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Corrective Action Plans

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Finding 43212 (2022-001)
Significant Deficiency 2022
Phoenix Indian Center
AZ
Procurement, Suspension & Debarment
Corrective Action Plan: Moving forward, the Phoenix Indian Center will follow and adhere to the organizations procurement policy. The current policy states that if the vendor will complete projects exceeding $15,000 3 bids must be obtained. Moving forward, the Phoenix Indian Center will fully implem...
Corrective Action Plan: Moving forward, the Phoenix Indian Center will follow and adhere to the organizations procurement policy. The current policy states that if the vendor will complete projects exceeding $15,000 3 bids must be obtained. Moving forward, the Phoenix Indian Center will fully implement the process of obtaining 3 bids for new vendors, especially as it pertains to federal funding. Person Responsible: Jolyana Begay-Kroupa, Chief Executive Officer Date of Completion: Fiscal Year 2023
View Audit 39664
Finding 43211 (2022-003)
Significant Deficiency 2022
The Villages, Inc.
KS
Allowable Costs / Cost Principles Period of Performance Significant Deficiency
2022-003 Review and Approval of Grant Expenditures (Significant Deficiency) Department of Health and Human Services Unaccompanied Alien Children Program, Assistance Listing Number 93.676 Compliance Requirement: Activities Allowed or Unallowed, Allowable Costs/Cost Principles and Period of Performa...
2022-003 Review and Approval of Grant Expenditures (Significant Deficiency) Department of Health and Human Services Unaccompanied Alien Children Program, Assistance Listing Number 93.676 Compliance Requirement: Activities Allowed or Unallowed, Allowable Costs/Cost Principles and Period of Performance Recommendation: The Organization should implement controls and processes that ensure grant expenditures charged to the program are reviewed to ensure costs are allowable and properly supported. Action Taken (Unaudited):. All expenses must be approved by the Executive Director prior to payment. Approvals are documented either via physical signature or email. A schedule has been established so that expenses are reviewed in a more timely and organized manner. Contact Name ? Kaleena Harmer Expected Completion Date ? 08/31/2022
View Audit 45599
Finding 43210 (2022-002)
Significant Deficiency 2022
The Villages, Inc.
KS
Significant Deficiency Internal Control / Segregation of Duties
2022-002 Maintenance of Written Procedures of Internal Control over Compliance (Significant Deficiency) Department of Health and Human Services Unaccompanied Alien Children Program, Assistance Listing Number 93.676 Recommendation: The Organization should develop written policies for the internal ...
2022-002 Maintenance of Written Procedures of Internal Control over Compliance (Significant Deficiency) Department of Health and Human Services Unaccompanied Alien Children Program, Assistance Listing Number 93.676 Recommendation: The Organization should develop written policies for the internal control over compliance of federal awards. Action Taken (Unaudited): Management is in the process of updating its control procedures to include proper written policies for the internal control over compliance of federal awards. The Finance Manager will use the COSO format to ensure procedures are documented within the required guidelines. Contact Name ? Kaleena Harmer Expected Completion Date ? 12/31/2023
View Audit 45599
Finding 43209 (2022-003)
Significant Deficiency 2022
County of Albany
NY
Eligibility
The County will continue to monitor supervisory processes. Additionally, the County will perform preliminary testing to ensure process is operating effectively.
The County will continue to monitor supervisory processes. Additionally, the County will perform preliminary testing to ensure process is operating effectively.
View Audit 45598
Finding 43208 (2022-002)
Significant Deficiency 2022
County of Albany
NY
Eligibility
In 2023, the County will continue to monitor actions implemented at DSS after the third quarter of 2022. Additionally, the County will perform preliminary testing to ensure process is operating effectively.
In 2023, the County will continue to monitor actions implemented at DSS after the third quarter of 2022. Additionally, the County will perform preliminary testing to ensure process is operating effectively.
View Audit 45598
Acadia Housing, Inc. Dba Riverside Village
CT
Grantor: U.S. Department of Agriculture Award Name: Rural Rental Housing Loans Award Year: 2021 Award Numbers: Various CFDA Number: 10.415 Criteria: The Project?s reserve account must be fully funded and maintained in a separate bank account. Condition: During our audit testing, we noted that while ...
