Corrective Action Plans

Finding 449960 (2022-013)

Material Weakness 2022

State of Utah

UT

Subrecipient Monitoring Reporting § 200.303

Missing/Untimely Submissions and Errors in FFATA ReportingState Agency: Department of Workforce ServicesFederal Program: Vocational Rehabilitation, Emergency Rental Assistance Program, Low-Income Home Energy Assistance Program, CCDF ClusterThe errors cited by the auditors occurred prior to the corr...

Missing/Untimely Submissions and Errors in FFATA ReportingState Agency: Department of Workforce ServicesFederal Program: Vocational Rehabilitation, Emergency Rental Assistance Program, Low-Income Home Energy Assistance Program, CCDF ClusterThe errors cited by the auditors occurred prior to the corrective actions taken by the Department of Workforce Services for prior year finding 2021-006, as described below, which were fully implemented as of June 30, 2022.The Department centralized the contracts teams and standardized contract processes across the Department. This centralization enabled the contracts team to create and maintain a comprehensive contracts database which contains pertinent data elements for each of the Department?s contracts, including contract execution dates, FFATA applicability, and whether applicable FFATA data has been reported on the FFATA Subaward Reporting System (FSRS). The Department also added certain fields in the contracts database which are being utilized to record when FFATA data is received by the contracts team from subrecipients and when the data is forwarded to finance personnel for entry on FSRS. Capturing these additional data elements allows for the generation of reports from the contracts database to identify any instances where FFATA is applicable but data has not been obtained or reported. These enhancements have improved the ability of finance personnel to reconcile FFATA data collected by the contracts team to the data reported on FSRS and are utilized regularly to review FFATA submissions to ensure timeliness, accuracy and completeness in reporting FFATA data.Contact Person: Nathan Harrison, Finance Director, 801-526-9402Anticipated Correction Date: June 30, 2022

View Audit 313334

Finding 449949 (2022-011)

Significant Deficiency 2022

State of Utah

UT

Reporting Subrecipient Monitoring Matching / Level of Effort / Earmarking § 200.303

Sufficiently-Detailed PIC Meeting Minutes Not MaintainedState Agency: Department of Health and Human ServicesFederal Program: Medicaid ClusterThe Department concurs with this recommendation. The MOU between OIG and DIH/Medicaid and the PIC bylaws define that meeting minutes will be taken with each ...

Sufficiently-Detailed PIC Meeting Minutes Not MaintainedState Agency: Department of Health and Human ServicesFederal Program: Medicaid ClusterThe Department concurs with this recommendation. The MOU between OIG and DIH/Medicaid and the PIC bylaws define that meeting minutes will be taken with each PIC Committee. These meeting minutes will be reviewed at the following PIC Committee meeting and voted on for approval.PIC bylaws specifically state:?To keep written minutes of all Committee meetings, with assistance of staff, including:? Date, time, and place of meeting;? Names of members present, absent, and excused;? Substance of all matters proposed, discussed or decided and a record of votes taken;? Names of all other individuals who appeared and the substance in brief of their testimony;? Any other information that any member requests to be entered in the minutes.?Anticipated Correction Date: June 31, 2023Contact Person: Jennifer Strohecker, Director Division of Integrated Healthcare, jstrohecker@utah.gov

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Finding 449948 (2022-010)

Significant Deficiency 2022

State of Utah

UT

Subrecipient Monitoring Allowable Costs / Cost Principles Reporting

Medical Loss Ratio Report Lacked Two Required ElementsState Agency: Department of Health and Human ServicesFederal Program: Medicaid ClusterThe Department concurs with this recommendation. The Department will ensure that all required elements of the MLR are received by having DHHS staff review elem...

