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Finding 484213 (2023-024)
Significant Deficiency 2023
ALN: 84.007, 84.033, 84.038, 84.063, 84.268, 84.379, 93.342, Corrective Action Plan: Internal Controls - Incentive Compensation - UM - The University of Montana - Missoula (UM) plans to amend its human resource policy on staff compensation to incorporate the provisions of the United States Departm...
ALN: 84.007, 84.033, 84.038, 84.063, 84.268, 84.379, 93.342, Corrective Action Plan: Internal Controls - Incentive Compensation - UM - The University of Montana - Missoula (UM) plans to amend its human resource policy on staff compensation to incorporate the provisions of the United States Department of Education incentive compensation regulation. Person(s) Responsible for Corrective Measures: Jay Stephens, Vice President for People and Culture, University of Montana - Missoula, Target Date: 08/30/2024
ALN: 84.007, 84.033, 84.038, 84.063, 84.268, 84.379, 93.342, Corrective Action Plan: Internal Controls and Compliance - GLBA Requirements - UM - The University of Montana - Missoula (UM) has implemented and will continue to implement internal controls to comply with the Gramm-Leach-Bliley Act (GLB...
ALN: 84.007, 84.033, 84.038, 84.063, 84.268, 84.379, 93.342, Corrective Action Plan: Internal Controls and Compliance - GLBA Requirements - UM - The University of Montana - Missoula (UM) has implemented and will continue to implement internal controls to comply with the Gramm-Leach-Bliley Act (GLBA) requirements. The Information Technology department will collaborate with the Financial Aid Data Stewards to conduct an inventory of financial aid data. Person(s) Responsible for Corrective Measures: Jonathan Neff, Chief Information Security Officer, University of Montana - Missoula, Target Date: 12/31/2024
ALN: 84.007, 84.033, 84.038, 84.063, 84.268, 84.379, 93.342, Corrective Action Plan: Internal Controls and Compliance - FISAP Reporting - UM - The University of Montana - Western, Montana Technological University, and Helena College have implemented their remediation plans for supporting documenta...
ALN: 84.007, 84.033, 84.038, 84.063, 84.268, 84.379, 93.342, Corrective Action Plan: Internal Controls and Compliance - FISAP Reporting - UM - The University of Montana - Western, Montana Technological University, and Helena College have implemented their remediation plans for supporting documentation for each year of the Fiscal Operations Report and Application to Participate (FISAP) reporting as noted in the prior audit. Additionally, University of Montana - Western has trained its business services staff to process and document the information for future reporting; Montana Technological University conducts a third review of each FISAP; and Helena College reconciles additional accounting reports for quality assurance. Person(s) Responsible for Corrective Measures: Shauna Savage, Financial Aid Director, Montana Technological University Louise Driver, Financial Aid Director, University of Montana - Western Valerie Curtin, Financial Aid Director, Helena College, Target Date: Completed
ALN: 84.007, 84.033, 84.038, 84.063, 84.268, 84.379, 93.342, Corrective Action Plan: Internal Controls and Compliance - COA - UM - The University of Montana - Missoula, University of Montana - Western, and Helena College have implemented their remediation plan as noted in the prior audit, and will...
ALN: 84.007, 84.033, 84.038, 84.063, 84.268, 84.379, 93.342, Corrective Action Plan: Internal Controls and Compliance - COA - UM - The University of Montana - Missoula, University of Montana - Western, and Helena College have implemented their remediation plan as noted in the prior audit, and will continue to implement internal controls to ensure the Cost of Attendance (COA) calculations are fully documented and supported. Beginning with the 2022-2023 academic year, UM Western has implemented a new process for maintaining thorough documentation to support COA calculations in which the Director of Financial Aid has taken responsibility. Person(s) Responsible for Corrective Measures: Ginger Lowry, Interim Financial Aid Director, University of Montana - Missoula Louise Driver, Financial Aid Director, University of Montana - Western Valerie Curtin, Financial Aid Director, Helena College, Target Date: Completed
ALN: 84.007, 84.033, 84.038, 84.063, 84.268, 84.379, 93.342, Corrective Action Plan: Internal Controls and Compliance - Enrollment Reporting - UM - The University of Montana - Missoula has implemented the remediation plan from the prior audit. Additional controls have also been implemented and an ...
