Corrective Action Plans

Finding 526382 (2024-002)

Significant Deficiency 2024

IN

Subrecipient Monitoring Special Tests & Provisions Matching / Level of Effort / Earmarking § 200.303 § 200.333 § 200.334

Contact Person Responsible for Corrective Action: Dr. Tammy Rowshandel, Chief Accountability Officer Contact Phone Number: 812-462-4224 Views of Responsible Official: The School Corporation's management will establish an effective system of internal control to ensure compliance and comply with the g...

Contact Person Responsible for Corrective Action: Dr. Tammy Rowshandel, Chief Accountability Officer Contact Phone Number: 812-462-4224 Views of Responsible Official: The School Corporation's management will establish an effective system of internal control to ensure compliance and comply with the grant agreement and the Special Tests and Provisions - Annual Report Card, High School Graduation Rate compliance requirement. Description of Corrective Action Plan: A system will be put in place that ensures compliance with the Special Tests and Provisions-Annual Report Card, High School Graduation Rate requirements. Records will be retained for audit so that appropriate documentation is available to substantiate all future reporting. Building registrars will enter state exit codes for students and upload documentation to substantiate the exit codes that are chosen. Once the documents are uploaded, the registrars will place the word “AUDIT” in the withdrawal comments. This indicates the exit is now audit ready. Schools will conduct regular internal cohort audits. Comparisons of IDOE cohort data and withdrawal information in Skyward will be done. The registrar, assistant principal, and data counselor in each building will work together to check the original uploads of documentation done by the registrar and keep record of this work. One final internal audit will take place at the school level by head counselors and assistant principals to indicate all graduates are correctly identified and all exits have proper documentation on file. The CFO and superintendent will digitally sign off on these records during IDOE July certification. Anticipated Completion Date: March 1, 2025

View Audit 345306

Finding 526381 (2024-003)

Material Weakness 2024

Fairfield Community Schools

IN

Matching / Level of Effort / Earmarking Special Tests & Provisions Subrecipient Monitoring § 200.303

Subject: Education Stabilization Fund – Special Tests and Provisions - Wage Rate Requirements Federal Agency: Department of Education Federal Program: COVID-19 - Education Stabilization Fund Assistance Listing Number: 84.425D Federal Award Numbers: S425D210013 Pass-Through Entity: Indiana Department...

Subject: Education Stabilization Fund – Special Tests and Provisions - Wage Rate Requirements Federal Agency: Department of Education Federal Program: COVID-19 - Education Stabilization Fund Assistance Listing Number: 84.425D Federal Award Numbers: S425D210013 Pass-Through Entity: Indiana Department of Education Compliance Requirement: Special Tests and Provisions - Wage Rate Requirements Audit Findings: Material Weakness Condition: An effective internal control system was not in place at the School Corporation in order to ensure compliance with requirements related to the grant agreement and the Special Tests and Provisions – Wage Rate Requirements compliance requirements. The School Corporation did not include Davis Bacon wage rate requirements in its contract with vendor which includes labor installation. The School Corporation did not obtain the weekly payroll reports certifications from vendor installing equipment. Context: The School Corporation had one project during the audit period which included labor installation costs which were charged to the ESSER II (84.425D) grant award. For the vendor selected for testing, the School Corporation did not include federal wage rate requirement clauses in the contract with the vendor and did not have an internal control designed to collect the weekly payroll reports certifications from vendors and its subcontractors, as applicable, to comply with Davis Bacon wage rate requirements. The amount disbursed for the project during the audit period which includes material and labor totaled $94,444. Views of Responsible Official: We concur with the finding. Description of Corrective Action Plan: Management will ensure all federal funded renovation, remodeling, or construction projects anticipated to incur labor costs greater than $2,000 include a signed contract containing a Davis-Bacon wage rate provision and will monitor the vendor to ensure compliance with certified payroll reporting requirements. Responsible Party and Timeline for Completion: Effective immediately for any future projects.

View Audit 345299

Finding 526368 (2024-004)

Material Weakness 2024

North Vermillion Community School Corporation

IN

Internal Control / Segregation of Duties Material Weakness Reporting § 200.302 § 200.303 § 200.328

Context: The School Corporation was required to submit two Annual Data Reports to the Indiana Department of Education (IDOE) during the audit period to meet federal reporting requirements for ESSER grant awards. We noted that the ESSER I and ESSER II amounts reported for the reports covering the FY2...