Medical Loss Ratio Report Lacked Two Required ElementsState Agency: Department of Health and Human ServicesFederal Program: Medicaid ClusterThe Department concurs with this recommendation. The Department will ensure that all required elements of the MLR are received by having DHHS staff review elements of the MLR to ensure they are complete.Anticipated Correction Date: January 31, 2023Contact Person: Gregory Trollan, Director, Office of Managed Health Care, gtrollan@utah.gov

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Finding 449947 (2022-009)

Significant Deficiency 2022

State of Utah

UT

Subrecipient Monitoring

Required Audits of MCO Encounter and Financial Data Not ConductedState Agency: Department of Health and Human ServicesFederal Program: Medicaid ClusterThe Department concurs with this recommendation. The Department will coordinate with the Utah OIG to audit these encounters and/or conduct these per...

Required Audits of MCO Encounter and Financial Data Not ConductedState Agency: Department of Health and Human ServicesFederal Program: Medicaid ClusterThe Department concurs with this recommendation. The Department will coordinate with the Utah OIG to audit these encounters and/or conduct these periodic audits with Medicaid staff. The results will be posted on the Utah Medicaid website.Anticipated Correction Date: September 30, 2023Contact Person: Gregory Trollan, Director, Office of Managed Health Care, gtrollan@utah.gov

View Audit 313334

Finding 449946 (2022-008)

Significant Deficiency 2022

State of Utah

UT

Matching / Level of Effort / Earmarking Subrecipient Monitoring § 200.303

Use of Appropriate National Correct Coding Initiative (NCCI) Edit Files Not VerifiedState Agency: Department of Health and Human ServicesFederal Program: Medicaid ClusterThe Department concurs with this recommendation. The Division successfully created and tested a comparison file. The division wil...

Use of Appropriate National Correct Coding Initiative (NCCI) Edit Files Not VerifiedState Agency: Department of Health and Human ServicesFederal Program: Medicaid ClusterThe Department concurs with this recommendation. The Division successfully created and tested a comparison file. The division will continue to work to resolve audit concerns. Implementation in production is set for November 2022.Anticipated Correction Date: November 30, 2022Contact Person: Shandi Adamson, Director, Office of Medicaid Operations, shandiadamson@utah.gov

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Finding 449945 (2022-007)

Significant Deficiency 2022

State of Utah

UT

Eligibility Subrecipient Monitoring

Annual Medicaid Eligibility Reviews Not CompletedState Agency: Department of Health and Human Services; Department of Workforce ServicesFederal Program: Medicaid ClusterDepartment of Health and Human ServicesThe Department concurs with this recommendation. The Department will coordinate with the De...

Annual Medicaid Eligibility Reviews Not CompletedState Agency: Department of Health and Human Services; Department of Workforce ServicesFederal Program: Medicaid ClusterDepartment of Health and Human ServicesThe Department concurs with this recommendation. The Department will coordinate with the Department of Workforce Services (DWS) to whom we have delegated authority to perform eligibility determinations for Medicaid and CHIP and will ensure that DWS properly follows policy sections 721-1.A.1.b.i and COVID-19 Q & A question 10. DWS will train staff on proper use of the asset verification system, as well as remind staff on the review policy. DWS? Performance Review Team will also review a sample of cases to ensure compliance with these policies.Anticipated Correction Date: February 28, 2023Contact Person: Michelle Smith, Assistant Office Director, Office of Eligibility Policy,michellesmith@utah.govDepartment of Workforce ServicesThe Department will coordinate with the Department of Health and Human Services (DHHS) and ensure policy sections 721-1.A.1.b.i and COVID-19 Q & A Question 10 are followed properly. We will train staff on proper use of the asset verification system, as well as remind staff of the review policy.Contact Person: Muris Prses - Assistant Director, Systems and Policy 801-526-9831Anticipated Correction Date: February 2023

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Finding 449935 (2022-015)

Significant Deficiency 2022

State of Utah

UT

Subrecipient Monitoring § 200.332

Subrecipients Not Tracked for Monitoring of Single Audit ReportsState Agency: Department of Workforce ServicesFederal Program: Child Care and Development Block GrantWe have verified that the four omitted subrecipients have been audited as required. Three of the four received a single audit and had ...

