Corrective Action Plans

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2024‐002 HUD Required Reporting HUD regulations and federal requirements mandate timely submission of the Unaudited Financial Assessment Subsystem for Public Housing Agencies (FASSPHA). During the audit, it was noted that the Authority did not meet the prescribed deadlines for submitting the unaudit...
2024‐002 HUD Required Reporting HUD regulations and federal requirements mandate timely submission of the Unaudited Financial Assessment Subsystem for Public Housing Agencies (FASSPHA). During the audit, it was noted that the Authority did not meet the prescribed deadlines for submitting the unaudited FASSPHA to federal agencies. The Public Housing Authority of Butte has contracted with BDO to prepare and submit the unaudited FASSPH. BDO prepared and submitted the unaudited FASSPH for fiscal year ending 2024. Going forward BDO will continue to assist the Public Housing Authority of Butte with preparing and submitting the unaudited financial reports. The Public Housing Authority of Butte has hired a Deputy Executive Director who will be able to closely monitor HUD deadlines and reporting requirements.
2024-002 Health Center Program Cluster– Assistance Listing Nos. 93.224 and 93.527 Recommendation: PCHC should implement a second level independent review over the demographic data and income verification information entered into the patient billing system in order to ensure that financial documents ...
2024-002 Health Center Program Cluster– Assistance Listing Nos. 93.224 and 93.527 Recommendation: PCHC should implement a second level independent review over the demographic data and income verification information entered into the patient billing system in order to ensure that financial documents are retained. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: Front desk receptionist and Enrollment staff were retrained on document retention policies in relation to the sliding fee discount scale and the federal poverty level policy and procedure. Commencing in August 2025, PCHC implemented a weekly internal review of current patient sliding fee applications to ensure all required documents are maintained and retained for the appropriate length of time as per PCHC Board of Director approved policies. Weekly audits verifying supporting documents for the sliding fee applications are conducted under the supervision of management, and improvements will be reported quarterly at the Board of Directors Finance Committee meetings. Name(s) of the contact person(s) responsible for corrective action: Alfonso Aguilera, Chief Financial Officer Planned completion date for corrective action plan: 12/31/2025
2024-001 Health Center Program Cluster– Assistance Listing Nos. 93.224 and 93.527 Recommendation: PCHC should implement a second level independent review over demographic data and income verification information entered into the patient billing system in order to ensure the financial classification ...
2024-001 Health Center Program Cluster– Assistance Listing Nos. 93.224 and 93.527 Recommendation: PCHC should implement a second level independent review over demographic data and income verification information entered into the patient billing system in order to ensure the financial classification is correct. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: Front desk receptionist and Enrollment staff were retrained on the sliding fee discount scale and the federal poverty level policy and procedure. Commencing in August 2025, PCHC implemented a weekly internal review process of prior period patient sliding fee applications and approved slide adjustment calculations. Weekly audits of patient applications are conducted under the supervision of management to ensure the financial classification is correct. Improvements will be reported quarterly at the Board of Directors Finance Committee meetings. Name(s) of the contact person(s) responsible for corrective action: Alfonso Aguilera, Chief Financial Officer Planned completion date for corrective action plan: 12/31/2025.
Finding #2024-001 Current Year Reporting Package and Data Collection Not Filed Timely: Recommendation: We recommend that management implement procedures to ensure that reporting packages and data collection forms are filed timely in the future. Action taken: Barrett Dewitt Housing Development Fund...
Finding #2024-001 Current Year Reporting Package and Data Collection Not Filed Timely: Recommendation: We recommend that management implement procedures to ensure that reporting packages and data collection forms are filed timely in the future. Action taken: Barrett Dewitt Housing Development Fund Company, Inc. agrees with the auditor’s recommendations and will implement procedures to ensure timely filing in the future. For questions regarding this corrective action plan, please contact Kyle Lyskawa, Chief Financial Officer, at (315) 424-1821.
Finding #2024-003 Section 202 Supportive Housing for the Elderly – (Capital Advance); ALN 14.157: Recommendation: We recommend that management implement procedures to ensure that required funds are deposited into the residual receipts reserve account in the future within the 60-day requirement. Ac...
Finding #2024-003 Section 202 Supportive Housing for the Elderly – (Capital Advance); ALN 14.157: Recommendation: We recommend that management implement procedures to ensure that required funds are deposited into the residual receipts reserve account in the future within the 60-day requirement. Action taken: Byrne Manor Apartments agrees with the auditor’s recommendations and will implement procedures to ensure timely and accurate deposits in the future. For questions regarding this corrective action plan, please contact Kyle Lyskawa, Chief Financial Officer, at (315) 424-1821.