Context: The School Corporation was required to submit two Annual Data Reports to the Indiana Department of Education (IDOE) during the audit period to meet federal reporting requirements for ESSER grant awards. We noted that the ESSER I and ESSER II amounts reported for the reports covering the FY22 time period ($90,217 and $238,439, respectively) did not agree to the underlying expenditure records ($81,958 and $400,439 respectively, for the period of July 1, 2021 through June 30, 2022). Contact Person Responsible for Corrective Action: Michele Harrison/ Corporation treasurer Brian Byrum I Superintendent Contact Phone Number: M. Harrison:765-492-5101 B. Byrum: 765-492-5102 Views of Responsible Official: We concur with the finding. De cription of Corrective Acti0n Pl an: Our management team noted that the ESSER 1 and ESSR II spreadsheet submitted to the state was incorrect; however, the actual expenditures were correct every month. The spreadsheet was corrected in the following annual submission to the DOE (which is outside this audit window). The next Audit will show the corrected spreadsheet for ESSER I and ESSER II. It is also noted that the management team will implement more internal controls with regard to the preparer and reviewer being different personnel. For year 5 collection, the corporation treasurer will provide the expenditure reports, an outside consultant will prepare the spreadsheet, and have the current superintendent review before submitting. Anticipated Completion Date: 3/7/2025

View Audit 345287

Finding 526366 (2024-003)

Material Weakness 2024

North Vermillion Community School Corporation

IN

Internal Control / Segregation of Duties Allowable Costs / Cost Principles Material Weakness § 200.303

Context: We noted there was no secondary, documented formal review for the seven sample accounts payable vouchers. All the payroll vouchers selected were properly reviewed. Contact Person Responsible for Corrective Action: Michele Harrison/ Corporation treasurer Brian Byrum / Superintendent Contact ...

Context: We noted there was no secondary, documented formal review for the seven sample accounts payable vouchers. All the payroll vouchers selected were properly reviewed. Contact Person Responsible for Corrective Action: Michele Harrison/ Corporation treasurer Brian Byrum / Superintendent Contact Phone Number: M. Harrison:765-492-5101 B. Byrum: 765-492-5102 Views of Re ponsible Official: We concur with the finding. Description of Corrective Action Plan: Prior to printing accounts payable checks, the corporation treasurer prints the AP voucher register for the superintendent to review and sign. After this internal control, the treasurer processes the checks. Once checks are printed, the voucher is paired with the invoice, initialled by the corporation treasurer and signed by the superintendent. Anticipated Completion Date: 3/7/2025

View Audit 345287

Finding 526361 (2024-002)

Material Weakness 2024

Fremont Community Schools

IN

Matching / Level of Effort / Earmarking Special Tests & Provisions Subrecipient Monitoring § 200.303

See attached letter that was sent to the DOE on 2/25/25 along with the approval email and documents from DOE. During ESSER II Constmction we had several companies work on projects at Fremont Community Schools. To no one's fault but my own, the Davis-Bacon requirements wore not fully communicated to ...

See attached letter that was sent to the DOE on 2/25/25 along with the approval email and documents from DOE. During ESSER II Constmction we had several companies work on projects at Fremont Community Schools. To no one's fault but my own, the Davis-Bacon requirements wore not fully communicated to these companies. One company that did work for us could not respond with a positive affirmation on Davis-Bacon. Their response is as follows: "We will not be able tQ v.rovide a letter stating we paid our employees a Prevailing Wage (pr work completed at Fremont Community Schools. We do not have any proposals or signed contracts stating these iobs were Prevailing Wage. As such, our employees were not p_aid a Prevailing Wage when working on these proiects. •~ I (Dr. William Stitt) have watched the webinar regarding Davis-Bacon requirements provided by the U.S. Department of Education (USDE) and U.S. Department of Labor (DO1). I have also read through the questions and responses for the December 7, 2023 webinar. I attest that I and Fremont Community Schools commit that applicable Davis-Bacon requfrements will be utilized on any future construction, or construction related, activities using $2,000 or greater of Federal grant funds and will follow Davis-Bacon requirements.

