Corrective Action Plans

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Management agrees with the finding. With the limited number of personnel in the district business office it is not possible to achieve adequate segregation of duties. It is not practical to hire additional personnel in order to achieve complete segregation of duties. The district superintendent clos...
Management agrees with the finding. With the limited number of personnel in the district business office it is not possible to achieve adequate segregation of duties. It is not practical to hire additional personnel in order to achieve complete segregation of duties. The district superintendent closely supervises the district bookkeeper, approves the payment of bills, signs checks that require two signatures and reviews and approves the monthly financial statements. Also, the Board of Education approves the payment of all bills each month and reviews and approves monthly financial statements. The district treasurer reviews the approved payment of bills and signs the checks. The bookkeeper has little access to cash since all state and federal funds are direct deposited in the bank account as well as on line registration and fee payments that are directly deposited in the bank account. Each class sponsor monitors and approves the individual student activity account deposits, which the bookkeeper then verifies as well. The Board of Education and superintendent will continue to perform responsibilities to mitigate the lack of segregation of duties. We will be reviewing processes to ensure everything that can be done will be done to improve compliance.
Finding 51781 (2022-002)
Significant Deficiency 2022
FINDING 2022-002 Contact Person Responsible for Corrective Action: Patricia L. Clark, Superintendent Corrective Action: The Milford School Department will require all federally funded contracts to be prepared or reviewed by legal counsel. The Central Office employees will be required to attend a tra...
FINDING 2022-002 Contact Person Responsible for Corrective Action: Patricia L. Clark, Superintendent Corrective Action: The Milford School Department will require all federally funded contracts to be prepared or reviewed by legal counsel. The Central Office employees will be required to attend a training around policies and procedures regarding Federal Procurement. Anticipated Completion Date: June 30, 2024.
Finding 51780 (2022-001)
Significant Deficiency 2022
FINDING 2022-001 Contact Person Responsible for Corrective Action: Patricia L. Clark, Superintendent Corrective Action: The Milford School Department will prepare and disseminate to all employees wage agreements with documented pay rates. Anticipated Completion Date: October 15, 2023
FINDING 2022-001 Contact Person Responsible for Corrective Action: Patricia L. Clark, Superintendent Corrective Action: The Milford School Department will prepare and disseminate to all employees wage agreements with documented pay rates. Anticipated Completion Date: October 15, 2023
Reference number ? 2022-001 Contact person ? Celia Solomita, CFO Management agrees that protocols will be implemented to ensure that all invoices are formally approved prior to payment. This will be in place prior to December 31, 2023.
Reference number ? 2022-001 Contact person ? Celia Solomita, CFO Management agrees that protocols will be implemented to ensure that all invoices are formally approved prior to payment. This will be in place prior to December 31, 2023.
Millsap ISD will implement a system of internal controls to mitigate the possibility of claim duplication for all federal funding sources. The following are the steps Millsap ISD will implement. ? The CFO will keep track of expenses in all federal funds and will submit for reimbursement every quart...
Millsap ISD will implement a system of internal controls to mitigate the possibility of claim duplication for all federal funding sources. The following are the steps Millsap ISD will implement. ? The CFO will keep track of expenses in all federal funds and will submit for reimbursement every quarter. ? Prior to requesting reimbursement, the CFO will print a year-to-date report from Ascender demonstrating quarterly expenses minus prior reimbursements. ? The total expense report, utilized to verify request for reimbursement, will be confirmed by the CFO and Assistant Superintendent with signatures, dates, and times. ? Upon verification, the CFO will request federal reimbursement. ? After receiving and posting requested funds, the CFO will compare expense and income on the as of date to confirm that more income than expenses have not been submitted for reimbursement.
Millsap ISD will implement a system of internal controls to mitigate the possibly of claim duplication. The following are the steps Millsap ISD will implement. ? The Director of Child Nutrition will run the Monthly Claim report for each campus and a summary of the district for the month. ? The Dire...
