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Corrective Action Plans

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Finding 23152 (2022-007)
Material Weakness 2022
Cleary University
MI
Questioned Costs Allowable Costs / Cost Principles Matching / Level of Effort / Earmarking
2022-007 ? Higher Education Emergency Relief Funds Earmarking Requirements Auditor Description of Condition and Effect. The University had excess funds after disbursing to students from the student portion of HEERF III emergency financial aid grants. Management discharge...
2022-007 ? Higher Education Emergency Relief Funds Earmarking Requirements Auditor Description of Condition and Effect. The University had excess funds after disbursing to students from the student portion of HEERF III emergency financial aid grants. Management discharged outstanding student balances using the excess student portion of HEERF III. Management advised students the funds could be applied to outstanding balances; however, students were not given the option to receive a cash payment in lieu of being applied to outstanding balances. Management also did not maintain detail records tracking how HEERF funds were spent across HEERF I, HEERF II, and HEERF III. As a result of this condition, the student portion of HEERF III was used for a purpose other than to provide emergency financial aid grants to students. The University partially discharged the existing student balance of 31 students amounting to $88,958. The University did not spend the required cumulative minimum of the student portion on allowable costs. Auditor Recommendation. We recommend management and accounting personnel with involvement in federal funding attend grant specific trainings and that the University maintain detailed records to allow the proper tracking of federal expenditures on a grant level basis. "Corrective Action: The University better understands the tracking requirements and the University will ensure any future funds are tracked appropriately based on the grant guidelines. Specifically with respect to HEERF III disbursements, Cleary agrees with the finding. After disbursing HEERF III funds to each student, some students had remaining outstanding balances. Management was concerned for a subset of 31 students who still had large remaining balances and were in danger of having that balance sent to a collection agency. So the remaining funds available were applied to the balances of those students. In other communications to students, the University had in the past offered students the option of applying the funds to their accounts or taking the amount in cash. Due to an oversight, the University did not offer that option to students in this circumstance. The University should have presented students with the option of receiving the HEERF funds in cash rather than having it applied to their student account. The University is in the process of drafting a communication to each of the 31 individual students affected, making them aware that Cleary applied HEERF funds to their outstanding student balances but should have offered a cash payment option. The letter will state that Cleary can issue cash disbursements if the student contacts the Student Accounts office. The communication also makes it clear to students that this will create a balance due on their current student account that must be satisfied before they can re-register for classes. In addition, Business Office and Financial Aid staff involved in federal funding will attend grant-specific training on an annual basis." Responsible Person. Alan Drimmer Anticipated Completion Date: 4/20/2023
View Audit 23264 Questioned Costs: $1
Finding 23139 (2022-006)
Significant Deficiency 2022
Cleary University
MI
Allowable Costs / Cost Principles Special Tests & Provisions
2022-006 ? Review of Reconciliations Auditor Description of Condition and Effect. We noted a variance for Pell disbursements between the University's financial records and the COD. As a result of this condition, the University initially overstated Pell disbursements on i...
2022-006 ? Review of Reconciliations Auditor Description of Condition and Effect. We noted a variance for Pell disbursements between the University's financial records and the COD. As a result of this condition, the University initially overstated Pell disbursements on its SEFA by $44,941 and an adjustment was required to be made. Auditor Recommendation. We recommend that the University implement procedures to review monthly reconciliations for accuracy. Corrective Action: The University had a change in senior financial management and along with that broader access to G5 which in turn has allowed for additional procedures for monthly reconciliation of federal awards to the internal accounting system. We believe this will prevent this type of error from occurring in the future. Responsible Person. Alan Drimmer Anticipated Completion Date: 3/15/2023
View Audit 23264
Finding 23138 (2022-005)
Significant Deficiency 2022
Cleary University
MI
Allowable Costs / Cost Principles Reporting Special Tests & Provisions
2022-005 ? Timeliness of Student Status Changes Auditor Description of Condition and Effect. We noted that four students out of a testing population of 17 were not reported timely to NSLDS. As a result of this condition, the University reported four students whose status...
