Corrective Action Plans

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HSEMA concurs with the substance of the finding. The FFATA report for this grant is currently incomplete. HSEMA has procedures in place to file FFATA reports and does so for the other grants it manages. The Public Assistance grant is still missing some subrecipient information required to file th...
HSEMA concurs with the substance of the finding. The FFATA report for this grant is currently incomplete. HSEMA has procedures in place to file FFATA reports and does so for the other grants it manages. The Public Assistance grant is still missing some subrecipient information required to file the FFATA report in FSRS. Since the fiscal year 2021 audit was completed, we have been collecting the new Universal Entity Identifier (UEI) information for the Public Assistance grant subrecipients to be able to enter their subaward information into the FSRS system. Some subrecipient UEI profile information in SAM.gov is incomplete or generates an error in the FSRS system preventing the filing of the FFATA report. HSEMA is working with those subrecipients to get them to update their SAM.gov UEI profiles. See Corrective Action Plan for chart/table
Finding #2022-001 Comments on Finding and Recommendation: The Corporation did not increase the monthly reserve for replacement deposits as required by HUD during the year ended December 31, 2022. The management agent should transfer funds of $269 from the operating account to bring the reserve for r...
Finding #2022-001 Comments on Finding and Recommendation: The Corporation did not increase the monthly reserve for replacement deposits as required by HUD during the year ended December 31, 2022. The management agent should transfer funds of $269 from the operating account to bring the reserve for replacements account current and communicate with the lender to ensure deposit increases are being made. Action(s) taken or planned on the finding: Management agrees with the recommendation.
View Audit 31067 Questioned Costs: $1
Finding 2022-001: Reporting Finding Title: Reporting Timeliness Anticipated Completion Date: Already Implemented Name of Agency Responsible for carrying out the corrective action plan: Children and Youth Person in the agency (name & title): Lisa A. Reider, Financial Manager Cumberland County Child...
Finding 2022-001: Reporting Finding Title: Reporting Timeliness Anticipated Completion Date: Already Implemented Name of Agency Responsible for carrying out the corrective action plan: Children and Youth Person in the agency (name & title): Lisa A. Reider, Financial Manager Cumberland County Children and Youth Services continues to work with our providers for timelier invoice submissions. One of the controls we have in place is for the Administrative Technician to request any outstanding invoices each month when the Financial Manager is completing the expense accrual for the monthly County Close process. Even if we obtain more timely submission of invoices from our providers it will not remediate the issue of timeliness for submitting the Act 148 reports within 45 days of the end of a quarter. There can be various other reasons for late Act 148 report submission beyond untimely provider invoices. Factors such as provider contracts and determining a child?s eligibility for Title IV-E funding can also play a significant role in the submission process. It is essential to confirm that all aspects of the administrative and eligibility requirements are met to avoid errors and ensure accurate invoicing to the federal government. Untimely Act 148 reporting is a statewide issue. While timeliness is imperative for meeting deadlines and compliance, in most instances the reporting schedule requires more than 45 days to work through all the administrative and eligibility requirements.
Finding Reference Number: 2022-002 Concur or Do Not Concur: Concur Agree or Disagree with Auditor Recommendations: Agree Actions Taken or Planned on the Finding: Management agrees with the finding. The residual receipts account deficiency was funded on August 3, 2022 in the amount of $35,514. Man...
Finding Reference Number: 2022-002 Concur or Do Not Concur: Concur Agree or Disagree with Auditor Recommendations: Agree Actions Taken or Planned on the Finding: Management agrees with the finding. The residual receipts account deficiency was funded on August 3, 2022 in the amount of $35,514. Management will ensure that the residual receipts account is properly funded in the future. Completion Date: August 3, 2022
Finding Reference Number: 2022-001 Concur or Do Not Concur: Concur Agree or Disagree with Auditor Recommendations: Agree Actions Taken or Planned on the Finding: Management agrees with the finding. The replacement reserve deficiency was funded on August 4, 2022 in the amount of $468. Management ...
Finding Reference Number: 2022-001 Concur or Do Not Concur: Concur Agree or Disagree with Auditor Recommendations: Agree Actions Taken or Planned on the Finding: Management agrees with the finding. The replacement reserve deficiency was funded on August 4, 2022 in the amount of $468. Management will ensure that the replacement reserve deposits are made on a timely basis in the future. Completion Date: August 4, 2022
2022-003 Condition: During fiscal year 2022, the District began significant building renovation work requiring compliance with Wage Rate Requirements. The District did not execute signed contract with its contractors and subcontractors evidencing their compliance with Wage Rate Requirements. Correct...
