Corrective Action Plans

Finding 375834 (2021-004)

Significant Deficiency 2021

California Asian Pacific Chamber of Commerce

CA

Allowable Costs / Cost Principles Significant Deficiency § 200.400

Description of Finding: The allocation of payroll costs to programs are done manually instead of done based on entity-wide timesheets Statement of Concurrence or Nonconcurrence: The California Asian Pacific Chamber of Commerce (CalAsian) agrees with the finding. Corrective Action: The ERP system...

Description of Finding: The allocation of payroll costs to programs are done manually instead of done based on entity-wide timesheets Statement of Concurrence or Nonconcurrence: The California Asian Pacific Chamber of Commerce (CalAsian) agrees with the finding. Corrective Action: The ERP system will include electronic timesheets for daily charging to specific grants, as well as more visibility into the proper separation of direct, indirect, and unallowable costs per the CFR. An indirect cost pool allocation structure will be designed and implemented to properly allocate the allowable indirect costs to each work effort. Detailed paper timesheets will be provided in the interim for all employees to ensure compliance with the requirements and provide proper support for all grant costs. Monthly reviews by the Project Directors/Managers plus Accounting will be performed to identify any potential cost charging issues and corrective action(s) required. Name of Contact Person: Ryan Fong, Director of Finance, 916-446-7883, rfong@calasiancc.org Susan Wright, Controller, 256-689-7055, swright@calasiancc.org Pat Fong Kushida, President & CEO, 916-446-7883, patfongkushida@calasiancc.org Projected Completion Date: March 2024 for detailed paper timesheets, December 2024 for ERP system

View Audit 294918

Finding 374692 (2021-001)

Significant Deficiency 2021

Tuscumbia City Board of Education

AL

Allowable Costs / Cost Principles Reporting Significant Deficiency

Recommendations: The Board should strive to submit the Single Audit Reporting Package to the federal audit clearinghouse no later than nine months after the fiscal year end. Views of Responsible Officials and Planned Corrective Actions: The Board will strive to submit its Single Audit Reporting Pac...

Recommendations: The Board should strive to submit the Single Audit Reporting Package to the federal audit clearinghouse no later than nine months after the fiscal year end. Views of Responsible Officials and Planned Corrective Actions: The Board will strive to submit its Single Audit Reporting Package to the federal audit clearinghouse no later than nine months after the fiscal year end for all future funds received from the federal government.

View Audit 294382

Finding 374621 (2021-003)

Significant Deficiency 2021

Saint Charles County, Missouri

MO

Subrecipient Monitoring Reporting Significant Deficiency

FFATA Reporting – Community Development Block Grants U.S. Department of Housing and Urban Development Recommendation: We recommend the agency implement a process that includes tracking timely submission of the Federal Funding Accountability and Transparency Act (FFATA) reports and training employees...

FFATA Reporting – Community Development Block Grants U.S. Department of Housing and Urban Development Recommendation: We recommend the agency implement a process that includes tracking timely submission of the Federal Funding Accountability and Transparency Act (FFATA) reports and training employees on the FFATA reporting requirements. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: The County will identify all federal awards that FFATA reporting is required. Once all of the requirements are identified, the County will then determine if there are eligible subrecipients or contracts that need to be reported on the FFATA website. Name(s) of the contact person(s) responsible for corrective action: Tracy Bayne Planned completion date for corrective action plan: September 30, 2024

View Audit 294294

Finding 374620 (2021-002)

Significant Deficiency 2021

Saint Charles County, Missouri

MO

Subrecipient Monitoring HUD Housing Programs Reporting

FFATA Reporting - Housing Choice Voucher U.S. Department of Housing and urban Development Recommendation: We recommend the agency implement a process that includes tracking timely submission of the Federal Funding Accountability and Transparency ACT (FFATA) reports and training employees on the FFAT...

FFATA Reporting - Housing Choice Voucher U.S. Department of Housing and urban Development Recommendation: We recommend the agency implement a process that includes tracking timely submission of the Federal Funding Accountability and Transparency ACT (FFATA) reports and training employees on the FFATA reporting requirements. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: The County will identify all federal awards that FFATA reporting is required. Once all of the requirements are identified, the County will then determine if there are eligible subrecipients or contracts that need to be reported on the FFATA website. Name(s) of the contact person(s) responsible for corrective action: Tracy Bayne Planned completion date for corrective action plan: September 30, 2022

View Audit 294294

Finding 370602 (2021-015)