2022-005 ? Timeliness of Student Status Changes Auditor Description of Condition and Effect. We noted that four students out of a testing population of 17 were not reported timely to NSLDS. As a result of this condition, the University reported four students whose status was reduced from full-time to three-quarter time to the NSLDS after the 60 day deadline. Auditor Recommendation. We recommend that the College implement procedures to report status changes for all students on a timely basis and to maintain documented procedures for enrollment reporting to prevent untimely reporting in the future. Corrective Action: The University acknowledges the error. There is now a monthly procedure in place to report student status changes to the NSLDS documented in Standard Operating Procedures. Responsible Person. Alan Drimmer Anticipated Completion Date: 1/15/2023
View Audit 23264
Finding 23137 (2022-004)
Significant Deficiency 2022
Cleary University
MI
Allowable Costs / Cost Principles Internal Control / Segregation of Duties Special Tests & Provisions
2022-004 ? Late Return of Title IV Funds Auditor Description of Condition and Effect. The University returned Title IV funds of $28 after the prescribed 45 day window for one student tested out of a population of one. As a result of this condition, the University did not...
2022-004 ? Late Return of Title IV Funds Auditor Description of Condition and Effect. The University returned Title IV funds of $28 after the prescribed 45 day window for one student tested out of a population of one. As a result of this condition, the University did not fully comply with the special tests and provisions requirements. Auditor Recommendation. We recommend that management review their current practices and policies for reviewing Title IV funds associated with students who withdraw. Corrective Action: The University recognizes the error of not returning this $28 in a timely manner. At the time, the University had only one individual, the senior financial aid advisor, with this responsibility and the staff member had a serious personal emergency which caused the delay. We have now implemented a new procedure and provided cross training to other staff members who can now return federal funds. Responsible Person. Alan Drimmer Anticipated Completion Date: 10/24/2022
View Audit 23264
Finding 23136 (2022-003)
Significant Deficiency 2022
Cleary University
MI
Eligibility Reporting Significant Deficiency
2022-003 ? Subsidized Loans Awarded to Student without Financial Need Auditor Description of Condition and Effect. The University provided a direct subsidized loan to a student without financial need. As a result of this condition, the University did not fully comply wit...
2022-003 ? Subsidized Loans Awarded to Student without Financial Need Auditor Description of Condition and Effect. The University provided a direct subsidized loan to a student without financial need. As a result of this condition, the University did not fully comply with student financial aid eligibility requirements. Auditor Recommendation. We recommend that management review their current practices and policies for reviewing student information to provide the correct type of financial aid to students. Corrective Action. The one instance noted in this finding for $1,361 was discovered in 2022-23 and the only one of its kind that Management is aware of. Once the University became aware of it, the student was notified, and the correction was made in Common Origination and Disbursement in the 2021-22 fiscal year. New qualified staff has been added to the Business Office and new student accounts software was implemented in Spring of 2022 that reviews need and grade level and awards loans properly. Responsible Person. Alan Drimmer Anticipated Completion Date: 11/16/2022
View Audit 23264
Finding 23122 (2022-002)
Significant Deficiency 2022
Parallax Advanced Research Corporation
OH
Cash Management Procurement, Suspension & Debarment
As a self-funded non-profit, management of cash is one of our highest priorities. The majority of our subcontractor invoices are ordinarily paid within 30 days of the submission of Parallax?s payment request to the government. This is consistent with the results of the audit. To remediate the situat...
As a self-funded non-profit, management of cash is one of our highest priorities. The majority of our subcontractor invoices are ordinarily paid within 30 days of the submission of Parallax?s payment request to the government. This is consistent with the results of the audit. To remediate the situation, management is working to increase the line of credit (LOC) which will facilitate earlier payments to suppliers. One of the gating items, is the completion of this annual financial audit. Once submitted, our bank will review and, if acceptable, process our request. Indications are that the bank will increase our LOC. Projected Completion: Jan 30, 2023.
