Corrective Action Plans

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Finding 513884 (2023-002)
Significant Deficiency 2023
Finding ref number: 2023-002 Finding caption: The City did not have adequate internal controls for ensuring compliance with federal suspension and debarment requirements. Name, address, and telephone of City contact person: Michelle Meyer, Finance Director 19100 44th Ave. W. Lynnwood, WA 98036 425-...
Finding ref number: 2023-002 Finding caption: The City did not have adequate internal controls for ensuring compliance with federal suspension and debarment requirements. Name, address, and telephone of City contact person: Michelle Meyer, Finance Director 19100 44th Ave. W. Lynnwood, WA 98036 425-670-5141 Corrective action the auditee plans to take in response to the finding: The City of Lynnwood has a standard practice in place that requires departments to identify if federal funding will be used prior to soliciting quotes and/or bids for projects. For federally funded projects, the status of the contractor is confirmed on SAM.gov and saved in vendor files before any payments are made to ensure the contractor is not suspended or disbarred from working on federally funded projects. In this unique occurrence, the Parks Recreation and Cultural Arts Department identified the project as non-federally funded before quotes were obtained, but then subsequently asked the City Council to allocate federal funds for the project after the low bid was already accepted. Anticipated date to complete the corrective action: The Finance Department will continue to ensure that departments follow the existing process of confirming suspension/disbarment status for any federally funded projects. Departments have been advised that if they subsequently obtain City Council approval to utilize federal funds for projects that have already been bid/quoted as non-federal funded, then they must re-bid/re-quote the project as federally funded and save proof that the contractor is in good standing before any payments are made.
DURING THE YEAR WE FACED STAFFING CHALLENGES AS WE TRIED TO ACCOMMODATE STAFF AND MAKE THE NECESSARY ADJUSTMENTS TO PROMOTE WORKPLACE SAFETY. IN RESPONSE TO THE AUDITOR'S FINDINGS AS OF JUNE 30, 2023, WE ARE IN AGREEMENT WITH THE ENGAGEMENT OF AN ACCOUNTING PROFESSIONAL TO ASSIST WITH YEAR-END FILI...
DURING THE YEAR WE FACED STAFFING CHALLENGES AS WE TRIED TO ACCOMMODATE STAFF AND MAKE THE NECESSARY ADJUSTMENTS TO PROMOTE WORKPLACE SAFETY. IN RESPONSE TO THE AUDITOR'S FINDINGS AS OF JUNE 30, 2023, WE ARE IN AGREEMENT WITH THE ENGAGEMENT OF AN ACCOUNTING PROFESSIONAL TO ASSIST WITH YEAR-END FILING. SUBSEQUENT TO YEAR-END WE HAVE ENGAGED THE SERVICES OF AN ACCOUNTING PROFESSIONAL TO ASSIST OUR OUR ORGANIZATION GOING FORWARD.
This finding should be considered a one-time occurrence as it was unexpected personal circumstances that led to a delay in the completion of annual form 990. These circumstances have since been addressed. Midpoints & deadlines have been added to the Agency's Annual Planning Calendar in order to ve...
This finding should be considered a one-time occurrence as it was unexpected personal circumstances that led to a delay in the completion of annual form 990. These circumstances have since been addressed. Midpoints & deadlines have been added to the Agency's Annual Planning Calendar in order to verify that progress on the audit & form 990 are being made in a timely manner. Additionally, support has been assigned to the Finance Department to assist with day-to-day duties so that the Finance Director can focus on priorities such as these.
This finding should be considered a one-time occurrence as it was unexpected personal circumstances that led to a delay in the completion of the FY2023 audit. These circumstances have since been addressed. Midpoints & deadlines have been added to the Agency's Annual Planning Calendar in order to v...
This finding should be considered a one-time occurrence as it was unexpected personal circumstances that led to a delay in the completion of the FY2023 audit. These circumstances have since been addressed. Midpoints & deadlines have been added to the Agency's Annual Planning Calendar in order to verify that progress on the audit & form 990 are being made in a timely manner. Additionally, support has been assigned to the Finance Department to assist with day-to-day duties so that the Finance Director can focus on priorities such as these.
Comments on Findings and Recommendations: Management concurs with the findings and auditors’ recommendations to enhance internal controls to ensure compliance with the HUD Regulatory Agreement. Action(s) Taken or Planned for amounts due back to the Project: The management company previously advised ...
Comments on Findings and Recommendations: Management concurs with the findings and auditors’ recommendations to enhance internal controls to ensure compliance with the HUD Regulatory Agreement. Action(s) Taken or Planned for amounts due back to the Project: The management company previously advised HUD that it is in the process of marketing and selling its affordable property portfolio. The management company has reached an agreement in principle with a buyer for the sale of a significant portion of its affordable property portfolio. The buyer has significant experience in the affordable housing industry and is well-positioned to own and manage these properties. The parties are in the process of drafting all necessary documents and will work with HUD on all necessary documentation and approvals promptly once the underlying documents are fully negotiated. The management company is confident that there will be sufficient funds at the conclusion of the collective transactions with the buyer for the (re)payment of amounts to address the Findings identified herein. The management company anticipates closings by the end of 2024.
View Audit 331885 Questioned Costs: $1
Comments on Findings and Recommendations: Management concurs with the findings and auditors’ recommendations to enhance internal controls to ensure compliance with the HUD Regulatory Agreement. Action(s) Taken or Planned for amounts due back to the Project: The management company previously advised ...