View Audit 345281

Finding 526306 (2024-001)

Material Weakness 2024

Greenwood Community School Corporation

IN

Procurement, Suspension & Debarment Subrecipient Monitoring School Nutrition Programs § 200.303

FINDING 2024-001 (Auditor Assigned Reference Number) Finding Subject: Child Nutrition Cluster Summary of Finding: Lack of an internal control system to ensure compliance with the Suspension and Debarment requirements for contractors and subrecipients Contact Person Responsible for Corrective Action:...

FINDING 2024-001 (Auditor Assigned Reference Number) Finding Subject: Child Nutrition Cluster Summary of Finding: Lack of an internal control system to ensure compliance with the Suspension and Debarment requirements for contractors and subrecipients Contact Person Responsible for Corrective Action: Katy Dowling Contact Phone Number and Email Address: 317-889-4060 and kdowling@gws.k12.in.us Views of Responsible Officials: The district concurs with the finding. The procurement of the item in question began with the prior Director of Food Service and was then completed at a later date by her successor. We believe this is a contributing factor to this error. The district participates in CIESC’s Region 9 Child Nutrition Cooperative. This cooperative conducts the bidding/procurement process on behalf of its members in compliance with all Federal Procurement and Suspension and Debarment requirements. From time to time, there are items needed that are not available through the cooperative. Most often, this is food service equipment purchases. Description of Corrective Action Plan: Policy 6325 covers procurement for federal grants/funds. Within this policy, procurement and suspension and debarment expectations are provided. The district plans to add an administrative guideline that will cover the process for any purchase reasonably expected to exceed $25,000 including, but not limited to, (1) how to verify if a vendor is suspended or debarred; (2) what documentation is required and how it is submitted/tracked; (3) validation process involving accounts payable for purchases over $25,000 from federal grants/funds to confirm steps 1 and 2 were properly followed. In addition, communication and direction will be provided to any staff in the district who have the ability to make purchases for grant-funded items. Anticipated Completion Date: 3/1/25 – Review of purchases from grant funds from 7/1/24 through 2/20/25 to ensure compliance. 3/1/25 – Completion of Administrative Guidelines 6325 to specify the internal control process. 3/1/25 – Communication to impacted staff regarding the policy and administrative guideline.

View Audit 345221

Finding 526260 (2024-082)

Material Weakness 2024

Commonwealth of Virginia

VA

Subrecipient Monitoring § 200.303 § 200.332

Responsible Contact Person(s): Ousman Kah, Subrecipient Monitoring Coordinator Corrective Action Planned: A Grants Management solution is being pursued by DSS in anticipation that it can be deployed with Subrecipient Monitoring capabilities needed to comply with these requirements. A new budget requ...

Responsible Contact Person(s): Ousman Kah, Subrecipient Monitoring Coordinator Corrective Action Planned: A Grants Management solution is being pursued by DSS in anticipation that it can be deployed with Subrecipient Monitoring capabilities needed to comply with these requirements. A new budget request has been submitted for funding of a contingent Subrecipient Monitoring System solution. This will help bridge the deficiencies noted util an integrated permanent solution is implemented. Estimated Completion Date: 6/30/2025

View Audit 345214

Finding 526259 (2024-071)

Significant Deficiency 2024

Commonwealth of Virginia

VA

Subrecipient Monitoring Significant Deficiency Internal Control / Segregation of Duties § 200.303

Responsible Contact Person(s): Naveen Abraham, Chief Core Infrastructure Services Corrective Action Planned: Ensuring that infrastructure suppliers fulfill all contractual requirements with respect to Commonwealth security policies and standards necessitates a programmatic, continuous improvement ap...

