Corrective Action Plans

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Coronavirus State and Local Fiscal Recovery Funds – Assistance Listing No. 21.027 Recommendation: The Organization should ensure proper review and approval over expenditures. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to ...
Coronavirus State and Local Fiscal Recovery Funds – Assistance Listing No. 21.027 Recommendation: The Organization should ensure proper review and approval over expenditures. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: YSS engaged a project manager in September 2023 to provide oversight on the two major construction projects taking place, Rooftop Gardens and Ember Campus. The project manager reviews the work being performed to ensure alignment with the progress billing on the monthly AIA pay applications. The project manager submits the invoice for approval to the CFO who, with the CEO, approves payment and the invoice is sent YSS accounts payable to processes payment. Name of the contact person responsible for corrective action: Mark VanderLinden Planned completion date for corrective action plan: June 30, 2025
Finding 572093 (2024-001)
Significant Deficiency 2024
FINDING 2024-001 Finding Subject: Coronavirus State and Local Fiscal Recovery Funds - Reporting Contact Person Responsible for Corrective Action: Kathryn Hopper Contact Phone Number and Email Address: khopper@lagrangecounty.in.gov Views of Responsible Officials: We concur with the finding. Descripti...
FINDING 2024-001 Finding Subject: Coronavirus State and Local Fiscal Recovery Funds - Reporting Contact Person Responsible for Corrective Action: Kathryn Hopper Contact Phone Number and Email Address: khopper@lagrangecounty.in.gov Views of Responsible Officials: We concur with the finding. Description of Corrective Action Plan: Second individual that verifies accuracy of reporting will initial/sign reports to show review process is complete. Anticipated Completion Date: Already completed.
Recommendation We recommend that the Organization implement a process to ensure suspension and debarment checks are performed and documentation is retained to show that the checks are occurring prior to entering into transactions with vendors.
Recommendation We recommend that the Organization implement a process to ensure suspension and debarment checks are performed and documentation is retained to show that the checks are occurring prior to entering into transactions with vendors.
Recommendation We recommend the Organization update their method of allocating expenditures to federal awards based on the incurred date, rather than paid date.
Recommendation We recommend the Organization update their method of allocating expenditures to federal awards based on the incurred date, rather than paid date.
View Audit 363221 Questioned Costs: $1
FA 2024-002 Improve Internal Control Activities Compliance Requirement: Activities Allowed or Unallowed Allowable Costs/Cost Principle Period of Performance Procurement and Suspension and Debarment Internal Control Impact: Significant Deficiency Compliance Impact: Nonmaterial Noncompliance Fed...
FA 2024-002 Improve Internal Control Activities Compliance Requirement: Activities Allowed or Unallowed Allowable Costs/Cost Principle Period of Performance Procurement and Suspension and Debarment Internal Control Impact: Significant Deficiency Compliance Impact: Nonmaterial Noncompliance Federal Awarding Agency: U.S. Department of Education Pass-Through Entity: Georgia Department of Education Assistance Listing Number and Title: 84.027 - Special Education Grants to States 84.173 - Special Education Preschool Grants Federal Award Number: H027A220073 (Year: 2023), H027A230073 (Year: 2024), H173A220081 (Year: 2023), H173A230081 (Year: 2024), H027X210073 (Year: 2022), H173X210081 (Year: 2022), Questioned Costs: None identified Description: A review of expenditures recorded in and related to the Special Education Cluster revealed that the School District's internal control procedures were not designed appropriately to ensure that appropriate reviews and approvals occurred. Corrective Action Plans: The use of signature stamps has been discontinued. However, the underlying approval process remains unchanged. The Director will continue to review all expenditures to ensure allowability and to mitigate the risk of improper use of federal funds. Estimated Completion Date: June 30, 2025 Contact Person: Tonya Waller, Special Education Director Telephone: 706-441-0601 Email: tonya.waller@mcssga.org
FA 2024-001 Internal Controls over Wage Rate Requirements Compliance Requirement: Special Tests and Provisions Internal Control Impact: Significant Deficiency Compliance Impact: Nonmaterial Noncompliance Federal Awarding Agency: U.S. Department of Education Pass-Through Entity: Georgia Department ...
