Corrective Action Plans

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Finding 775 (2023-001)
Significant Deficiency 2023
FINDINGS—FEDERAL AWARD PROGRAMS AUDITS U.S. Department of Housing and Urban Development Benet Place respectfully submits the following corrective action plan for the year ended June 30, 2023. Audit period: July 1, 2022 – June 30, 2023 The findings from the schedule of findings and questioned costs ...
FINDINGS—FEDERAL AWARD PROGRAMS AUDITS U.S. Department of Housing and Urban Development Benet Place respectfully submits the following corrective action plan for the year ended June 30, 2023. Audit period: July 1, 2022 – June 30, 2023 The findings from the schedule of findings and questioned costs are discussed below. The findings are numbered consistently with the numbers assigned in the schedule. 2023-001 Section 202 Capital Advance – Assistance Listing No. 14.157 Recommendation: Management should implement a process to ensure the required monthly deposits into the replacement reserve is in accordance with form HUD-9250. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: The Project made a deposit to correct the deficiency in the replacement reserve on August 30, 2023. Name(s) of the contact person(s) responsible for corrective action: Melissa Binnall Planned completion date for corrective action plan: August 30, 2023 If the U.S. Department of Housing and Urban Development has questions regarding this plan, please call Melissa Binnall at 320-251-2700 Ext: 51313
View Audit 1482 Questioned Costs: $1
The Project will strengthen controls over record keeping and maintaining tenant files with an increased emphasis on timely and appropriately documenting all compliance requirements of HUD. Contact: Adrienne Melancon, Housing D Anticipated Completion Date: 10/15/23
The Project will strengthen controls over record keeping and maintaining tenant files with an increased emphasis on timely and appropriately documenting all compliance requirements of HUD. Contact: Adrienne Melancon, Housing D Anticipated Completion Date: 10/15/23
The District will implement a system of internal controls to ensure that all invoices and SEDCAR amounts are calculated correctly. This will be completed by the Assistant Superintendent for Business, Treasurer, and Accountant working together on all grants going forward, to ensure that an additiona...
The District will implement a system of internal controls to ensure that all invoices and SEDCAR amounts are calculated correctly. This will be completed by the Assistant Superintendent for Business, Treasurer, and Accountant working together on all grants going forward, to ensure that an additional person has eyes on the work completed to ensure it is completed accurately. This procedure will be put in place for all grants.
The District will implement a system of internal controls to ensure that all certifications are completed in accordance with the percentage of time worked (ie. Monthly or semiannually) and that they are completed timely. This will be completed by the Assistant Superintendent for Business and/or Tre...
The District will implement a system of internal controls to ensure that all certifications are completed in accordance with the percentage of time worked (ie. Monthly or semiannually) and that they are completed timely. This will be completed by the Assistant Superintendent for Business and/or Treasurer reviewing the PARS on a quarterly basis to ensure that they are completed by the responsible individual. Additionally, the District will ensure that time being charged to the grant agrees to actual time spent working in the grant for each employee.
Finding 2023-001 - Procurement and Suspension and Debarment - Significant Deficiency in Internal Control Over Compliance Corrective Action Plan The Procurement Procedure has been updated to include affirmative action of the Grant Program Department performing a suspension and department review of al...
Finding 2023-001 - Procurement and Suspension and Debarment - Significant Deficiency in Internal Control Over Compliance Corrective Action Plan The Procurement Procedure has been updated to include affirmative action of the Grant Program Department performing a suspension and department review of all vendors to be paid using federal resources and creating documentation to verify compliance with this process. Documentation will include evidence that verification was done on the Government -Wide System for Awards Management Exclusions (SAM Exclusions) at www.SAM.gov. This verification will be done before awarding of contracts and selection of vendors for expenses that are federally funded. Point of Contact: Jennifer McBride, Finance Director, 907-330-8054 Anticipated Completion Date: June 16, 2023
Finding 736 (2023-001)
Significant Deficiency 2023
Renaissance Court respectfully submits the following corrective action plan for the year ended June 30, 2023. ...
