Finding 2025-003: Late Submission of the Period Expense Report (PERs) Audit Finding: Alpine Achievers Initiative is required to submit Period Expense Reports (PERs) by the 10th of each month. PERs submitted later than 30 days after the performance period end date may result in denial of payment. In ...
Finding 2025-003: Late Submission of the Period Expense Report (PERs) Audit Finding: Alpine Achievers Initiative is required to submit Period Expense Reports (PERs) by the 10th of each month. PERs submitted later than 30 days after the performance period end date may result in denial of payment. In our audit, we found that 8 out of 12 PERs tested were submitted after the 10th of the following month. In addition, 1 of the 8 PERs submitted untimely, was submitted later than 30 days after the performance period end date. Audit Recommendation: We recommend Alpine Achievers Initiative review and follow policies and procedures to ensure timely submission of reports Management’s Response and Corrective Action Plan: Alpine Achievers Initiative acknowledges the finding and recommendation. Late submissions occurred due to delays on responses from the grantor. Management will be more proactive in documenting communication regarding Period Expense Reports (PERs) to ensure that, if they are submitted late, there is clear evidence of why and what date they were initially submitted. Management is now aware that the PER system only reflects the final submission date once approved, not the initial submission date. To address this, Alpine Achievers Initiative (AAI) will implement a process to document the initial submission date along with any backup documentation of delays, including communications with Serve Colorado or other relevant parties. Additionally, Serve Colorado has clarified that while timely submission of PERs is required, grantees who communicate a need for additional time by the 10th of the month are considered compliant. Serve Colorado also noted that, based on AAI’s history and previous communications, they would not consider this a finding or an indicator of poor performance. Moving forward, AAI will ensure that any anticipated delays are formally communicated to Serve Colorado before the due date and that records of these communications are retained for audit purposes. Contact and Completion Date: Megan Strauss (megan@alpineachievers.org) is the primary contact, and the Executive Director at Alpine Achievers Initiative. The correction action is expected to be resolved before the end of the next fiscal year-end of July 31, 2026. Finding 2025-001: Vendor Master File and Purchasing Hierarchy – Significant Deficiency Audit Finding: Alpine Achievers Initiative should establish and maintain a process to review their vendor master file, at least annually, to ensure the accuracy of vendor information. In addition, Alpine Achievers Initiative should create a policy to delineate purchasing authority as to allow employees to manage their programs. Alpine Achievers Initiative does not have a process in place to review their vendor master file and a policy to delineate purchasing authority. Audit Recommendation: We recommend Alpine Achievers Initiative establish and maintain a process to review their vendor master file, at least annually, and create a policy to delineate purchasing authority as to allow employees to manage their programs. Management’s Response and Corrective Action Plan: Alpine Achievers Initiative (AAI) acknowledges the audit finding regarding the need to establish and maintain a process for reviewing the vendor master file and delineating purchasing authority. AAI’s current processes do include review and approval of all expenses paid by the appropriate parties. AAI already has a plan in place to review and revise written policies with their outsourced CPA firm. We will make sure that these two items are specifically addressed so that evidence and policies align with practice. Contact and Completion Date: Megan Strauss (megan@alpineachievers.org) is the primary contact, and the Executive Director at Alpine Achievers Initiative. The correction action is expected to be resolved before the end of the next fiscal year-end of July 31, 2026.