January 8, 2024
To whom it may concern:
Southeast Conference (SEC) respectfully submits the following corrective action plan for the fiscal year ending 6/30/23. Our independent single federal audit was performed by Mertz, CPA & Advisor, 3140 Nowell Ave. Juneau, AK 99801. The following finding was...
January 8, 2024
To whom it may concern:
Southeast Conference (SEC) respectfully submits the following corrective action plan for the fiscal year ending 6/30/23. Our independent single federal audit was performed by Mertz, CPA & Advisor, 3140 Nowell Ave. Juneau, AK 99801. The following finding was discovered, and a corrective plan has been implemented:
Finding number: ALN Title:
ALN Number: Federal Award Year: Type of Finding:
23-0001 reporting
Economic Adjustment Assistance (EDA BBB) 11.307
October 1, 2022, through September 30,2023 Deficiency in Internal Control and Noncompliance
Condition and Context:
This was the first year that SEC needed to implement the reporting requirement to the Federal Funding Accountability and Transparency Act (FFATA) Subaward Reporting System {FSRS) for its subawards as required by FFATA guidance. SEC did not make timely, accurate reports as required. While this did not in any way compromise federal dollars, SEC has committed to the following corrective action plan and will continue its rigorous oversight of its 13 subaward recipients.
Corrective Action:
SEC will review and assess all federal grant award agreements, the reporting requirements, and guidelines to follow for each. SEC has hired additional staff and delegated to them the role of reporting requirements for SEC upon completion of the assessment. Those reporting requirements include the following:
• Send monthly reminders to all project managers for all new / updated contracts or sub award agreements signed to be sent out 5 days prior to the end of each month.
• Compile all data received from project managers and record in tracking spreadsheets for each specific grant by the 5th of the following month.
ARDOR
• Send cover sheet and all contracts or sub awards signed in the previous month to SEC's Chief Financial Officer (CFO) for FFATA reporting by the 7th of every month.
• Train finance staff for FFATA reporting and compliance guidelines, completed by 1/31/24.
• Engage in semiannual compliance reviews with an experienced federal audit consultant.
In addition to the FFATA reporting, the executive assistant will also review with the CFO all reporting requirements for all grants and contracts whether they are monthly, quarterly, semiannually, or annually. Once this review and assessment is completed, the executive assistant will develop an internal reporting calendar and execute the following:
• Regular reminders based on reporting requirements to all project managers and the finance staff for all related progress and financial reporting.
• Follow up with project managers and finance staff 10 days prior to the deadline to ensure all reporting has been completed.
Anticipated Completion Dates:
• Grant award review 1/15/24
• Development of compliance corrective action 1/20/24
• Implementation of compliance reporting 1/20/24
• Finance staff training FFATA 1/31/24
• Additional BBB finance technician training 2/05/24
Responsible individual: Robert Venables, Executive Director.
SEC and their contracted CFO have discussed the corrective action plan and are working cooperatively to ensure that all deadlines are met for compliance and training.
Thank you,
Robert Venables Executive Director