2022-003 Condition: During fiscal year 2022, the District began significant building renovation work requiring compliance with Wage Rate Requirements. The District did not execute signed contract with its contractors and subcontractors evidencing their compliance with Wage Rate Requirements. Corrective Action Plan: The District will have contractors and sub-contractors submit evidence of wage rate requirements for future projects. Expected Date of Completion: Fiscal Year 2023 Contact Person: Mrs. Coretta D. Jackson, Assistant Superintendent of Business Administration and Operations.
2022-003 FINDING Contact Person ? Tim Lutz, Superintendent Corrective Action Plan ? The District should review policies and procedures for submitting meal counts for reimbursement. Completion Date ? December 31, 2022
2022-003 FINDING Contact Person ? Tim Lutz, Superintendent Corrective Action Plan ? The District should review policies and procedures for submitting meal counts for reimbursement. Completion Date ? December 31, 2022
2022-002 FINDING Contact Person ? Tim Lutz, Superintendent Corrective Action Plan ? The District should review their procedures to ensure that all expenditures are reported in the correct period. Completion Date ? December 31, 2022
2022-002 FINDING Contact Person ? Tim Lutz, Superintendent Corrective Action Plan ? The District should review their procedures to ensure that all expenditures are reported in the correct period. Completion Date ? December 31, 2022
Finding 37020 (2022-004)
Significant Deficiency 2022
Finding 2022-004 Condition Based on the controls in place as described by staff of the organization, there were multiple instances of invoices and timesheets that did not contain evidence of approvals. Corrective Action Plan We understand the auditor?s comments and the following action will be taken...
Finding 2022-004 Condition Based on the controls in place as described by staff of the organization, there were multiple instances of invoices and timesheets that did not contain evidence of approvals. Corrective Action Plan We understand the auditor?s comments and the following action will be taken to resolve the situation. We will further develop policies and procedures, in addition to following those already in existence, for reviews and approvals. This process will be implemented and adhered to immediately.
Bear River Head Start Inc.?s management became aware that a few hourly maintenance staff employees were recording time in excess of actual hours that were worked. The employees certified they were working the documented hours and their immediate supervisor also certified that the hours were true and...
Bear River Head Start Inc.?s management became aware that a few hourly maintenance staff employees were recording time in excess of actual hours that were worked. The employees certified they were working the documented hours and their immediate supervisor also certified that the hours were true and correct (even though she had knowledge that they were not correct). Management immediately conducted an internal investigation, concluded that fraudulent time had been reported, disclosed the fraud to their Board, notified the Regional Office (grantor), consulted with legal counsel, and turned over the investigation to the local police department (investigation still ongoing). To help mitigate risks in the future, an additional timecard procedure of internally auditing timecards on a random sample basis as well as a new Critical Fiscal Issues Procedure have been incorporated into Bear River Head Start Inc.?s internal controls.
View Audit 36296 Questioned Costs: $1
Finding: Special Tests and Provisions: Borrower Transmission Data The Seminary must report all loan disbursements and submit required records to the Direct Loan Servicing System (?DLSS?) via the Common Origination and Disbursement (?COD?) within 30 days of disbursement. Disbursement dates and amoun...
Finding: Special Tests and Provisions: Borrower Transmission Data The Seminary must report all loan disbursements and submit required records to the Direct Loan Servicing System (?DLSS?) via the Common Origination and Disbursement (?COD?) within 30 days of disbursement. Disbursement dates and amounts in the DLSS must be supported by the Seminary?s records. Out of thirteen students selected for testing, one student had a date reported to COD outside of the required timeframe. Views of Responsible Officials and Planned Corrective Actions: Management is in agreement with this finding. Develop/enhance disbursement rules, policies and procedures. Submit/adjust COD disbursement records timely. Immediately update COD estimated disbursement dates when aid is posted to the student's account. Responsible Official: Tafe Lindsey Completion Date: Ongoing
Finding: Special Tests and Provisions: Enrollment Reporting Changes in enrollment to less than half time, graduated or withdrawn must be reported to the National Student Loan Data System within 30 days. However, if a roster file is expected within 60 days of the status change, a school may provide t...