Responsible Contact Person(s): Naveen Abraham, Chief Core Infrastructure Services Corrective Action Planned: Ensuring that infrastructure suppliers fulfill all contractual requirements with respect to Commonwealth security policies and standards necessitates a programmatic, continuous improvement approach. VITA has made improved cybersecurity a primary goal and major initiatives have completed and are underway. Based on the improved SLAs and with the improved tools previously implemented, VITA will continue to monitor and improve the security of infrastructure services through ongoing governance, including the requirements of architecture documentation, system security plans, and audit reports. VITA’s infrastructure services group will work with our security group to confirm that the current state achieves security standards compliance. VITA will also continue to work with agencies to drive continued vulnerability remediation and access to log data and to further refine documentation regarding SOPs of the security program and regarding the responsibilities of VITA vs the responsibilities of agencies and suppliers. Estimated Completion Date: 6/30/2025

View Audit 345214

Finding 526253 (2024-053)

Significant Deficiency 2024

Commonwealth of Virginia

VA

Subrecipient Monitoring Significant Deficiency Internal Control / Segregation of Duties § 200.303

Responsible Contact Person(s): Mike Jones, Chief Information Officer Steve Hanoka, Information Security Officer Corrective Action Planned: Vulnerability Management policies and procedures exist. These include scanning for both vulnerabilities and baseline configuration. They are being tracked acco...

Responsible Contact Person(s): Mike Jones, Chief Information Officer Steve Hanoka, Information Security Officer Corrective Action Planned: Vulnerability Management policies and procedures exist. These include scanning for both vulnerabilities and baseline configuration. They are being tracked according to SEC530 resolution standards. Goal is to ensure that all vulnerabilities are remediated within the SLA or have approved exceptions by May 30, 2025. In addition, DMAS has gained guidance from VITA on acceptable alternatives to penetration testing and are tracking completion. Estimated Completion Date: 5/30/2025

View Audit 345214

Finding 526248 (2024-025)

Significant Deficiency 2024

Commonwealth of Virginia

VA

Subrecipient Monitoring Significant Deficiency Internal Control / Segregation of Duties § 200.303

Responsible Contact Person(s): Kevin Platea, Chief Information Officer Dwayne Sneade, Director of Cybersecurity Corrective Action Planned: This finding was marked as FOIA Exempt (FOIAE) and as a result, the State Comptroller has determined that the resulting corrective actions are FOIAE under §2.2-3...

Responsible Contact Person(s): Kevin Platea, Chief Information Officer Dwayne Sneade, Director of Cybersecurity Corrective Action Planned: This finding was marked as FOIA Exempt (FOIAE) and as a result, the State Comptroller has determined that the resulting corrective actions are FOIAE under §2.2-3705.2 (9.) of the Code of Virginia. Federal awarding agencies and pass-through entities, please see the Appendix titled “Applicable Management Contacts for Findings and Questioned Costs” to request the corrective action planned from the applicable entity. Estimated Completion Date: 12/31/2025

View Audit 345214

Finding 526247 (2024-024)

Significant Deficiency 2024

Commonwealth of Virginia

VA

Subrecipient Monitoring Significant Deficiency Internal Control / Segregation of Duties § 200.303

Responsible Contact Person(s): Barry Davis, Chief Information Security Officer and Director of Information Security & Risk Management John Vosper, Assistant Director of Information Security & Risk Management Sam Owusu, IT Risk Manager of Information Security & Risk Management Corrective Action Plann...

Responsible Contact Person(s): Barry Davis, Chief Information Security Officer and Director of Information Security & Risk Management John Vosper, Assistant Director of Information Security & Risk Management Sam Owusu, IT Risk Manager of Information Security & Risk Management Corrective Action Planned: This finding was marked as FOIA Exempt (FOIAE) and as a result, the State Comptroller has determined that the resulting corrective actions are FOIAE under §2.2-3705.2 (9.) of the Code of Virginia. Federal awarding agencies and pass-through entities, please see the Appendix titled “Applicable Management Contacts for Findings and Questioned Costs” to request the corrective action planned from the applicable entity. Estimated Completion Date: 12/31/2026

View Audit 345214

Finding 526245 (2024-022)

Material Weakness 2024

Commonwealth of Virginia

VA

Subrecipient Monitoring Material Weakness Internal Control / Segregation of Duties § 200.303

Responsible Contact Person(s): Steve Hanoka, Information Security Officer Corrective Action Planned: 1. The requirements in the IT Security Governance or general requirements in SEC 530 are going to be addressed as part of the IT Security Planning and IT Security Program Management Policies and Pr...

