Finance Finding: 2024-002 - Reporting Corrective Action Plan Type of Finding: Noncompliance and Material Weakness in Internal Control Over Compliance Federal Agency: U.S. Department of Treasury Federal Program Title: COVID 19 - Coronavirus State and Local Fiscal Recover Funds ALN: 21.027 Corrective ...
Finance Finding: 2024-002 - Reporting Corrective Action Plan Type of Finding: Noncompliance and Material Weakness in Internal Control Over Compliance Federal Agency: U.S. Department of Treasury Federal Program Title: COVID 19 - Coronavirus State and Local Fiscal Recover Funds ALN: 21.027 Corrective Action: The City recognizes the importance of timely and accurate financial reporting for grant-funded programs. To address the root causes of this finding and strengthen internal controls over grant accounting, the City is implementing the following corrective actions: 1. Dedicated Grant Accounting Oversight The City has established a Senior Accountant position dedicated to grant accounting and compliance. This position will be responsible for overseeing grant-related financial activity, monitoring grant expenditures and revenues, coordinating reimbursement requests, ensuring compliance with grant requirements, and reviewing transactions for proper accounting period recognition. 2. Enhanced Communication with Grant Departments Finance will implement regular communication with departments responsible for managing grants to ensure grant activity is identified and recorded timely. Departments will be expected to notify Finance of significant grant expenditures, reimbursement requests, project milestones, and other events affecting grant accounting. Regular meetings will be scheduled, as appropriate, to discuss grant status, upcoming deadlines, and financial reporting requirements. 3. Routine Grant Reconciliations The Finance Department will perform recurring reconciliations of grant expenditures, revenues, receivables, deferred revenues, and reimbursement requests. These reconciliations will compare the general ledger to grant reimbursement activity and supporting documentation to identify and resolve timing differences before month-end and year-end financial reporting. A comprehensive reconciliation will also be performed during the fiscal year-end closing process to ensure all grant transactions are recorded in the appropriate accounting period. 4. Grant Accounting Training The newly assigned Senior Accountant will receive formal training in governmental grant accounting, Uniform Guidance (2 CFR Part 200), federal and state grant compliance requirements, and applicable GASB reporting standards. In addition, the City will provide ongoing professional development opportunities through external training, webinars, professional organizations, and auditor recommendations to maintain current knowledge of grant accounting requirements. 5. Strengthened Year-End Closing Procedures Grant-specific procedures will be incorporated into the City's year-end closing checklist. Finance will perform a detailed review of outstanding grant expenditures, reimbursement requests, accrued revenues, deferred inflows, and subsequent receipts to verify that grant transactions are recognized in the appropriate fiscal period prior to issuance of the Annual Comprehensive Financial Report (ACFR). Responsible Department: Finance Department Responsible Official: Chief Financial Officer, Finance Director (or equivalent) Senior Accountant - Grants & Special Revenue Implementation Date: Began implementation in FY 2026 and will be fully incorporated into the City's ongoing financial reporting and year-end closing processes.