ALN: 84.007, 84.033, 84.038, 84.063, 84.268, 84.379, 93.342, Corrective Action Plan: Internal Controls and Compliance - Enrollment Reporting - UM - The University of Montana - Missoula has implemented the remediation plan from the prior audit. Additional controls have also been implemented and an Academic Program Manager, with a firm grasp on the accreditation standards surrounding code changes, was hired in early summer 2023. Person(s) Responsible for Corrective Measures: Maria Managold, Registrar, University of Montana - Missoula, Target Date: Completed
ALN: 84.007, 84.033, 84.038, 84.063, 84.268, 84.379, 93.342, Corrective Action Plan: Internal Controls and Compliance - Student Financial Assistance Returns - UM - The University of Montana - Missoula and the University of Montana - Western implemented their remediation plans from the prior audit...
ALN: 84.007, 84.033, 84.038, 84.063, 84.268, 84.379, 93.342, Corrective Action Plan: Internal Controls and Compliance - Student Financial Assistance Returns - UM - The University of Montana - Missoula and the University of Montana - Western implemented their remediation plans from the prior audit. Additional controls have been implemented, including the creation of a template guide, documentation of each calculation, and an additional review, to ensure accurate calculations and timely return of unearned Title IV aid. Person(s) Responsible for Corrective Measures: Ginger Lowry, Financial Aid Director, University of Montana - Missoula Louise Driver, Financial Aid Director, University of Montana - Western, Target Date: Completed
ALN: 84.027, 84.173, Corrective Action Plan: Inadequate Controls and Documentation - State Maintenance of Effort - OPI - The Montana Office of Public Instruction has implemented internal controls for this process. In the 2024 school year, the OPI had multiple reviews on these allocations, includi...
ALN: 84.027, 84.173, Corrective Action Plan: Inadequate Controls and Documentation - State Maintenance of Effort - OPI - The Montana Office of Public Instruction has implemented internal controls for this process. In the 2024 school year, the OPI had multiple reviews on these allocations, including by the Office of Special Education Programs (OSEP) and a funded national technical assistance center, the Center for Individuals with Disabilities Education Act (IDEA) Fiscal Reporting (CIFR). For the 2025/2026 school year, the Data Operations team will complete the special education allocations and submit the allocations to the IDEA Fiscal Manager for review. The IDEA Fiscal Manager will complete the ten percent increase or decrease in overall validated allocations and submit to the Special Education Director for review and sign off. Person(s) Responsible for Corrective Measures: April Grady, Chief Financial Officer, Montana Office of Public Instruction, Target Date: 08/30/2024
ALN: 84.027, 84.173, Corrective Action Plan: Special Education Allocation Errors - OPI - The Montana Office of Public Instruction is implementing a new software application for allocations. Until the application is in place, the current Excel allocation spreadsheet is being reviewed by program and...
ALN: 84.027, 84.173, Corrective Action Plan: Special Education Allocation Errors - OPI - The Montana Office of Public Instruction is implementing a new software application for allocations. Until the application is in place, the current Excel allocation spreadsheet is being reviewed by program and financial unit staff, who will confirm the accuracy of the data and formulas. Person(s) Responsible for Corrective Measures: April Grady, Chief Financial Officer, Montana Office of Public Instruction, Target Date: 07/01/2025
ALN: 10.551, 10.561, Corrective Action Plan: SOC Not Obtained and Reviewed - SNAP - DPHHS - The Montana Department of Public Health and Human Services made numerous unsuccessful attempts to obtain the Service Organization Controls (SOC) report from its vendor. The report had been difficult to obta...
ALN: 10.551, 10.561, Corrective Action Plan: SOC Not Obtained and Reviewed - SNAP - DPHHS - The Montana Department of Public Health and Human Services made numerous unsuccessful attempts to obtain the Service Organization Controls (SOC) report from its vendor. The report had been difficult to obtain since the vendor was acquired by another company. It is important to the department to preserve the vendor relationship until the contract expires in September 2025. The department is hopeful to implement corrective action with the vendor and is working through the contract issue with its legal staff. If the department cannot obtain SOC reports for future program years, it will develop alternative processes to obtain sufficient assurance. Person(s) Responsible for Corrective Measures: Chappell Smith, Administrator, Montana Department of Public Health and Human Services, Target Date: 12/31/2024
Finding 484168 (2023-002)
Significant Deficiency 2023
ALN: 10.542, 10.551, 10.561, Corrective Action Plan: Inadequate Accounting Records - SNAP - P-EBT - DPHHS - The Montana Department of Public Health and Human Services conditionally concurs with this recommendation. Expenditures were tracked separately by program and records were adequate to trace ...