Millsap ISD will implement a system of internal controls to mitigate the possibly of claim duplication. The following are the steps Millsap ISD will implement. ? The Director of Child Nutrition will run the Monthly Claim report for each campus and a summary of the district for the month. ? The Director of Child Nutrition will review these reports for unreconciled meals, missing data, and possible errors. ? After review of the reports, the Director of Child Nutrition will enter the claim data by site, based on eligibility in TX-UNPS as it is reported in the Point of Sale (POS) system. As the Director of Child Nutrition enters and verifies the data for each site in the TX-UNPS claim system, the data is aggregated and will be verified for accuracy to the district summary report from the Point of Sale. ? The monthly claim report for the POS system will be printed, and attached to the claim for reimbursement summary showing site details from the TX-UNPS claim system. ? The Director of Child Nutrition will verify that the data entered for the Claim for Reimbursement match the data from the monthly claim report and sign off with date and time that it is correct. ? This document will be given to the CFO, who will verify it as well with signature, date, and time. ? If discrepancies are found, a revised claim may be filed with the state within 60 days of the last day of the claimed month.
FINDING 22-2: PROCUREMENT POLICIES AND PROCEDURES Condition The Institution?s procurement policies and procedures did not include certain aspects of the applicable federal regulations and other procurement requirements specific to the HEERF program, including the various thresholds for vendor select...
FINDING 22-2: PROCUREMENT POLICIES AND PROCEDURES Condition The Institution?s procurement policies and procedures did not include certain aspects of the applicable federal regulations and other procurement requirements specific to the HEERF program, including the various thresholds for vendor selection and purchases (micro - purchase, small purchase, sealed bid, and simplified acquisition methods) and conflict of interest policies related to procurement. (See attachments)
FINDING 2022-001: INSTITUTIONAL PORTION QUARTERLY REPORTING Condition For the quarterly Institutional Portion reports posted to the Institution?s website, there were discrepancies between the amounts reported in the Funds Expended Categories and the supporting documentation provided by the Instituti...
FINDING 2022-001: INSTITUTIONAL PORTION QUARTERLY REPORTING Condition For the quarterly Institutional Portion reports posted to the Institution?s website, there were discrepancies between the amounts reported in the Funds Expended Categories and the supporting documentation provided by the Institution. Cause The quarterly reports originally posted to the Institution?s website were deemed to be incorrect based on the accounting records and supporting documentation provided by the Institution. The 9/30/2021 and 12/31/2021 quarterly institution reports did not reflect the expenditures in the proper categories. Corrective Action PIA re-evaluated the expenses for recategorization and updated quarterly reports on the website (https://pia.edu/cares-act-details/). Moving forward, PIA will ensure proper categorization in realtime during the reporting periods.
Finding 2022-1 a. Comments on the Finding and Each Recommendation Management agrees with the finding. b. Action(s) Taken or Planned on the Finding In 2022 we hired additional oversight staff at the corporate level and changed the procedure for reviewing and approving annual certifications as well as...
Finding 2022-1 a. Comments on the Finding and Each Recommendation Management agrees with the finding. b. Action(s) Taken or Planned on the Finding In 2022 we hired additional oversight staff at the corporate level and changed the procedure for reviewing and approving annual certifications as well as monitoring EIV reporting. We have implanted new EIV procedures to ensure timely EIV reporting. All HUD staff has been trained on the new procedures.
Re: 2022-003 - Significant Weakness - Education Stabilization Fund The District is choosing not to draw down any of the Esser II funds until after recommendation from the District's consultants and Wyoming Department of Education are finalized. The District is in the process of implementing a new ac...
Re: 2022-003 - Significant Weakness - Education Stabilization Fund The District is choosing not to draw down any of the Esser II funds until after recommendation from the District's consultants and Wyoming Department of Education are finalized. The District is in the process of implementing a new accounting software. The new software will allow us to establish strong monthly grant cash drawdowns and reconciliations. Cross training will be implemented with all team members in the Business Office so the continuity will be preserved no matter the staffing configurations. Respectfully, Connie Gay
Science Center management, including the CFO and CEO, agrees with the need to migrate the Organization?s internal financial statements to comply with GAAP accounting. Steps have been taken to convert from a cash to accrual basis of accounting and we are in the process of hiring an outside consultant...
Science Center management, including the CFO and CEO, agrees with the need to migrate the Organization?s internal financial statements to comply with GAAP accounting. Steps have been taken to convert from a cash to accrual basis of accounting and we are in the process of hiring an outside consultant to assist us with setting up procedures and documentation.
Finding Number: 2022-005 Condition: The County did not file the required FFATA reports for HSC and HSI subrecipients. Planned Corrective Action: The County staff implemented a process to collect the data that is required for reporting from each subrecipient and to ensure that the reports are filed t...
