opportunity Centers' participants. Specifically, in cases where the staff member who signed the "Verification of Eligibility and Acceptance" form does not check off the citizenship status or need areas on the form, the data entry specialist will return the participant folder to that staff member to obtain the required eligibility information before including the participant in the database. In the event that the eligibility information is unobtainable, the participant will not be input into the database nor counted as a participant. In addition, more periodic testing of files will be undertaken to identify any participants who do not have the necessary eligibility information, with corrective action taken as needed.

View Audit 324518 Questioned Costs: $1

Finding 502434 (2022-008)

Material Weakness 2022

Dakota Rural Water District

ND

Questioned Costs Allowable Costs / Cost Principles Material Weakness

Department of the Treasury, Passed through North Dakota State Water Commission Federal Financial Assistance Listing 21.027 COVID-19 - Coronavirus State and Local Discal Recovery Funds Other Material Weakness in Internal Control Over Compliance Finding Summary: The District does not have an internal ...

Department of the Treasury, Passed through North Dakota State Water Commission Federal Financial Assistance Listing 21.027 COVID-19 - Coronavirus State and Local Discal Recovery Funds Other Material Weakness in Internal Control Over Compliance Finding Summary: The District does not have an internal control system designed to provide for a complete and accurate Schedule of Expenditures of Federal Awards, as required by Title 2 Code of Federal Regulations Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. Responsible Individuals: General Manager (Vacant) and Jan Lee, Office Manager Corrective Action Plan: The District will implement procedures necessary to complete an accurate Schedule of Expenditures of Federal Awards. Anticipated Completion: December 31, 2024

View Audit 324447

Finding 502272 (2022-003)

Material Weakness 2022

American Association of Physics Teachers, Inc.

MD

Cash Management Questioned Costs Material Weakness § 200.302 § 200.508 § 200.510

Finding 2022-003: Reconciliation of Accounts Federal Program: Research and Development Cluster (Education and Human Resources)Assistance Listing Number and Title: 47.076 STEM Education Name of Federal Agency, Pass Through Entity (when applicable), Award Number and Year: National Science Foundation: ...

Finding 2022-003: Reconciliation of Accounts Federal Program: Research and Development Cluster (Education and Human Resources)Assistance Listing Number and Title: 47.076 STEM Education Name of Federal Agency, Pass Through Entity (when applicable), Award Number and Year: National Science Foundation: 1500529 (9/1/2015 – 8/31/2022), 1640791 (9/15/2016 – 8/31/2022) Condition: The year-end schedules for federal grants receivable, net assets, and for vacation payable were not reconciled and needed to be revised and updated. Views of Responsible Officials and Planned Corrective Actions: The outstanding liability due to NSF of $115,244 will be reimbursed when AAPT files the next drawn down request. Anticipated date of drawn down will be by July 31,2024. The senior accountant will be trained to prepare entries previously prepared by the CFO The senior accountant will reconcile accounts, and provide updated current schedules. The CFO will review and approve the entries and schedules prepared by the Senior accountant. Anticipated Completion Date: 10/15/2024 Responsible Official: Michael Brosnan, CFO

View Audit 324376

Finding 502268 (2022-004)

Significant Deficiency 2022

American Association of Physics Teachers, Inc.

MD

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

Finding 2022-004: Payroll Federal Program: Research and Development Cluster (Education and Human Resources) Assistance Listing Number and Title: 47.076 STEM Education Name of Federal Agency, Pass Through Entity (when applicable), Award Number and Year: National Science Foundation: 1431638 (9/1/2014 ...

