Corrective Action Plans

The Capital District YMCA will develop and implement a written procurement policy in accordance with 2 CFR Section 200.318 and have it in place by July 31, 2025. The SVP/CFO Mary Maziejka will be responsible for development and implementation of the policy.

2024 -002 Documentation of Procurement History Corrective Action Plan: The Standard Operating Procedures currently outlines procurement based on Uniform Guidance. Additional procedures will be implemented to ensure compliance with the policy. An internal Procurement Checklist and Pre-Award Review Form prepared by the Chief Operating Officer will be implemented to ensure compliance is documented before federal funds are expended. That document will be reviewed and approved by the President / CEO. All procurements over the simplified acquisition threshold will be reviewed by the Chief Operating Officer for compliance before a purchase order is issued or a quote is approved. All vendors solicited for proposal on procurements over the simplified acquisition threshold will be discussed during board meetings and documented in board meeting minutes. Personnel Responsible for Corrective Action: Alison Elder, CFO Anticipated Completion Date: May 2025

Student Financial Assistance Cluster ? CFDA No. 84.268 Recommendation: We recommend the University ensure a process is put in place to maintain appropriate supporting documentation as evidence that the University?s procurement, suspension and debarment policies were followed. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: The Procurement Department will offer training and reference materials to each Spend Coordinator and Grant personnel in Advancement and Accounting personnel regarding University Policy on Federal Awards. This will ensure that policy is understood and adhered to at the Department level. Communication of this training and the related policy will be sent to each Dean and the Provost. Deans will be requested to disseminate the policy and processes to Department Chairs and faculty. Internal procedures for reviewing new vendors will now include an assessment whether the purchase is grant related. The identification of a request for a purchase order for a federal grant will ensure that Procurement personnel can research, determine and document that the vendor has not been suspended or debarred. This will be documented and saved electronically. Additionally, this review process will enable Procurement personnel to advise the respective departments of adherence to the University Policy and federal regulations. In the instance where a purchase exceeds $10,000, Procurement personnel will be responsible for requesting and retaining the bidding documents from the departments. These documents will be filed electronically. Name(s) of the contact person(s) responsible for corrective action: Kyle Chapla, Director Financial Planning & Analysis and Derek Smith, Sr. Specialist, Procurement Planned completion date for corrective action plan: April 28, 2023