Finding Number: 2022-005 Condition: The County did not file the required FFATA reports for HSC and HSI subrecipients. Planned Corrective Action: The County staff implemented a process to collect the data that is required for reporting from each subrecipient and to ensure that the reports are filed timely each year. Contact person responsible for corrective action: Chrystal Simpson, CFO Anticipated Completion Date: 6/30/2023
Finding Number: 2022-003 Condition: During allowability testing, we identified one participant that received a payment that was more than what was supported. Planned Corrective Action: The cover sheet for the payment to participant had a typo which resulted in the amount paid to the recipient to dif...
Finding Number: 2022-003 Condition: During allowability testing, we identified one participant that received a payment that was more than what was supported. Planned Corrective Action: The cover sheet for the payment to participant had a typo which resulted in the amount paid to the recipient to differ from the supporting documentation. There will be a thorough review moving forward to ensure that cover sheets for payment processing agree to the supporting documentation included with the request. Contact person responsible for corrective action: Stephanie Howard, GCCARD Executive Director Anticipated Completion Date: 10/01/2022
View Audit 40786 Questioned Costs: $1
Finding Number: 2022-001 Condition: We noted during testing that the County had no procedure in place to verify contractors are not suspended, debarred, or otherwise excluded pursuant to 2 CFR Section 180.300 prior to entering into contracts with award funds. Planned Corrective Action: The County st...
Finding Number: 2022-001 Condition: We noted during testing that the County had no procedure in place to verify contractors are not suspended, debarred, or otherwise excluded pursuant to 2 CFR Section 180.300 prior to entering into contracts with award funds. Planned Corrective Action: The County staff checked the suspension and debarment listing, however, did not print the screen for audit documentation. Going forward, the page confirming that the contractor is not on the excluded parties listing will be retained to provide proof that the check was performed. Contact person responsible for corrective action: Chrystal Simpson, CFO Anticipated Completion Date: 6/20/2023
Finding Number: 2022-004 Condition: We noted during testing that one draw request was made prior to the expenditures being incurred. Planned Corrective Action: The accounting function for GCCARD transitioned to the Office of Fiscal Services in August of 2022. From that point forward accounting staff...
Finding Number: 2022-004 Condition: We noted during testing that one draw request was made prior to the expenditures being incurred. Planned Corrective Action: The accounting function for GCCARD transitioned to the Office of Fiscal Services in August of 2022. From that point forward accounting staff were trained that draw requests were to be made after allowable expenditures were incurred. Contact person responsible for corrective action: Chrystal Simpson, CFO Anticipated Completion Date: 10/01/2022
Finding Number: 2022-002 Condition: We noted during testing that initial eligibility review and approval was not completed and on file for one out of 40 individuals that received a food distribution. Planned Corrective Action: GCCARD?s intake and office staff have been fully trained on the rules and...
Finding Number: 2022-002 Condition: We noted during testing that initial eligibility review and approval was not completed and on file for one out of 40 individuals that received a food distribution. Planned Corrective Action: GCCARD?s intake and office staff have been fully trained on the rules and regulation of completing the whole process of receiving and approval of a CSFP application which will include handing out blank applications in December, receiving completed applications in January, determining eligibility, providing the participant with a CSFP card (Valid for 1year), completing the office portion of the application, having the Intake staff sign the application, and filing of the application. This particular item was related to when eligibility was performed outdoors. Now the eligibility is performed indoors which allows for easier access to eligibility documentation. Contact person responsible for corrective action: Stephanie Howard, GCCARD Executive Director Anticipated Completion Date: 10/01/2022
View Audit 40786 Questioned Costs: $1
Name of Auditee: ESSEX OF WAUNAKEE, INC. HUD Auditee Identification Number: 075-11257 Name of Audit Firm: Haran & Associates Ltd. Period Covered by the Audit: Year ended December 31, 2022 CAP Prepared by: Rich Gonzalez Current Findings: Finding 2022-1: Reporting Views of Responsible Official: We con...
Name of Auditee: ESSEX OF WAUNAKEE, INC. HUD Auditee Identification Number: 075-11257 Name of Audit Firm: Haran & Associates Ltd. Period Covered by the Audit: Year ended December 31, 2022 CAP Prepared by: Rich Gonzalez Current Findings: Finding 2022-1: Reporting Views of Responsible Official: We concur with Finding 2022-1. The Corporation will submit the late filing as soon as possible. Action(s) Taken or Planned on the Finding: The Corporation has put in place internal controls to ensure the timely filing of the annual audit reporting package to the Federal Audit Clearinghouse. Status of Corrective Actions: Action to be completed in 2023.