Responsible Contact Person(s): Steve Hanoka, Information Security Officer Corrective Action Planned: 1. The requirements in the IT Security Governance or general requirements in SEC 530 are going to be addressed as part of the IT Security Planning and IT Security Program Management Policies and Procedures which are targeted to be complete by February 28, 2025. In addition, as part of this effort DMAS will publicize and communicate to system owners those control families which will have general / organizational procedures and which will require system specific procedures. 2. Access Management policies and procedures are in place. As part of annual SSP reviews DMAS is now verifying compliance or issues found 3. All SSPs are current and under SEC530 4. Incident Response Policies and Procedures exist 5. Vulnerability Management policies and procedures exist. These include scanning for both vulnerabilities and baseline configuration. They are being tracked according to SEC530 resolution standards. Goal is to ensure that all vulnerabilities are remediated within the SLA or have approved exceptions by May 30, 2025. In addition, DMAS has gained guidance from VITA on acceptable alternatives to penetration testing and are tracking completion. 6. Comprehensive third-party Management procedures are being developed and will be implemented by March 31, 2025. 7. Security Training is up to date and compliant Estimated Completion Date: 5/31/2025

View Audit 345214

Finding 526244 (2024-017)

Significant Deficiency 2024

Commonwealth of Virginia

VA

Internal Control / Segregation of Duties Subrecipient Monitoring Reporting § 200.303

Responsible Contact Person(s): Steve Hanoka, Information Security Officer Corrective Action Planned: Third-party Management that will cover ensuring all deliverables required are part of a procedure and work instruction. In addition, to specifically address the points in the finding, ISO will ensure...

Responsible Contact Person(s): Steve Hanoka, Information Security Officer Corrective Action Planned: Third-party Management that will cover ensuring all deliverables required are part of a procedure and work instruction. In addition, to specifically address the points in the finding, ISO will ensure that the work instructions cover obtaining a confirmation on the geographic location of sensitive data monthly and vulnerability scan results at least every 90 days. During this procedure implementation, ISO will also work to specifically obtain these deliverables from the vendor in question. Estimated Completion Date: 3/31/2025

View Audit 345214

Finding 526238 (2024-105)

None 2024

Commonwealth of Virginia

VA

Questioned Costs Subrecipient Monitoring

Responsible Contact Person(s): Angela Morse, Director of Benefit Programs Diana Clark, Assistant Director of Division of Benefit Programs Frank Smith, Associate Director of Benefit Programs Mark Golden, Economic Assistance and Employment Manager - Division of Benefit Programs Corrective Action Plan...

Responsible Contact Person(s): Angela Morse, Director of Benefit Programs Diana Clark, Assistant Director of Division of Benefit Programs Frank Smith, Associate Director of Benefit Programs Mark Golden, Economic Assistance and Employment Manager - Division of Benefit Programs Corrective Action Planned: DSS will work to provide additional training to local agency eligibility workers on how to properly determine and document eligibility determinations in the case management system. Additionally, DSS will consider monitoring local agency eligibility worker’s use of manual overrides to confirm that they properly document eligibility determinations in the case management system. Estimated Completion Date: 12/31/2025

View Audit 345214 Questioned Costs: $1

Finding 526237 (2024-104)

Significant Deficiency 2024

Commonwealth of Virginia

VA

Subrecipient Monitoring Reporting Significant Deficiency § 200.303

Responsible Contact Person(s): Angela Morse, Director of Benefit Programs Frank Smith, Associate Director of Benefit Programs Corrective Action Planned: DSS will perform an analysis of identified reporting errors to determine causality and the appropriate actions to resolve reporting errors. Additio...

Responsible Contact Person(s): Angela Morse, Director of Benefit Programs Frank Smith, Associate Director of Benefit Programs Corrective Action Planned: DSS will perform an analysis of identified reporting errors to determine causality and the appropriate actions to resolve reporting errors. Additionally, DSS will create a systems modification request to correct errors that are identified as occurring as a result of inaccurate programming in the data modification phase of federal report creation. Estimated Completion Date: 12/31/2025

View Audit 345214

Finding 526226 (2024-106)

Significant Deficiency 2024

Commonwealth of Virginia

VA

Subrecipient Monitoring Matching / Level of Effort / Earmarking Internal Control / Segregation of Duties § 200.303

Responsible Contact Person(s): Ida Witherspoon, Chief Financial Officer Corrective Action Planned: Send periodic e-mail reminders to program staff responsible for submitting FFATA data to the Federal Reporting Unit for submission to the federal government. Estimated Completion Date: 3/15/2025

View Audit 345214

Finding 526223 (2024-101)

Material Weakness 2024

Commonwealth of Virginia

VA

Subrecipient Monitoring Eligibility Material Weakness

Responsible Contact Person(s): Angela Morse, Director of Benefit Programs Mark Golden, Economic Assistance and Employment Manager - Division of Benefit Programs Corrective Action Planned: Perform an analysis of identified reporting errors to determine causality and the appropriate actions to resolve...