Grantor: U.S. Department of Agriculture Award Name: Rural Rental Housing Loans Award Year: 2021 Award Numbers: Various CFDA Number: 10.415 Criteria: The Project?s reserve account must be fully funded and maintained in a separate bank account. Condition: During our audit testing, we noted that while the Project maintained a separate bank account for reserves, it was not fully funded. Cause: Yearly budgeted transfers were not made to ensure the account is fully funded. Effect: Reserve bank account is underfunded. Questioned Costs: None noted. Recommendation: The Project should implement controls to ensure that the reserve bank account is fully funded. Management?s Views and Corrective Action Plan: Management will correct this when sufficient funds are able to be transferred into the reserve account
View Audit 45597
Finding 43205 (2022-003)
Material Weakness 2022
Jefferson County School District No R-1
CO
Questioned Costs Reporting Allowable Costs / Cost Principles § 200.502
Emergency Connectivity Fund Program ? Assistance Listing No. 32.009 Recommendation: We recommend that the district improve the review process over tracking and reporting reimbursements of federal expenditures. Explanation of disagreement with audit finding: There is no disagreement with the audit ...
Emergency Connectivity Fund Program ? Assistance Listing No. 32.009 Recommendation: We recommend that the district improve the review process over tracking and reporting reimbursements of federal expenditures. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action planned in response to finding: As the subject matter experts, the district grants accounting department will work with other district departments to ensure eligibility rules and requirements are fully met when seeking reimbursement for expenditures. Grants team members will further work to support departments who play an active role in obtaining and monitoring federal grants to seek reimbursement within a timely manner, and when possible, seeking such reimbursement by the close of the fiscal year or immediately thereafter. Specific guidance will be communicated with other department management and future updates to the district Financial Services Guide will include updated guidance for all departments to reference. The Grants Manager will be responsible for monitoring all correspondence with grant-making entities to ensure timely response to potentially disputed submissions. Name(s) of the contact person(s) responsible for corrective action: Andy Flinn, Grants Manager Planned completion date for corrective action plan: June 2023
View Audit 41462 Questioned Costs: $1
Northwest Arkansas Economic Development District, Inc.
AR
Questioned Costs Subrecipient Monitoring
While no significant deficiencies or material weaknesses were reported, we acknowledge the ongoing matter of WIOA questioned costs from PY 18 and PY 21. As we communicated to the audit team and as confirmed by documentation provided, we are in varying levels of discussions for resolution with ADWS o...
While no significant deficiencies or material weaknesses were reported, we acknowledge the ongoing matter of WIOA questioned costs from PY 18 and PY 21. As we communicated to the audit team and as confirmed by documentation provided, we are in varying levels of discussions for resolution with ADWS on these issues, ranging from an initial response for one program year to awaiting an answer from the Arkansas Appeal Tribunal on the other. We have been fully transparent with our leadership and are well prepared to address these matters as needed with no disruption or material effect on our operations. We commit to apprising Landmark PLC of any developments on this front should any occur prior to the publication of the completed audit.
View Audit 48326 Questioned Costs: $1
Finding 43196 (2022-002)
Significant Deficiency 2022
Department of Housing of the Commonwealth of Puerto Rico
PR
Subrecipient Monitoring Reporting Matching / Level of Effort / Earmarking
As soon as we become aware of the requirements related to the Federal Funding Accountability and Transparency Act (FFATA) applicable to the CDBG funds we began with the process of registration and request pertinent information to the subrecipients of federal funds. We are still working to complete t...
As soon as we become aware of the requirements related to the Federal Funding Accountability and Transparency Act (FFATA) applicable to the CDBG funds we began with the process of registration and request pertinent information to the subrecipients of federal funds. We are still working to complete the process due to certain issues with the FFATA Subaward Reporting System (FSRS). We expect to fully comply with the Single Audit for fiscal year 2023. IMPLEMENTATION DATE December 31, 2023 RESPONSIBLE PERSON Felix Hernandez Caban Director of Disaster Recovery for CDBG-DR and Juan R. Rivera Carrillo Assistance Secretary for Finance and Administration
View Audit 48325
Finding 43195 (2022-001)
Material Weakness 2022
Department of Housing of the Commonwealth of Puerto Rico
PR
Reporting Matching / Level of Effort / Earmarking Internal Control / Segregation of Duties § 200.512
For the fiscal year ended June 30, 2021, the PRDH was able to complete and issue the single audit report (SAR) by December 30, 2022, three months before the extended expiration date of March 31, 2023. The delay in the issuance of the 2021 SAR was mostly due to the COVID-19 pandemic.The delay in the ...
