Corrective Action Plans

Finding 387759 (2023-004)

Significant Deficiency 2023

ME

Questioned Costs Allowable Costs / Cost Principles Significant Deficiency

2023-004 Significant deficiency Name of contact person: Michelle Raymond, Management Agent Corrective Action: Costs not allowable under USDA Rural Development guidelines will be paid from the Organization’s good shepherd reserve account. Proposed implementation date: The corrective action pla...

2023-004 Significant deficiency Name of contact person: Michelle Raymond, Management Agent Corrective Action: Costs not allowable under USDA Rural Development guidelines will be paid from the Organization’s good shepherd reserve account. Proposed implementation date: The corrective action plan will be implemented immediately.

View Audit 299827 Questioned Costs: $1

Finding 387753 (2023-002)

Significant Deficiency 2023

Eagle Lake Development Corporation

ME

Eligibility Significant Deficiency

2023-002 Significant deficiency Name of contact person: Michelle Raymond, Management Agent Corrective Action: The Organization will ensure that future certification notifications are sent to tenants within the prescribed 75-90 timeframe and will ensure that files are maintained intact for a min...

2023-002 Significant deficiency Name of contact person: Michelle Raymond, Management Agent Corrective Action: The Organization will ensure that future certification notifications are sent to tenants within the prescribed 75-90 timeframe and will ensure that files are maintained intact for a minimum of three years. Proposed implementation date: The corrective action plan will be implemented immediately.

View Audit 299827

Finding 387739 (2023-006)

Significant Deficiency 2023

Wyoming Energy Authority

WY

Subrecipient Monitoring Significant Deficiency Matching / Level of Effort / Earmarking

2023-006: Level of Effort – Supplement, Not Supplant (Significant Deficiency) Views of Responsible Officials and Planned Corrective Actions: Management concurs with the finding. The Authority will put into place a system to regularly monitor the expenditure of all Federal funds to ensure that the...

2023-006: Level of Effort – Supplement, Not Supplant (Significant Deficiency) Views of Responsible Officials and Planned Corrective Actions: Management concurs with the finding. The Authority will put into place a system to regularly monitor the expenditure of all Federal funds to ensure that the funds are not being used to supplant state funds. The SEP Manager will send a calendar invite to the Accounting Manager on a quarterly basis to review and assess all Federal fund activity. The review will be documented and signed by the Accounting Manager and the SEP Manager. Completion Date - June 2024 Contact Person - Jami Blosmo, Accounting Manager

View Audit 299811

Finding 387738 (2023-005)

Significant Deficiency 2023

Wyoming Energy Authority

WY

Reporting Significant Deficiency Matching / Level of Effort / Earmarking § 200.303

2023-005: Reporting (Significant Deficiency) Views of Responsible Officials and Planned Corrective Actions: Management concurs with the finding. The Authority requires the Accounting Manager to be a secondary reviewer and approver of the SF-425 reports before they are submitted to the U.S. Depart...

2023-005: Reporting (Significant Deficiency) Views of Responsible Officials and Planned Corrective Actions: Management concurs with the finding. The Authority requires the Accounting Manager to be a secondary reviewer and approver of the SF-425 reports before they are submitted to the U.S. Department of Energy. Going forward, the SEP Manager will send a calendar invite to the Accounting Manager for review of each SF-425 report. The Accounting Manager will date and document the report as being reviewed and approved. Completion Date - November 2023 Contact Person - Jami Blosmo, Accounting Manager

View Audit 299811

Finding 387737 (2023-002)

Significant Deficiency 2023

Wyoming Energy Authority

WY

Internal Control / Segregation of Duties HUD Housing Programs Reporting

2023-002: Segregation of Duties (Significant Deficiency) Views of Responsible Officials and Planned Corrective Actions: Management concurs with the finding. The Authority will implement controls when feasible. In addition, the Executive Director and the Board of Directors will continue to review ...