FA 2024-001 Internal Controls over Wage Rate Requirements Compliance Requirement: Special Tests and Provisions Internal Control Impact: Significant Deficiency Compliance Impact: Nonmaterial Noncompliance Federal Awarding Agency: U.S. Department of Education Pass-Through Entity: Georgia Department of Education Assistance Listing Number and Title: COVID-19 - 84.425U - American Rescue Plan Elementary and Secondary School Emergency Relief Fund Federal Award Number: S425U210012 (Year: 2022) Questioned Costs: None identified Description: A review of construction-related expenditures charged to the Elementary and Secondary School Emergency Relief Fund program revealed that the School District's internal control procedures were not operating to ensure that Wage Rate Requirements were followed appropriately. Corrective Action Plans: The Meriwether County School District is committed to maintaining full compliance with the Davis-Bacon Act and related Federal wage requirements for all construction projects funded with Federal dollars. To ensure compliance, we are implementing clear, documented procedures to verify that all construction- related contracts include the appropriate wage provisions and that certified payroll records are submitted weekly and in a timely manner by all contractors and subcontractors. The following steps outline how the district will develop, implement, and monitor these procedures: Development and Implementation Procedures: 1. Contract Template Updates-All standard construction contract templates will be updated to include Davis-Bacon prevailing wage rate requirements, certified payroll provisions, and enforcement language. 2. Inclusion in Bid Documents and RFP's-All bid solicitations and RFPs for federally funded construction projects will explicitly reference the applicable Federal wage determinations and required payroll documentation. 3. Pre-Award Contractor Communication-Contractors will be notified in writing of their obligations under the Davis-Bacon Act during the bid process and again at contract award. 4. Pre-Construction Orientation-Pre-construction meetings will be held with contractors and subcontractors to review Davis-Bacon requirements, wage determinations, and payroll submission expectations. 1. Certified Payroll Collection-Contractors will be required to submit certified payrolls weekly for each week of work performed. A checklist and calendar will be maintained by the project manager to track submissions. 2. Payroll Verification Process-Submitted certified payrolls will be reviewed for completeness, accuracy, and compliance with wage rates. Spot checks (e.g., worker interviews or site visits) will be conducted periodically. 3. Centralized Document Storage-All certified payrolls and compliance records will be stored in a centralized, secure digital file system accessible by authorized district staff and available for audit and federal review. 4. Compliance Reporting and Follow-up-Any instances of non-compliance will be documented and addressed promptly. Corrective actions may include warnings, payment withholdings or notification to oversight agencies. 5. Internal Audits and Staff Training-The district's Federal Programs Director will conduct internal quarterly audits as necessary when Federal funds are being used to verify proper procedures are being followed, and ongoing training will be provided to staff involved in procurement, contracting, and facilities management. By implementing these procedures, the district will ensure that all federally funded construction contracts fully comply with applicable wage law and that payroll records are collected, reviewed, and maintained in a timely and transparent manner. Regular monitoring and staff accountability will help ensure continued legal compliance and project integrity. Estimated Completion Date: June 30, 2025 Contact Person: Carrie Chambers, Federal Programs Director Telephone: 706-441-0601 Email: carrie.chambers@mcssga.org
In July 2025 a third person was hired to in the district office. This person is a full-time employee and will work the same schedule as the school business officials.
In July 2025 a third person was hired to in the district office. This person is a full-time employee and will work the same schedule as the school business officials.
Item: 2024-002 Assistance Listing Number: 93.958 Programs: Block Grants for Community Mental Health Services Federal Agency: U.S. Department of Health and Human Services Pass-Through Agencies: Mercy Care Pass-Through Grantor Identifying Number: Unknown Award Year: October 1, 2023 to September 30, 20...
Item: 2024-002 Assistance Listing Number: 93.958 Programs: Block Grants for Community Mental Health Services Federal Agency: U.S. Department of Health and Human Services Pass-Through Agencies: Mercy Care Pass-Through Grantor Identifying Number: Unknown Award Year: October 1, 2023 to September 30, 2024 Compliance Requirement: Reporting Criteria or Specific Requirement: In accordance with the grant agreements the Organization is required to submit quarterly funding and expense reports to the grantor within 30 days after quarter end. Condition: For all 4 quarterly reports, the reports were submitted to the grantor subsequent to 30 days after quarter end. Name of Contact Person: Connie Svaleng, CFO Phone Number: (602) 995-1767 Anticipated Completion Date: June 30, 2026 Views of Responsible Officials and Corrective Actions: The Organization will enhance its existing controls to ensure the completion and submission of all required reporting in a timely manner.
CORRECTIVE ACTION PLAN Audit firm: SVA Certified Public Accountants S.C. Audit period: Year ended December 31, 2024 Corrective Action Plan Prepared by: Name: Wendy Fromm Position: Executive Director of the Housing Authority of the City of Oshkosh Telephone Number: (920) 424-1470 CORRECTIV...