Responsible Contact Person(s): Angela Morse, Director of Benefit Programs Mark Golden, Economic Assistance and Employment Manager - Division of Benefit Programs Corrective Action Planned: Perform an analysis of identified reporting errors to determine causality and the appropriate actions to resolve reporting errors. Create a systems modification request to correct errors that are identified as occurring as a result of inaccurate programming in the data modification phase of federal report creation. A Change Request has been submitted to address these findings. The results of the implementation and effectiveness of the implemented changes will be analyzed. Benefit Program working with appropriate parties to resolve outstanding errors. Estimated Completion Date: 6/30/2025

View Audit 345214

Finding 526222 (2024-086)

Significant Deficiency 2024

Commonwealth of Virginia

VA

Subrecipient Monitoring § 200.332

Responsible Contact Person(s): Diana Clark, Associate Director Senior Corrective Action Planned: A spreadsheet to track monitoring activities by the BP SRM Coordinator was developed and implemented to ensure that Program Consultants adhere to the developed schedule. The BP SRM Coordinator reviews t...

Responsible Contact Person(s): Diana Clark, Associate Director Senior Corrective Action Planned: A spreadsheet to track monitoring activities by the BP SRM Coordinator was developed and implemented to ensure that Program Consultants adhere to the developed schedule. The BP SRM Coordinator reviews the completed audit documents to ensure that all required audit documents are uploaded to the enterprise management application timely and that reviews are conducted in accordance with the SRM Plan. A SRM monitoring desk tool will be created for Practice Consultants as a quick reference to the SRM Plan. Training for all Program Consultants conducting SRM will be provided on the new updated monitoring plan as well as ongoing training for newly hired Program Consultants. Estimated Completion Date: 3/31/2025

View Audit 345214

Finding 526221 (2024-085)

Significant Deficiency 2024

Commonwealth of Virginia

VA

Subrecipient Monitoring § 200.332

Responsible Contact Person(s): Diana Clark, Associate Director Senior Corrective Action Planned: A risk assessment tool was developed as part of the SFY2024 SRM Plan and will be implemented with the new plan. Risk Assessments were included in the FY2024 and FY2025 Business Plan Subrecipient Monitori...

Responsible Contact Person(s): Diana Clark, Associate Director Senior Corrective Action Planned: A risk assessment tool was developed as part of the SFY2024 SRM Plan and will be implemented with the new plan. Risk Assessments were included in the FY2024 and FY2025 Business Plan Subrecipient Monitoring plans. Both the Regional Practice Consultants and Home Office staff completing SRM are required to complete Risk Assessments for the upcoming review year. DSS has found some issues with a few staff members not completely understanding the process; however, after additional trainings were completed, this should not occur with the FY2026 review cycle. Estimated Completion Date: 8/1/2025

View Audit 345214

Finding 526220 (2024-084)

Significant Deficiency 2024

Commonwealth of Virginia

VA

Subrecipient Monitoring Procurement, Suspension & Debarment § 200.332

Responsible Contact Person(s): Ousman Kah, Subrecipient Monitoring Coordinator Kevin Platea, Chief Information Officer Corrective Action Planned: A Grants Management solution is being pursued by DSS in anticipation that it can be deployed with Subrecipient Monitoring capabilities needed to comply wi...

