D EPARTMEN T OF FINANCE Ci ty of Roanoke 215 Church Avenue, SW Roanoke, VA 240 11 (540) 853-28 24 www.roanok eva.gov CORRECTIVE ACTION PLAN March 29, 2022 The Federal Audit Clearinghouse: The City of Roanoke, Virginia respectfully submits the following corrective action plan for the year ended...
D EPARTMEN T OF FINANCE Ci ty of Roanoke 215 Church Avenue, SW Roanoke, VA 240 11 (540) 853-28 24 www.roanok eva.gov CORRECTIVE ACTION PLAN March 29, 2022 The Federal Audit Clearinghouse: The City of Roanoke, Virginia respectfully submits the following corrective action plan for the year ended June 30, 2022. Name and address of independent public accounting firm: Brown, Edwards & Company, L.L.P. 319 McClanahan St. SW, Roanoke, VA 24014 Audit period: June 30, 2022 The findings from the June 30, 2022 Schedule of Findings and Questioned Costs (the "Schedule") are discussed below. The findings are numbered consistently with the number assigned in the Schedule. FINDINGS - FINANCIAL STATEMENT AUDIT CY - Financial Statement - None CY- Federal Major Program 2022-001: Workforce Investment Opportunitv Cluster #17.258/17.259/17.278, Subrecipient Monitoring Assistance Listing Condition: During our review of subrecipient monitoring, we noted that the City's semi-annual subrecipient monitoring scheduled for February 2022 was not performed. Criteria: According to the City's Program Participant Monitoring Plan, the City is supposed to conduct subrecipient monitoring on a semi-annual basis which should include desk reviews of payroll, disbursements, and other financial items. Cause: Staff turnover, particularly for the role of grant accountant, caused these procedures to be overlooked. Effect: Noncompliance with federal grant requirements with regard to subrecipient monitoring as well as risk of subrecipient misusing funds. Questioned Cost Amount: Not applicable. Perspective Information: Not applicable. Recommendation: We recommend performing subrecipient monitoring in accordance with the City's guidelines and following the procedures laid out in the Program Participant Monitoring Plan. View of Responsible Officials and Planned Corrective Action: Management concurs with the recommendation and will ensure that follow up occurs regarding information provided by business owners. Loss of staff in this accountability area resulted in an inquiry and reviews conducted via electronic means verses a physical. Delivered information was reviewed and acknowledged by Accounting Supervisor, however physical visit did not occur. The Accounting Supervisor and the Accounts Payable Co-coordinator, in the absence of a Grant Accountant, have conducted the first semi-annual visit for FY23. Follow-up information has been received upon request and the final physical review has been scheduled for Spring of 2023. CY - Commonwealth - Auditor of Public Accounts - Fire Program A required audit procedure is to obtain a copy of the locality's completed Annual Report and Disbursement Agreement forms submitted to the Department of Fire Programs for the applicable fiscal year under audit. The procedure includes ensuring that the Annual Report and Disbursement Agreement forms are properly completed in accordance with Fire Programs' requirements and reconciled amounts per the Annual Report to the locality's accounting records. It was noted in the current year that the amount of revenues and expenditures reported to the Department of Fire Programs did not agree to the underlying accounting records. We recommend the Annual Report be reviewed and reconciled to the general ledger before submission. ManagementJs response: Management concurs with the recommendation and wilt ensure that follow up occurs regarding information provided. Employee transition and lack of training resulted in discrepancy. The Fire Program reports were submitted in advance of finalization of the disbursement register. This finding will be duplicated for FY22 report as well. Training has been provided, a procedure has been developed and the Accounting Supervisor is included in review of reporting prior to submission. PY - Financial Statement Audit Adjustments (Significant Deficiency) - Cleared PY - Federal Major Program COVID Business Grants - Cleared PY - Commonwealth - still applicable Disclosure Statements Five of 83 disclosure statements were not filed timely. Management's response: Management concurs with the recommendation and will ensure that follow up occurs regarding information provided. Staffing vacancies resulted in this delay. Training has been provided to new employee and an expectation of this issue being cleared is anticipated for FY23. Highway Maintenance Testing Six of the ten time cards tested contained data that could not be allocated to a specific work order. We recommend all departments use the newly adopted time reporting software to ensure labor is charged to the correct work order. Management concurs with the recommendation and will ensure that follow up occurs regarding information provided. [this testing is one year behind so improvements implemented in FY22 will be reflected in FY23 testing] PY - Commonwealth - no longer applicable Social Services - Special Welfare- Treasurer Reimbursements Social Services - Special Welfare- Unexpended Funds If the Federal Audit Clearinghouse has questions regarding this plan, please call Brent Robertson, Chief Financial Officer at (540) 853-1556. Respectfully submitted, Brent Robertson ACM/Chief Financial Officer