Material Weakness 2021

Kickapoo Tribe in Kansas

KS

Material Weakness Significant Deficiency Matching / Level of Effort / Earmarking

Finding 2021-015 Commingling CRF and ARP Funds Individual(s) Responsible: Grace Ross, Tribal Treasurer, Accounting Director Action: Ensure that funds are separated so that federal funds are spent appropriately. Anticipated Completion Date: Ongoing

View Audit 292271

Finding 370593 (2021-014)

Material Weakness 2021

Kickapoo Tribe in Kansas

KS

Eligibility Material Weakness Significant Deficiency

Finding 2021-014 Eligibility Individual(s) Responsible: Paul Austin, Program Director with supervision from Grace Ross, Tribal Treasurer Action: Will ensure that all patients provide eligibility documentation. Anticipated Completion Date: September 2024

View Audit 292271

Finding 370591 (2021-012)

Material Weakness 2021

Kickapoo Tribe in Kansas

KS

Internal Control / Segregation of Duties Procurement, Suspension & Debarment Allowable Costs / Cost Principles

Finding 2021-012 Program Income Individual(s) Responsible: Grace Ross, Tribal Treasurer, Accounting Director, Program Directors Action: Ensure that documentation is available for every item purchased or run through payroll. Anticipated Completion Date: September 2023

View Audit 292271

Finding 370586 (2021-009)

Material Weakness 2021

Kickapoo Tribe in Kansas

KS

Reporting Subrecipient Monitoring Allowable Costs / Cost Principles

Finding 2021-009 Reporting Individual(s) Responsible: Grace Ross, Tribal Treasurer, Tribal Administrator Action: Reviewing reporting requirements with department heads and reviewing reports submitted. Anticipated Completion Date: April 2024

View Audit 292271

Finding 370584 (2021-011)

Material Weakness 2021

Kickapoo Tribe in Kansas

KS

Allowable Costs / Cost Principles Material Weakness Significant Deficiency

Finding 2021-011 Allowable Costs and Activities Individual(s) Responsible: Grace Ross, Tribal Treasurer, Accounting Director Action: Current Tribal Council will ensure that all documentation is maintained as backup for all purchases and payroll items. Anticipated Completion Date: September 2023

View Audit 292271

Finding 370583 (2021-010)

Material Weakness 2021

Kickapoo Tribe in Kansas

KS

Procurement, Suspension & Debarment Cash Management Material Weakness

Finding 2021-010 Special Tests and Provisions Individual(s) Responsible: Grace Ross, Tribal Treasurer, Program Directors Action: Be able to provide documentation to show that federal funds were fully protected and insured. Review annual and quarterly reporting to ensure timely filing. Antici...

Finding 2021-010 Special Tests and Provisions Individual(s) Responsible: Grace Ross, Tribal Treasurer, Program Directors Action: Be able to provide documentation to show that federal funds were fully protected and insured. Review annual and quarterly reporting to ensure timely filing. Anticipated Completion Date: April 2024

View Audit 292271

Finding 369779 (2021-002)

Significant Deficiency 2021

Housing Authority of the Birmingham District

AL

Questioned Costs HUD Housing Programs Internal Control / Segregation of Duties

Recommendation: The Authority should implement additional controls related to monitoring timelines and review and retention of tenant’s inspection. The support of abatement, inspection results should be kept in the tenant file or centralized location. We recommend management should designate one per...

Recommendation: The Authority should implement additional controls related to monitoring timelines and review and retention of tenant’s inspection. The support of abatement, inspection results should be kept in the tenant file or centralized location. We recommend management should designate one person to oversee the inspection process to ensure that all inspections are being performed in a timely manner. Furthermore, management should ensure no HAP payments are issued for units that have not passed HQS housing inspections. Explanation of disagreement with audit finding: There is no disagreement. Action taken in response to finding: The Authority will implement additional controls related to monitoring timelines and review and retention of tenant’s inspection. During the year, the Authority faced turnover in the Section 8 department, which caused internal controls to not operate effectively. Name of the contact person responsible for corrective action: Dontrelle Young Foster, Executive Director Planned completion date for corrective action plan: We expect to have the finding resolved by issuance of next year's audit. If the U.S. Department Housing and Urban Development has questions regarding this plan, please call Dontrelle Foster at (205) 521-0623.

View Audit 291312 Questioned Costs: $1

Finding 369636 (2021-002)

Significant Deficiency 2021

Mobile Housing Authority

AL

Eligibility HUD Housing Programs Significant Deficiency

MHA will review and enhance as necessary the program’s existing quality control (QC) daily data validation reports to include a measure that cross-checks existing reports in the Yardi system of record and aids in validating data routinely submitted to HUD’s PIC system. In 2023, MHA implemented a Hou...