Finding: Special Tests and Provisions: Enrollment Reporting Changes in enrollment to less than half time, graduated or withdrawn must be reported to the National Student Loan Data System within 30 days. However, if a roster file is expected within 60 days of the status change, a school may provide the data on that roster file. Of the three students within the sample of students tested that had status changes, all were reported to NSLDS outside of the required timeline, and two were reported to NSLDS inaccurately subsequent to the 2021-2022 fiscal year. Views of Responsible Officials and Planned Corrective Actions: Management is in agreement with this finding. Update the Student Information System timely; have a process in place with specific people responsible for updating and submitting the roster timely; train staff; create and follow policies and procedures to ensure there are no delays in reporting a change in status. Management will implement a reporting mechanism to identify and a process to address withdrawals as determined whereby updates will be submitted to the NSLDS Responsible Official: Tafe Lindsey Completion Date: Ongoing
Identifying Number: 2022-001 Finding: The College did not return excess Federal Direct Student Loan funds and the student portion of COVID-19 Education Stabilization funds within the required timeframe. Corrective Actions Taken or Planned: The Controller will access the Federal Student Aid (FSA) P...
Identifying Number: 2022-001 Finding: The College did not return excess Federal Direct Student Loan funds and the student portion of COVID-19 Education Stabilization funds within the required timeframe. Corrective Actions Taken or Planned: The Controller will access the Federal Student Aid (FSA) Partner Connect website, which is updated daily, prior to every draw. This will be in addition to verifying the G5 federal loan site and grant disbursement levels. They will ensure that it won?t be missed in the future as G5 reconciliation is only required monthly. Persons Responsible and Completion Date: Barb Hoffman, Director of Financial Aid and Carly Szawiel, Assistant Controller
View Audit 28019 Questioned Costs: $1
Queens? quarterly reports were updated and submitted with all corresponding and accurate disbursements appropriately noted, but the University did not include quarterly disbursements and cumulative disbursements in the reports. All prior and future reports will be updated to make the distinction bet...
Queens? quarterly reports were updated and submitted with all corresponding and accurate disbursements appropriately noted, but the University did not include quarterly disbursements and cumulative disbursements in the reports. All prior and future reports will be updated to make the distinction between funds disbursed in that quarter and total disbursed.
During the testing of the compliance requirements of this program, it was determined that the lost revenues were being reported incorrectly and not consistent with existing guidance provided by HHS, which led to the Organization under-reporting their lost revenues within the HHS Provider Relief Fund...
During the testing of the compliance requirements of this program, it was determined that the lost revenues were being reported incorrectly and not consistent with existing guidance provided by HHS, which led to the Organization under-reporting their lost revenues within the HHS Provider Relief Fund portal. Personnel Responsible for Corrective Action: Sherri Lohe, Chief Financial Officer Anticipated Completion Date: Change is in process and full adoption is anticipated by December 31, 2022 Corrective Action Plan: The Organization is going to continue and improve its understanding of the guidance related to this type of reporting and work with their external advisors to ensure future portal submissions are compliant with said guidance. Going forward, the Organization will continue to improve its internal controls related to lost revenue calculations and reporting and work with their external advisors to ensure future portal submissions, if any, are compliant with said guidance. The under-reporting of lost revenues had no impact on the Organization?s ability to cover the total Provider Relief Fund payments received.
Finding 2022-003 Condition During the current year, the Organization submitted several of their draw requests to one of its funding agencies past the 45-day requirement. Per the grant agreement, any requests submitted beyond this timeframe can be denied for reimbursement at the discretion of the gra...
Finding 2022-003 Condition During the current year, the Organization submitted several of their draw requests to one of its funding agencies past the 45-day requirement. Per the grant agreement, any requests submitted beyond this timeframe can be denied for reimbursement at the discretion of the granting agency. Corrective Action Plan We understand the auditor?s comments and the following action has been taken to resolve the situation. Procedures have been developed and implemented to ensure that grant draw requests are prepared, reviewed and submitted on a timely basis in accordance with the grant agreements.
FINDING 2022-002: The College?s report for the third calendar quarter of 2022 was not posted to the College?s website by the required date Federal Program - COVID-19 Education Stabilization Fund ?HEERF student aid portion Agency- U.S. Department of Education Pass-Through Entity - not applicable CFDA...