Finding #2024-002 Prior Year Reporting Package and Data Collection Not Filed Timely: Recommendation: We recommend that management implement procedures to ensure that reporting packages and data collection forms are filed timely in the future. Action taken: Byrne Manor Apartments agrees with the au...
Finding #2024-002 Prior Year Reporting Package and Data Collection Not Filed Timely: Recommendation: We recommend that management implement procedures to ensure that reporting packages and data collection forms are filed timely in the future. Action taken: Byrne Manor Apartments agrees with the auditor’s recommendations and will implement procedures to ensure timely filing in the future. For questions regarding this corrective action plan, please contact Kyle Lyskawa, Chief Financial Officer, at (315) 424-1821.
Finding #2024-001 Current Year Reporting Package and Data Collection Not Filed Timely: Recommendation: We recommend that management implement procedures to ensure that reporting packages and data collection forms are filed timely in the future. Action taken: Byrne Manor Apartments agrees with the ...
Finding #2024-001 Current Year Reporting Package and Data Collection Not Filed Timely: Recommendation: We recommend that management implement procedures to ensure that reporting packages and data collection forms are filed timely in the future. Action taken: Byrne Manor Apartments agrees with the auditor’s recommendations and will implement procedures to ensure timely filing in the future. For questions regarding this corrective action plan, please contact Kyle Lyskawa, Chief Financial Officer, at (315) 424-1821.
Finding #2024-002 Prior Year Reporting Package and Data Collection Not Filed Timely: Recommendation: We recommend that management implement procedures to ensure that reporting packages and data collection forms are filed timely in the future. Action taken: R.J. Barrett Manor Housing Development Fu...
Finding #2024-002 Prior Year Reporting Package and Data Collection Not Filed Timely: Recommendation: We recommend that management implement procedures to ensure that reporting packages and data collection forms are filed timely in the future. Action taken: R.J. Barrett Manor Housing Development Fund Company, Inc. agrees with the auditor’s recommendations and will implement procedures to ensure timely filing in the future. For questions regarding this corrective action plan, please contact Kyle Lyskawa, Chief Financial Officer, at (315) 424-1821.
Finding #2024-001 Current Year Reporting Package and Data Collection Not Filed Timely: Recommendation: We recommend that management implement procedures to ensure that reporting packages and data collection forms are filed timely in the future. Action taken: R.J. Barrett Manor Housing Development ...
Finding #2024-001 Current Year Reporting Package and Data Collection Not Filed Timely: Recommendation: We recommend that management implement procedures to ensure that reporting packages and data collection forms are filed timely in the future. Action taken: R.J. Barrett Manor Housing Development Fund Company, Inc. agrees with the auditor’s recommendations and will implement procedures to ensure timely filing in the future. For questions regarding this corrective action plan, please contact Kyle Lyskawa, Chief Financial Officer, at (315) 424-1821.
Contact person responsible for correction action – Linda Aziz, Chief Financial Officer Anticipated completion date – August 29, 2025 Corrective action The YWCA agrees with the finding. Grant reporting responsibilities will be clarified in policy updates. A Grant Compliance Manager position will be c...
Contact person responsible for correction action – Linda Aziz, Chief Financial Officer Anticipated completion date – August 29, 2025 Corrective action The YWCA agrees with the finding. Grant reporting responsibilities will be clarified in policy updates. A Grant Compliance Manager position will be created to support timely, accurate reporting. Staff will receive additional training, and regular internal reviews will be conducted to ensure compliance and address discrepancies.
Contact person responsible for correction action – Linda Aziz, Chief Financial Officer Anticipated completion date – August 29, 2025 Corrective action YWCA of Northeast Kansas agrees with the finding. An addendum to the Grant Oversight Policy will require quarterly reviews of grant expenditures. The...
Contact person responsible for correction action – Linda Aziz, Chief Financial Officer Anticipated completion date – August 29, 2025 Corrective action YWCA of Northeast Kansas agrees with the finding. An addendum to the Grant Oversight Policy will require quarterly reviews of grant expenditures. The CFO will ensure expenditures are properly coded and reported in the correct period, in collaboration with accounting partners. Discrepancies will be promptly addressed.
View Audit 365889 Questioned Costs: $1
Corrective Action Taken: Upon being notified of the discrepancies, The Indianapolis Foundation notified the City of Indianapolis. A forensic financial review was conducted to verify the questioned costs and all findings were shared with relevant stakeholders. The funds were repaid by the subrecip...
