Corrective Action:
This finding was resolved as of February 2024. The issues related to fiscal management of the SSVF (VA) grant in 2022 and 2023 meant that this finding carried over into the FY 24 audit. In October of 2023, CAPO hired a full time Finance and Grants Manager, and in February of 202...
Corrective Action:
This finding was resolved as of February 2024. The issues related to fiscal management of the SSVF (VA) grant in 2022 and 2023 meant that this finding carried over into the FY 24 audit. In October of 2023, CAPO hired a full time Finance and Grants Manager, and in February of 2024, we hired a full time SSVF Accounts Coordinator (reporting to the Finance Manager) to assume all fiscal tasks for SSVF. All invoicing, PMS draws, and overall grant tracking are provided and managed by this new fiscal team. This has significantly improved the pace of invoicing and payments to subrecipients, as well as the accuracy of coding and timeliness of fund draws. Prior to 2024, there were up to 5 separate grants flowing from the VA simultaneously, making it challenging to track draws separately, across six subrecipients. The inability to fully reconcile final grant expenditures in the SEFA was compounded by the VA’s tendency to extend (without formal contract modification) periods of program performance, meaning that grants would roll across CAPO fiscal years, unexpectedly and inconsistently. We now have just two SSVF grants, with distinct staffing for distinct purposes. We hold monthly fiscal meetings with grant subrecipients and have increased requirements on them for timely invoicing, appropriate documentation of expenditures, and overall grant management.
Persons Responsible: Janet Allanach, Executive Director and Shane Melton, Finance Manager
Timing for Implementation: Complete