FINDING 2022-002: The College?s report for the third calendar quarter of 2022 was not posted to the College?s website by the required date Federal Program - COVID-19 Education Stabilization Fund ?HEERF student aid portion Agency- U.S. Department of Education Pass-Through Entity - not applicable CFDA Number - 84.425E Federal Award Number- P425E201899 - 20B Federal Award Year- June 30, 2022 Criteria: The College is required to post its quarterly student funds report on the College?s website no later than 10 days after the end of each calendar quarter (October 10, January 10, April 10, July 10). Condition: The College?s report for the third calendar quarter of 2022 was not posted to the College?s website by the required date. Questioned Costs: The amount of questioned costs could not be determined. Context: The quarterly student funds report was not posted by to the due date. Cause: The third calendar quarter student funds report was not posted by the requied date and was posted on October 11, 2021. Effect: The College was not in compliance with the reporting requirements of the contracts. Recommendation: We recommend management track all reporting due dates related to the contracts and establish timelines within the College?s accounting and finance team to ensure that all reports are submitted by the required due dates. The tracking system used should be available for all necessary employees and training should be included with onboarding of employees. Corrective Action Plan: The Business Office will review due dates and post any new quarterly HEERF information to the College?s website within the 10 day required time. Responsible Person: Jane Wilhelm, Controller Implementation Date: Immediate
Finding 36934 (2022-001)
Significant Deficiency 2022
2022-001 Agency: U.S. Department of Education Assistance Listing Number: 84.007, 84.033, 84.038, 84.063, 84.268, and 84.379 Program: Student Financial Aid Program Cluster Condition: Management?s review of the Return of Title IV (R2T4) calculation did not detect errors on the dates used in the calcul...
2022-001 Agency: U.S. Department of Education Assistance Listing Number: 84.007, 84.033, 84.038, 84.063, 84.268, and 84.379 Program: Student Financial Aid Program Cluster Condition: Management?s review of the Return of Title IV (R2T4) calculation did not detect errors on the dates used in the calculation. We identified the federal aid refunds for students in the Fall 2021 semester were not calculated correctly resulting the incorrect amount being refunded. Criteria: The College is responsible for designing, implementing and maintaining internal control over compliance for special tests and provisions and for accurately calculating the R2T4 refund. When a recipient of Title IV grant or loan assistance withdrawals from an institution during a payment period, Title IV regulations (34 CFR 668.22) require the College to determine the amount of Title IV grant or loan assistance that the student earned as of the withdrawal date and return the unearned portion of the grant or loan to the Title IV program as soon as possible but no later than 45 days after the withdrawal date. Questioned costs: The amount of questioned costs was $1,062. Context: We tested three (3) students out of eleven (11) students that received a refund. Seven (7) of the eleven (11) student refunds occurred in the fall semester. Cause: The College?s internal control over compliance did not detect and correct the errors. Management has indicated the R2T4 calculation was not correctly calculated as the dates entered into the software were outdated due to the semester dates changing. Effect: The College processed R2T4?s incorrectly and returned the incorrect amount of funds and the College?s internal controls over compliance did not detect and correct the errors. Recommendation: We recommend management review their processes and controls in place to ensure appropriate refunds are made relating to Title IV grant funding. Corrective Action Plan: The Associate Director will request the academic year calendar directly from Academic Dean?s office prior to setting up R2T4 parameters in Department of Education?s Common Origination and Disbursement (COD) system each semester. After student financial aid personnel enter the semester dates in COD, the Director or Associate Director will verify the dates entered agree to the academic calendar. Responsible Person: Katie Sprunger, Associate Director Implementation Date: Immediate
Pell Award Policy Planned Corrective Action: To comply with the 150% Pell Rule from the GEN-17-06 Dear Colleague Letter, TMU will proceed as follows. TMU will communicate with all Pell eligible students regarding summer term eligibility. TMU will conduct audit units 2 weeks before and 2 week aft...
Pell Award Policy Planned Corrective Action: To comply with the 150% Pell Rule from the GEN-17-06 Dear Colleague Letter, TMU will proceed as follows. TMU will communicate with all Pell eligible students regarding summer term eligibility. TMU will conduct audit units 2 weeks before and 2 week after the start of summer session 1 courses and again 2 week prior and 2 weeks after start of summer session 2 courses to confirm enrollment of Pell eligible students. TMU will calculate Pell eligibility based on this information and add the additional Pell to the summer POE in the financial aid system. These steps have been added to the Financial Aid Policy and Procedure manual beginning with the 2022-2023 school year. Person Responsible for Corrective Action Plan: Kenneth Piester, Director of Financial Aid Anticipated Date of Completion: 10/06/2022
Condition/Context: The numerator of the IEP ratio reported in the FY21 annual cost report was not supported by the list of Medicaid-eligible students and was overstated by 42 students. The ratio reported in the annual cost report was 33.21% and the ratio calculated based on the number of Medicaid-e...