2023-002: Segregation of Duties (Significant Deficiency) Views of Responsible Officials and Planned Corrective Actions: Management concurs with the finding. The Authority will implement controls when feasible. In addition, the Executive Director and the Board of Directors will continue to review the Accounting Manager’s monthly financials and backup documentation. Another avenue the Authority will explore is to hire an external accounting firm to review all transactions on a quarterly basis. Completion Date - June 2024 Contact Person - Jami Blosmo, Accounting Manager

View Audit 299811

Finding 387733 (2023-004)

Significant Deficiency 2023

Britton-Hecla School District No. 45-4

SD

Cash Management Reporting Significant Deficiency

Finding 2023-004 – Department of Education, Passed Though the South Dakota Department of Education Federal Financial Assistance Listing Number 84.010 – Title I Grants to Local Educational Award Number – Unknown, Award Year – 2023 Finding Summary: The School District lacks observable controls to ensu...

Finding 2023-004 – Department of Education, Passed Though the South Dakota Department of Education Federal Financial Assistance Listing Number 84.010 – Title I Grants to Local Educational Award Number – Unknown, Award Year – 2023 Finding Summary: The School District lacks observable controls to ensure reporting to the State of South Dakota Department of Education for reimbursement requests are reviewed prior to submissions being completed. Responsible Individual: Kayla Hastings, Business Manager Corrective Action Plan: The School District will have reimbursement requests be reviewed and approved by either Title I director or the assistant business manager prior to submission. Anticipated Completion Date: The above corrective actions will be implemented beginning April 1, 2024.

View Audit 299801

Finding 387732 (2023-003)

Significant Deficiency 2023

Britton-Hecla School District No. 45-4

SD

Allowable Costs / Cost Principles Significant Deficiency

Finding 2023-003 – Department of Education, Passed Though the South Dakota Department of Education Federal Financial Assistance Listing Number 84.010 – Title I Grants to Local Educational Award Number – Unknown, Award Year – 2023 Finding Summary: The School District lacks observable controls to ensu...

Finding 2023-003 – Department of Education, Passed Though the South Dakota Department of Education Federal Financial Assistance Listing Number 84.010 – Title I Grants to Local Educational Award Number – Unknown, Award Year – 2023 Finding Summary: The School District lacks observable controls to ensure that timecards are reviewed by a direct supervisor prior to payroll being processed, which could result in costs not allowed to be allocated to the federal program. Responsible Individual: Kayla Hastings, Business Manager Corrective Action Plan: The School District has implemented a new timecard software in November, 2023 allowing for documented review of timecards by supervisors. Anticipated Completion Date: The above corrective actions were implemented in November, 2023.

View Audit 299801

Finding 387727 (2023-001)

Significant Deficiency 2023

Lake Michigan College

MI

Student Financial Aid Reporting Subrecipient Monitoring

Finding Number: 2023-001 Condition: The College did not timely return the Title IV funds (R2T4) for 3 students. Planned Corrective Action: As outlined in the audit finding, the auditors noted three of the forty R2T4 transactions reviewed (7.5%) were not completed within the required timeframe. We h...

Finding Number: 2023-001 Condition: The College did not timely return the Title IV funds (R2T4) for 3 students. Planned Corrective Action: As outlined in the audit finding, the auditors noted three of the forty R2T4 transactions reviewed (7.5%) were not completed within the required timeframe. We have reviewed these transactions and agree with the auditor’s determination. Given that only three calculations were identified as late, we consider these to be anomalies and not reflective of our overall operating practice. As the auditors state, all three of these transactions were calculated correctly and were all three associated with the Fall term. Since that time, we have instituted new processes to help ensure the timely processing of all R2T4 calculations. These new processes include cross-training of staff to help ensure complete coverage of duties regarding this task. In addition, financial aid staff relating to R2T4 activities have received additional training with a financial aid consultant to help ensure both timeliness and accuracy. Contact person responsible for corrective action: Nicole Hatter, Executive Director, Advising and Financial Aid - nhatter@lakemichigancollege.edu - 269-927-8185 Anticipated Completion Date: 3/21/2024