Renaissance Court respectfully submits the following corrective action plan for the year ended June 30, 2023. Name & address of public accounting firm: Kernutt Stokes 1600 Executive Parkway, Suite 110, Eugene, OR 97401 Audit Period: June 30, 2023 Major Federal Award Findings: Finding Reference #: 2023-001 Significant deficiency Recommendation: We recommend management design and implement internal controls over compliance to ensure the amount of $873 is deposited monthly into the Replacement Reserve account as required by HUD. Corrective Action: Management will work with Cascade Management to improve the internal control procedures to ensure the amount of $873 is deposited monthly into the Replacement Reserve account as required by HUD. Questions regarding this corrective action plan may be directed to Marci Pierce, Chief Financial and Administrative Officer, at (503) 688-2646.
Statement of Condition 2023-001 (Assistance Listing 14.157): During the year ended January 31, 2023, 3 of the move-out resident files selected for testing under the Compliance Supplement were missing necessary documents required by the PRAC and HUD Handbook 4350.3. Recommendation: Management should ...
Statement of Condition 2023-001 (Assistance Listing 14.157): During the year ended January 31, 2023, 3 of the move-out resident files selected for testing under the Compliance Supplement were missing necessary documents required by the PRAC and HUD Handbook 4350.3. Recommendation: Management should ensure that all resident files are maintained at the site for each resident of the Property in accordance with the HUD Handbook 4350.3. Management Response: Management agrees with the recommendation and will ensure that resident files are retained in accordance with the HUD Handbook 4350.3.
Please Note: I, Shannel R. Lampkins, HCV Manager, wanted to make mention about the content of the finding, it stated during the fiscal year there was a total of 16 failed inspections. The report provided was a list of failed inspections that never passed inspection and the authority was not aware th...
Please Note: I, Shannel R. Lampkins, HCV Manager, wanted to make mention about the content of the finding, it stated during the fiscal year there was a total of 16 failed inspections. The report provided was a list of failed inspections that never passed inspection and the authority was not aware that it should have selected a more accurate report to provide for the selection. Response: The Housing Choice Voucher Program Manager, Shannel R. Lampkins, will pull a bimonthly list of failed inspections to ensure that there is a procedural follow up to both participants and landlords and that the authority will follow its own policy and HUD Regulation to enforce Housing Quality Standard under program rules and regulations.
In Finding 2023-001, it was noted that the Organization had found 1 of the 15 patients tested were not in the proper slide category based on the income backup received for the patient. We also found 1 of the 15 patients tested did not have backup for income on file for the sliding fee scale but was ...
In Finding 2023-001, it was noted that the Organization had found 1 of the 15 patients tested were not in the proper slide category based on the income backup received for the patient. We also found 1 of the 15 patients tested did not have backup for income on file for the sliding fee scale but was on the scale and had visits that were applied to the scale. Management recognizes the importance of complying with grant guidelines. In response to Finding 2023-001, Management has taken the necessary steps to ensure full compliance with the provisions of the program, identified specifically as Sliding Fee Discount Program (SFDP) within our organization. These steps include: a.       Implementing a new process for adding the sliding fee discount to patient accounts. Each patient that applies for the slide will be scheduled under “eligibility” with an appointment. After the patient has completed the application, the information will be entered into Athena, and then the plan will be calculated. The paperwork will then be uploaded as an attachment to the Sliding Fee Discount Policy. Each week, a report will be generated in Athena and sent to the Clinical Services Manager. This report will list all patients that had an appointment with eligibility for the prior week. The Clinical Services Manager will then use that report and verify that all information is uploaded and entered correctly. b.       Training on the new process will occur. All support staff responsible for entering and uploading the Sliding Fee Discount will go through thorough training of the new process. Additionally, the Clinical Services Manager will complete peer-to-peer training on the verification process.
Finding 707 (2023-001)
Significant Deficiency 2023
Finding 2023-001 - Timeliness of Security Deposit Refund Responsible Person, Title: Vanessa Keppner, Board Secretary/Treasurer Anticipated Completion Date: 10/31/2023 Response: Management agent will responsible for ensuring all aspects of the housing manager position are fulfilled in the event that ...
Finding 2023-001 - Timeliness of Security Deposit Refund Responsible Person, Title: Vanessa Keppner, Board Secretary/Treasurer Anticipated Completion Date: 10/31/2023 Response: Management agent will responsible for ensuring all aspects of the housing manager position are fulfilled in the event that the housing manager is unavailable. Cross training has taken place with the OwneriDirector of the housing property so that should both parties be unavailable, the required duties for the housing unit will be acted upon in a timely manner. Vanessa Keppner Secretary AND Treasurer
Management’s Response: Cable rates paid by tenants were increased recently to help cover more of the costs. We have contacted the carrier for a copy of the current contract, upon receipt we are going to opt out of the contract per the provisions of said contract. When reviewing a different contract ...