Subrecipients Not Tracked for Monitoring of Single Audit ReportsState Agency: Department of Workforce ServicesFederal Program: Child Care and Development Block GrantWe have verified that the four omitted subrecipients have been audited as required. Three of the four received a single audit and had no findings related to subawards provided by DWS. The remaining subrecipient was not required to have a single audit. Queries designed to identify subrecipients have been updated and reviewed to ensure that they include all subrecipients. FINET coding has been created to more specifically identify payments to subrecipients. This coding has simplified the query, which will minimize the risk of errors in the future.Contact Person: Van Christensen, Internal Audit Director, 801-808-0698Anticipated Correction Date: June 30, 2022

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Finding 449934 (2022-014)

Significant Deficiency 2022

State of Utah

UT

Subrecipient Monitoring

Inadequate Monitoring of Child Care Health and Safety InspectionsState Agency: Department of Workforce ServicesFederal Program: Child Care and Development Block GrantThe Department concurs with this recommendation. We agree to properly report the subaward information DHHS Child Care Licensing (CCL)...

Inadequate Monitoring of Child Care Health and Safety InspectionsState Agency: Department of Workforce ServicesFederal Program: Child Care and Development Block GrantThe Department concurs with this recommendation. We agree to properly report the subaward information DHHS Child Care Licensing (CCL) managers review each licensor?s inspection workload monthly, but have not been documenting the results. CCL managers will review the monthly results with each licensor and record summaries of their monthly desk reviews, including any findings in the Utah Performance Management (UPM) system. OCC will amend the contract with DHHS to maintain and follow written protocols to review licensing inspections. OCC will monitor this requirement during the annual contract monitoring.Contact Person: Ann Stockham Mejia, OCC Child Care Subsidy Program Manager, (385) 315-2376Anticipated Correction Date: February 1, 2023

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Finding 449879 (2022-005)

Significant Deficiency 2022

State of Utah

UT

Subrecipient Monitoring Matching / Level of Effort / Earmarking Cash Management § 200.305

Federal Funds Received Were Not Disbursed or Refunded Within Required TimeframeState Agency: Utah State UniversityFederal Program: Student Financial Assistance ClusterUtah State University will change its process for requesting federal funds in advance. The Controller?s Office will down less than t...

Federal Funds Received Were Not Disbursed or Refunded Within Required TimeframeState Agency: Utah State UniversityFederal Program: Student Financial Assistance ClusterUtah State University will change its process for requesting federal funds in advance. The Controller?s Office will down less than the full amount of the estimated financial aid disbursement amounts to be issued to students, as calculated by the University?s Financial Aid Office at the first of each semester.The Controller's Office personnel will then review federal financial aid disbursements within three days of receiving the advance draw in order to return any undisbursed funds to the Department of Education within the required timeframe. Federal financial aid funds will then be drawn down on an on-going basis as additional federal financial aid funds are disbursed to students during the semester.Contact Person: Jennifer Jenkins, Manager of Sponsored Programs Accounting, 435-797-1077Completion date: October 31, 2022

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Finding 449792 (2022-019)

Material Weakness 2022

State of Utah

UT

Questioned Costs Eligibility Subrecipient Monitoring

Missing Documentation for Emergency Rental Assistance PaymentsState Agency: Department of Workforce ServicesFederal Program: Emergency Rental AssistanceA new process with updated procedures was implemented in March of 2022. This included adding two additional quality control analysts. We anticipat...

Missing Documentation for Emergency Rental Assistance PaymentsState Agency: Department of Workforce ServicesFederal Program: Emergency Rental AssistanceA new process with updated procedures was implemented in March of 2022. This included adding two additional quality control analysts. We anticipate the program ending spring of 2023 based on remaining funds and current spend rate. For the next 4-6 months, monthly quality control reviews and training will occur with supervisors and staff.Contact Person: Lyle Ward, ERA Program ManagerAnticipated Correction Date: November 30, 2022

View Audit 313334 Questioned Costs: $1

Finding 449778 (2022-025)

Significant Deficiency 2022

State of Utah

UT

Subrecipient Monitoring § 200.332

CRF Subrecipient Single Audit Report Reviews Not OccurringState Agency: Governor?s Office of Planning and BudgetFederal Program: Coronavirus Relief FundGOPB has updated its policies and procedures to ensure notification is given to all awarded subrecipients to be compliant with 2 CFR 200.332(d) and...