MHA will review and enhance as necessary the program’s existing quality control (QC) daily data validation reports to include a measure that cross-checks existing reports in the Yardi system of record and aids in validating data routinely submitted to HUD’s PIC system. In 2023, MHA implemented a Housing Specialist-II team lead to oversee staff processing annual reexaminations in accordance with 24 CFR 982.516. This team member is responsible for ensuring families are notified in a timely manner and if they do not comply with the annual reexamination requirement, they receive termination notices in compliance with HUD and MHA Administrative Plan requirements. This information will be maintained in the program file. Responsible Person: Magdalene Watkins, Program Administrator Projected Completion Date: March 31, 2024

View Audit 291023

Finding 369635 (2021-001)

Significant Deficiency 2021

Mobile Housing Authority

AL

Internal Control / Segregation of Duties HUD Housing Programs Reporting

Management has reviewed its staffing needs and end of year complexities and requirements necessary to report U.S. GAAP basis financial statements. Management has hired additional staff that possess the necessary accounting and reporting skills and experience to assist with interim reporting, end of ...

Management has reviewed its staffing needs and end of year complexities and requirements necessary to report U.S. GAAP basis financial statements. Management has hired additional staff that possess the necessary accounting and reporting skills and experience to assist with interim reporting, end of year close, reconciliations of all significant account balances, and strengthening the internal controls over financial reporting including amounts reported in the financial data schedule. In addition to these action steps, we will get started earlier in conducting our end of year reconciliations and enhance our over-sight so we can better monitor and evaluate our readiness to report our financial statements in compliance with 24 CFR Section 5.801. Responsible Person: Jeffery J. Bennett, Chief Financial Officer Projected Completion Date: June 30, 2023

View Audit 291023

Finding 369352 (2021-002)

Significant Deficiency 2021

Legacy Senior Services

MN

Allowable Costs / Cost Principles Reporting Significant Deficiency § 200.303

Finding Summary: The Organization’s final expenditure listing and lost revenue identified as eligible and claimed under the Provider Relief Fund program did not have documented review and approval by a separate individual outside of the preparer. In addition, the Organization’s special reports submi...

Finding Summary: The Organization’s final expenditure listing and lost revenue identified as eligible and claimed under the Provider Relief Fund program did not have documented review and approval by a separate individual outside of the preparer. In addition, the Organization’s special reports submitted to the Department of Health and Human Services (HHS) for Period 1 and Period 2 were not reviewed and approved by a separate individual outside of the preparer. Responsible Individuals: Stephanie Schmidt, Director, Financial Planning & Analysis Corrective Action Plan: When summarizing eligible costs and lost revenue for submission, a secondary review of the summary spreadsheet prepared from the underlying supporting expense records will be documented. Before reports are submitted to the federal agency, documented approval of this submission will be acquired. Anticipated Completion Date: 2/1/2024

View Audit 290581

Finding 11921 (2021-007)

Significant Deficiency 2021

Redevelopment Authority of the County of Berks

PA

Reporting Significant Deficiency Internal Control / Segregation of Duties

The Authority contracted with Neighborly Software for a program to use with ERAP. At the beginning of ERAP, the Authority relied upon the data from the Neighborly program to generate its reports. By the 4th quarter of 2021, the Authority realized it could only utilize a portion of the Neighborly p...

The Authority contracted with Neighborly Software for a program to use with ERAP. At the beginning of ERAP, the Authority relied upon the data from the Neighborly program to generate its reports. By the 4th quarter of 2021, the Authority realized it could only utilize a portion of the Neighborly program for the data required for the reports and needed to supplement or add its own internal data. This method of utilizing Neighborly and internal data is now being used for reports.

View Audit 15886

Finding 11003 (2021-002)

Significant Deficiency 2021

Cornwall Manor

PA

Reporting Significant Deficiency Internal Control / Segregation of Duties

The Manor agrees with the finding and misinterpreted the guidance. The Manor agrees that they should have selected option iii as independent living revenues were not affected and personal care was undergoing renovations and thus the comparison of actual personal care revenues was not appropriate. ...

The Manor agrees with the finding and misinterpreted the guidance. The Manor agrees that they should have selected option iii as independent living revenues were not affected and personal care was undergoing renovations and thus the comparison of actual personal care revenues was not appropriate. Management will correct the error in future filings.