Management’s Response: Cable rates paid by tenants were increased recently to help cover more of the costs. We have contacted the carrier for a copy of the current contract, upon receipt we are going to opt out of the contract per the provisions of said contract. When reviewing a different contract (same provider) with another project it states that we will have to give a 90-day notice prior to the expiration of the then-current term. If this is the case, it will be May 20th, 2024, to terminate on July 20th 2024.
Healthcare Account Executive U.S. Department of Housing and Urban Development 451 7th Street, S.W. Washington, DC 20410 Arkansas Methodist Medical Center Retirement Community, Inc. respectfully submits the following corrective action plan for Chateau on the Ridge, FHA Project No. 082-43058 (the "Cha...
Healthcare Account Executive U.S. Department of Housing and Urban Development 451 7th Street, S.W. Washington, DC 20410 Arkansas Methodist Medical Center Retirement Community, Inc. respectfully submits the following corrective action plan for Chateau on the Ridge, FHA Project No. 082-43058 (the "Chateau"), for the year ended June 30, 2023. The Correction Plan was necessitated by findings reported by the independent public accounting firm of: HORNE LLP 661 Sunnybrook Road Suite 100 Ridgeland, MS 39157 Audit Finding #2023-001 / CFDA 14.129 - Equal Housing Opportunity Requirements Auditors Recommendation: HORNE recommends that all current marketing materials without the equal housing opportunity advertising requirements be corrected and any future materials produced include the equal housing opportunity logo, slogan or statement. Action Taken: Current marketing materials without the equal housing opportunity slogan have been updated. Controls have been put in place to ensure the logo, slogan or statement is placed on future marketing materials. Should you need anything further or have any questions regarding management's plan of correction response, you may contact me at Chateau on the Ridge (870.215.6300) or by email at Deborah.Farrell@arkansasmethodist.org. Sincerely, Deborah Farrell, Executive Director Arkansas Methodist Medical Center Retirement Community, Inc.
Action Plan for Enrollment Reporting Audit Finding 2023-001 Issue - It was discovered that there was a Colleague system update that occurred that caused the Standard Reporting Flag to change from Yes to No, which resulted in inaccurate reporting to NSC. For all terms that a student can attend, the...
Action Plan for Enrollment Reporting Audit Finding 2023-001 Issue - It was discovered that there was a Colleague system update that occurred that caused the Standard Reporting Flag to change from Yes to No, which resulted in inaccurate reporting to NSC. For all terms that a student can attend, the flag must be set to Yes for the reporting to be accurate. The following action plans will be put into place, to ensure that reporting is accurate: Action Plan 1 - A self-audit will be completed monthly when National Student Clearinghouse enrollment reporting is completed. This self-audit is to verify the students' enrollment status is accurate. To verify the accuracy, a sample of students will be pulled from the self-audit who have withdrawn, graduated, or had enrollment changes. Action Plan 2 - Admissions and Records and Financial Aid will work closely with the IT department any time there is a Colleague system update to fully comprehend the implications of the system update and how that could impact reporting and documented procedures.
During a desktop monitoring review with the New York State Department of Education, the District was made aware of the requirement to maintain the required time certification forms. Steps have been taken to capture all required signatures on payroll charged to the related grants. Projected completio...
During a desktop monitoring review with the New York State Department of Education, the District was made aware of the requirement to maintain the required time certification forms. Steps have been taken to capture all required signatures on payroll charged to the related grants. Projected completion date is estimated to be January 31, 2024.
Federal Agency Name: Department of Health and Human Services Program Name: Low-Income Home Energy Assistance Assistance Listing Number: 93.568 Finding Summary: The grant awards stipulates a set percentage of the award may be used for administrative costs by the awardee. The Committee did not mo...