View Audit 23289
Florida Voa Elderly Housing, Inc. (creekside Manor I)
VA
Reporting
Finding Reference Number: 2022-001 Concur or Do Not Concur: Concur Agree or Disagree with Auditor Recommendations: Agree Actions Taken or Planned on the Finding: Management agrees with the finding. The replacement reserve deficiency will be funded in the amount of $5,846. Management will ensure t...
Finding Reference Number: 2022-001 Concur or Do Not Concur: Concur Agree or Disagree with Auditor Recommendations: Agree Actions Taken or Planned on the Finding: Management agrees with the finding. The replacement reserve deficiency will be funded in the amount of $5,846. Management will ensure that the replacement reserve deposits are made on a timely basis in the future. Completion Date: August 22, 2022
View Audit 23251
Asi - Jamestown, Inc.
MN
Questioned Costs HUD Housing Programs
ASI - JAMESTOWN, INC. HUD PROJECT NO. 094-HH001-NP-WPH-CA CORRECTIVE ACTION PLAN YEAR ENDED DECEMBER 31, 2022 DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT ASI - Jamestown, Inc. respectfully submits the following corrective action plan for the year ended Dece...
ASI - JAMESTOWN, INC. HUD PROJECT NO. 094-HH001-NP-WPH-CA CORRECTIVE ACTION PLAN YEAR ENDED DECEMBER 31, 2022 DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT ASI - Jamestown, Inc. respectfully submits the following corrective action plan for the year ended December 31, 2022. Name and address of independent public accounting firm: Hinrichs & Associates, Ltd. 1000 Shelard Parkway, Suite 110 Minneapolis, MN 55426 Audit Period: December 31, 2022 The findings from the December 31, 2022 schedule of findings and questioned costs are discussed below. The findings are numbered consistently with the numbers assigned in the schedule. Section A of the schedule, Summary of Audit Results, does not include findings and is not addressed. FINDINGS - FINANCIAL STATEMENT AUDIT NONE FINDINGS - FEDERAL AWARD PROGRAMS AUDIT DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT FINDING 2022-001: SECTION 811, Assistance Listing Number 14.181 The Project did not have adequate supporting documentation for a petty cash disbursement. Recommendation: The Project should obtain adequate supporting documentation before payment to make sure it pays the correct amount. Action Taken: The Project agrees with the finding. The accounts payable staff will be reminded to be careful when entering invoices for payment. If the Department of Housing and Urban Development has questions regarding this plan, please call Chuck Reuter at 651-645-7271.
View Audit 22912 Questioned Costs: $1
Henderson County Health Care Corporation - Two
KY
HUD Housing Programs Matching / Level of Effort / Earmarking
To reduce operating costs, payroll costs and other shared expenses are initially processed and paid through Redbanks Towers and Apartments. The other two affiliated properties managed by Henderson County Health Care Corporation, II reimburse Redbanks Towers and Apartments for their proportionate sha...
To reduce operating costs, payroll costs and other shared expenses are initially processed and paid through Redbanks Towers and Apartments. The other two affiliated properties managed by Henderson County Health Care Corporation, II reimburse Redbanks Towers and Apartments for their proportionate share of the costs. The $54,930 are not loans to the other affiliated properties. The amount can be attributed to timing differences and billing the affiliated properties after an expense is paid. Due to employee issues and turnover, some of the reimbursements were not made in a timely manner. Management has taken proactive steps to ensure timely reimbursement in the future, including but not limited to, outsourcing accounts payable, changes in staffing, monitoring the intercompany reimbursements, etc. As of October 4, 2022, $43,404.81 of the amount has been reimbursed to Redbanks Towers and Apartments. The balance of $11,525.42 will be reimbursed as soon as possible.
View Audit 25867
Henderson County Health Care Corporation - Two
KY
HUD Housing Programs
The tenant security deposit account is underfunded due to more interest being paid out than what was earned. Management will transfer funds to adequately fund the liability to tenants as soon as possible.
The tenant security deposit account is underfunded due to more interest being paid out than what was earned. Management will transfer funds to adequately fund the liability to tenants as soon as possible.
