FINDING 2023-008
Finding Subject: Special Education Cluster - Procurement and Suspension and Debarment
Summary of Finding: An effective internal control system, which would include segregation of duties,
was not in place at the School Corporation in order to ensure compliance with requirements relat...
FINDING 2023-008
Finding Subject: Special Education Cluster - Procurement and Suspension and Debarment
Summary of Finding: An effective internal control system, which would include segregation of duties,
was not in place at the School Corporation in order to ensure compliance with requirements related to
the grant agreement and the Procurement and Suspension and Debarment compliance requirement.
Procurement
Federal regulations allow for informal procurement methods when the value of the procurement
for property or services does not exceed the simplified acquisition threshold, which is set at
$250,000 unless a lower, more restrictive threshold is set by a non-Federal entity. As
Indiana Code has set a more restrictive threshold of $150,000, informal procurement methods
are permitted when the value of the procurement does not exceed $150,000. This informal
process allows for methods other than the formal bid process. The informal process is divided
between two methods based on thresholds. Micro-purchases, typically for those purchases
$10,000 or under, and small purchase procedures for those purchases above the micro
purchase threshold, but below the simplified acquisition threshold. Micro-purchases may be
awarded without soliciting competitive price rate quotations. If small purchase procedures are
used, then price or rate quotations must be obtained from an adequate number of qualified
sources.
The School Corporation had not designed or implemented a procurement policy for
the purchases in the audit period. In addition, the school corporation did not award a contract
for a purchase of $75,387.
Suspension and Debarment
Prior to entering into subawards and covered transactions with federal award funds,
recipients are required to verify that such contractors and subrecipients are not suspended,
debarred, or otherwise excluded. "Covered transactions" include, but are not limited to,
contracts for goods and services awarded under a non-procurement transaction (i.e., grant
agreement) that are expected to equal or exceed $25,000. The verification is to be done by
checking the SAMs exclusions, collecting a certification from that vendor, or adding a clause or
condition to the covered transaction with that vendor.
The School Corporation had not designed or implemented internal controls, policies,
or procedures to ensure that vendors were not suspended or debarred prior to entering into a
covered transaction. One covered transaction that equaled or exceeded $25,000 was identified
and selected for testing. Transactions to the vendor totaled $75,387; the School Corporation
did not verify the vendor’s suspension and debarment status prior to payment.
The lack of internal controls and noncompliance were systemic issues throughout the audit
period.
Contact Person Responsible for Corrective Action: Amy K. Sivley
Contact Phone Number and Email Address: 260-563-2151; sivleya@apaches.k12.in.us
INDIANA STATE BOARD OF ACCOUNTS
50
Views of Responsible Officials:
We concur with the finding.
Explanation and Reasons for Disagreement:
n/a
Description of Corrective Action Plan:
Create internal controls (using either SAMS website, certification from vendor, or clause/condition in
contract) to ensure that vendors have been vetted and have not been suspended or debarred. Also
develop processes to ensure that contracts for purchases over $50,000 are approved by the School
Board.
Anticipated Completion Date:
To begin immediately, March 2024