View Audit 299798

Finding 387726 (2023-003)

Significant Deficiency 2023

Town of Manchester

MD

Procurement, Suspension & Debarment Subrecipient Monitoring Eligibility § 200.214 § 200.303

DEPARTMENT OF TREASURY 2023-003 Coronavirus State and Local Fiscal Recovery Funds – Assistance Listing No. 21.027 Recommendation: We recommend management ensure policies and procedures include the three options for determining suspension and debarment status listed in 2 CFR 180.300 and that controls...

DEPARTMENT OF TREASURY 2023-003 Coronavirus State and Local Fiscal Recovery Funds – Assistance Listing No. 21.027 Recommendation: We recommend management ensure policies and procedures include the three options for determining suspension and debarment status listed in 2 CFR 180.300 and that controls are sufficient to ensure that the suspension and debarment status is verified for all vendors prior to issuance of the contract. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: The Town will ensure all new vendors will sign a suspension and debarment agreement prior to any payments being made. Name(s) of the contact person(s) responsible for corrective action: Kelly Baldwin, Director of Finance Planned completion date for corrective action plan: March 31, 2024 If the Cognizant or Oversight Agency has questions regarding this plan, please call Kelly Baldwin, Director of Finance at 410-239-3200.

View Audit 299786

Finding 387723 (2023-001)

Significant Deficiency 2023

Beacon College, Inc.

FL

Student Financial Aid Matching / Level of Effort / Earmarking Internal Control / Segregation of Duties

Recommendation: We recommend the College evaluate its policies and procedures for identifying and reporting enrollment status changes to ensure that all changes are reported to NSLDS in a timely manner. Explanation of disagreement with audit finding: There is no disagreement with the audit finding....

Recommendation: We recommend the College evaluate its policies and procedures for identifying and reporting enrollment status changes to ensure that all changes are reported to NSLDS in a timely manner. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action planned/taken in response to finding: The College has recently updated their Student Information System (SIS) to a less manual program. Formerly, the College used SONIS, but as of February 2023 has moved to Jenzabar One (J1). The J1 system is more robust than the SONIS system and is interfaced with the Financial Aid Management (FAM) system the College uses – PowerFAIDS. With the capability of the systems communicating with each other, the College can implement real-time internal reconciliation that can quickly identify issues with the dates, amounts, etc. and will allow the departments to work quickly to resolve exceptions found related to compliance of the dates, amounts, etc. Since the change-over to J1, the reconciliation process has been more efficient and has allowed for quick resolution of discrepancies identified. Name(s) of the contact person(s) responsible for corrective action: Daphne Parks, Vice President of Processing at FAS; Stephanie Knight, Director of Enrollment Services & Financial Aid, Beacon College; Carrie Santaw, Registrar, Beacon College Planned completion date for corrective action plan: Completed.

View Audit 299776

Finding 387722 (2023-002)

Significant Deficiency 2023

Beacon College, Inc.

FL

Student Financial Aid Matching / Level of Effort / Earmarking Internal Control / Segregation of Duties

Recommendation: We recommend that the College review their reporting policies and procedures to ensure accurate reporting. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action planned/taken in response to finding: In Beacon’s previous student bill...

Recommendation: We recommend that the College review their reporting policies and procedures to ensure accurate reporting. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action planned/taken in response to finding: In Beacon’s previous student billing system (Sonis, in use until February 2023), Beacon had recuring difficulties posting certain transactions to student accounts, causing Financial Aid staff or the Jenzabar program administrator to work behind the scenes to get transactions entered. Since our conversion to Jenzabar J1, we have not encountered these difficulties. Secondly, a schedule of posting transactions to the student accounts has been established depending upon when the transaction is received from Financial Aid. This schedule should ensure that posting of transactions is performed timely and predictably. Name(s) of the contact person(s) responsible for corrective action: Daphne Parks, Vice President of Processing at FAS; Stephanie Knight, Director of Enrollment Services & Financial Aid, Beacon College Planned completion date for corrective action plan: Completed.