View Audit 25867
Finding 23091 (2022-001)
Material Weakness 2022
Primary Health Care, Inc.
IA
Procurement, Suspension & Debarment
Management?s action plan to improve compliance includes a formal review of Primary Health Care?s procurement policies by Kelly Huntsman, Chief Executive Officer, in November 2022 to assure policies are consistent with Uniform Guidance. If revisions are necessary, Kelly will bring them to the Board ...
Management?s action plan to improve compliance includes a formal review of Primary Health Care?s procurement policies by Kelly Huntsman, Chief Executive Officer, in November 2022 to assure policies are consistent with Uniform Guidance. If revisions are necessary, Kelly will bring them to the Board of Directors for approval. Nathan Simpson, Chief Operating Officer has scheduled procurement training on Primary Health Care?s procurement policies for all leaders by December 2022. The training will educate all managers and above on Primary Health Care?s procurement policy and reinforce adherence to improve compliance.
View Audit 25865
Finding 23087 (2022-004)
Material Weakness 2022
Calhoun Community Unit School District 40
IL
Internal Control / Segregation of Duties
Finding No.: 2022-004 U.S. Department of Education ? 2021 & 2022 Elementary and Secondary School Emergency Relief Fund ? CFDA No. 84.425 Condition: The District...
Finding No.: 2022-004 U.S. Department of Education ? 2021 & 2022 Elementary and Secondary School Emergency Relief Fund ? CFDA No. 84.425 Condition: The District?s accounting function is controlled by a limited number of individuals resulting in the inadequate segregation of duties. Plan: The District is reviewing its financial policies and procedures to better segregate duties where possible. The Superintendent will make the Board aware of their responsibility in regards to reviewing and approving financial items and asking questions. Anticipated Date of Completion: Ongoing
View Audit 23685
Finding 23083 (2022-003)
Material Weakness 2022
Calhoun Community Unit School District 40
IL
Internal Control / Segregation of Duties
Finding No.: 2022-003 U.S. Department of Agriculture ? 2021 & 2022 Child Nutrition Cluster ? CFDA No. 10.555/10.553/10.649 Condition: The District?s accounting fun...
Finding No.: 2022-003 U.S. Department of Agriculture ? 2021 & 2022 Child Nutrition Cluster ? CFDA No. 10.555/10.553/10.649 Condition: The District?s accounting function is controlled by a limited number of individuals resulting in the inadequate segregation of duties. Plan: The District is reviewing its financial policies and procedures to better segregate duties where possible. The Superintendent will make the Board aware of their responsibility in regards to reviewing and approving financial items and asking questions. Anticipated Date of Completion: Ongoing
View Audit 23685
Finding 23064 (2022-001)
Significant Deficiency 2022
Idaho State University
ID
Cash Management Significant Deficiency Matching / Level of Effort / Earmarking § 200.303
Student Financial Assistance Cluster - Cash Management Assistance Listing Number: 84.007/84.033/84.038/84.063/84.268 Type of Finding: Significant Deficiency in Internal Control over Compliance Recommendation: ISU should implement formal review procedures to document that the Cash Management draw...
Student Financial Assistance Cluster - Cash Management Assistance Listing Number: 84.007/84.033/84.038/84.063/84.268 Type of Finding: Significant Deficiency in Internal Control over Compliance Recommendation: ISU should implement formal review procedures to document that the Cash Management drawdown reviews are being performed to correct errors in a timely manner and to minimize the likelihood of errors going undetected. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: A process was implemented that includes the approval of the Controller prior to G5 federal financial aid draws. Name(s) of the contact person(s) responsible for corrective action: Angie Dobbins, Controller Planned completion date for corrective action plan: June 2022
View Audit 22380
Finding 23062 (2022-003)
Significant Deficiency 2022
Municipality of Rio Grande
PR
Reporting
Management gave instructions to the Finance Department staff to submit, in a timely manner, all the required financial information, to our external consultants and to our external auditors, in order to comply with the datelines for the submission of the Single Audit Report.