Finding # 2022-001 Response Management agrees with the finding and recommendation and will update its procurement policy to comply with 2 CFR 200.318 through 2 CFR 200.327. Responsible Party Bobby Splinter Estimated Completion December 31, 2023
Finding # 2022-001 Response Management agrees with the finding and recommendation and will update its procurement policy to comply with 2 CFR 200.318 through 2 CFR 200.327. Responsible Party Bobby Splinter Estimated Completion December 31, 2023
Finding 22-1: The School?s net cash resources exceeded 3 months average expenditures at the end of the year. Recommendation: To keep monitoring the net cash resources throughout the year to ensure it doesn?t exceed three months average expenditures. Action Taken: Since being made aware of the issue,...
Finding 22-1: The School?s net cash resources exceeded 3 months average expenditures at the end of the year. Recommendation: To keep monitoring the net cash resources throughout the year to ensure it doesn?t exceed three months average expenditures. Action Taken: Since being made aware of the issue, the School?s administrator has begun to routinely monitor the net cash resources to ensure it does not exceed three months of average expenditures. As such, the required correction actions have been implemented. Implementation Date: Corrective Action Plan has been implemented as of March 9, 2023. Person Responsible for Implementation: Yonoson Sanders, the Administrator, is the responsible party for implementation of the CAP. Telephone Number: (732)901-3913.
FINDING 2022-004 (Auditor Assigned Reference Number) Contact Person Responsible for Corrective Action: Jamie Arce, Controller Contact Phone Number: 574-322-4863 Views of Responsible Official: Management agrees with the finding. Description of Corrective Action Plan: The City will strengthen its exis...
FINDING 2022-004 (Auditor Assigned Reference Number) Contact Person Responsible for Corrective Action: Jamie Arce, Controller Contact Phone Number: 574-322-4863 Views of Responsible Official: Management agrees with the finding. Description of Corrective Action Plan: The City will strengthen its existing policies and procedures by taking the following steps. ? Update existing purchasing policy to include language specific to addressing suspension and debarment as defined by 31 CFR 19.300 ? City Staff responsible for the use of federal funds will be trained on this requirement. ? City Department of Law will include appropriate language in any contract that utilizes federal funds. Anticipated Completion Date: October 31, 2023
FINDING 2022-003 (Auditor Assigned Reference Number) Contact Person Responsible for Corrective Action: Jamie Arce, Controller Contact Phone Number: 574-322-4863 Views of Responsible Official: Management agrees with the finding. Description of Corrective Action Plan: The City will review its existing...
FINDING 2022-003 (Auditor Assigned Reference Number) Contact Person Responsible for Corrective Action: Jamie Arce, Controller Contact Phone Number: 574-322-4863 Views of Responsible Official: Management agrees with the finding. Description of Corrective Action Plan: The City will review its existing policies and procedures surrounding adequate supporting documentation and will update policy as required. Training on this requirement will be provided to all City Staff involved in procurement. Anticipated Completion Date: October 31, 2023
FINDING 2022-007 Contact Person Responsible for Corrective Action: Mary K. Kaczka, Assistant Director, Community Development Contact Phone Number: 574-322-4472 Views of Responsible Official: We concur with the finding. Description of Corrective Action Plan: Financial Reporting: Management has develo...
FINDING 2022-007 Contact Person Responsible for Corrective Action: Mary K. Kaczka, Assistant Director, Community Development Contact Phone Number: 574-322-4472 Views of Responsible Official: We concur with the finding. Description of Corrective Action Plan: Financial Reporting: Management has developed the following process to correct for the lack of evidence for review or approval for reports that are submitted: Staff responsible for preparing the report in IDIS and management responsible for review for accuracy and completeness will both sign appropriate documentation detail (PR 5 and PR 7, draw spread sheets, draw vouchers) supporting the Cash on Hand Report and the IDIS report. CDBG staff has consulted with HUD CPD staff for additional training on how to complete the PR 26 report. The training assisted staff in filing two (2) past due reports and resulted in changes to the reporting process utilized by staff. Performance Reporting: Management will address the performance reporting weaknesses by taking the following steps: The assistant director of community development will document the segregation of duties for the completion and submittal of the CAPER before submission to HUD. Documentation will consist of a clear and understandable workflow on City workpapers, and final submissions, evidenced by signature (ink or digital stamp), email string other generally acceptable audit trail. Additionally, as part of continuing education, CDBG staff participated in a workshop organized by our CDBG consultant this past June, 2023 to better understand the Section 3 reporting requirements. Special Reporting for Federal Funding Accountability and Transparency Act (FFATA): Management will address the weaknesses identified in Special Reporting for Federal Funding Accountability and Transparency (FFATA) by taking the following actions: Management will review and strengthen the current process in place for identification and timely submission of projects that qualify for FFATA reporting. Completed reports will show evidence of segregation of duty for completion, and review and approval. Anticipated Completion Date: August 31, 2023
FINDING 2022-006 Contact Person Responsible for Corrective Action: Mary K. Kaczka, Assistant Director, Community Development Contact Phone Number: 574-322-4472 Views of Responsible Official: We concur with the finding. Description of Corrective Action Plan: Management will take the following steps t...