CRF Subrecipient Single Audit Report Reviews Not OccurringState Agency: Governor?s Office of Planning and BudgetFederal Program: Coronavirus Relief FundGOPB has updated its policies and procedures to ensure notification is given to all awarded subrecipients to be compliant with 2 CFR 200.332(d) and the $750,000 annual spending threshold. GOPB will annually perform a review of subrecipients and verify that entities likely exceeding the federal funds expenditure threshold have completed and submitted a single audit report published on the Federal Audit Clearinghouse website. Any entity needing a single audit that can not be located on the website will be notified of their lack of compliance. Additionally, each year a sample of CRF subrecipients single audits will be reviewed for noncompliance.Contact Person: Duncan Evans, Senior Managing Director of Budget and Operations, 801-538-1592Anticipated Correction Date: April 30, 2023

View Audit 313334

Finding 449777 (2022-024)

Significant Deficiency 2022

State of Utah

UT

Reporting Subrecipient Monitoring Cash Management

Underlying Accounting Data Does Not Support Coronavirus Relief Fund Quarterly ReportsState Agency: Governor?s Office of Planning and BudgetFederal Program: Coronavirus Relief FundGOPB will continue to review its master CRF expenditure file and reconcile all reported CRF expenditures to FINET transa...

Underlying Accounting Data Does Not Support Coronavirus Relief Fund Quarterly ReportsState Agency: Governor?s Office of Planning and BudgetFederal Program: Coronavirus Relief FundGOPB will continue to review its master CRF expenditure file and reconcile all reported CRF expenditures to FINET transactions. The reconciliation will account for original expenditure transactions, CRF expenditures that are booked when agencies are reimbursed for eligible transactions, and FEMA reimbursements for expenditures charged to the CRF.Contact Person: Duncan Evans, Senior Managing Director of Budget and Operations, 801-538-1592Anticipated Correction Date: April 10, 2023

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Finding 449776 (2022-023)

Significant Deficiency 2022

State of Utah

UT

Questioned Costs Subrecipient Monitoring Allowable Costs / Cost Principles

Improper Spending and Monitoring of Coronavirus Relief Fund ActivityState Agency: Governor?s Office of Planning and BudgetFederal Program: Coronavirus Relief FundGOPB will formally document eligibility for Thrive 125 grants and the state?s COVID-19 response dashboard to prepare the state for futur...

Improper Spending and Monitoring of Coronavirus Relief Fund ActivityState Agency: Governor?s Office of Planning and BudgetFederal Program: Coronavirus Relief FundGOPB will formally document eligibility for Thrive 125 grants and the state?s COVID-19 response dashboard to prepare the state for future reviews by the Department of the Treasury. While closing out the CARES Act CRF grant, GOPB will review expenses allocated for liability insurance to determine if any additional costs should be adjusted to not be charged to the CRF or document if they are appropriately charged as direct costs.Contact Person: Duncan Evans, Senior Managing Director of Budget and Operations, 801-538-1592Anticipated Correction Date: April 10, 2023

View Audit 313334 Questioned Costs: $1

Finding 449775 (2022-026)

Significant Deficiency 2022

State of Utah

UT

Subrecipient Monitoring § 200.303 § 200.332

Go Utah Did Not Implement Internal Controls for Subrecipient Monitoring RequirementsState Agency: Go UtahFederal Program: Coronavirus State and Local Fiscal Recovery Fundsa. ?Gain an understanding of subrecipient requirements and establish internal controls to ensure compliance with these requirem...

