Response and Views of Responsible Officials Management concurs with this finding. Management acknowledges that, during the audit period, the Organization did not maintain federally compliant written procurement procedures that addressed the requirements of Uniform Guidance for procurement transactio...
Response and Views of Responsible Officials Management concurs with this finding. Management acknowledges that, during the audit period, the Organization did not maintain federally compliant written procurement procedures that addressed the requirements of Uniform Guidance for procurement transactions charged to federal awards. While the Organization generally followed purchasing and approval practices, those procedures were not formally documented and did not specifically address federal procurement standards, suspension and debarment verification, or procurement documentation requirements. Since the audit period, the Organization has substantially strengthened its procurement policies and internal controls. The Financial Policies Manual has been revised to include formal procurement procedures, purchasing approval requirements, competitive purchasing expectations, documentation standards, and financial oversight responsibilities. In addition, purchasing responsibilities have been incorporated into the Organization's strengthened internal control structure, including review by the internal bookkeeper, Executive Director, Executive Committee, and Board of Directors, as appropriate. Management also notes that strengthening procurement procedures was identified through the MIECHV monitoring process and was incorporated into the Organization's broader financial management improvements. Management believes these actions substantially improve compliance with federal procurement requirements and reduce the risks identified during the audit. Management has completed the following corrective actions: • Revised and expanded the Financial Policies Manual to include federally compliant procurement procedures and purchasing controls. • Established documented approval thresholds and purchasing authority for procurement transactions. • Implemented procurement documentation requirements, including supporting invoices, approval documentation, and retention of procurement records. • Strengthened internal review of procurement transactions through involvement of the internal bookkeeper, Executive Director, Executive Committee, and Board of Directors, as appropriate. • Incorporated procurement procedures into the Organization's broader system of internal financial controls and oversight. Management will complete the following additional actions: • Develop and implement written procedures for suspension and debarment verification for applicable federally funded purchases, including documentation of SAM.gov verification. • Develop a standardized Federal Procurement Checklist to document procurement method, approvals, required competition, suspension and debarment verification, and supporting documentation for federally funded purchases. • Establish standardized procurement files to ensure all required procurement documentation is maintained in accordance with the Organization's record retention policy. • Provide training to employees responsible for initiating, approving, or documenting procurement transactions charged to federal awards. • Conduct an annual review of procurement policies and procedures to ensure continued compliance with Uniform Guidance and federal grant requirements. Responsible Official: Josie Brittain Anticipated Completion Date: September 30, 2026