FINDING 2022-006 Contact Person Responsible for Corrective Action: Mary K. Kaczka, Assistant Director, Community Development Contact Phone Number: 574-322-4472 Views of Responsible Official: We concur with the finding. Description of Corrective Action Plan: Management will take the following steps to address the period of performance weakness that have been identified: Staff involved with posting or reviewing of claims in both the city ledger and IDIS will be trained on the requirements of 2 CFR 200.343(b) regarding allowable costs during the period of performance. Changes to the claims process has been implemented in which CDBG staff includes the grant number and program year on the face of the invoice or claim sheet in addition to general ledger account number. Invoices are processed for claim packets by department office service staff and reviewed for accuracy and completeness by management. This change in process will assist in reconciliation between the City Ledger and IDIS. Anticipated Completion Date: August 31, 2023
FINDING 2022-005 Contact Person Responsible for Corrective Action: Mary K. Kaczka, Assistant Director, Community Development Contact Phone Number: 574-322-4472 Views of Responsible Official: We concur with the finding. Description of Corrective Action Plan: Activities Allowed or Unallowed, Allowable...
FINDING 2022-005 Contact Person Responsible for Corrective Action: Mary K. Kaczka, Assistant Director, Community Development Contact Phone Number: 574-322-4472 Views of Responsible Official: We concur with the finding. Description of Corrective Action Plan: Activities Allowed or Unallowed, Allowable Costs/Cost Principles, Program Income ? Use Management has taken or will take the following steps related to the weaknesses identified in payroll and vendor payments: Payroll: Employee time and effort logs were implemented as part of our corrective action plan for finding 2021-003. Due to the timing of the previous finding Management was unable to fully implement the action plan for the 2022 audit year. Time and effort logs are required to be completed by staff whose salaries and wages are paid from more than one Federal award as defined by 2 CFR 200.430(i)(1)(vii). Time and effort logs include allocation of time by program activity and general ledger account number. The time and effort log is acknowledged by the employee and the supervisor as part of the bi-weekly payroll process. Vendor: Late fees and taxes: Management will review existing claims process with staff and strengthen as necessary. Management will communicate with staff involved with the payment of claims that the payment of late fees or taxes the unit is exempt from are ineligible uses of federal funds. Program Income: Determining or Assessing and Recording: Management will address the program income weaknesses as follows: CDBG staff meets with city controller staff monthly and will expand its existing reconciliation to include program income receipted by the city and recorded in IDIS. Anticipated Completion Date: August 31, 2023
View Audit 48532 Questioned Costs: $1
2022-001. Financial Closeout and Reporting Name of Contact Person Responsible for the Corrective Action Plan: Bobby Boyd, Finance Director Corrective Action Plan: The College will implement the necessary controls and procedures to ensure that the College performs timely and accurate financial closeo...
2022-001. Financial Closeout and Reporting Name of Contact Person Responsible for the Corrective Action Plan: Bobby Boyd, Finance Director Corrective Action Plan: The College will implement the necessary controls and procedures to ensure that the College performs timely and accurate financial closeout procedures in order for the College to produce its monthly and annual financial statements. Anticipated Completion Date: Fiscal Year 2023 2022-002. Reporting Name of Contact Person Responsible for the Corrective Action Plan: Bobby Boyd, Finance Director Corrective Action Plan: The College will implement proper internal controls and procedures to ensure that all Uniform Guidance reporting requirements are met. Anticipated Completion Date: Fiscal year 2023
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