Management gave instructions to the Finance Department staff to submit, in a timely manner, all the required financial information, to our external consultants and to our external auditors, in order to comply with the datelines for the submission of the Single Audit Report.
View Audit 19744
American International College
MA
Student Financial Aid Reporting Matching / Level of Effort / Earmarking
Corrective Action Plan: The College has implemented a report that will show differences in the date Direct Student Loan funds are disbursed in Powerfaids versus the date the funds are disbursed in COD. All differences will be investigated and rectified on a monthly basis. The College implemented thi...
Corrective Action Plan: The College has implemented a report that will show differences in the date Direct Student Loan funds are disbursed in Powerfaids versus the date the funds are disbursed in COD. All differences will be investigated and rectified on a monthly basis. The College implemented this reporting function in January of 2023. Timeline for Implementation of Corrective Action Plan: Implemented in January 2023 Contact Person Richard O?Connor Director of Financial Aid
View Audit 18762
American International College
MA
Student Financial Aid Reporting Matching / Level of Effort / Earmarking
Corrective Action Plan: The College has implemented a report that will show differences in the date Pell funds are disbursed in Powerfaids versus the date the funds are disbursed in COD. All differences will be investigated and rectified on a monthly basis. The College implemented this reporting fun...
Corrective Action Plan: The College has implemented a report that will show differences in the date Pell funds are disbursed in Powerfaids versus the date the funds are disbursed in COD. All differences will be investigated and rectified on a monthly basis. The College implemented this reporting function in January of 2023. Timeline for Implementation of Corrective Action Plan: Implemented in January 2023 Contact Person Richard O?Connor Director of Financial Aid
View Audit 18762
American International College
MA
Corrective Action Plan: The College has implemented a disbursement schedule of disbursing federal funds including the Pell Grant and Direct Student Loans on Monday and Wednesday each week. Files are sent to COD to update them of these disbursement dates by Tuesday and Thursday of the week the funds ...
Corrective Action Plan: The College has implemented a disbursement schedule of disbursing federal funds including the Pell Grant and Direct Student Loans on Monday and Wednesday each week. Files are sent to COD to update them of these disbursement dates by Tuesday and Thursday of the week the funds are disbursed. The College implemented this revised schedule in October of 2021. Timeline for Implementation of Corrective Action Plan: Implemented in October 2021 Contact Person Richard O?Connor Director of Financial Aid
View Audit 18762
Finding 23057 (2022-004)
Material Weakness 2022
Texas City Independent School District
TX
Reporting Material Weakness Equipment & Real Property Management
2022-004 Compliance Requirements: Reporting Finding: Material Weakness in Internal Control Over Compliance Effective January 2023, business office personnel responsible for grant accounting will meet with grant managers to discuss grant activity and obtain approval for reimbursements. The assistant ...
2022-004 Compliance Requirements: Reporting Finding: Material Weakness in Internal Control Over Compliance Effective January 2023, business office personnel responsible for grant accounting will meet with grant managers to discuss grant activity and obtain approval for reimbursements. The assistant superintendent of business and operations, Margaret Lee, will be responsible for scheduling the monthly meetings between business office staff and grant managers. Margaret Lee will establish a master calendar of grant reporting deadlines that will be reviewed at each monthly meeting between business office staff and grant managers. As a part of the monthly balance sheet reconciliation and review, accounting staff will review grant reimbursement requests from the prior month and ensure that funds were received and recorded to the appropriate account. Evidence of communications with the granting agency will be required to document any revenues that were not received and/or recorded. If communications from the granting agency are not provided, the assistant superintendent for business and operations will be responsible for contacting the granting agency directly to follow up on the reporting requirements and reimbursement status. Estimated Completion Date: August 2023 Management Contact: Margaret Lee
View Audit 18283
Finding 23054 (2022-003)
Material Weakness 2022
Texas City Independent School District
TX
Questioned Costs Allowable Costs / Cost Principles Subrecipient Monitoring
2022-003 Allowable Costs/Cost Principles Type of Finding: Material Weakness in Internal Control Over Compliance and Noncompliance Federal programs purchases go through multiple approvals prior to issuing a purchase order. Approvals include the grant program administrator, director of purchasing, dir...