Corrective Action Taken: Upon being notified of the discrepancies, The Indianapolis Foundation notified the City of Indianapolis. A forensic financial review was conducted to verify the questioned costs and all findings were shared with relevant stakeholders. The funds were repaid by the subrecipient to The Indianapolis Foundation on December 23, 2024, and the unspent remaining grant funds were subsequently returned as well. The Indianapolis Foundation and subrecipient took decisive action to address the malfeasance, recover funds and prevent future occurences. Individual Responsible: Lorenzo Esters, President - The Indianapolis Foundation Anticipated Date of Completion: December 31, 2024
View Audit 365878 Questioned Costs: $1
Finding 575955 (2024-004)
Significant Deficiency 2024
Management response/corrective action: The Town Council approves the projects for ARPA and the department that the project is related to manages the project and codes the invoices. The Finance Department has two staff and has been implementing new financial software. Due to the volume of work the Fi...
Management response/corrective action: The Town Council approves the projects for ARPA and the department that the project is related to manages the project and codes the invoices. The Finance Department has two staff and has been implementing new financial software. Due to the volume of work the Finance Department cannot reconcile the Town’s expenditure routinely. Everything posted to ARPA is reviewed to make sure the cost is appropriate during the reporting period ending March 31st. The report is filed as of 4/30/24, based on the snapshot of what was coded to the ARPA expense lines as of March 31st. No costs reported were not considered ARPA expenses. At year end, a thorough review of all the Town’s expenditure is done, and some ARPA costs were found coded to non-ARPA account. These costs were moved to the ARPA account in June as part of year end entries. Some of these costs were paid in the reporting period of March 31st and had they been coded correctly they would have been in that report. These costs were captured in the next annual report that is due 04/30/25. The Finance Department staff will be increasing to three in FY26 so this will give the Finance Director more time to review the monthly expenditure to find any miscoded invoices.
Finding 575954 (2024-003)
Significant Deficiency 2024
Management’s response/corrective action plan: The School routinely looks for competitive pricing before the procurement of micro-purchases but does not retain evidence of doing so. The School will develop and implement a procedure for recording and retaining the comparison of minimally three source ...
Management’s response/corrective action plan: The School routinely looks for competitive pricing before the procurement of micro-purchases but does not retain evidence of doing so. The School will develop and implement a procedure for recording and retaining the comparison of minimally three source vendors.
Finding 575953 (2024-002)
Significant Deficiency 2024
Management’s response/corrective action plan: School: The School verifies vendors are not suspended or disbarred but does not retain the evidence of doing so. The School will develop and implement a procedure for recording and retaining the verification of vendors. Town: The Town was unaware of this...
Management’s response/corrective action plan: School: The School verifies vendors are not suspended or disbarred but does not retain the evidence of doing so. The School will develop and implement a procedure for recording and retaining the verification of vendors. Town: The Town was unaware of this step in the federal procurement process until April 2024. At this point, most of the ARPA projects have already begun which makes this a repeat finding. The Town has checked the vendors of any projects that started after the finding notification. The Finance Director has communicated to the departments that administer the grant expenditure that this process needs to be done. The Town has checked the vendors of any projects that started after the original finding notification.
Finding 575952 (2024-001)
Significant Deficiency 2024
Management response/corrective action: The Town of Gorham does not have a grant manager. The Finance Department consists of two staff and are unable to manage all the Town’s grants. The Town was awarded this grant in March 2023, but the grant application was not fully approved by HUD until 2/28/24, ...
Management response/corrective action: The Town of Gorham does not have a grant manager. The Finance Department consists of two staff and are unable to manage all the Town’s grants. The Town was awarded this grant in March 2023, but the grant application was not fully approved by HUD until 2/28/24, due to HUD staff turnover. Until the grant was fully approved, the Town did not have access to the HUD portal to do the progress reports. The Town had trouble accessing the HUD portal which took months of troubleshooting. The Town was in constant contact with HUD in the progress reporting and voucher reimbursement process, so HUD was aware that the reports would be late. The Town will emphasize the importance of filing reports on time and putting the deadlines in their work calendars.
Finding 2024-001: Non-compliance with Special Tests and Provisions: Disbursements Condition For 3 of 25 students selected for testing, the disbursement dates did not agree between the student’s institutional account and the data reported to COD. Each student had disbursements that were later partial...