Condition/Context: The numerator of the IEP ratio reported in the FY21 annual cost report was not supported by the list of Medicaid-eligible students and was overstated by 42 students. The ratio reported in the annual cost report was 33.21% and the ratio calculated based on the number of Medicaid-eligible students should have been 32.68%. The numerator and denominator of the IEP ratio were compared to the student listing. No sampling occurred for this test. Corrective Action Plan: We will review our standard operating procedures and correct them to make sure that IEP ratio is supported by a list of Medicaid-eligible students and a list of the total number of IEP students that receive a medical service. These procedures will include a 2nd check/review of the student list and IEP ratio. Currently, we can go back and correct the general statistical information since we haven?t been paid for FY21. Therefore, we have written PCG through email to request that they reopen the period to correct the IEP ratio. Name of the contact person or persons responsible: Michele Wilborn, Budget Analyst, Financial Planning & Budget Services Anticipated completion date: Correction to FY21: 02/21/2023 Correction to standard operating procedures: 03/15/2023
The University agrees with the finding and acknowledges the finding was also reported in the previous fiscal year. Despite high staff turnover, the Director of the Financial Aid Office and in collaboration with the Associate Director for Enrollment Systems the issue is being addressed and rectified ...
The University agrees with the finding and acknowledges the finding was also reported in the previous fiscal year. Despite high staff turnover, the Director of the Financial Aid Office and in collaboration with the Associate Director for Enrollment Systems the issue is being addressed and rectified for FY 2023.
The University agrees with the finding and to ensure compliance with the federal requirements that disbursement data be reported within the 15-calendar window, the Financial Aid Director is in the process of developing a new Policy that will address the review of rejected or denied Pell Disbursement...
The University agrees with the finding and to ensure compliance with the federal requirements that disbursement data be reported within the 15-calendar window, the Financial Aid Director is in the process of developing a new Policy that will address the review of rejected or denied Pell Disbursement. Any Pell Award that is disbursed but rejected or denied on COD will be cancelled off student accounts while the Financial Aid Office resolves the reason why a Pell Grant disbursement was rejected or denied. Some situations cannot be resolved within the 15-day window. It is therefore prudent for the University to remove the Pell disbursement and resolve the issue before re-disbursing the award. The new Policy will also include a pre-disbursement authorization process to confirm that the disbursement once requested will be accepted on COD, therefore reducing the risk of the University disbursing a Pell Award that will be rejected on COD. The University has also contracted with a PeopleSoft consultant to address the manual processes and develop a more automated business process.
Finding 2022-001 a. Comments on the Finding and Each Recommendation Management concurs with the finding that the monthly deposits to the replacement reserve were not made resulting in a shortfall of $5,926. b. Actions Taken or Planned on the Finding Management transferred $5,926 into the replacemen...
Finding 2022-001 a. Comments on the Finding and Each Recommendation Management concurs with the finding that the monthly deposits to the replacement reserve were not made resulting in a shortfall of $5,926. b. Actions Taken or Planned on the Finding Management transferred $5,926 into the replacement reserve account on March 22, 2023 to cover the shortfall.
View Audit 34218 Questioned Costs: $1
Finding: 2022-001 ? Reporting Program: AL# 93.600 ? Head Start Sponsor Award Number: CT9259071 Sponsor Agency: US Department of Health and Human Services Corrective Action Plan: KHCC strives to meet all reporting requirements through-out the year. As such, KHCC will put a system in place to ensu...
Finding: 2022-001 ? Reporting Program: AL# 93.600 ? Head Start Sponsor Award Number: CT9259071 Sponsor Agency: US Department of Health and Human Services Corrective Action Plan: KHCC strives to meet all reporting requirements through-out the year. As such, KHCC will put a system in place to ensure timely and accurate submission of all required reports. The vouchers are prepared by a staff accountant based on books and records of KHCC. The senior manager will review the vouchers for completeness and accuracy before submission. Further, budget vs actual analysis will be reviewed on a monthly basis by the Program Director or Chief Program Officer, and the Chief Executive Officer.
The Darke County Educational Service Center?s management will continue to review payroll calculations and believes this was an isolated error.
The Darke County Educational Service Center?s management will continue to review payroll calculations and believes this was an isolated error.
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