View Audit 299776

Finding 387721 (2023-002)

Significant Deficiency 2023

Housing Authority of Seymour

TX

Questioned Costs Procurement, Suspension & Debarment HUD Housing Programs

Corrective Action Plan - Online Purchases. Contact Person - Executive Director. Corrective Action Planned - The PHA will ensure that supporting documentation is maintained for all online purhases. Anticipated Completion Date - Within the next fiscal year.

View Audit 299775 Questioned Costs: $1

Finding 387720 (2023-001)

Significant Deficiency 2023

Housing Authority of Seymour

TX

Questioned Costs HUD Housing Programs Significant Deficiency

Corrective Action Plan - Unauthorized ACH Payments. Contact Person - Executive Director. Corrective Action Planned - The PHA will ensure that all ACH payments are adequately documented and approved. Anticipated Completion Date - Within the next fiscal year.

View Audit 299775 Questioned Costs: $1

Finding 387718 (2023-001)

Significant Deficiency 2023

Sustainable Food Center

TX

Allowable Costs / Cost Principles Significant Deficiency Internal Control / Segregation of Duties

Beginning 11/1/2023, Sustainable Food Center began allocating all benefits based upon the allocation of employee’s time assigned to each department and or grant on an actual basis monthly. This is completed by identifying each component of benefits by person in an excel file and then using the % of ...

Beginning 11/1/2023, Sustainable Food Center began allocating all benefits based upon the allocation of employee’s time assigned to each department and or grant on an actual basis monthly. This is completed by identifying each component of benefits by person in an excel file and then using the % of time applied to each department or grant for the corresponding month. The controller enters the information into the excel spreadsheet and is viewed by the CFO for correctness. The CFO will be responsible for implementing the corrective action plan above.

View Audit 299773

Finding 387683 (2023-004)

Significant Deficiency 2023

Independent School District No. 283

MN

Procurement, Suspension & Debarment Internal Control / Segregation of Duties Significant Deficiency

SIGNIFICANT DEFICIENCY IN INTERNAL CONTROL OVER COMPLIANCE – U.S. DEPARTMENT OF EDUCATION, PASSED THROUGH MINNESOTA DEPARTMENT OF EDUCATION, SPECIAL EDUCATION CLUSTER (INCLUDING COVID-19 FUNDING) – FEDERAL ALN 84.027 AND 84.173 2023-004 Internal Control Over Compliance With Federal Suspension and ...

SIGNIFICANT DEFICIENCY IN INTERNAL CONTROL OVER COMPLIANCE – U.S. DEPARTMENT OF EDUCATION, PASSED THROUGH MINNESOTA DEPARTMENT OF EDUCATION, SPECIAL EDUCATION CLUSTER (INCLUDING COVID-19 FUNDING) – FEDERAL ALN 84.027 AND 84.173 2023-004 Internal Control Over Compliance With Federal Suspension and Debarment Requirements Finding Summary 2 CFR § 180 requires Independent School District No. 283 (the District) to establish and maintain effective internal control over compliance with requirements applicable to federal program expenditures, including suspension and debarment requirements. The District did not have sufficient controls in place within its special education cluster to assure that it was not contracting for goods or services with parties that are suspended or debarred, or whose principals are suspended or debarred from participating in contracts involving the expenditures of federal program funds. Corrective Action Plan Actions Planned – The District will review policies and procedures relating to suspension and debarment for its federal programs and will ensure that all parties with which it contracts for goods or services are eligible to participate in contracts involving the expenditures of federal program funding. Official Responsible – Patricia Magnuson, Director of Business Services. Planned Completion Date – June 30, 2024. Disagreement With or Explanation of Finding – The District agrees with this finding. Plan to Monitor – Patricia Magnuson, Director of Business Services, will assure appropriate controls are in place, and will review internal control procedures relating to suspension and debarment to ensure they are in line with the Uniform Guidance requirements.

