RIDOH agrees with the finding and recommendation. RIDOH agrees that redirection of accounting and budgets will require updated contract modifications and subaward forms to ensure proper identification of relevant federal program information, including CFDA number and federal grant name. RIDOH belie...
RIDOH agrees with the finding and recommendation. RIDOH agrees that redirection of accounting and budgets will require updated contract modifications and subaward forms to ensure proper identification of relevant federal program information, including CFDA number and federal grant name. RIDOH believes that the deficiencies occurred due to use of placeholder accounts in contract approval forms for SFY22 when HEZ contract extensions were being prepared at the end of SFY21 for SFY22. Per COVID Governance, a placeholder account number (4875999.02) was created in RIFANS for anticipated additional federal funds (which were not awarded). This placeholder account was used in the COVID Mapping document early in SFY22 and all the contract approval forms had to match the current COVID Mapping document in order to be processed. In addition, the funding sources for SFY22 COVID activities changed frequently as the FEMA 100% reimbursement deadline was extended quarter by quarter through all of SFY22. However, all changes to approved funding for all HEZ contracts should have been appropriately documented in the contract files. RIDOH will take the following steps: ? Memoranda will be written to document the use of placeholder accounts in SFY22 subaward extension approval forms, and all appropriate account numbers and amounts that replaced the placeholder accounts will be documented as approved funding for the subaward purpose. ? Files for SFY23 subawards charged to ELC grants will be reviewed to verify that appropriate funding approval documentation is included. Memoranda will be written to document any funding changes not appropriately captured in subaward approval forms. ? Any placeholder accounts that may have been used for SFY24 subaward amendments will be identified and the list disseminated to all contract managers with instructions to check with COVID Finance leadership to verify the accounts that should be used if a placeholder account was included in any subaward approval paperwork. Assure that appropriate documentation is created and stored if the funding source(s) for any subawards change from the original signed authorization. In the event that funding sources are added, contract modifications shall be issued including applicable Sub-Award forms properly identifying applicable funding sources. Anticipated Completion Date: September 30, 2023 Contact Persons: Alisha Collela, Chief Financial Officer Department of Health alisha.collela@health.ri.gov Dorinda Keene, Deputy CFO/Purchasing Department of Health dorinda.l.keene@health.ri.gov Carla Lundquist, Deputy CFO/Federal Grants Manager Department of Health carla.lundquist@health.ri.gov