View Audit 14852

Finding 10970 (2021-006)

Significant Deficiency 2021

Oregon Coalition Against Domestic & Sexual Violence

OR

Internal Control / Segregation of Duties Subrecipient Monitoring Reporting § 200.512

Contact person(s) responsible: Executive Director Vanessa Timmons; Associate Director Keri Moran-Kuhn; Accounting Manager Linda Koonce Corrective Action Planned: During this time OCADSV went through several temporary fiscal staff and one permanent hired staff that had made mistakes, with the effect ...

Contact person(s) responsible: Executive Director Vanessa Timmons; Associate Director Keri Moran-Kuhn; Accounting Manager Linda Koonce Corrective Action Planned: During this time OCADSV went through several temporary fiscal staff and one permanent hired staff that had made mistakes, with the effect of having to make adjustments in order to attempt to close accounting records. Controls have been put into place and permanent accounting manager is in place. Anticipated Date of Completion: 01-24-2022

View Audit 14814

Finding 10889 (2021-003)

Significant Deficiency 2021

Society of Manufacturing Engineers

MI

Cash Management Significant Deficiency Matching / Level of Effort / Earmarking

Statement of Condition - The budgeting and billing methods used did not impose limitations, as required by the terms and provisions of the grant agreement. Planned Corrective Action Plan - Management has also implemented controls to ensure expenditures charged to the grant accurately reflect the wor...

Statement of Condition - The budgeting and billing methods used did not impose limitations, as required by the terms and provisions of the grant agreement. Planned Corrective Action Plan - Management has also implemented controls to ensure expenditures charged to the grant accurately reflect the work performed and comply with terms and provisions of the grant agreement and appointed outside consultants to ensure appropriate billing and indirect cost rate calculations. Contact person responsible for corrective action: Craig Connop, CFO Completion Date: November 15, 2023

View Audit 14675

Finding 9231 (2021-003)

Significant Deficiency 2021

400-408 Housing Development Fund Company INC

NY

Subrecipient Monitoring Reporting Significant Deficiency

Management has acknowledged a breach in protocol and is in the process of transferring the tenants' security deposits collected and held in the operating bank account to a segregated bank account.

View Audit 12646

Finding 9230 (2021-002)

Significant Deficiency 2021

400-408 Housing Development Fund Company INC

NY

HUD Housing Programs Cash Management Reporting

Management has acknowledged a breach in protocol and deposited the current year’s surplus cash on December 2, 2021.

View Audit 12646

Finding 8725 (2021-002)

Significant Deficiency 2021

City of Port Arthur

TX

Reporting Cash Management Significant Deficiency

Finding: 2021-002: Untimely and Inaccurate Reporting Corrective Action Plan Internal control policies and procedures surrounding reporting will be reviewed and updated, if necessary, to ensure that future reports are submitted accurately and timely. Person(s) Responsible Director of Finance Con...

Finding: 2021-002: Untimely and Inaccurate Reporting Corrective Action Plan Internal control policies and procedures surrounding reporting will be reviewed and updated, if necessary, to ensure that future reports are submitted accurately and timely. Person(s) Responsible Director of Finance Controller Anticipated Completion Date An updated policy manual was approved by the City Council on January 17,2023. New policies and procedures are expected to be fully implemented by March 31, 2024.

View Audit 11871

Finding 8678 (2021-003)

Significant Deficiency 2021

Okanogan County Child Development Association

WA

Internal Control / Segregation of Duties Cash Management Significant Deficiency

Recommendation: The Association establish controls that allow for the timely and accurate recording of grants and contracts receivable from reimbursement‐based awards in the same period as their corresponding expenditures. Explanation of disagreement with audit finding: Ther...

Recommendation: The Association establish controls that allow for the timely and accurate recording of grants and contracts receivable from reimbursement‐based awards in the same period as their corresponding expenditures. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: Containment Through this audit process and staff turnover, tasks have been distributed and processes have been implemented immediately to meet the expectations that an AR transaction be entered into the fiscal system within a timely manner of one week or sooner. Root Cause Due to a lack of knowledge of the new software system. Not all information was migrated into the new software system in a timely manner, making it difficult to use at its full potential. OCCDA had a large turnover in the fiscal team during the audit process. The transition to the new fiscal software was during the height of the COVID‐19 pandemic, making it difficult to complete training and migration of the new system. Action Taken Immediately in 2023, the fiscal team implemented adding reports/documentation to all requests for funding to allow for better tracking and record keeping. Newly hired staff have established a clear understanding of the naming conventions for clarity and accurate reporting. Tasks have been realigned to specific positions so that all duties are covered and responsibilities are defined. This will ensure that all fiscal tasks are completed timely and accurately establishing controls for reimbursement funding. Training has been provided for the fiscal team on the internal processes and procedures to ensure the timely entry of all data and the importance of accurate monthly reports. Name(s) of contact person(s) responsible for corrective action: Fiscal Manager Planned completion date for corrective action plan: Completed

View Audit 11832

Finding 8677 (2021-002)

Significant Deficiency 2021

Okanogan County Child Development Association

WA

Internal Control / Segregation of Duties Significant Deficiency

Recommendation: The Association follow its own documented controls to ensure it prepares bank reconciliations on a timely and accurate basis. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to the finding: Containment Throug...