For the fiscal year ended June 30, 2021, the PRDH was able to complete and issue the single audit report (SAR) by December 30, 2022, three months before the extended expiration date of March 31, 2023. The delay in the issuance of the 2021 SAR was mostly due to the COVID-19 pandemic.The delay in the issuance of the 2021 SAR resulted in the delay of the 2022 SAR. Soon after the issuance of the SAR for 2021, we contracted the services for the single audit of FY 2022. We plan to complete the audit and issue the 2022 SAR by July 31, 2023 and expect to fully comply with the Single Audit for fiscal year 2023. IMPLEMENTATION DATE Single Audit for fiscal year 2022-2023 Assistance Secretary for Finance and Administration
View Audit 48325
Finding 43187 (2022-002)
Significant Deficiency 2022
La Clinica Tepeyac
CO
Internal Control / Segregation of Duties Subrecipient Monitoring Significant Deficiency
2022-002 Consolidated Health Centers Grant ? Assistance Listing No. 93.224 & 93.527 Recommendation: Our auditors recommended the Organization to review internal controls in regards to the determination, recording, and monitoring of the sliding fee process to ensure that appropriate sliding fee rates...
2022-002 Consolidated Health Centers Grant ? Assistance Listing No. 93.224 & 93.527 Recommendation: Our auditors recommended the Organization to review internal controls in regards to the determination, recording, and monitoring of the sliding fee process to ensure that appropriate sliding fee rates/categories are utilized for each sliding fee encounter. The auditors also recommended the Organization put a process in place to make sure all applications are retained. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: The Organization will implement the following peer review process: ? A peer review is required to determine the appropriate sliding fee calculation was made based on family size and income of the applicant. ? A reference and training guide will be created by the Organization for front desk staff and enrollment specialists to utilize by September 30, 2023. ? Each sliding fee application will be reviewed by a peer and signed off by both the submitter and the peer reviewer. A verification checklist will be utilized to ensure the sliding fee application is accurate and complete. ? The finance department will receive a list of all new sliding fee applications from the previous month and pull a sample of twenty applications to review for accuracy and to confirm the peer review occurred. ? The Organization will implement a process where the patients will complete the sliding fee application prior to seeing the provider. The process is expected to be implemented by October 31, 2023. If the U.S. Department of Health and Human Services has questions regarding this plan, please call Jim Garcia, CEO, at 720-274-2941.
View Audit 48323
Finding 43186 (2022-001)
Significant Deficiency 2022
La Clinica Tepeyac
CO
Procurement, Suspension & Debarment
2022-001 Consolidated Health Centers Grant ? Assistance Listing No. 93.224 & 93.527 Recommendation: Our auditors recommended the Organization implement a process to ensure suspension and debarment checks are performed and documentation to show that the checks are occurring prior to entering into tra...
2022-001 Consolidated Health Centers Grant ? Assistance Listing No. 93.224 & 93.527 Recommendation: Our auditors recommended the Organization implement a process to ensure suspension and debarment checks are performed and documentation to show that the checks are occurring prior to entering into transactions with vendors. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: The Organization has updated is procurement and suspension and debarment processes to include the following procedures and internal controls: ? The Organization has implemented a process to ensure suspension and debarment checks are performed prior to entering into a transaction with new vendors. The Organization utilizes Sam.gov to perform the suspension and debarment checks. In addition to completing the suspension and debarment checks with new vendors, the accounting and compliance departments will also verify quarterly that existing vendors are not on the suspended and debarred listing. ? An Approved Vendor List will be added on the Organization?s Public Sharepoint. The approved vendor list will be added as of July 31, 2023. Before a new vendor is selected by internal management staff, they must refer to the approved vendor list to see if goods or services can be acquired from one of the approved vendors. If a new vendor must be selected, the manager must send documentation that a suspension and debarment check has occurred and a copy of the RFP (when applicable) before using the vendor for goods or services. The accounting manager will review the new vendor selection to verify that the suspension and debarment check occurred. Once this has been verified the accounts payable coordinator will be given the approval to add the new vendor to the accounting software. The accounts payable coordinator will add screen shots of the verification in the accounting software under each vendor. The accounts payable coordinator will also retain Vendor Files in Sharepoint, which include, verifications, vendor invoices, and any vendor contracts.
View Audit 48323
Finding 43178 (2022-013)
Material Weakness 2022
Doral Academy of Northern Nevada
NV
Allowable Costs / Cost Principles Internal Control / Segregation of Duties § 200.303
Finding Number: 2022-013 ? Activities Allowed or Unallowed and Allowable Costs/Cost Principles Corrective Action Plan: A process has been put in place for the school principal to review all RFRs prior to submission to the grantor. Approval is evidenced by email sent by principal to the Director of G...