ALN: 10.542, 10.551, 10.561, Corrective Action Plan: Inadequate Accounting Records - SNAP - P-EBT - DPHHS - The Montana Department of Public Health and Human Services conditionally concurs with this recommendation. Expenditures were tracked separately by program and records were adequate to trace funds in accordance with federal regulations. The department will continue to improve its processes related to ensuring new federal program activity is not co-mingled with other programs, especially when closely related. Person(s) Responsible for Corrective Measures: Corinne Kyler, Administrator, Montana Department of Public Health and Human Services, Target Date: Completed
ALN: 14.195, 14.856, Corrective Action Plan: Inadequate Cash Management - Section 8 Project-Based - DOC - The Montana Department of Commerce has revised the Treasury State Agreement (TSA) to ensure payments to landlords are disbursed in accordance with the TSA. Person(s) Responsible for Correcti...
ALN: 14.195, 14.856, Corrective Action Plan: Inadequate Cash Management - Section 8 Project-Based - DOC - The Montana Department of Commerce has revised the Treasury State Agreement (TSA) to ensure payments to landlords are disbursed in accordance with the TSA. Person(s) Responsible for Corrective Measures: Ingrid Mallo, Chief Financial Officer, Montana Department of Commerce, Target Date: Completed
ALN: 93.775, 93.777, 93.778, Corrective Action Plan: Inadequate Medicaid ADP System Reviews - DPHHS - The Montana Department of Public Health and Human Services acknowledges that staff turnover contributed to the department's non-compliance. The department will reinstitute applicable controls. P...
ALN: 93.775, 93.777, 93.778, Corrective Action Plan: Inadequate Medicaid ADP System Reviews - DPHHS - The Montana Department of Public Health and Human Services acknowledges that staff turnover contributed to the department's non-compliance. The department will reinstitute applicable controls. Person(s) Responsible for Corrective Measures: Shellie McCann, Medicaid Systems Administrator, Montana Department of Public Health and Human Services, Target Date: 09/30/2024
ALN: Various R&D, Corrective Action Plan: Equipment Inventory Controls - MSU - Montana State University - Bozeman will enhance the internal controls surrounding the capital asset inventory and tagging process, including accessing research space to count and tag new assets. The university had a dif...
ALN: Various R&D, Corrective Action Plan: Equipment Inventory Controls - MSU - Montana State University - Bozeman will enhance the internal controls surrounding the capital asset inventory and tagging process, including accessing research space to count and tag new assets. The university had a difficult time over the pandemic in retaining employees and hiring replacements. There were also difficulties accessing space on campus due to social distancing requirements. The university has been able to hire employees in Property Management and expects the pandemic-related challenges to be minimal moving forward. Person(s) Responsible for Corrective Measures: Aaron Mitchell, Associate Vice President for Financial Services, Montana State University, Target Date: 12/31/2024
Finding 481559 (2023-078)
Significant Deficiency 2023
ALN: Various R&D, Corrective Action Plan: Grant Management Internal Controls - UM - The University of Montana - Missoula will train all new staff members and ensure sufficient staffing levels to manage the workload effectively. UM Missoula has also established a dedicated training position with...
ALN: Various R&D, Corrective Action Plan: Grant Management Internal Controls - UM - The University of Montana - Missoula will train all new staff members and ensure sufficient staffing levels to manage the workload effectively. UM Missoula has also established a dedicated training position within the Office of Sponsored Programs to ensure all employees have the training and resources needed to manage federal Research and Development Program awards in compliance with applicable federal statutes and regulations. The training position is currently posted and is waiting to be filled. Person(s) Responsible for Corrective Measures: Nicole Thompson, Director, Office of Sponsored Programs, University of Montana - Missoula, Target Date: 12/31/2024 9/30/2024
View Audit 317490 Questioned Costs: $1
ALN: Various R&D, Corrective Action Plan: Equipment Inventory Controls - UM - The University of Montana - Missoula has strengthened internal controls by hiring an Account Analyst to manage asset tagging and to conduct comprehensive reviews to ensure all assets are tagged and accounted. The Account...