Responsible Contact Person(s): Ousman Kah, Subrecipient Monitoring Coordinator Kevin Platea, Chief Information Officer Corrective Action Planned: A Grants Management solution is being pursued by DSS in anticipation that it can be deployed with Subrecipient Monitoring capabilities needed to comply with these requirements. A new budget request has been submitted for funding of a contingent Subrecipient Monitoring System solution. This will help bridge the deficiencies noted until an integrated permanent solution is implemented. Additionally, an interim solution is being considered where these subrecipients will be reviewed and tracked through a manual system. Estimated Completion Date: 6/30/2025

View Audit 345214

Finding 526219 (2024-083)

Significant Deficiency 2024

Commonwealth of Virginia

VA

Subrecipient Monitoring Allowable Costs / Cost Principles § 200.332

Responsible Contact Person(s): Michele Skaggs, Director of General Services Adrienne Childress, Strategic Sourcing Purchasing Manager Ousman Kah, Subrecipient Monitoring Coordinator Corrective Action Planned: DSS will dedicate the necessary resources to reviewing federal regulations to include all r...

Responsible Contact Person(s): Michele Skaggs, Director of General Services Adrienne Childress, Strategic Sourcing Purchasing Manager Ousman Kah, Subrecipient Monitoring Coordinator Corrective Action Planned: DSS will dedicate the necessary resources to reviewing federal regulations to include all required information in subaward renewal agreements. Estimated Completion Date: 12/31/2025

View Audit 345214

Finding 526206 (2024-107)

Significant Deficiency 2024

Commonwealth of Virginia

VA

Subrecipient Monitoring Reporting Significant Deficiency

Responsible Contact Person(s): Kimberly Boehme, OPGS Director Corrective Action Planned: Policies and procedures for grant management - to include subrecipient monitoring and FFATA reporting - will be revised. Oversight responsibilities will be determined for the Office of Grant Management, Office...

Responsible Contact Person(s): Kimberly Boehme, OPGS Director Corrective Action Planned: Policies and procedures for grant management - to include subrecipient monitoring and FFATA reporting - will be revised. Oversight responsibilities will be determined for the Office of Grant Management, Office of Purchasing and General Services, and Office of Financial Management. Employees responsible for managing grants and subrecipients will receive training on the new process. Estimated Completion Date: 12/31/2025

View Audit 345214

Finding 526205 (2024-087)

Significant Deficiency 2024

Commonwealth of Virginia

VA

Subrecipient Monitoring § 200.331 § 200.332

Responsible Contact Person(s): Kimberly Boehme, OPGS Director Corrective Action Planned: Policies and procedures for grant management - to include subrecipient monitoring and FFATA reporting - will be revised. Oversight responsibilities will be determined for the Office of Grant Management, Office...

Responsible Contact Person(s): Kimberly Boehme, OPGS Director Corrective Action Planned: Policies and procedures for grant management - to include subrecipient monitoring and FFATA reporting - will be revised. Oversight responsibilities will be determined for the Office of Grant Management, Office of Purchasing and General Services, and Office of Financial Management. Employees responsible for managing grants and subrecipients will receive training on the new process. Estimated Completion Date: 12/31/2025

View Audit 345214

Finding 526161 (2024-090)

Significant Deficiency 2024

Commonwealth of Virginia

VA

Student Financial Aid Reporting Subrecipient Monitoring

GMU Responsible Contact Person(s): Alethia Shipman, Director, Student Financial Aid Corrective Action Planned: George Mason will implement the following plan of action: - Management will enhance its communications relating to enrollment reporting in the Registrar and Financial Aid Offices. - Implem...