Go Utah Did Not Implement Internal Controls for Subrecipient Monitoring RequirementsState Agency: Go UtahFederal Program: Coronavirus State and Local Fiscal Recovery Fundsa. ?Gain an understanding of subrecipient requirements and establish internal controls to ensure compliance with these requirements;?In order to achieve a sufficient internal control environment, additional controls are needed at both the agency and state levels. Therefore, the Economic Opportunity Office will work with the Governor?s Office of Planning and Budget to create internal controls that, in addition to the ones already in place, create an environment that ensures compliance with federal requirements.b. ?Communicate all required federal award information to sub-recipients.?The Economic Opportunity Office will work with the Attorney General?s Office to include all required federal award information with the sub-recipient?s granting contracts.Contact Person: Kamron Dalton, Managing Director of Operations (COO), 801-538-8677Anticipated Correction Date: July 1, 2023

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Finding 449774 (2022-022)

Significant Deficiency 2022

State of Utah

UT

Questioned Costs Procurement, Suspension & Debarment Subrecipient Monitoring § 200.303 § 200.327

Suspension and Debarment Not Verified Prior to Awarding ContractsState Agency: Governor?s Office of Planning and BudgetFederal Program: Coronavirus State and Local Fiscal Recovery FundsGOPB will review its September 2022 guidance on requirements for SLFRF agreements and reissue the document to rem...

Suspension and Debarment Not Verified Prior to Awarding ContractsState Agency: Governor?s Office of Planning and BudgetFederal Program: Coronavirus State and Local Fiscal Recovery FundsGOPB will review its September 2022 guidance on requirements for SLFRF agreements and reissue the document to remind agencies of the need to perform timely suspension and debarment checks. GOPB will also provide training to agencies and remind them to include a suspension and debarment clause in contract agreements. GOPB will update the reference guide for agencies with standardized language about suspension and debarment checks to be used in new agreements. GOPB will include this review in its regular monitoring activities and sample contract agreements to verify inclusion of the appropriate contractual provisions.Contact Person: Darcy Jaimez, Fiscal Grant Manager, 385-377-3373Anticipated Correction Date: April 30, 2023

View Audit 313334 Questioned Costs: $1

Finding 449773 (2022-021)

Significant Deficiency 2022

State of Utah

UT

Questioned Costs Subrecipient Monitoring Internal Control / Segregation of Duties

Improper Controls and Monitoring of State and Local Fiscal Recovery Funds ActivityState Agency: Governor?s Office of Planning and BudgetFederal Program: Coronavirus State and Local Fiscal Recovery FundsGOPB will work with all agencies managing SLFRF projects to verify that adequate internal contro...

Improper Controls and Monitoring of State and Local Fiscal Recovery Funds ActivityState Agency: Governor?s Office of Planning and BudgetFederal Program: Coronavirus State and Local Fiscal Recovery FundsGOPB will work with all agencies managing SLFRF projects to verify that adequate internal controls have been established to reduce the risk of errors and noncompliance. GOPB will provide a reference guide to agencies to help them develop and implement proper controls over allowable activities and costs. GOPB will update its policies and procedures to sample agency compliance, with a greater focus on agencies that have less experience administering federal funds.To correct the $15.00 of questioned costs made by the courts, GOPB will work with the courts to charge the questoned amount to a different funding source.Contact Person: Duncan Evans, Senior Managing Director of Budget and Operations,801-538-1592Anticipated Correction Date: April 30, 2023

View Audit 313334 Questioned Costs: $1

Finding 449772 (2022-020)

Material Weakness 2022

State of Utah

UT

Internal Control / Segregation of Duties Subrecipient Monitoring Reporting

GOPB Overestimated Calculation for Revenue Loss Due to the PandemicState Agency: Governor?s Office of Planning and BudgetFederal Program: Coronavirus State and Local Fiscal Recovery FundsNow that better financial data is available, GOPB will recalculate the total revenue lost. Differences between th...