ALN: Various R&D, Corrective Action Plan: Equipment Inventory Controls - UM - The University of Montana - Missoula has strengthened internal controls by hiring an Account Analyst to manage asset tagging and to conduct comprehensive reviews to ensure all assets are tagged and accounted. The Account Analyst will be assisted by an intern to conduct a thorough review to verify and update the status of all assets. Person(s) Responsible for Corrective Measures: Rachel Buswell, Controller, University of Montana - Missoula, Target Date: 09/30/2024
ALN: 20.205, 20.219, 20.224, Corrective Action Plan: Noncompliant Certified Payrolls - MDT - The Montana Department of Transportation will enhance internal control over certified payrolls and contractor payment compliance by developing a process following 29 CFR 3.3 and 5.5 and Montana Code Annota...
ALN: 20.205, 20.219, 20.224, Corrective Action Plan: Noncompliant Certified Payrolls - MDT - The Montana Department of Transportation will enhance internal control over certified payrolls and contractor payment compliance by developing a process following 29 CFR 3.3 and 5.5 and Montana Code Annotated 28-2-2103. The process will include certified payroll submission requirements and a payment estimate withholding method. The process will be communicated to department personnel and contractors. Person(s) Responsible for Corrective Measures: Dustin Rouse, Chief Engineer, Montana Department of Transportation, Target Date: 12/31/2024
View Audit 317490 Questioned Costs: $1
ALN: 14.871, 14.879, Corrective Action Plan: Noncompliant Housing Assistance Waiting List Selections - DOC - The Montana Department of Commerce has implemented a tracking system to review applications potentially pulled out of order. The department has reviewed field agent permissions in the syste...
ALN: 14.871, 14.879, Corrective Action Plan: Noncompliant Housing Assistance Waiting List Selections - DOC - The Montana Department of Commerce has implemented a tracking system to review applications potentially pulled out of order. The department has reviewed field agent permissions in the system to ensure access is granted on an as-needed basis. The department has prepared procedures for the waiting list to further document the roles and responsibilities between the field agencies and the department. Person(s) Responsible for Corrective Measures: Ingrid Mallo, Chief Financial Officer, Montana Department of Commerce, Target Date: 06/24/2024
ALN: 14.871, 14.879, Corrective Action Plan: Untimely or Not Completed Housing Assistance Inspections - DOC - The Montana Department of Commerce has developed inspection procedures, provided training (and plans to continue to provide training) to field agents and contract managers, and established...
ALN: 14.871, 14.879, Corrective Action Plan: Untimely or Not Completed Housing Assistance Inspections - DOC - The Montana Department of Commerce has developed inspection procedures, provided training (and plans to continue to provide training) to field agents and contract managers, and established software to track inspections. The department has also revised field agency contracts to clearly define inspection requirements and to include compliance incentives. Person(s) Responsible for Corrective Measures: Ingrid Mallo, Chief Financial Officer, Montana Department of Commerce, Target Date: Completed
ALN: 14.195, 14.856, 14.871, 14.879, Corrective Action Plan: Inadequate Baseline Security Controls - Housing Assistance Payment System - DOC - The Montana Department of Commerce has updated password requirements to comply with statewide policies. The passwords are now sent through encrypted emails...
ALN: 14.195, 14.856, 14.871, 14.879, Corrective Action Plan: Inadequate Baseline Security Controls - Housing Assistance Payment System - DOC - The Montana Department of Commerce has updated password requirements to comply with statewide policies. The passwords are now sent through encrypted emails and users are required to change their passwords upon initial login. The department has also developed a process to conduct and document access reviews. Additionally, the department has developed a change control policy to address roles, responsibilities, and configuration management processes as well as procedures to adequately document the department’s understanding of change impact to the system. The department has provided training and support to the backup user access manager. Person(s) Responsible for Corrective Measures: Ingrid Mallo, Chief Financial Officer, Montana Department of Commerce, Target Date: 06/24/2024
ALN: 14.871, 14.879, Corrective Action Plan: Inaccurate Voucher Management System Reports - Emergency Housing Voucher Program - DOC - The Montana Department of Commerce has developed procedures to ensure accurate and complete monthly reports. Person(s) Responsible for Corrective Measures: Ingri...