CORRECTIVE ACTION PLAN Audit firm: SVA Certified Public Accountants S.C. Audit period: Year ended December 31, 2024 Corrective Action Plan Prepared by: Name: Wendy Fromm Position: Executive Director of the Housing Authority of the City of Oshkosh Telephone Number: (920) 424-1470 CORRECTIVE ACTION PLAN 2024-001 Internal control over compliance Comments on findings and recommendations Management agrees with the finding and recommendation. Actions taken or planned The Authority updated the Tenant Selection Plan effective June 24, 2024. Anticipated completion date June 24, 2024
Recommendation: Reconciliations and accruals should be prepared and reviewed on a timely basis. Management Views: Management agrees with the finding noted during the 2024 fiscal year audit. Action Planned: Reconciliations have been caught up and are current. A monthly checklist of reconciliations to...
Recommendation: Reconciliations and accruals should be prepared and reviewed on a timely basis. Management Views: Management agrees with the finding noted during the 2024 fiscal year audit. Action Planned: Reconciliations have been caught up and are current. A monthly checklist of reconciliations to be performed and reviewed is being utilized to ensure timely completion and review. Anticipated Completion Date: Complete Responsible Party: Catina Downey, CPA with oversight of Heidi Hooker, Executive Director
Recommendation: Management should continue to minitor month-end and year-end closing procedures to ensure controls in place are sufficient to ensure the financial statements are prepared in accordance with GAAP. Management Views: Management agrees with the finding noted during the 2024 fiscal year a...
Recommendation: Management should continue to minitor month-end and year-end closing procedures to ensure controls in place are sufficient to ensure the financial statements are prepared in accordance with GAAP. Management Views: Management agrees with the finding noted during the 2024 fiscal year audit. Action Planned: The error has been corrected in the current audit for the years ended June 30, 2024 and 2023 and will be fixed in the Organization's general ledger going forward. Anticipated Completion Date: Complete Responsible Party: Catina Downey, CPA with oversight of Heidi Hooker, Executive Director
Recommendation: Controls should be implemented so that a complete understanding of grant compliance requirements should be obtained and monitored to ensure that the appropriate audits and financial statements are prepared and issued. Management Views: Management agrees with the finding as the issue ...
Recommendation: Controls should be implemented so that a complete understanding of grant compliance requirements should be obtained and monitored to ensure that the appropriate audits and financial statements are prepared and issued. Management Views: Management agrees with the finding as the issue was identified during the 2024 fiscal year audit. Action Planned: Controls have been implemented so that compliance requirements of grants are documented, reviewed, and monitored on a regular basis to ensure that appropriate audits are performed and financial statements are prepared and issued. A single audit was performed and appropriate financial statements were issued. Anticipated Completion Date: Complete Responsible Party: Catina Downey, CPA with oversight of Heidi Hooker, Executive Director
See response to finding 2024-002.
See response to finding 2024-002.
See response to finding 2024-001.
See response to finding 2024-001.
View Audit 363177 Questioned Costs: $1
Finding 572055 (2024-005)
Significant Deficiency 2024
The finding was a result of a 2022 original inspection that occurred for one rental property. The property was placed in temporary non-compliance status as a follow-up inspection was scheduled. The property did not correct all the non-compliant issues, and it did not receive a final non-compliant d...
The finding was a result of a 2022 original inspection that occurred for one rental property. The property was placed in temporary non-compliance status as a follow-up inspection was scheduled. The property did not correct all the non-compliant issues, and it did not receive a final non-compliant determination letter. The non-issuance of the final non-compliant letter was a mistake made by a Rehabilitation Construction Specialist (RCS) staff person. The RCS staff person should have followed up with the non-compliant determination letter within 12 months of the original inspection as described in Department of Housing’s policies and procedures. The property was inspected in June per the tri-annual inspection schedule and was issued a non-compliant letter. This oversight was a mistake made by the Rehabilitation Construction Specialist by not following up with the final non-compliant determination letter, which did not comply with the normal practice of Department of Housing’s policies and procedures. Deputy Commissioner of DOH’s Construction and Compliance (CAC) Division, Smith, will ensure all managers within CAC properly train their RCS staff on current policies and procedures. The managers’ specific tasks will include: 1. Review all temporary non-compliant and non-compliant projects with the RCS staff on a monthly basis to ensure follow-up notices are sent and reinspection(s) are scheduled within the timeframe given for that particular violation. 2. Track correspondences to owners and property managers informing them of reinspection dates and time for all non-compliant projects. 3. Collect final compliance determination for all non-compliant projects within the 12-month period. Deputy Commissioner Smith at Department of Housing’s Construction and Compliance Division will be responsible for ensuring the corrective action plan is implemented by December 31, 2025.