Finding 2022-004: Payroll Federal Program: Research and Development Cluster (Education and Human Resources) Assistance Listing Number and Title: 47.076 STEM Education Name of Federal Agency, Pass Through Entity (when applicable), Award Number and Year: National Science Foundation: 1431638 (9/1/2014 – 8/31/2022), 1500529 (9/1/2015 – 8/31/2022), 1624185 (9/16/2016 – 8/31/2022), 1726113 (8/1/2017 – 9/30/2023), 1907950 (7/1/2019 – 6/30/2024), 2141745 (5/1/2022 – 4/30/2027), 2212807 (7/1/2022 – 6/30/2026) Federal Program: Research and Development Cluster (Mathematical and Physical Sciences) Assistance Listing Number and Title: 47.049 Mathematical and Physical Sciences Name of Federal Agency, Pass Through Entity, Award Number and Year: National Science Foundation: 1821372 (10/1/2018 – 9/30/2024 pass through entity American Physical Society) Condition: Payroll approvals for individuals are not always made by individuals who are the employee’s supervisors or are otherwise knowledgeable about their level of effort during the payroll periods paid for. Of the 63 individual payroll payments tested to 12 separate individuals, totaling $105,046 charged to federal grants, we identified 38 total payments to 7 separate individuals, totaling $43,704, where the timesheet was approved by the CFO, who we do not consider to be knowledgeable of the employee’s activities during a given pay period. Five of these seven individuals were full-time employees and the other two were part-time employees. Views of Responsible Officials and Planned Corrective Actions: AAPT has made changes to correctly reflect the employee’s assigned supervisor based on the position and job duties of the employees. Anticipated Completion Date: 04/01/2024 Responsible Official: Michael Brosnan, CFO

View Audit 324376

Finding 502267 (2022-002)

Material Weakness 2022

American Association of Physics Teachers, Inc.

MD

Internal Control / Segregation of Duties Questioned Costs Material Weakness § 200.303

Federal Program: Research and Development Cluster (Education and Human Resources) Assistance Listing Number and Title: 47.076 STEM Education Name of Federal Agency, Pass Through Entity (when applicable), Award Number and Year: National Science Foundation: 1431638 (9/1/2014 – 8/31/2022), 1500529 (9/1...

Federal Program: Research and Development Cluster (Education and Human Resources) Assistance Listing Number and Title: 47.076 STEM Education Name of Federal Agency, Pass Through Entity (when applicable), Award Number and Year: National Science Foundation: 1431638 (9/1/2014 – 8/31/2022), 1500529 (9/1/2015 – 8/31/2022), 1624185 (9/16/2016 – 8/31/2022), 1640791 (9/15/2016 – 8/31/2022), 1720869 (5/15/2017 – 4/30/2022), 1726113 (8/1/2017 – 9/30/2023), 1821462 (7/1/2018 – 6/30/2024), 1940925 (1/15/2020 – 12/31/2023), 1907950 (7/1/2019 – 6/30/2024), 2015205 (4/1/2020 – 3/31/2022), 2021059 (10/1/2020 – 9/30/2024), 2141745 (5/1/2022 – 4/30/2027), 2212807 (7/1/2022 – 6/30/2026) Federal Program: Research and Development Cluster (Mathematical and Physical Sciences) Assistance Listing Number and Title: 47.049 Mathematical and Physical Sciences Name of Federal Agency, Pass Through Entity, Award Number and Year: National Science Foundation: 1821372 (10/1/2018 – 9/30/2024 pass through entity American Physical Society), 1834530 (9/1/2018 – 8/31/2025 pass through entity American Physical Society), 1938815 (8/1/2020 – 7/31/2024) Federal Program: Research and Development Cluster (Science) Assistance Listing Number and Title: 43.001 Science Name of Federal Agency, Pass Through Entity: National Aeronautics and Space Administration: NNX16AR36A (8/24/2016 – 8/23/2021 pass through entity Temple University of the Commonwealth System of Higher Education), 80NSSC21K1560 (6/28/2021 – 6/27/2022 pass through entity Temple University of the Commonwealth System of Higher Education), 80NSSC22K1071 (5/23/2022 – 5/22/2023)Condition: The Chief Financial Officer is responsible for posting entries into the accounting system without a second level review, and obtaining all bank statements unopened while also having the ability to add or modify payees and unilaterally initiate and authorize electronic fund transfers such as automated clearing house payments. The CFO is also responsible for opening the mail which may contain payments by check, and can manually reduce receivable balances. Views of Responsible Officials and Planned Corrective Actions: AAPT has instituted the segregation of duties of submitting and approval of electronic payments. The senior accountant has been authorized to submit the ACH/Wire transfer requests. The CFO has the authorization of approval of submitted electronic payments. The change was activated during March, 2024 The staff will be trained on generating journal entries previously prepared by the CFO and supervised and approve by the CFO – completed date May 15, 2024 The administrative assistant of the CEO will come to AAPT twice weekly to process incoming mail and create an initial recordation log of checks or cash received. The administrative assistant will not have access in any system to enter/modify/delete any information related to checks that are received. Anticipated Completion Date: January 2025 Responsible Official: Michael Brosnan, CFO