GMU Responsible Contact Person(s): Alethia Shipman, Director, Student Financial Aid Corrective Action Planned: George Mason will implement the following plan of action: - Management will enhance its communications relating to enrollment reporting in the Registrar and Financial Aid Offices. - Implement corrective actions to ensure that the University reports accurate and timely student enrollment status changes to the National Student Loan Data System. - Management will consider implementing a quality control review process to monitor the accuracy of campus and program-level batch submissions, such as implementing regularly scheduled self-audits of NSC data. Estimated Completion Date: 12/31/2025 NSU Responsible Contact Person(s): Carla L. Dailey, Director of Financial Aid Corrective Action Planned: The University has developed detailed procedures to improve reporting to NSLDS. These procedures include reviewing and updating Colleague system processing, designating staff members in both the Registrar and Financial Aid Offices to process, review and resolve reporting issues, and continued monitoring and verification of reports transmitted to NSLDS from the National Student Clearinghouse. Estimated Completion Date: 8/31/2025 NVCC Responsible Contact Person(s): Angelique Robinson, College Registrar Zina Jemison, Associate College Registrar Corrective Action Planned: Step 1: College Registrar (CR) and Associate College Registrar (ACR) will review National Student Loan Data System trainings, documentation, and initiate training sessions with appropriate NSLDS staff to answer any outstanding questions about the system. Step 2: CR and ACR will review important NSLDS deadlines and incorporate lessons learned from the trainings to set the tone for internal deadline processing changes so that the semi-automated graduation process can be performed in a faster manner. The CR and ACR will also determine which additional team members within the College Records Office will assist in the completion of record updating and reporting requirements within NSLDS, outlining the specific tasks that will need to be done by each participating member and the information system queries that will be used for internal auditing purposes. Step 3: CR and ACR will consult with Financial Aid staff to finalize new internal record adjustment processing deadlines to ensure that the changes in procedures are made in a timely manner and in support of Financial Aid processes. Estimated Completion Date: 6/30/2025 ODU Responsible Contact Person(s): Carrie John, University Registrar Corrective Action Planned: The University is taking corrective action to ensure accurate and timely reporting of student enrollment changes to NSLDS. Corrective actions include enhancing procedures, providing additional training, and improving internal reviews. Estimated Completion Date: 6/30/2026 RU Responsible Contact Person(s): Katie Piper, Registrar Corrective Action Planned: The Registrar's Office has met and completed initial planning and timelines to address procedural changes needed to report the loan data timely. Estimated Completion Date: 12/31/2025 UVA Responsible Contact Person(s): Steve Kimata, Associate Vice President for Enrollment and University Registrar Corrective Action Planned: The University will implement additional controls to ensure the accuracy and timeliness of enrollment data reported to NSLDS. This includes working collaboratively with Student Financial Services and Information Technology Services to monitor and report late withdrawals, review and update the information system process for creating enrollment files, and implement a quality control review to check student status change batches for accuracy and timeliness. Estimated Completion Date: 6/30/2025 VSU Responsible Contact Person(s): Nedra Jones, University Registrar Corrective Action Planned: 1) VSU has implemented an automated alert system to notify staff of upcoming reporting deadlines, cross-referenced information system data with the SCHEV Degree Inventory Report, and are actively collaborating with SCHEV to resolve discrepancies. These items are complete. 2) Additionally, VSU is in the process of implementing the following additional corrective actions: A.) A comprehensive review of current enrollment reporting processes; B.) Closer collaboration with VSU third-party service provider to streamline and improve the enrollment reporting; C.) Designating an individual within the Registrar's Office to oversee National Student Clearinghouse (NSC) and NSLDS reporting duties; and D.) establishing a quality control process to include monthly random sample audits of enrollment data. Additionally, VSU will reconcile student addresses between the information system and NSLDS for Federal Direct Loan borrowers. Estimated Completion Date: 12/31/2025

View Audit 345214

Finding 526130 (2024-089)

Significant Deficiency 2024

Commonwealth of Virginia

VA

Internal Control / Segregation of Duties Subrecipient Monitoring Significant Deficiency § 200.303

Responsible Contact Person(s): Sherika Charity, Director of Financial Aid Lisa Boyko, Associate Director of Financial Aid Corrective Action Planned: Step 1: Develop a timeline to review information system Access for college financial aid staff and non-financial aid staff with financial aid access. ...

Responsible Contact Person(s): Sherika Charity, Director of Financial Aid Lisa Boyko, Associate Director of Financial Aid Corrective Action Planned: Step 1: Develop a timeline to review information system Access for college financial aid staff and non-financial aid staff with financial aid access. This will include the Director of Financial Aid and the Associate Director of Financial Aid Information Systems who will set scheduled meetings to conduct periodic reviews of the information system Access each semester using a designated report. Step 2: The Associate Director of Financial Aid Information Systems will create a repository to store the designated reports, which will be accessible by the Director of Financial Aid. Step 3: The Director of Financial Aid and the Associate Director of Financial Aid Information Systems will review access. If changes are needed, the appropriate IT forms will be submitted to have staff members access updated appropriately. Estimated Completion Date: 6/30/2025

View Audit 345214

Corrective Action Plans

Filters