Finding 572054 (2024-004)
Significant Deficiency 2024
The Department of Family and Support Services (DFSS) will document its annual process regarding the calculation of Emergency Solutions Grant (ESG) matching and level of effort requirements to ensure it is accurately performed and reviewed by the appropriate DFSS Finance management personnel, Supervi...
The Department of Family and Support Services (DFSS) will document its annual process regarding the calculation of Emergency Solutions Grant (ESG) matching and level of effort requirements to ensure it is accurately performed and reviewed by the appropriate DFSS Finance management personnel, Supervisor of Accounting and Director of Finance. The completed match will be sent for final review to DFSS’ Deputy Commissioner of Finance for confirmation and required financial grant reporting. Deputy Commissioner of Finance Ciezczak at the Department of Family and Support Services will be responsible for providing oversight and monitoring this process. The defined process will be documented and implemented by December 31, 2025.
Finding 572053 (2024-003)
Significant Deficiency 2024
The Department of Family and Support Services (DFSS) will review its budget and monitoring process for the Emergency Solutions Grant (ESG) Program to ensure grant funds are prioritized for spending in accordance with the program requirements. Monthly expenditure reports will be reviewed by the Dire...
The Department of Family and Support Services (DFSS) will review its budget and monitoring process for the Emergency Solutions Grant (ESG) Program to ensure grant funds are prioritized for spending in accordance with the program requirements. Monthly expenditure reports will be reviewed by the Director of Homeless Prevention Policy & Planning to assess spending progress and to follow up on any delays in vouchering by subrecipients. Specifically: 1. The Director will review monthly expenditure reports provided by the Department of Family and Support Services (DFSS) Finance team by the 10th of each month for all ESG grant awards. 2. The Homeless Services Division will send notices to agencies with expenditures below contracted expenditure expectations on ESG awards on at least a quarterly basis. The notice will include the current expenditure rate, a reminder on expectations to voucher on a monthly basis within 15 calendar days of the end of the month, and a request for the agency’s plan to improve expenditure rates in line with contract expectations, which are as follows: a. First quarter 25% b. Second quarter 50% c. Third quarter 75% d. Fourth quarter 100% 3. Any unspent ESG funds in the first 12 months of the grant will be reallocated in the second 12 months of the grant to maximize expenditures. Director of Homeless Prevention Policy & Planning Howard at the Department of Family and Support Services will be responsible for ensuring the implementation of this corrective action plan by December 31, 2025. The Voucher Audit and Tracking Unit (VATS) within the Department of Finance, Grant and Project Accounting Division will closely monitor the daily report of accumulated subrecipient (delegate agency) vouchers and prioritize aged vouchers. The goal is to issue payment for aged subrecipient vouchers within 15 calendar days. If the supporting documentation for the vouchers is incomplete or requires additional follow-up information, VATS will hold the vouchers for 2 business days pending the additional supporting documentation/information from the delegate agency. If the supporting documentation is not received within 2 business days, then VATS will reject the vouchers and provide an explanation for the rejection. The delegate agency will be allowed to re-submit the voucher(s) with the required supporting documentation. Chief Voucher Expediters Mendez and Vargas at the Department of Finance, Grant and Project Accounting Division, Voucher Audit and Tracking Systems (VATS) Unit will be responsible for ensuring timely payments to subrecipients and for the implementation of this corrective action plan by July 31, 2025.
The Chicago Department of Public Housing (CDPH) will continue working through its corrective action plan (CAP) for U.S. Department of Housing and Urban Development (HUD) which involves completing an assessment of all client-files for individuals receiving HOPWA services in the Chicago Eligible Metro...
The Chicago Department of Public Housing (CDPH) will continue working through its corrective action plan (CAP) for U.S. Department of Housing and Urban Development (HUD) which involves completing an assessment of all client-files for individuals receiving HOPWA services in the Chicago Eligible Metropolitan Statistical Area. CDPH staff developed the Client-file assessment tool in collaboration with HUD, and all HOPWA Project Sponsors in the Eligible Metropolitan Statistical Area have submitted, through Secure File Transfer, client files for every single individual receiving HOPWA services through their organization. CDPH staff are currently conducting a comprehensive assessment of the completeness of these files including documentation of the inspection of units resided in by individuals and households. This assessment is being conducted through REDCap secure survey to capture the assessment results for every single individual receiving HOPWA services. CDPH anticipates completion of this assessment by August 31, 2025. The results of the assessment will be submitted to HUD as a formal completion of the HUD-issued Corrective Action Plan. Following this submission, CDPH will engage with HUD in designing ongoing monitoring of HOPWA Project Sponsors in the jurisdiction. Director of Program Operations Stonehouse at the Chicago Department of Public Health for the Community Health Services Division of the Syndemic Infectious Disease Bureau will be responsible for overseeing the completion of the client file assessment, analysis of the results of the assessment and communication of these results with the HUD HOPWA Project Officer and HOPWA Project Sponsors, and working with HUD and other interest holders to design and implement ongoing monitoring standards.
