Management Response: HRCSF became an independent 501(c)(3) organization following decades of operation under a fiscal sponsor. During the transition, the organization inherited certain administrative and payroll practices, including the timing of timesheet approvals. As management continued to forma...
Management Response: HRCSF became an independent 501(c)(3) organization following decades of operation under a fiscal sponsor. During the transition, the organization inherited certain administrative and payroll practices, including the timing of timesheet approvals. As management continued to formalize internal policies and procedures following independence, this practice was identified and corrected. Effective May 2025, management transitioned from a semi-monthly payroll schedule to a bi-weekly payroll schedule and revised its payroll calendar, timesheet procedures, and approval deadlines to ensure timesheets are completed and approved after the close of each pay period. These corrective actions were implemented during the fiscal year under review and prior to the issuance of this finding. Management disagrees with the characterization of this matter as a material weakness in internal control over payroll. The condition identified relates to the timing of timesheet approval and documentation rather than a breakdown in controls over payroll accuracy, payroll disbursements, or federal compliance. Employees were compensated based on approved compensation rates, and payroll costs charged to grants were subject to multiple compensating controls. In addition,grant invoicing was performed, on average, approximately three weeks after close of the applicable service period, allowing sufficient time for payroll review, reconciliation, and correction of any identified discrepancies, and appropriate allocation of labor costs to grants. Extensive audit testing of FY25 of payroll transactions and federal expenditures identified no unsupported payroll charges, questioned costs, employee overpayments, or material compliance exceptions related to this condition. Management is likewise unaware of any instance in which such issues occurred. Management believes this matter is more appropriately characterized as a procedural control deficiency mitigated by compensating controls that was remediated during FY2024-2025 and did not result in material noncompliance or material misstatement. Management will continue to monitor compliance with the revised payroll procedures to ensure effectiveness of internal controls over payroll processing. Anticipated Completion Date: Implemented May 2025 Responsible Officials: Ileana Mar, HRCSF, Finance & Operations Director Neelam Kumar, HRCSF, Director of People & Culture Maria Zamudio, HRCSF, Executive Director