Finding Number: 2022-013 ? Activities Allowed or Unallowed and Allowable Costs/Cost Principles Corrective Action Plan: A process has been put in place for the school principal to review all RFRs prior to submission to the grantor. Approval is evidenced by email sent by principal to the Director of Grant Management, which is saved with the RFR as support. Responsible Individuals: Nachum Golodner, Director of Accounting Anticipated Completion Date: June 30, 2023
View Audit 48322
Finding 43177 (2022-014)
Material Weakness 2022
Doral Academy of Northern Nevada
NV
Reporting Allowable Costs / Cost Principles Material Weakness
Finding Number: 2022-014 ? SEFA Preparation Corrective Action Plan: In 2022, the office had downsized due to turnover in staff. While a process was in place for reconciling, a secondary review was not performed to verify accuracy of the residual value calculations. To strengthen the oversight of fin...
Finding Number: 2022-014 ? SEFA Preparation Corrective Action Plan: In 2022, the office had downsized due to turnover in staff. While a process was in place for reconciling, a secondary review was not performed to verify accuracy of the residual value calculations. To strengthen the oversight of financial management in the School, Academica Nevada, the School?s management company, has filled all the open positions and realigned staff responsibilities to reduce individual workloads and provide additional oversight and review. The grant manager will reconcile all grants to ensure proper cutoff, with a secondary review performed by a member of management. Responsible Individuals: Nachum Golodner, Director of Accounting Anticipated Completion Date: June 30, 2023
View Audit 48322
Finding 43171 (2022-002)
Material Weakness 2022
Grafton Public School District No. 18
ND
Special Tests & Provisions
2022-002 Contact Person Darren Albrecht Planned Corrective Action The District will plan to get payroll registers monthly from contractors moving forward. This will be monitored by the Superintendent and Head of Facilities. Planned Completion Date The planned completion date is June 30, 2023.
2022-002 Contact Person Darren Albrecht Planned Corrective Action The District will plan to get payroll registers monthly from contractors moving forward. This will be monitored by the Superintendent and Head of Facilities. Planned Completion Date The planned completion date is June 30, 2023.
View Audit 44470
Finding 43164 (2022-003)
Significant Deficiency 2022
Youth & Family Services, Inc.
SD
Eligibility Cash Management
The Organization is aware of the eligibility finding and is working to correct all known errors and develop a system to prevent future occurrences.
The Organization is aware of the eligibility finding and is working to correct all known errors and develop a system to prevent future occurrences.
View Audit 44468
Finding 43163 (2022-002)
Material Weakness 2022
Youth & Family Services, Inc.
SD
Questioned Costs Allowable Costs / Cost Principles Reporting
The Organization has communicated with OHS officials to confirm expectations regarding prepaid contracts. The Organization will follow the guidance of OHS and will record prepaid contracts according to GAAP rules. The Organization will receive and implement guidance from OHS to correct the draw an...
The Organization has communicated with OHS officials to confirm expectations regarding prepaid contracts. The Organization will follow the guidance of OHS and will record prepaid contracts according to GAAP rules. The Organization will receive and implement guidance from OHS to correct the draw and use of funds related to the current situation. Going forward, per the HHS Grants Policy Statement, the Organization will confirm with OHS if an exception related to handling a specific prepaid service contract is appropriate and allowed.
View Audit 44468 Questioned Costs: $1
Finding 43157 (2022-001)
Material Weakness 2022
South Central Cooperative
SD
Internal Control / Segregation of Duties Material Weakness Reporting
The South Central Cooperative Director, Kristi Hilzendeger, is the contact person responsible for the corrective action plan for this finding. This finding is due to the size of the South Central Cooperative, which precludes staffing at a level sufficient to provide an ideal environment for interna...
The South Central Cooperative Director, Kristi Hilzendeger, is the contact person responsible for the corrective action plan for this finding. This finding is due to the size of the South Central Cooperative, which precludes staffing at a level sufficient to provide an ideal environment for internal controls. The Cooperative has developed policies to help monitor the lack of segregation of duties, but due to the size of the Cooperative it is not feasible, or fiscally responsible to implement anything else at this time. The Cooperative will continue to follow the controls currently in place.
View Audit 44464
High Point University
NC
Cash Management Matching / Level of Effort / Earmarking
Finding 2022-001 Program: Federal Family Education Loans CFDA No.: 84.032 Federal Agency: Department of Education Award Year: Various Compliance Requirement: C ? Cash Management University?s Response: The University has continued to ensure these funds are not comingled and has protected them from sp...