2022-003 Allowable Costs/Cost Principles Type of Finding: Material Weakness in Internal Control Over Compliance and Noncompliance Federal programs purchases go through multiple approvals prior to issuing a purchase order. Approvals include the grant program administrator, director of purchasing, director of finance, and assistant superintendent of business and operations, and superintendent at a minimum. All approving staff have attended federal programs training including ESSER training. Since the questioned costs went through the established approval procedures, all staff with responsibility of approving grant purchases will attend additional training on allowable costs including a refresher training each semester beginning with the Spring 2023 semester. Training should be continuous and ongoing since question-and-answer documents are constantly updated and changed. To address the specific finding in the audit, the director of finance will establish pre-paid accounts in the general fund that will be used to record subscriptions and contracts that extend beyond the current fiscal year. At the end of the fiscal year, the director of finance will move expenditures associated with the fiscal year to the grant through a journal entry. In addition, the pre-paid account will be reconciled with the balance of each subscription identified in the reconciliation. The list of pre-paid subscriptions and the journal entry will both be reviewed and approved by the assistant superintendent of business and operations as a part of newly established operating procedures. Estimated Completion Date: January 2023 Management Contact: Margaret Lee
View Audit 18283 Questioned Costs: $1
Manna University
NC
Student Financial Aid Eligibility Internal Control / Segregation of Duties
Incorrect Pell Calculations Planned Corrective Action: The Organization awarded $1186 to the student in question on February 10, 2023. The Financial Aid Department will perform midterm audits to ensure that students are receiving the correct amount of Pell Grant. Person Responsible for Correctiv...
Incorrect Pell Calculations Planned Corrective Action: The Organization awarded $1186 to the student in question on February 10, 2023. The Financial Aid Department will perform midterm audits to ensure that students are receiving the correct amount of Pell Grant. Person Responsible for Corrective Action Plan: Cathy Lucas, Vice President of Administration Anticipated Date of Completion: February 10, 2023
View Audit 18257
Manna University
NC
Student Financial Aid
Incorrect Return of Title IV Funds Calculation Planned Corrective Action: The Vice President of Administration had a meeting with the new supervisor over the department at Campus Ivy that processes R2T4s. The supervisor stated that there have been changes made to ensure that these mistakes will n...
Incorrect Return of Title IV Funds Calculation Planned Corrective Action: The Vice President of Administration had a meeting with the new supervisor over the department at Campus Ivy that processes R2T4s. The supervisor stated that there have been changes made to ensure that these mistakes will never happen again. The Vice President of Administration will review the R2T4s after Campus Ivy has completed the calculations to be sure that the representative used the correct amount of funds disbursed. The R2T4 that was incorrect has been corrected and the funds have been returned to the Department of Education. Person Responsible for Corrective Action Plan: Cathy Lucas, Vice President of Administration Anticipated Date of Completion: March 7, 2023
View Audit 18257
Finding 23049 (2022-003)
Significant Deficiency 2022
Manna University
NC
Student Financial Aid Matching / Level of Effort / Earmarking Eligibility
Monthly Reconciliations of Pell Grant and Federal Direct Loans Planned Corrective Action: The Organization is now fully aware of the requirement to process student-by-student monthly reconciliations for both Pell Grant and Direct Loans disbursements. Procedures have been put into place to ensure ...
Monthly Reconciliations of Pell Grant and Federal Direct Loans Planned Corrective Action: The Organization is now fully aware of the requirement to process student-by-student monthly reconciliations for both Pell Grant and Direct Loans disbursements. Procedures have been put into place to ensure that the reconciliations are completed each month for each fiscal year. Person Responsible for Corrective Action Plan: Cathy Lucas, Vice President of Administration Anticipated Date of Completion: June 30, 2023
View Audit 18257
Finding 23020 (2022-003)
Material Weakness 2022
Dekalb County Eastern Community School District
IN
Matching / Level of Effort / Earmarking Allowable Costs / Cost Principles § 200.208 § 200.303 § 200.403
FINDING 2022?003 Contact Person Responsible for Corrective Action: Maria Conwell Contact Phone Number: 260-868-2125 Views of Responsible Official: We agree with the finding. Description of Corrective Action Plan: DeKalb County Eastern Community School District will work with the Northeast Indiana Sp...