View Audit 299755

Finding 387675 (2023-003)

Significant Deficiency 2023

Westminster School District

CA

Reporting Significant Deficiency

Business Services Staff will ensure that financial account balances are thoroughly reviewed and supported by appropriate documentation. Prior to any report submittal, an administrator will verify documentation fo raccuracy. This will create a system for verification of supporting records that will f...

Business Services Staff will ensure that financial account balances are thoroughly reviewed and supported by appropriate documentation. Prior to any report submittal, an administrator will verify documentation fo raccuracy. This will create a system for verification of supporting records that will facilitate accurate tracking of balances during reporting periods.

View Audit 299750

Finding 387665 (2023-002)

Significant Deficiency 2023

Saint Leo University, INC

FL

Student Financial Aid Matching / Level of Effort / Earmarking Internal Control / Segregation of Duties

NSLDS Reporting Recommendation: We recommend the Institution review its reporting procedures to ensure that students’ program begin dates and program enrollment effective dates are accurately reported to NSLDS as required by regulations. Explanation of disagreement with audit finding: There is no ...

NSLDS Reporting Recommendation: We recommend the Institution review its reporting procedures to ensure that students’ program begin dates and program enrollment effective dates are accurately reported to NSLDS as required by regulations. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: 1) The university completed phase one of the corrective action plan with the practice of matching the program begin date to the term date for new students last year. Accuracy is monitored with reports. No repeat findings found on this population of students. The audit recommendation focuses on continuing students. The university is now in the process of completing phase two, continuing students. Existing active programs will be manually updated by the Registrar’s Office; steps for resolution are already in progress. Using reports to capture students, the team will update the student information system, NSLDS, and NSC, correcting the program begin date to match the term date. This process change will align our reporting procedures with required regulations prior to the close of the 2023 fiscal year (July 2024). 2) The Registrar’s team will provide ongoing instruction to all personnel who have access to process program changes in the student information system. The instructions will direct users to match the begin date of the new program with the term; exceptions will be addressed in the communication. Changes will be monitored by the Registrar’s Office with daily reports. Repeat finding, see 2022-003, item 2. CAP phase 2 focuses on continuing students and is still in process, this involves identifying continuing students with mis-matched data and making the appropriate corrections. Name(s) of the contact person(s) responsible for corrective action: Elizabeth Vestal, Registrar. Planned completion date for corrective action plan: July 2024

View Audit 299743

Finding 387663 (2023-001)

Significant Deficiency 2023

Saint Leo University, INC

FL

Questioned Costs Student Financial Aid Significant Deficiency

Return to Title IV Recommendation: We recommend the University review the R2T4 requirements and implement procedures to ensure the R2T4 calculations are using the correct withdrawal dates and are completed accurately. Explanation of disagreement with audit finding: There is no disagreement with ...

Return to Title IV Recommendation: We recommend the University review the R2T4 requirements and implement procedures to ensure the R2T4 calculations are using the correct withdrawal dates and are completed accurately. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: The university is researching ways to ensure accuracy in the data entry of withdrawal dates into the system of record. The current process is manual data entry by advising staff creating an opportunity for human input error. Options are being reviewed and could include an integration between the system of record and the eForm the data is collected on or a report that will compare the withdrawal date entered into the system to the source data. Repeat finding, see 2022-002: CAP Completed. Prior year finding had to do with manual data entry directly into the R2T4 calculation. No repeat findings were found in this area of data entry. Name(s) of the contact person(s) responsible for corrective action: Brenda Clark, Director of Financial aid Planned completion date for corrective action plan: December 2023

View Audit 299743 Questioned Costs: $1

Finding 387661 (2023-001)

Significant Deficiency 2023

Marymount Manhattan College

NY

Student Financial Aid Special Tests & Provisions Eligibility

Name of contact person: Katie Langan Corrective action: With respect to the finding relating to program length issues, the College agrees with this finding and will make appropriate changes to ensure that the NSLDS records for program length are based on years, correcting the earlier issue of basin...