View Audit 324376

Finding 502069 (2022-005)

Material Weakness 2022

Municipality of Loiza

PR

Questioned Costs Allowable Costs / Cost Principles Matching / Level of Effort / Earmarking § 200.208 § 200.302 § 200.339 § 200.403

The Municipality Administration is committed to identify the control of deficiency that allowed for the deficiency to happen. Additionally, the administration is committed to implementing the correct control structure to prevent the situation from happening in the future. The Municipality Manageme...

The Municipality Administration is committed to identify the control of deficiency that allowed for the deficiency to happen. Additionally, the administration is committed to implementing the correct control structure to prevent the situation from happening in the future. The Municipality Management will continue the search of supporting documentation of the highlighted transactions. New proposed control structure to be evaluated by Municipality for adequacy.

View Audit 324264 Questioned Costs: $1

Finding 502068 (2022-004)

Material Weakness 2022

Municipality of Loiza

PR

Questioned Costs Allowable Costs / Cost Principles Reporting § 200.302 § 200.339 § 200.403

The accounting staff will continue searching for supporting documentation related to the disbursements amounting $17,565. The Coronavirus State & Local Fiscal Recovery Funds (CSLFR) Department of Treasury Final Rule of January 2022., offers a standard allowance for revenue loss of $10 million, allo...

The accounting staff will continue searching for supporting documentation related to the disbursements amounting $17,565. The Coronavirus State & Local Fiscal Recovery Funds (CSLFR) Department of Treasury Final Rule of January 2022., offers a standard allowance for revenue loss of $10 million, allowing recipients to select between a standard amount of revenue loss or complete a full revenue loss calculation. Recipients that select the standard allowance may use that amount, in many cases their full award, for government services. The Municipality’s management selected the standard allowance, since the amount awarded of CSLFR funds were less than $10 million ad determined that the use of these funds was for governmental services, which are services traditionally provided by recipient governments. The Municipality determined that the payroll expenditures of several departments of the Municipality’s General Fund will be charged to the CSLFR fund as government services. The transfer of $1,468,197 of CSLFR to other Municipality’s bank accounts was to cover the payrolls related to governmental services accounted in the Municipality’s General Fund during the fiscal year 2021-2022. Due to an involuntary omission, these transfers were not recorded as expenditures in the CSLFR fund in the accounting system of the Municipality. To correct this accounting error the Municipality’s management gave instructions to the accounting staff to start reclassifying in the accounting system as soon as possible, these transfers to payroll expenditures accounts in the CSLFR fund. Municipality’s management believes that this finding should be related to an issue of reporting because the Municipality complied with the requirements of activities allowed or unallowed and allowable costs, since the Municipality disbursed CSLFR funds related to governmental services in accordance with the Department of Treasury Final Rule of January 2022. No actions are required related to this finding.

View Audit 324264 Questioned Costs: $1

Finding 502067 (2022-003)

Material Weakness 2022

Municipality of Loiza

PR

Questioned Costs Allowable Costs / Cost Principles Reporting § 200.208 § 200.302 § 200.339 § 200.403

Evidence of AAFAF Funds closeout report was provided, there is no issue.

View Audit 324264 Questioned Costs: $1

Finding 502027 (2022-004)

None 2022

Ekalaka Public Schools

MT

Questioned Costs Procurement, Suspension & Debarment Reporting § 200.512

The District is working with the auditors to get the District caught up to ensure that the 2024 financial statement audit is submitted on time.

View Audit 324219

Corrective Action Plans

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