FINDING 2022?003 Contact Person Responsible for Corrective Action: Maria Conwell Contact Phone Number: 260-868-2125 Views of Responsible Official: We agree with the finding. Description of Corrective Action Plan: DeKalb County Eastern Community School District will work with the Northeast Indiana Special Education Cooperative to implement the procedures detailed below. The Northeast Indiana Special Education Cooperative (NEISEC) Treasurer will reach out to DeKalb Eastern during the writing process of the IDEA 611 and 619 grants in order for DeKalb Eastern to submit their plans for their allocation of proportionate share money. NEISEC will provide the allocation amounts to DeKalb Eastern. These submissions will include a proportionate share budget and include proportionate share staff names and any necessary information for the budget categories. The NEISEC Treasurer will then compile the proportionate share information and include on the grant submission. The LEA Treasurer will be given a copy of the grant application and budget upon approval of the grant. Any NEISEC employee being paid out of proportionate share grant funds for salary and benefits will be paid from the LEA's financial software. The LEA Treasurer will keep a spreadsheet of employee proportionate share expenses and this spreadsheet will be updated monthly based on time and effort logs that are submitted by DeKalb Eastern to the LEA and NEISEC. Any employee utilizing proportionate share funds that is not an employee of NEISEC, but rather a direct employee of DeKalb Eastern, will be paid directly by DeKalb Eastern. Time and effort logs will still be submitted to the LEA and NEISEC Treasurers for these employees in order to generate a direct reimbursement from the grant fund to DeKalb Eastern. For any expenses for a category outside of salary and benefits, DeKalb Eastern will need to submit an invoice and proof of purchase for equipment, supplies, etc. to NEISEC and the LEA in order to be directly reimbursed for those proportionate share expenses. If the request was not in the initial grant budget, DeKalb Eastern must submit all relevant information to NEISEC in order for a grant modification to be completed. Per IDOE the grant modification must be approved first prior to purchasing the items. Time and effort logs as well as invoice and proof of payment must be sent to the LEA Treasurer in order to completed the grant reimbursement requests. At the end of the grant period, any remaining proportionate share money will require that a waiver be completed. As of this date (2/10/2023) the LEA (DeKalb County Eastern CSD) and NEISEC are still in communication with SBOA and IDOE to review the proportionate share plan and ensure all necessary requirements will be satisfied. Anticipated Completion Date: Changes discussed above will be implemented for the remainder of the FY23 grant period starting 07/01/2023.
View Audit 27017
Finding 23005 (2022-002)
Material Weakness 2022
Dekalb County Eastern Community School District
IN
School Nutrition Programs Cash Management Material Weakness § 200.303
FINDING 2022-002 Contact Person Responsible for Corrective Action: Dawn Mason and Dana Hedges Contact Phone Number: 260-868-2125 Views of Responsible Official. We agree with the finding. Description of Corrective Action Plan: The Food Service Director with prepare the monthly sponsor claims for reim...
FINDING 2022-002 Contact Person Responsible for Corrective Action: Dawn Mason and Dana Hedges Contact Phone Number: 260-868-2125 Views of Responsible Official. We agree with the finding. Description of Corrective Action Plan: The Food Service Director with prepare the monthly sponsor claims for reimbursement. The Eastside Manager will review and sign off on the claims. The Food Service Director will submit the claims to the Indiana Department of Education after review by the Eastside Manager. Anticipated Completion Date: Ongoing - The Food Service Director and Eastside Manager will review and initial the monthly sponsor claims for reimbursement starting with the most recent month that requires submission.
View Audit 27017
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