Finding 2022-001 Program: Federal Family Education Loans CFDA No.: 84.032 Federal Agency: Department of Education Award Year: Various Compliance Requirement: C ? Cash Management University?s Response: The University has continued to ensure these funds are not comingled and has protected them from spending. Because of the discrepancies identified, each student?s loan history must be reviewed and compared between the University Information System, the lender rosters, and the National Student Loan Database System (NSLDS) records. This individual review and reconciliation have proven to be a tedious but necessary process to identify the funds never posted to student records, returned to lenders, or entered incorrectly in the three separate systems of record. Corrective Action Plan: Between 2005 and 2010, the University isolated and identified eight hundred and eighty transactions for four hundred thirty-eight students they could not reconcile. The Senior Director of Student Financial Services is continuing to review each student?s loan history between the three systems of record to determine where the discrepancy lies. Once these discrepancies are identified for all 438 students, the University will consult with the DoE to determine the necessary action to correct these individual student accounts. Name of Responsible Person: Jonathan Mador, Senior Director of Student Financial Services Anticipated Completion Date: December 31, 2023
View Audit 39340
High Point University
NC
Questioned Costs Special Tests & Provisions HUD Housing Programs
Finding 2022-002 Program: Federal Work-Study Program CFDA No.: 84.033 Federal Agency: Department of Education Award Year: FY 2020 - 2021 Compliance Requirement: N ? Special Tests and Provisions ? Institutions are required to verify that students are not earning Federal Work Study Financial Aid durin...
Finding 2022-002 Program: Federal Work-Study Program CFDA No.: 84.033 Federal Agency: Department of Education Award Year: FY 2020 - 2021 Compliance Requirement: N ? Special Tests and Provisions ? Institutions are required to verify that students are not earning Federal Work Study Financial Aid during scheduled class time. University?s Response: The University continues to emphasize and reinforce with its students and student supervisors that, regardless of whether jobs are funded by the Federal Work-Study program or by the institution, students must not be working during scheduled class hours, irrespective of whether the class is canceled or let out early. The Student Employment Program holds annual supervisor training sessions and provides updated publications to these responsible individuals. As part of the University student employment application process, students must submit their class schedule with their application. The University expects supervisors to utilize the student class schedules provided and keep work schedules distinct. The University also expects supervisors to continue to obtain students? class schedules each semester and update students? work schedules accordingly each semester to ensure students are not working during times they are in class. Corrective Action Plan: In addition to the monthly email being sent to student employee supervisors reminding them of the student employment guidelines they are expected to enforce, a monthly email will also be sent to student staff. This communication will remind them of their responsibility to adhere to student employment guidelines and their commitment to keeping their supervisor informed of any changes they may make to their class schedule that could require their work schedule to be adjusted. Student employee supervisors will continue to be expected to hold a mandatory meeting with their student staff at or before the start of each semester. Furthermore, the University is instituting an internal audit process effective February 2023. A sample of student work records from the previous semester will be compared to students? class schedules to ensure students are not working during class hours. This review will be performed by Brad Calloway, Senior Vice President for Business Affairs. Any violations of the school student employment policies identified in this audit will be reported to Marc Sears, Vice President of Human Resources, for corrective action to be taken. Name of Responsible Person: Jonathan Mador, Senior Director of Student Financial Services; Sandra Fantauzzi, Student Employment Program Manager; Marc Sears, Vice President of Human Resources; Brad Calloway, Senior Vice President for Business Affairs Anticipated Completion Date: January 31, 2023
View Audit 39340 Questioned Costs: $1
Finding 43154 (2022-001)
Material Weakness 2022
Ahtna Intertribal Resource Commission
AK
Questioned Costs Cash Management Material Weakness § 200.305
Finding 2022-001 Lack of Internal Controls over Cash Management Name of Contact Person: Karen Linnell, Executive Director Tamara Hamby, Accountant Corrective Action Plan: Account and grant receivables will be tracked and collected within 30 days of the closing of the quarter. We will be aggr...
