Finding Number 2024-079 Subject Heading (Financial) or AL no. and program name (Federal) 10.565 – Food Distribution Cluster Planned Corrective Action OKDHS agrees that documentation supporting the approval and eligibility of participating CSFP agencies should be consistently completed, reviewed, and...
Finding Number 2024-079 Subject Heading (Financial) or AL no. and program name (Federal) 10.565 – Food Distribution Cluster Planned Corrective Action OKDHS agrees that documentation supporting the approval and eligibility of participating CSFP agencies should be consistently completed, reviewed, and retained. The condition identified by the auditors reflects a documentation and record-retention control weakness. The absence of documentation available for audit does not, by itself, establish that the participating agency was ineligible; however, OKDHS recognizes that sufficient documentation must be maintained to demonstrate compliance with applicable program requirements. To strengthen controls over the onboarding, approval, and ongoing oversight of participating agencies, the Food Distribution Unit is implementing a standardized onboarding process. The process will include a checklist identifying required eligibility and program documentation that must be submitted by the food bank and reviewed by OKDHS as part of the approval process. Required documentation will include, as applicable, the Civil Rights Questionnaire, nonprofit and identifying information, required agreements, and confirmation that appropriate program information and training have been provided. Following review of the required documentation, OKDHS will document its approval of eligible participating agencies and maintain final agreements and supporting documentation within the Food Distribution Unit's program files in accordance with applicable record-retention requirements. OKDHS will also review its agreements and related procedures with its food bank partners to improve consistency in the documentation, retention, and availability of records supporting participating agencies. As part of this effort, OKDHS will work with the food banks to strengthen centralized record-retention practices and clarify responsibilities for maintaining records required by federal and state program requirements. Ongoing monitoring activities will include review of applicable eligibility, agreement, and record-retention documentation. Identified instances of noncompliance will be addressed through corrective action and technical assistance, as appropriate. In addition, OKDHS will provide annual training to food bank partners addressing participating-agency eligibility, record retention, civil rights requirements, and other applicable CSFP and TEFAP program requirements. These actions are intended to strengthen the consistency of the eligibility approval process and provide reasonable assurance that required documentation is complete, appropriately reviewed, retained, and available for subsequent monitoring or audit. Anticipated Completion Date Standardized onboarding checklist: July 30, 2026 Annual training materials: August 30, 2026 Review of food bank greements and centralized recordretention processes: September 30, 2026 Responsible Contact Person Kayla Urtz