Recommendation: The Association follow its own documented controls to ensure it prepares bank reconciliations on a timely and accurate basis. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to the finding: Containment Through this audit process and staff turnover, tasks have been separated and processes have been implemented immediately to meet the expectations that all transactions are entered into the fiscal system within a timely manner of one week or sooner. Also, immediately the AR data entry process was established and the fiscal staff were trained on this procedure. Root Cause Due to a lack of knowledge of the new software system. Not all information was migrated into the new software system in a timely manner, making it difficult to use at its full potential. OCCDA had a large turnover in the fiscal team during the audit processing, making it difficult to find information or pull reports that were not fully migrated. The transition to the new fiscal software was during the height of the COVID‐19 pandemic, making it difficult to complete training and migration of the new system. Action Taken In 2023, newly hired staff established a clear understanding of the naming conventions for clarity and accurate reporting. The fiscal team has assigned tasks ensuring duties are covered and responsibilities are defined. This will ensure that all fiscal tasks are completed timely and accurately. Training has been provided for the fiscal team on the internal processes and procedures. Journal entries have been minimized, and detailed entry of all transactions is the preferred method to allow for detailed review. Review from not only the fiscal staff but also the leadership team when completing their monthly reviews ensures accuracy and checks and balances. In 2023 the fiscal team has completed timely data entry of all transactions and in 2024 there will be timely bank reconciliations. Moving forward these regular and timely reconciliations as well as continued detailed entries will allow for simple and accurate monthly bank reconciliations and ensure timely detection of errors. Name(s) of contact person(s) responsible for corrective action: Fiscal Manager Planned completion date for corrective action plan: March 2024 (Q1)

View Audit 11832

Finding 7997 (2021-007)

Significant Deficiency 2021

Jft Recovery and Veterans Support Services

PA

Procurement, Suspension & Debarment Cash Management Reporting § 200.302 § 200.303 § 200.318 § 200.319 § 200.430

Policies will be placed and adopted by the agency that meet the UG code. These policies will be placed in the fiscal manual. The fiscal manual will be created by using federal guidelines and by using the DDAP fiscal manual as guidance.

View Audit 10453

Finding 7751 (2021-011)

Significant Deficiency 2021

County of Montgomery

PA

Reporting Significant Deficiency

U.S. Department of Health and Human Services 2021-011 Epidemiology and Laboratory Capacity – Assistance Listing No. 93.323 Condition and Context: Policies and controls in place regarding the completeness of the SEFA schedule were not properly functioning. While performing the SEFA tie out of the ELC...

U.S. Department of Health and Human Services 2021-011 Epidemiology and Laboratory Capacity – Assistance Listing No. 93.323 Condition and Context: Policies and controls in place regarding the completeness of the SEFA schedule were not properly functioning. While performing the SEFA tie out of the ELC grant, it was noted that federal expenditures included on the SEFA did not indicate the amount of ELC expenditures per client provided detail. Recommendation: We recommend management should review the process of recording federal expenditures to determine if total expenditures is accurately reported. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: A Deputy Controller of Grant Accounting was hired in February 2023 and is responsible for establishing processes, providing training, and working with grant-funded departments to ensure the proper recording of federal expenditures. The County is reviewing and updating the post-award Grant Accounting Policies including the treatment of grant expenditures and revenues to ensure a consistent grant accounting process. The process for recording federal expenditures will be formalized and regular training County of Montgomery November 27, 2023 and oversight will be provided to County grant staff to ensure that federal grant expenditures reported on the SEFA are accurately reported. Continued utilization of the Infor Grant Management System, including the assignment of individual Project Codes to each grant, will allow department grant staff to identify and isolate federal expenditures in Infor. Name(s) of the contact person(s) responsible for corrective action: Thomas Landauer Planned completion date for corrective action plan: March 2024 If there are any questions regarding this plan, please call Thomas Landauer at 610-278-3072

View Audit 10111

Corrective Action Plans

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