2024-003: Improper Preparation of the Schedule of Expenditures of Federal Awards Federal Program: All federal programs Planned Corrective Action Description of Corrective Action: 1. Accounting Staff and Accounting Management will be trained in Federal Grant Requirements for Single Audit and will spe...
2024-003: Improper Preparation of the Schedule of Expenditures of Federal Awards Federal Program: All federal programs Planned Corrective Action Description of Corrective Action: 1. Accounting Staff and Accounting Management will be trained in Federal Grant Requirements for Single Audit and will specifically become expert in SEFA preparation. 2. Accounting Policy Manual for Federal Government Grant Practice and Internal Controls will be reviewed and updated. New Federal Rules have Single Audit required if $1 million dollar threshold is met vs $750,000 threshold previously required. 3. Accounting Staff and Accounting Management should create a Single Audit checklist for use all year to ensure compliance with Federal Single Audit guidelines and the checklist should be reviewed and signed off by the CFO by the last day of each calendar quarter. 4. Accounting Staff/Management should create a SEFA Grant Tracking Schedule, as a subset of the aforementioned, Grant and Contribution Tracking Schedule, which will list detail information about any grant that has Federal Funds as a basis. a. This SEFA tracking schedule should list the following at a minimum: The Granting/Passthrough Agency, The Federal Agency providing the Funds, the CFDA/Assistance Listing number, The Amounts Received, Amounts Expended, The Amounts passed through to sub-recipients 5. The SEFA schedule total for any month end should be validated and agreed to the General Ledger and any differences should be noted and corrected by the 15th workday. 6. Accounting Staff/Management should review the annual OMB Compliance supplement to become aware of any changes to Single Audit rules. 7. CFO or CEO in lieu of CFO, should have an semi-annual meeting with the Auditor in May and November, to discuss BBBSMA status for Single Audit opportunities, BBBSMA Single audit tracking, and internal control recommendations , Auditors expectations and guidance, as an example, for the current year. This meeting should be documented. 8. Sub-recipient monitoring should be formalized so it is done at least once per year and the results documented in a consistent directory. Overall Completion Target Date: [06/30/2026] How Effectiveness Will Be Monitored: 1. To ensure accounting staff is trained on SEFA and Single Audit, the CEO will request that each accountant will send an email to the CEO explaining their training experience by June 20, 2026. 2. Accounting Policy Manual for Federal Government Grant Practice and Internal Controls will be reviewed and updated by June 30, 2026 and will be presented to the BBBSMA Finance Committee. 3. SEFA checklist will be signed off by CFO quarterly. 4. The May/November meeting results with the Auditor for Single Audit and SEFA preparation should be documented to the Finance Committee by the end of those months. 5. Sub-recipient monitoring should be formalized so it is done at least once per year and the results documented in a consistent directory. Responsible Person: CFO/VP Finance and CEO in lieu of CFO