GOPB Overestimated Calculation for Revenue Loss Due to the PandemicState Agency: Governor?s Office of Planning and BudgetFederal Program: Coronavirus State and Local Fiscal Recovery FundsNow that better financial data is available, GOPB will recalculate the total revenue lost. Differences between the auditor?s revenue loss calculation and GOPB?s new revenue loss number will be reviewed using the Treasury Department?s guidance. GOPB will again solicit input from experienced personnel from the Division of Finance and institutions of higher education. GOPB will request clarification from the Treasury Department on the treatment of unique revenue types that are not clearly addressed in the final rule and frequently asked questions. Where possible, GOPB will utilize official fiscal year financial reports to verify the reasonableness of calendar year revenue, which is not reported in official financial reports.Before finalizing and reporting the updated revenue loss total, GOPB will share the calculation with the Division of Finance for concurrence. The revised revenue loss calculation will be reported to the Treasury Department in the next scheduled report due on April 30, 2023.After finalizing the calendar year 2020 revenue loss calculation, GOPB will review SLFR budgets, obligations, and expenditures to ensure they do not exceed the allowable amount that can be allocated for the reported category of provision of government services. GOPB will revise budgets, project categories, compliance policies and procedures, and reporting, as necessary.Contact Person: Duncan Evans, Senior Managing Director of Budget and Operations, 801-538-1592Anticipated Correction Date: April 30, 2023

View Audit 313334

Finding 449771 (2022-018)

Significant Deficiency 2022

State of Utah

UT

Subrecipient Monitoring Eligibility

Initial Eligibility Determination Not Documented for 3 SubrecipientsState Agency: Commission on Criminal and Juvenile JusticeFederal Program: Crime Victim AssistanceUOVC management will review standard policy and procedures with its Grant Management Team to provide training and make any necessary ad...

Initial Eligibility Determination Not Documented for 3 SubrecipientsState Agency: Commission on Criminal and Juvenile JusticeFederal Program: Crime Victim AssistanceUOVC management will review standard policy and procedures with its Grant Management Team to provide training and make any necessary adjustments to ensure compliance with subrecipient eligibility determinations. The UOVC Grant Management Team, in alliance with the Federal Fund Financial Manager, will meet to discuss and determine a review process to ensure compliance of documentation.Contact Person: Tallie Viteri, UOVC Asst. Director, Assistance Grant Program Mgr., 801-300-6605Dale Oyler, UOVC VOCA Program Manager, 801-333-3521Moriah Pease, UOVC VAWA & SASP Program Manager, 801-793-8264Anticipated Correction Date: June 30, 2023 (New Grant Awards will take place July 2023)

View Audit 313334

Finding 449770 (2022-017)

Significant Deficiency 2022

State of Utah

UT

Reporting Subrecipient Monitoring

Three SF-425 Quarterly Reports Not Reviewed for Accuracy Prior to SubmissionState Agency: Commission on Criminal and Juvenile JusticeFederal Program: Crime Victim AssistanceFinancial Manager perform an independent review on all the SF-425 reports to ensure the information agrees to accounting record...

Three SF-425 Quarterly Reports Not Reviewed for Accuracy Prior to SubmissionState Agency: Commission on Criminal and Juvenile JusticeFederal Program: Crime Victim AssistanceFinancial Manager perform an independent review on all the SF-425 reports to ensure the information agrees to accounting records. This will include supporting documentation from FINET and any worksheets used to help with calculations to ensure accuracy in correcting this finding.Contact Person: Mark Petersen, UOVC Financial Manager, 801-793-8264Connie Wettlaufer, UOVC Admin. Asst., 801-238-2371Madi Radcliff, UOVC Prog. Support Specialist, 801-238-2370Gary Scheller, UOVC Director, 801-277-9375Anticipated Correction Date: November 1, 2022

View Audit 313334

Finding 449769 (2022-016)

Significant Deficiency 2022

State of Utah

UT

Questioned Costs Subrecipient Monitoring Reporting § 200.303

FFATA Award Information Not Submitted for UOVC?s 2020 Award & Inaccurate Information Submitted for 5 of UOVC?s 2019 SubawardsState Agency: Commission on Criminal and Juvenile JusticeFederal Program: Crime Victim AssistanceUOVC will follow the Audit recommendation by entering the final award informat...