The Township recognizes that the lack of a formal accounting manual inhibits the ability to communicate and maintain consistent accounting policies and procedures. To mitigate this risk, the Township ensures key personnel undergo cross-training on essential tasks so that they be performed in the ab...
The Township recognizes that the lack of a formal accounting manual inhibits the ability to communicate and maintain consistent accounting policies and procedures. To mitigate this risk, the Township ensures key personnel undergo cross-training on essential tasks so that they be performed in the absence of specific individuals. The Township will continue to evaluate opportunities to strengthen internal documentation as resources allow.
The Township recognizes that the limited number of staff adds to the risk associated with the daily operations. To mitigate this risk, the Supervisors need to be more actively involved in reviewing and approving all disbursements. The Township is not in a financial position to hire additional acco...
The Township recognizes that the limited number of staff adds to the risk associated with the daily operations. To mitigate this risk, the Supervisors need to be more actively involved in reviewing and approving all disbursements. The Township is not in a financial position to hire additional accounting staff to segregate all duties.
The Township recognizes that the lack of maintaining a fixed asset ledger adds to the risk of misstating the General Fixed Assets column of the DCED prescribed form and increases the risk of noncompliance with federal grant requirements. To mitigate this risk, the Supervisors need to be more activel...
The Township recognizes that the lack of maintaining a fixed asset ledger adds to the risk of misstating the General Fixed Assets column of the DCED prescribed form and increases the risk of noncompliance with federal grant requirements. To mitigate this risk, the Supervisors need to be more actively involved in reviewing and approving all purchases of fixed assets. The Township is not in a financial position to pay an outside service provider to aid in developing a fixed asset ledger.
The Authority acknowledges the finding and is in the process of developing written policies and procedures to address the federal compliance requirements. We anticipate formal adoption by the Board in the near future.
The Authority acknowledges the finding and is in the process of developing written policies and procedures to address the federal compliance requirements. We anticipate formal adoption by the Board in the near future.
Response to the Audit Findings FY 2024 Name of the Contact Person Responsible for Corrective Action: Abraham Mock, Executive Director Planned Corrective Action The Buffalo Senior Center recognizes the importance of meeting federal audit submission deadlines. To address this issue and prevent recurre...
Response to the Audit Findings FY 2024 Name of the Contact Person Responsible for Corrective Action: Abraham Mock, Executive Director Planned Corrective Action The Buffalo Senior Center recognizes the importance of meeting federal audit submission deadlines. To address this issue and prevent recurrence, we have implemented the following corrective actions: - Created an internal compliance calendar that includes all federal reporting and audit submission deadlines. - Scheduled earlier year-end closeout and reconciliations, with internal deadlines two months prior to the federal deadline. - Allocated additional staff time and resources during year-end to ensure timely preparation of financial and grant documentation. - Established a formal review and submission process with our auditors to ensure all necessary docuemtnation is delievered at least 60 days prior to the submission deadline. - Assigned direct oversight of audit coordination to the Executive Director, with monthly pregress check-ins from July through September. These steps are designed to eliminate delays and ensure full compliance with the 9-month federal submission deadline going forward. Management's Agreement or Disagreement with the Finding Management agrees with the finding. We acknowledge the delay in providing audit documentation and are committed to improving our reporting timeline and internal coordination to ensure timely submission in the future.
Fiscal policies and procedures have been updated to reflect the timeframe of submission of the audit in the Federal Audit Clearinghouse.
Fiscal policies and procedures have been updated to reflect the timeframe of submission of the audit in the Federal Audit Clearinghouse.
The District continues to have a limited number of office employees. The District will attempt, with advice from the auditors, to segregate duties as much as reasonably possible with limited office personnel. In June of 2024, the District did add one more person to the Business Office. This will h...
The District continues to have a limited number of office employees. The District will attempt, with advice from the auditors, to segregate duties as much as reasonably possible with limited office personnel. In June of 2024, the District did add one more person to the Business Office. This will help further to segregate duties.
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