Federal Agency Name: Department of Health and Human Services Program Name: Low-Income Home Energy Assistance Assistance Listing Number: 93.568 Finding Summary: The grant awards stipulates a set percentage of the award may be used for administrative costs by the awardee. The Committee did not monitor earmarking percentage compliance requirements in accordance with grant allowable expenditures utilized for administrative costs and exceeded allowed administrative claims for certain months of the contract period. The Committee had no policy in place to require regular monitoring and compliance with earmarking requirements for administrative claims. The Committee on certain months exceeded the allowable administrative claim portion of awarded amounts. Responsible Individuals: Mark Bethune, Chief Executive Officer Corrective Action Plan: The Committee is in the process of updating Accounting Policies and Procedures to require monthly calculation and review of allowable administrative claims to stay with the allowed percentage. A report will be emailed to Program Directors by the 4th week of every month for their input on any changes. The Chief Executive Officer will be copied on the emails. Anticipated Completion Date: 10/24/2023
Finding # - Finding Description: 2023-001 Special Tests (N) - HQS lnspections Corrective Action Plan: Independence Housing Authority (IHA) has hired a new Director of HCV and hired an intemal HQS Inspector to remedy the situation. All HQS processes will be performed by the intemal inspector versus t...
Finding # - Finding Description: 2023-001 Special Tests (N) - HQS lnspections Corrective Action Plan: Independence Housing Authority (IHA) has hired a new Director of HCV and hired an intemal HQS Inspector to remedy the situation. All HQS processes will be performed by the intemal inspector versus the previous contractors and multiple staff who performed oversight prior. IHA is also training staff on using housing software to schedule inspections, gather reports, schedule follow-ups and track pending and open inspections. Anticipated Completion Date: 91112023
Condition: We noted during ESSER II testing the District was reimbursed for duplicated expenditures reported on the fiscal year 2022 4th quarter and fiscal year 2023 1st quarter reports. Recommendation: We recommend the District compare and reconcile the expenditure reports filed with the general l...
Condition: We noted during ESSER II testing the District was reimbursed for duplicated expenditures reported on the fiscal year 2022 4th quarter and fiscal year 2023 1st quarter reports. Recommendation: We recommend the District compare and reconcile the expenditure reports filed with the general ledger before submitting. Management Response: The superintendent will take steps to compare and reconcile the expenditure reports with the general ledger before submitting. Anticipated Date of Completion: June 30, 2024
View Audit 1261 Questioned Costs: $1
Management has recalled the two duplicate invoices submitted for reimbursement and will amend future submissions to remove the duplicate invoices noted. Management will implement procedures to ensure only unique invoices are included in future grant reimbursement submissions.
Management has recalled the two duplicate invoices submitted for reimbursement and will amend future submissions to remove the duplicate invoices noted. Management will implement procedures to ensure only unique invoices are included in future grant reimbursement submissions.
Management deposited $250 into the tenant security deposit account on May 19, 2023.
Management deposited $250 into the tenant security deposit account on May 19, 2023.
View Audit 1253 Questioned Costs: $1
Recommendation - The college should amend the policies and procedures to only allow for specific exceptions using federal funds as allowed by federal procurement regulations. Action taken: Based on the Guidance from Robbins Schwartz the purchase may only be made only after receiving an adequate numb...
Recommendation - The college should amend the policies and procedures to only allow for specific exceptions using federal funds as allowed by federal procurement regulations. Action taken: Based on the Guidance from Robbins Schwartz the purchase may only be made only after receiving an adequate number of competitive quotes from qualified sources, unless it is a nonexempt purchase in an amount between $25,000 and $250,000. In such cases, bidding requirements under Board Policy 10.22 and the Illinois Public Community College Act will apply. In the future the College will continue working with our auditors and legal counsel to ensure all bidding requirements are met for State, Local, and Federal funds.
Identifying Number: 2023-004 Finding: The College did not have sufficient documentation that internal controls were in place and operating effectively over risk assessment procedures required by the subrecipient monitoring compliance requirement. Although the College was able to provide a timeline...
Identifying Number: 2023-004 Finding: The College did not have sufficient documentation that internal controls were in place and operating effectively over risk assessment procedures required by the subrecipient monitoring compliance requirement. Although the College was able to provide a timeline noting a risk assessment took place and ongoing monitoring was occurring, there was no formal documentation of the risk assessment. Corrective Action Planned: The grant team consisting of Grant Accounting, Resource Development, and the Grant Manager will meet to discuss the proposed sub-recipient’s risk prior to issuing a proposal to the subrecipient. The team will utilize the current version of Moraine Valley’s subrecipient monitoring tool before issuing future subawards and ensure all risk assessment forms are completed. In addition, the College will monitor compliance of spending activity monthly by review of the subrecipient’s invoices sent to the College. This will ensure the subrecipient is monitored throughout the contract. Anticipated Completion Date: June 30, 2024 Responsible Persons: Darren Howard, Manager of Grants Accounting and Compliance Howardd46@morainevalley.edu Theresa Pallanti, Director of Resource Development Pallantit@morainevalley.edu John Sands, Professor and Department Chair – Computer Integrated Technologies Sands@morainevalley.edu
Identifying Number: 2023-003 Finding: For one out of one subawards tested, the College did not report subaward data to the Federal Funding Accountability and Transparency Act Subaward Reporting System (FSRS). Corrective Action Planned: The Director of Resource Development will collect from each su...