Name of contact person: Katie Langan Corrective action: With respect to the finding relating to program length issues, the College agrees with this finding and will make appropriate changes to ensure that the NSLDS records for program length are based on years, correcting the earlier issue of basing program length by weeks. With respect to the program change date record retention issue, the College agrees with this finding and will take appropriate actions to correct this issue. These actions will include retraining of staff to reinforce the necessity of retaining the records, providing adequate secure storage facilities for paper records and conducting regular quality control exercises to ensure that this issue does not re-occur. Proposed completion date: June 30, 2024

View Audit 299742

Finding 387659 (2023-001)

Significant Deficiency 2023

Middlebury College

VT

Student Financial Aid Allowable Costs / Cost Principles Significant Deficiency

Prior to 2015-16, Perkins MPNs were paper promissory notes stored physically on campus. We have since moved to an electronic MPN process that has been utilized and stored with our third-party servicers, Campus Partners and then Heartland ECSI. The authority for schools to make new Federal Perkins Lo...

Prior to 2015-16, Perkins MPNs were paper promissory notes stored physically on campus. We have since moved to an electronic MPN process that has been utilized and stored with our third-party servicers, Campus Partners and then Heartland ECSI. The authority for schools to make new Federal Perkins Loans ended September 30, 2017. Middlebury has not lent Perkins Loans to borrowers since the 2017-18 academic year, thus not creating any new Perkins Loan promissory notes.

View Audit 299732

Finding 387601 (2023-004)

Significant Deficiency 2023

Plan International Inc.

NY

Reporting Significant Deficiency

Ref 2023-004: Foreign exchange translation methodology (repeat of prior year findings 2022-004, 2021-005, 2020-006 and 2019-006) (significant deficiency) Federal Agency: All Program: All Assistance Listing: All Award #: All Award year: FY23, FY22, FY21, FY20 and FY19 Pass-through: All applicable M...

Ref 2023-004: Foreign exchange translation methodology (repeat of prior year findings 2022-004, 2021-005, 2020-006 and 2019-006) (significant deficiency) Federal Agency: All Program: All Assistance Listing: All Award #: All Award year: FY23, FY22, FY21, FY20 and FY19 Pass-through: All applicable Management comments: Management is working with IT to implement enhancements to the ERP system to address improvements to the remeasurement process. We are targeting implementation of daily exchange rates in our ERP system by June 30, 2024. To address issues related to the translation of functional currency balances and transactions from SAP into PII’s reporting currency management is developing a new methodology within the BPC consolidation system which will be effective for FY24 closing. In parallel, management is reviewing the financial manual to provide additional guidance on the correct treatment of foreign exchange transactions including the translation from functional currency to presentation currency in line with US GAAP Accounting Standards. The system changes and updates to the manual will be accompanied by training to be rolled out to all relevant staff to ensure that the revised guidance is understood and adhered to. (Corrective actions introduced in FY24 will be project planned and reviewed through the FY24 year-end close to a final resolution with an anticipated closure by 30 June, 2024. Chief Financial Officer, Celine Thibaut, +33672261874)

View Audit 299718

Finding 387600 (2023-003)

Significant Deficiency 2023

Plan International Inc.

NY

Reporting Significant Deficiency

Ref 2023-003: Classification, completeness, and accuracy of bank accounts (significant deficiency) Federal Agency: All Program: All Assistance Listing: All Award #: All Award year: FY23 Pass-through: All applicable Management comments: Management is aware of the importance of maintaining complete ...