FFATA Award Information Not Submitted for UOVC?s 2020 Award & Inaccurate Information Submitted for 5 of UOVC?s 2019 SubawardsState Agency: Commission on Criminal and Juvenile JusticeFederal Program: Crime Victim AssistanceUOVC will follow the Audit recommendation by entering the final award information into the FSRS website rather than preliminary information. This will be done timely and according to policy. The UOVC Grant Management Team, in alliance with the Federal Fund Financial Manager, will meet to discuss and determine the best way to implement a review process to ensure compliance and accuracy in correcting this audit finding.Contact Person: Tallie Viteri, UOVC Asst. Director, Assistance Grant Program Mgr., 801-300-6605Gary Scheller, UOVC Director, 801-227-9375Mark Peterson, UOVC Financial Manager II, 801-793-8264Anticipated Correction Date: June 30, 2023 (New Grant awards will take place July 2023)

View Audit 313334 Questioned Costs: $1

Finding 449768 (2022-004)

Material Weakness 2022

State of Utah

UT

Questioned Costs Subrecipient Monitoring Equipment & Real Property Management § 200.303

Food Commodity Shipments, Disbursements, and Inventory Not TrackedState Agency: Utah State Board of EducationFederal Program: Emergency Food Assistance Program (Food Commodities)?State agencies, sub distributing agencies, and eligible recipient agencies must maintain records to document the receipt...

Food Commodity Shipments, Disbursements, and Inventory Not TrackedState Agency: Utah State Board of EducationFederal Program: Emergency Food Assistance Program (Food Commodities)?State agencies, sub distributing agencies, and eligible recipient agencies must maintain records to document the receipt, disposal, and inventory of commodities received under this part that they, in turn, distribute to eligible recipient agencies. (7 CFR 251.10(a)(1)? Therefore, as the distributing agency, the USBE Child Nutrition Program (CNP), shares responsibility for accountability of commodities the state of Utah receives as part of The Emergency Food Assistance Program (TEFAP) with the Utah Food Bank (UFB)?the sub distributing agency. The collaborative relationship between CNP and UFB, and maintenance of sufficient records, resulted in resolution of the initial differences calculated as part of the audit.As required by 7 CFR 251.10(e), CNP monitors the operation of TEFAP, including performance of required annual reviews of recipients, and of physical inventory. In addition to the monitoring procedures currently in place, CNP will enact a policy to reconcile book inventories of donated foods at least annually as required by 7 CFR 250.12(b).Contact Person(s):Michelle Martin, USBE Program Development Coordinator, 801-538-7687Melissa Cowder, USBE Food Distribution Specialist, 801-538-7697Anticipated Correction Date: USBE will develop a policy by September 30, 2022, that will outline procedures to reconcile book inventories of donated foods annually. Reconciliation will be based on the federal fiscal year.

View Audit 313334 Questioned Costs: $1

Finding 449756 (2022-001)

Material Weakness 2022

City of Long Beach

CA

Questioned Costs Subrecipient Monitoring Matching / Level of Effort / Earmarking

Program: HOME Investment Partnership Program (HOME)Finding: 2022-001Contact Person: April ApodacaFinancial Services OfficerDevelopment Services DepartmentPhone: (562) 570-6611Email: april.apodaca@longbeach.govPlanned Actions:The Development Services Department (Department) will securely file all...

Program: HOME Investment Partnership Program (HOME)Finding: 2022-001Contact Person: April ApodacaFinancial Services OfficerDevelopment Services DepartmentPhone: (562) 570-6611Email: april.apodaca@longbeach.govPlanned Actions:The Development Services Department (Department) will securely file all HOME monitoring documents and ensure it is accessible to multiple staff. As of June 27, 2023, thirteen of the fifteen non-compliant samples have been secured and communication has been sent to retrieve the remaining two from the developers. The final two samples are due on July 21, 2023, and we fully expect to show compliance documentation by that date. If the documents are not received by the due date, the Department will continue to communicate with the developers by telephone, mail, and email to provide second and third notices. If no response is submitted by the third notice (August 7, 2023) the Department will escalate the matter to the City Attorney?s Office to formally begin taking action for non-compliance

View Audit 313326 Questioned Costs: $1

Finding 449498 (2022-005)

Significant Deficiency 2022

Baltimore County, Maryland

MD

Subrecipient Monitoring Reporting Significant Deficiency § 200.303

2022-005 COVID-19-Coronavirus State and Local Fiscal Recovery Funds ? Assistance Listing No. 21.027Recommendation: We recommend that management review their policies and procedures to ensure that all monthly and quarterly reports are submitted timely, and the supporting documentation used to prepare...