ALN: 14.871, 14.879, Corrective Action Plan: Inaccurate Voucher Management System Reports - Emergency Housing Voucher Program - DOC - The Montana Department of Commerce has developed procedures to ensure accurate and complete monthly reports. Person(s) Responsible for Corrective Measures: Ingrid Mallo, Chief Financial Officer, Montana Department of Commerce, Target Date: Completed
ALN: 10.553, 10.555, 10.559, 10.582, Corrective Action Plan: Noncompliant FFATA Reports - Nutrition - OPI - The values were being duplicated due to an error in the Federal Funding Accountability and Transparency Act Subaward Reporting System (FSRS). The Office of Public Instruction has reached out...
ALN: 10.553, 10.555, 10.559, 10.582, Corrective Action Plan: Noncompliant FFATA Reports - Nutrition - OPI - The values were being duplicated due to an error in the Federal Funding Accountability and Transparency Act Subaward Reporting System (FSRS). The Office of Public Instruction has reached out to its federal partners who are correcting their system to allow the office to report monthly without duplicating the reported values. The office will then begin reporting monthly as required. Person(s) Responsible for Corrective Measures: April Grady, Chief Financial Officer, Montana Office of Public Instruction, Target Date: 10/31/2024
ALN: 93.575, 93.596, Corrective Action Plan: Noncompliant Federal Reporting - CCDF - PHHS - The Montana Department of Public Health and Human Services, Child Care and Development Fund programs will enhance internal controls over ACF-696 reporting. The department will review accounting activities a...
ALN: 93.575, 93.596, Corrective Action Plan: Noncompliant Federal Reporting - CCDF - PHHS - The Montana Department of Public Health and Human Services, Child Care and Development Fund programs will enhance internal controls over ACF-696 reporting. The department will review accounting activities and accounting chartfield data to identify areas for improvement as relating to federal reporting. In addition, the department intends to implement detective and monitoring controls to ensure compliance. Person(s) Responsible for Corrective Measures: Tracy Moseman, Administrator, Montana Department of Public Health and Human Services, Target Date: 12/31/2024
ALN: 93.575, 93.596, Corrective Action Plan: Noncompliant FFATA Reports - CCDF - DPHHS - The Montana Department of Public Health and Human Services, Child Care and Development Fund programs will enhance existing internal controls and instructions to ensure timely and accurate submission of Federal...
ALN: 93.575, 93.596, Corrective Action Plan: Noncompliant FFATA Reports - CCDF - DPHHS - The Montana Department of Public Health and Human Services, Child Care and Development Fund programs will enhance existing internal controls and instructions to ensure timely and accurate submission of Federal Funding Accountability and Transparent Act (FFATA) reports in accordance with federal regulations. Person(s) Responsible for Corrective Measures: Corinne Kyler, Administrator, Montana Department of Public Health and Human Services, Target Date: 03/31/2025
ALN: 93.575, 93.596, Corrective Action Plan: Inadequate Documentation of Recipient Eligibility - CCDF - DPHHS - The Montana Department of Public Health and Human Services, Child Care and Development Fund programs are continuing to review questioned costs per the guidance received from Office of Ch...
ALN: 93.575, 93.596, Corrective Action Plan: Inadequate Documentation of Recipient Eligibility - CCDF - DPHHS - The Montana Department of Public Health and Human Services, Child Care and Development Fund programs are continuing to review questioned costs per the guidance received from Office of Child Care (OCC). The department documents the extent to which families receiving the 2021 Coronavirus Response and Relief Supplemental Appropriations Act (CRRSA) funded subsidies were eligible, including income-eligible or essential workers. The department additionally documents the extent to which providers who served families met applicable health and safety requirements. Program staff will enhance controls and training and will work with federal partners to ensure funding is in alignment with applicable terms and conditions. Person(s) Responsible for Corrective Measures: Tracy Moseman, Administrator, Montana Department of Public Health and Human Services, Target Date: 12/31/2024
View Audit 317490 Questioned Costs: $1
ALN: 93.575, 93.596, Corrective Action Plan: Inadequate Subrecipient Monitoring - CCDF - DPHHS - The Montana Department of Public Health and Human Services, Child Care and Development Fund programs will develop monitoring procedures to coordinate state plan requirements with contract requirements ...
ALN: 93.575, 93.596, Corrective Action Plan: Inadequate Subrecipient Monitoring - CCDF - DPHHS - The Montana Department of Public Health and Human Services, Child Care and Development Fund programs will develop monitoring procedures to coordinate state plan requirements with contract requirements and make amendments to contracts when State Plan changes. Person(s) Responsible for Corrective Measures: Tracy Moseman, Administrator, Montana Department of Public Health and Human Services, Target Date: 12/31/2024
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