Finding 2024-001: Non-compliance with Special Tests and Provisions: Disbursements Condition For 3 of 25 students selected for testing, the disbursement dates did not agree between the student’s institutional account and the data reported to COD. Each student had disbursements that were later partially or fully refunded. The sample was not a statistically valid sample. Recommendation It is recommended that policies, procedures and effective controls are put in place to verify that the disbursement dates for federal funds are matching between the student account detail and the COD system. Corrective Action The Foundation will ensure that policies, procedures and effective controls are in place to verify the matching of the disbursement dates for federal funds between the student account detail and the COD system. Anticipated completion date of implementing the corrective action plan will be immediate.
View Audit 365871 Questioned Costs: $1
FINDING No. 2024-002: Section 207/223(f) Mortgage Insurance for the Refinancing of Existing Multifamily Housing Projects, ALN 14.155 Recommendation: The Project should make the appropriate transfers out of the insurance escrow account to remedy the over funding and perform regular analysis to ensure...
FINDING No. 2024-002: Section 207/223(f) Mortgage Insurance for the Refinancing of Existing Multifamily Housing Projects, ALN 14.155 Recommendation: The Project should make the appropriate transfers out of the insurance escrow account to remedy the over funding and perform regular analysis to ensure that funding is adequate but not excessive. Action Taken: The verification of the correct funding amounts is now confirmed on a monthly basis and has been added to the monthly close checklist. If the Oversight Agency for Audit has questions regarding the plan, please call Irene Phillips at 954-835-9200. Sincerely yours, Irene Phillips, CFO Irene Phillips CFO
Oversight Agency for Audit, Senior Citizens Housing Development Corporation of Washington respectfully submits the following corrective action plan for the year ended December 31, 2024. Name and address of independent public accounting firm: Bellows Associates, P.A., 5401 N University Drive, Suite 2...
Oversight Agency for Audit, Senior Citizens Housing Development Corporation of Washington respectfully submits the following corrective action plan for the year ended December 31, 2024. Name and address of independent public accounting firm: Bellows Associates, P.A., 5401 N University Drive, Suite 201, Coral Springs, Florida 33067. Audit period: January 1, 2024 through December 31, 2024 The findings from the December 31, 2024 schedule of findings and questioned costs are discussed below. The findings are numbered consistently with the numbers in the schedule. SECTION III - FINDINGS AND QUESTIONED COSTS – MAJOR FEDERAL AWARD PROGRAMS AUDIT FINDING No. 2024-001: Section 207/223(f) Mortgage Insurance for the Refinancing of Existing Multifamily Housing Projects, ALN 14.155 Recommendation: Management should implement the following procedures regarding its replacement reserve account: the correct authorized amount is deposited each month, requests for increases to the replacement reserve are submitted timely, and an executed approval with HUD’s signature is maintained. Action Taken: Staff training has been provided with additional HUD training to make sure a signed 9250 is in the file before making any increased deposit.
1. Policy Development: We will initiate the development of a comprehensive document retention policy that outlines clear guidelines for the retention, storage, and disposal of documentation. This policy will be designed to meet the City’s operational needs as well as compliance requirements. 2. Appr...
1. Policy Development: We will initiate the development of a comprehensive document retention policy that outlines clear guidelines for the retention, storage, and disposal of documentation. This policy will be designed to meet the City’s operational needs as well as compliance requirements. 2. Approval Process: The draft policy will be presented to the City Council for approval. We will ensure that the policy is well-structured and takes into account the perspectives and needs of all stakeholders. 3. Implementation Plan: Following approval, we will establish a detailed implementation plan that includes timelines, responsibilities, and training for staff involved in document management. 4. Training and Awareness: We will conduct training sessions for employees to familiarize them with the new policy and procedures. This will include workshops and resources that emphasize the importance of compliance and proper documentation practices. 5. Regular Reviews: A schedule for regular reviews and audits will be implemented to ensure adherence to the policy. Feedback mechanisms will be established so that any challenges can be addressed timely. 6. Monitoring and Reporting: We will set up monitoring systems to track compliance with the policy and allow for regular reporting to the City Council on adherence levels and any issues that arise.
1. Implementation of a Segregation of Duties Policy: We will develop and implement a comprehensive policy outlining specific roles and responsibilities within financial processes to ensure that no single individual has control over all aspects of a financial transaction. 2. Increasing Oversight: We ...