2022-005 COVID-19-Coronavirus State and Local Fiscal Recovery Funds ? Assistance Listing No. 21.027Recommendation: We recommend that management review their policies and procedures to ensure that all monthly and quarterly reports are submitted timely, and the supporting documentation used to prepare the reports are retained for audit purposes.Explanation of disagreement with audit finding: There is no disagreement with the audit finding.Action taken in response to finding: The Office of Budget and Finance in conjunction with the Executive?s office of Government Reform and Strategic Initiative have partnered to establish best practice procedures surrounding the compilation, review and approval of the Coronavirus State and Local Fiscal Recovery Reporting to ensure reports are reviewed for accuracy, approved and submitted timely.Name(s) of the contact person(s) responsible for corrective action: Elisabeth Sachs and Rebecca LangPlanned completion date for corrective action plan: 4/1/2023

View Audit 313273

Finding 449481 (2022-002)

Material Weakness 2022

Baltimore County, Maryland

MD

Subrecipient Monitoring HUD Housing Programs Material Weakness

2022-002 CDBG Entitlement Grant Cluster ? Assistance Listing No. 14.218Recommendation: We recommend the County develop internal controls and procedures to ensure that FFATA reporting requirements are met. We further recommend the County develop controls and procedures to ensure that all required sub...

2022-002 CDBG Entitlement Grant Cluster ? Assistance Listing No. 14.218Recommendation: We recommend the County develop internal controls and procedures to ensure that FFATA reporting requirements are met. We further recommend the County develop controls and procedures to ensure that all required subawards are reported accurately and timely to FSRS no later than the end of the month following the month of issuance. We also recommend the County develop internal controls and procedures to ensure the PR29-Cash on Hand reporting requirements are met.Explanation of disagreement with audit finding: There is no disagreement with the audit finding.Action taken in response to finding: Due to the volume of the work involved to deploy millions of dollars to mitigate the adverse effect of Covid19 on housing stability we have missed and yet to file the requirement of FFTA reporting. DHCD intend to have these requirements remedied and corrected..Name(s) of the contact person(s) responsible for corrective action: Amir AssadiPlanned completion date for corrective action plan: 6/30/2024

View Audit 313273

Finding 447682 (2022-001)

Significant Deficiency 2022

Town of Rutland, Massachusetts

MA

Subrecipient Monitoring Allowable Costs / Cost Principles Cash Management

September 14, 2023This is a corrective action plan in response to the audit finding on our FY2022 Single Audit (2022-001) provided to the Town of Rutland on 8/29/2023.Planned Corrective ActionDuring FY2022 and FY2023 there were significant changes to staffing in the Town Administrator and Town Accou...

September 14, 2023This is a corrective action plan in response to the audit finding on our FY2022 Single Audit (2022-001) provided to the Town of Rutland on 8/29/2023.Planned Corrective ActionDuring FY2022 and FY2023 there were significant changes to staffing in the Town Administrator and Town Accountants offices. The project to create formalized written policies and procedures that are required under the Uniform Guidance was not completed. The Town has draft policy and procedures established that will be adopted by the Board of Selectmen and will be implemented for fiscal year 2024.Contact person and Completion dateThe Town Administrators office will be facilitating the implementation of the new policy and procedures that will bring us into compliance with the Uniform Guidance for FY2024. The contact information for his office is as follows:Austin Cyganiewicz, Town Admin. ? acyganiewicz@townofrutland.org 508-886-4100 ext. 1000Tomeca Murphy, Executive Asst to TA & BOS ? tmurphy@townofrutland.org 508-886-4100 ext. 2001

View Audit 313217

Corrective Action Plans

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