Identifying Number: 2023-003 Finding: For one out of one subawards tested, the College did not report subaward data to the Federal Funding Accountability and Transparency Act Subaward Reporting System (FSRS). Corrective Action Planned: The Director of Resource Development will collect from each subrecipient all required data needed for the Federal Funding Accountability and Transparency Act and report the information on the FSRS website at the time the subaward is being issued. The Manager of Grants Accounting and Compliance will submit any changes needed to subrecipient data on the FSRS website. Anticipated Completion Date: June 30, 2024 Responsible Persons: Theresa Pallanti, Director of Resource Development Pallantit@morainevalley.edu Darren Howard, Manager of Grants Accounting and Compliance Howardd46@morainevalley.edu
Identifying Number: 2023-002 Finding: For one out of two subrecipient payments tested, the College did not submit payment within 30 days after receipt of the billing from the subrecipient. Corrective Action Planned: The College will update its subrecipient invoice payment procedure to establish st...
Identifying Number: 2023-002 Finding: For one out of two subrecipient payments tested, the College did not submit payment within 30 days after receipt of the billing from the subrecipient. Corrective Action Planned: The College will update its subrecipient invoice payment procedure to establish stronger internal controls related to tracking subrecipient invoice approval routing. The College will ask each subrecipient to include the Manager of Grants Accounting and Compliance on any requests for reimbursements. If a subrecipient’s invoice meets Moraine Valley’s criteria for performance and fiscal compliance, the Manager of Grants Accounting and Compliance will monitor the approval process to make sure it is properly approved by the grant’s Principal Investigator, the Director of Resource Development, and the Manager of Grants Accounting and Compliance. This additional monitoring will help ensure all subrecipient invoices are paid within 30 days of receipt. If the invoice does not meet the College’s criteria including all proper supporting documentation, the invoice will be returned to the subrecipient for corrections. Anticipated Completion Date: June 30, 2024 Responsible Person: Darren Howard, Manager of Grants Accounting and Compliance Howardd46@morainevalley.edu
Identifying Number: 2023-005 Finding: The College did not apply the appropriate clock to credit hour conversion formula for certain applicable financial aid eligible programs. The College also did not have sufficient evidence of controls being in place to ensure compliance with this requirement. ...
Identifying Number: 2023-005 Finding: The College did not apply the appropriate clock to credit hour conversion formula for certain applicable financial aid eligible programs. The College also did not have sufficient evidence of controls being in place to ensure compliance with this requirement. Corrective Action Planned: Moraine Valley Community College will evaluate all certificates that are standalone programs. Financial Aid will receive a list of these programs and work with IT to identify students enrolled in those programs. Financial Aid will also update our policies and procedures to ensure that all clock to credit hour conversion formulas are being applied and documented per Uniform Grant Guidance (34 CFR 688.8). Anticipated Completion Date: June 30, 2024 Responsible Person: Tasha Campbell, Director of Financial Aid campbellt68@morainevalley.edu
Identifying Number: 2023-001 Finding: For eight out of ten students tested (80%) who withdrew from the College, the students' status change at the campus level and program level was not reported to the National Student Loan Data System (NSLDS) within the 60-day requirement. Corrective Action Plann...
Identifying Number: 2023-001 Finding: For eight out of ten students tested (80%) who withdrew from the College, the students' status change at the campus level and program level was not reported to the National Student Loan Data System (NSLDS) within the 60-day requirement. Corrective Action Planned: Enrollment Services staff have created a shared logbook that will track and compile NSC transactions. This logbook is saved to a shared drive with access given to appropriate staff, VP of Student Development and Dean of Enrollment Services. Additionally, any extended gaps in reports being verified, submitted and/or responses by either College staff or NSC staff will be followed up with by the Assistant Dean of Enrollment Services and logged in the NSC logbook for audit purposes. Anticipated Completion Date: June 30, 2024 Responsible Person: Tasha Campbell, Director of Financial Aid campbellt68@morainevalley.edu
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