Ref 2023-003: Classification, completeness, and accuracy of bank accounts (significant deficiency) Federal Agency: All Program: All Assistance Listing: All Award #: All Award year: FY23 Pass-through: All applicable Management comments: Management is aware of the importance of maintaining complete and accurate list of bank accounts. During FY24, Management will implement the following changes: 1. The Global Finance Manual will be updated to ensure that there is an appropriate level of review of bank opening and closing at CO, RH and GH level, specifically addressing the point around receiving a formal closure letter from the bank when accounts are closed. 2. A new SAP report which generates a list of all bank accounts including opening and closing dates and account name and number will be developed during FY24. The new report will include a consolidated bank reconciliation for all bank accounts which will have the effect of simplifying the review at CO, RH and GH level. 3. Global Hub has been working with the Global Assurance team to implement an internal review of the bank reconciliation, listing and confirmation of the balances with Banks to ensure accuracy, completion, and existence of bank balances. (Corrective actions introduced in FY24 will be project planned and reviewed through the FY24 year-end close to a final resolution with an anticipated closure by 30 June, 2024. Chief Financial Officer, Celine Thibaut, +33672261874)

View Audit 299718

Finding 387592 (2023-002)

Significant Deficiency 2023

Palomar Community College District

CA

Student Financial Aid Subrecipient Monitoring Significant Deficiency

Management's Response: We concur. View of Responsible Officials and Corrective Action Plan The District has modified the business practice for returning Title IV funds to improve the calculation of when funds are due and provided training to ensure multiple individuals are able to perform the neces...

Management's Response: We concur. View of Responsible Officials and Corrective Action Plan The District has modified the business practice for returning Title IV funds to improve the calculation of when funds are due and provided training to ensure multiple individuals are able to perform the necessary procedures for returning Title IV funds. Implementation Date: 6-23-23

View Audit 299712

Finding 387586 (2023-001)

Significant Deficiency 2023

Palomar Community College District

CA

Student Financial Aid Period of Performance Reporting

Management's Response: We concur. View of Responsible Officials and Corrective Action Plan The District is conducting a review of its processes for NSLDS reporting to improve accuracy and has provided training to ensure multiple individuals are able to perform the necessary procedures for submittin...

Management's Response: We concur. View of Responsible Officials and Corrective Action Plan The District is conducting a review of its processes for NSLDS reporting to improve accuracy and has provided training to ensure multiple individuals are able to perform the necessary procedures for submitting NSLDS reports. Implementation Date: In Progress

View Audit 299712

Finding 387578 (2023-001)

Significant Deficiency 2023

College of Mount Saint Vincent

NY

Student Financial Aid Reporting Significant Deficiency

The College has conducted a comprehensive review and update of its procedures for reporting Federal Direct Loan and Pell Grant disbursements to the COD system. The College has multiple program calendars which overlap our standard academic calendar, including two aid years concurrently during spring ...

The College has conducted a comprehensive review and update of its procedures for reporting Federal Direct Loan and Pell Grant disbursements to the COD system. The College has multiple program calendars which overlap our standard academic calendar, including two aid years concurrently during spring and summer sessions. We have identified the multiple start dates as a primary challenge with timely reporting and have initiated corrective actions to synchronize program dates more closely with the standard academic calendar. This includes the phasing out of a summer header student cohort to prevent similar issues in the 2024-2025 academic year. A bi-weekly reconciliation report has been created to review activity and identify early discrepancies to maintain better internal controls. During the 2021-2022 aid years, the Financial Aid office had four Financial Aid directors with different approaches to aid awarding strategy. The current Director is focused on refining processes to enhance internal controls. Additionally, the College recognized a need for staff professional development and training and engaged a Financial Aid consultant to review our systems and processes. The Financial Aid consultant now conducts quarterly assessments to help us maintain our setups and provides ongoing training for our team. These steps are in line with best practices and are part of our commitment to minimizing errors and conducting timely financial aid reporting. The College has made significant improvements. The number of selected records failing the 15-day COD reporting window decreased from 15 in FY22 to 4 in FY23.

View Audit 299699

Corrective Action Plans

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