1. Implementation of a Segregation of Duties Policy: We will develop and implement a comprehensive policy outlining specific roles and responsibilities within financial processes to ensure that no single individual has control over all aspects of a financial transaction. 2. Increasing Oversight: We will enhance monitoring and oversight of financial operations by introducing regular audits and reviews of financial transactions. This will include establishing a committee responsible for oversight to ensure compliance with the segregation of duties policy. 3. Staff Training: We will invest in targeted training programs for our staff to ensure they are equipped with the knowledge and skills necessary to effectively fulfill their roles while adhering to established financial controls and procedures. 4. Addressing Staffing Issues: We will evaluate our current staffing levels and make necessary adjustments to hire and retain qualified personnel. We aim to reduce turnover rates by improving employee engagement and satisfaction. 5. Continuous Evaluation: We will periodically assess our financial processes and the effectiveness of the segregation of duties. Feedback loops will be established to refine our approach and address emerging challenges promptly.
1. Update and complete SOPs for all critical transaction areas, ensuring their consistent enforcement. 2. Conduct a formal risk assessment, which should include the creation of a control risk matrix. 3. Establish an Internal Audit function dedicated to the design, implementation, and oversight of a ...
1. Update and complete SOPs for all critical transaction areas, ensuring their consistent enforcement. 2. Conduct a formal risk assessment, which should include the creation of a control risk matrix. 3. Establish an Internal Audit function dedicated to the design, implementation, and oversight of a formal control framework.
1. Assessment of Staffing Needs: We will conduct a thorough evaluation of our current staffing levels and project future personnel requirements. This will help us identify gaps in our workforce that need to be filled with qualified candidates. 2. Recruitment of Qualified Personnel: We are committed ...
1. Assessment of Staffing Needs: We will conduct a thorough evaluation of our current staffing levels and project future personnel requirements. This will help us identify gaps in our workforce that need to be filled with qualified candidates. 2. Recruitment of Qualified Personnel: We are committed to enhancing our recruitment process to attract skilled and experienced professionals. This may involve refining job descriptions, broadening our outreach efforts, and utilizing targeted recruitment strategies. 3. Onboarding and Training Programs: Once new hires are in place, we will establish a comprehensive onboarding program to ensure they are well-acquainted with our policies, procedures, and systems. Ongoing training will be provided to facilitate continuous professional development and integration into the team. 4. Retention Strategies: In addition to recruitment and training, we will explore and implement strategies aimed at improving employee satisfaction and retention. This may include offering competitive compensation packages, fostering a positive work environment, and encouraging professional growth opportunities.
1. Establish a Dedicated Compliance Team: We plan to create a small team responsible for overseeing financial and compliance requirements to ensure that deadlines are met. 2. Develop Internal Timelines: We will implement a timeline aligned with federal submission requirements that provides ample tim...
1. Establish a Dedicated Compliance Team: We plan to create a small team responsible for overseeing financial and compliance requirements to ensure that deadlines are met. 2. Develop Internal Timelines: We will implement a timeline aligned with federal submission requirements that provides ample time for audit completion and review processes. This will include setting preliminary deadlines well in advance of the federal requirement. 3. Improve Communication with Auditors: We will engage in regular check-ins with our external auditors to monitor progress and identify any potential roadblocks that could lead to delays. 4. Training for Staff: We will provide training for existing staff to enhance their understanding of federal compliance obligations, which will help in maintaining rigorous oversight of financial deadlines. 5. Regular Monitoring and Reporting: We will create a process for regular monitoring and reporting of compliance status to management to ensure that we remain on track with all submissions.
1. Policy Development: We will initiate the development of a comprehensive document retention policy that outlines clear guidelines for the retention, storage, and disposal of documentation. This policy will be designed to meet the City’s operational needs as well as compliance requirements. 2. Appr...
1. Policy Development: We will initiate the development of a comprehensive document retention policy that outlines clear guidelines for the retention, storage, and disposal of documentation. This policy will be designed to meet the City’s operational needs as well as compliance requirements. 2. Approval Process: The draft policy will be presented to the City Council for approval. We will ensure that the policy is well-structured and takes into account the perspectives and needs of all stakeholders. 3. Implementation Plan: Following approval, we will establish a detailed implementation plan that includes timelines, responsibilities, and training for staff involved in document management. 4. Training and Awareness: We will conduct training sessions for employees to familiarize them with the new policy and procedures. This will include workshops and resources that emphasize the importance of compliance and proper documentation practices. 5. Regular Reviews: A schedule for regular reviews and audits will be implemented to ensure adherence to the policy. Feedback mechanisms will be established so that any challenges can be addressed timely. 6. Monitoring and Reporting: We will set up monitoring systems to track compliance with the policy and allow for regular reporting to the City Council on adherence levels and any issues that arise.
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