Finding 2022-001 Lack of Internal Controls over Cash Management Name of Contact Person: Karen Linnell, Executive Director Tamara Hamby, Accountant Corrective Action Plan: Account and grant receivables will be tracked and collected within 30 days of the closing of the quarter. We will be aggressive in collecting past due receivables. We will continue to follow the specific grant guidelines on drawing down funds. Proposed Completion Date: December 1, 2022
View Audit 39043 Questioned Costs: $1
Finding 43153 (2022-009)
Material Weakness 2022
State of Hawaii Department of Health
HI
Subrecipient Monitoring § 200.331
Subrecipient Monitoring ? 93.243 Substance Abuse and Mental Health Services Corrective Action Plan: All grant coordinator will be trained on current monitoring procedures and to keep good monitoring records. Grant and monitoring requirements will also be reviewed with contracted agencies as part of...
Subrecipient Monitoring ? 93.243 Substance Abuse and Mental Health Services Corrective Action Plan: All grant coordinator will be trained on current monitoring procedures and to keep good monitoring records. Grant and monitoring requirements will also be reviewed with contracted agencies as part of contract orientation. Implementation Date: Contract orientations should be completed within first month of executed contract. Year 1 monitoring of contracted agencies to be completed within first year of contract period, and annually thereafter. Responding Officials: John Valera, Administrator and Melanie Muraoka, Administrative Officer/Alcohol and Drug Abuse Division
View Audit 39042
Finding 43152 (2022-008)
Material Weakness 2022
State of Hawaii Department of Health
HI
Subrecipient Monitoring Material Weakness Reporting
Reporting - FSRS ? 93.243 Substance Abuse and Mental Health Services Corrective Action Plan: Program has already started training staff on FFATA requirement and contractors during site visits. Implementation Date: Immediately Responding Officials: John Valera, Administrator and Melanie Muraoka, A...
Reporting - FSRS ? 93.243 Substance Abuse and Mental Health Services Corrective Action Plan: Program has already started training staff on FFATA requirement and contractors during site visits. Implementation Date: Immediately Responding Officials: John Valera, Administrator and Melanie Muraoka, Administrative Officer/Alcohol and Drug Abuse Division
View Audit 39042
Finding 43150 (2022-007)
Material Weakness 2022
State of Hawaii Department of Health
HI
Reporting § 200.327
Reporting - FFR and FSRS ? 93.982 Mental Health Disaster Assistance and Emergency Mental Health Corrective Action Plan: FSRS - start training staff on FFATA requirement and contractors during site visits . FFR - will review current procedures and continue to work with ASO and the SAMHSA Grants Mana...
Reporting - FFR and FSRS ? 93.982 Mental Health Disaster Assistance and Emergency Mental Health Corrective Action Plan: FSRS - start training staff on FFATA requirement and contractors during site visits . FFR - will review current procedures and continue to work with ASO and the SAMHSA Grants Management program to ensure FFR continues to be submitted early thru the PMS system. Implementation Date: Immediately Responding Officials: John Valera, Administrator and Melanie Muraoka, Administrative Officer/Alcohol and Drug Abuse Division
View Audit 39042
Finding 43148 (2022-005)
Significant Deficiency 2022
State of Hawaii Department of Health
HI
Cash Management § 200.305
Cash Management ? 10.557 Special Supplemental Nutrition Program for Woman, Infants, and Children (WIC) Corrective Action Plan: Upon being advised that the State of Hawaii Department of Budget and Finance determined that the "administratively feasible" time period of advance payments was 21 calendar ...
Cash Management ? 10.557 Special Supplemental Nutrition Program for Woman, Infants, and Children (WIC) Corrective Action Plan: Upon being advised that the State of Hawaii Department of Budget and Finance determined that the "administratively feasible" time period of advance payments was 21 calendar days", the WIC Accounting Section implemented the following changes to its Invoice payment process. 1. The WIC invoice payment workflow tracking system was revised to also track the number of days from the ASAP draw date to the check process date on Data Mart. 2. The Accountant meets with the Account Clerk weekly on the invoice workflow system to review invoices in the workflow from receipt to when payment checks are processed. 3. Within two workdays from the date that the Accountant makes the ASAP draw and transfers federal funds to the State Treasury to pay for approved invoices , the Account Clerk prepares and "pouches" the invoices to ASO Pre-Audit. 4. If a payment check is not processed within 14 calendar days from the date an invoice is pouched to ASO Pre-Audit, the Account Clerk notifies the Accountant, and contacts ASO to verify that the invoice was received. After implementation of the revised changes, WIC saw a significant improvement in the number of days it took DAGS to enter a check process date on Data Mart. Implementation Date: July 1, 2022 Responding Officials: Melanie Murakami, Public Health Program Manager and Paul Uchima, WIC Services Administrative Officer/Family Health Services Division
View Audit 39042
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