Comments on Findings and Recommendations: Management concurs with the findings and auditors’ recommendations to enhance internal controls to ensure compliance with the HUD Regulatory Agreement. Action(s) Taken or Planned for amounts due back to the Project: The management company previously advised HUD that it is in the process of marketing and selling its affordable property portfolio. The management company has reached an agreement in principle with a buyer for the sale of a significant portion of its affordable property portfolio. The buyer has significant experience in the affordable housing industry and is well-positioned to own and manage these properties. The parties are in the process of drafting all necessary documents and will work with HUD on all necessary documentation and approvals promptly once the underlying documents are fully negotiated. The management company is confident that there will be sufficient funds at the conclusion of the collective transactions with the buyer for the (re)payment of amounts to address the Findings identified herein. The management company anticipates closings by the end of 2024.
View Audit 331885 Questioned Costs: $1
Comments on Findings and Recommendations: Management concurs with the findings and auditors’ recommendations to enhance internal controls to ensure compliance with the HUD Regulatory Agreement. Action(s) Taken or Planned for amounts due back to the Project: The management company previously advised ...
Comments on Findings and Recommendations: Management concurs with the findings and auditors’ recommendations to enhance internal controls to ensure compliance with the HUD Regulatory Agreement. Action(s) Taken or Planned for amounts due back to the Project: The management company previously advised HUD that it is in the process of marketing and selling its affordable property portfolio. The management company has reached an agreement in principle with a buyer for the sale of a significant portion of its affordable property portfolio. The buyer has significant experience in the affordable housing industry and is well-positioned to own and manage these properties. The parties are in the process of drafting all necessary documents and will work with HUD on all necessary documentation and approvals promptly once the underlying documents are fully negotiated. The management company is confident that there will be sufficient funds at the conclusion of the collective transactions with the buyer for the (re)payment of amounts to address the Findings identified herein. The management company anticipates closings by the end of 2024.
View Audit 331885 Questioned Costs: $1
Finding 513857 (2023-003)
Significant Deficiency 2023
Corrective Action Plan: The Fogarty Center ("the Center") had this finding in 2022-02 as well. The Center reported in the 2022 corrective action plan, that the Center was in contact with the State of Rhode Island representative regarding these items throughout the year; however, some of the email co...
Corrective Action Plan: The Fogarty Center ("the Center") had this finding in 2022-02 as well. The Center reported in the 2022 corrective action plan, that the Center was in contact with the State of Rhode Island representative regarding these items throughout the year; however, some of the email conversations occurred after the deadlines had passed. At the end of the contract, the State of Rhode Island did send an email stating that they understood the reasons for the delays and that the reports were accepted as submitted and are in compliance.
Finding 513856 (2023-002)
Significant Deficiency 2023
Corrective Action Plan: The Fogarty Center (the “Center”) final quarter bonus calculation spreadsheet used a calculation, which was inconsistent with prior quarters, resulting in an extra day being included in the calculation. This caused the Center to spend funds in the amount of $989.43. This wa...
Corrective Action Plan: The Fogarty Center (the “Center”) final quarter bonus calculation spreadsheet used a calculation, which was inconsistent with prior quarters, resulting in an extra day being included in the calculation. This caused the Center to spend funds in the amount of $989.43. This was an oversite and the unallowable funds were returned to the State of Rhode Island. this grant has now ended; however, the Center will strenghten procedures in reviewing grant tracking spreadsheets in any future grants.
Finding 513855 (2023-001)
Significant Deficiency 2023
Corrective Action Plan: The Fogarty Center (the “Center”) had this finding in 2021-01 and in 2022-01 as well. The Center reported in the 2021 and 2022 corrective action plans, that two additional staff were hired to assist with the demands of the industry; however the hires occurred in mid-late 202...
Corrective Action Plan: The Fogarty Center (the “Center”) had this finding in 2021-01 and in 2022-01 as well. The Center reported in the 2021 and 2022 corrective action plans, that two additional staff were hired to assist with the demands of the industry; however the hires occurred in mid-late 2023; therefore after searching, hiring and training, the staff weren’t able to assist with a faster monthly/yearly close until later in 2024. The Center was able to file FYE 2023 in early December 2024; where FYE 2022 was filed 2/26/24. The Center continues to strenghen the audit planning timeline to include deadlines, so that the audit can proceed to meet the September 30th deadline for FYE 12/31/24.
The CFO at TCA Health has addressed the Special Provisions weakness by coaching and training front desk staff members. Specifically, staff were trained in the approved sliding fee scale policy and its requirements. The COO worked with the CFO and third-party billing company, and Athena to roll back ...
The CFO at TCA Health has addressed the Special Provisions weakness by coaching and training front desk staff members. Specifically, staff were trained in the approved sliding fee scale policy and its requirements. The COO worked with the CFO and third-party billing company, and Athena to roll back the EMR update which contributed to ineffective application of the sliding fee in November 2023. TCA hired a full time Patient Services Manager in 2024 to support ongoing staff training, quality assurance monitoring, and implementation of the updated EMR and registration workflows. Staff have become proficient in the collection of data from patients, properly storing and recording it in the EMR, and the calculation of the slide according to the Federal Poverty Guidelines. Lastly, the team will be updated on the latest EMR module that experienced an upgrade and taught how to effectively apply the slide. Additionally, TCA began to undergo internal audits of records ensuring that proper documentation is maintained and a patient service manager, utilizing testing template provided by the organization’s auditor.
Yakima Valley Conference of Governments has met with staff regarding procurement standards 2 CFR 200.318-327. We are implementing a purchase request form to be completed by management identifying the purchase requirement(s) to accurately document procurement methods and requirements. The purchase re...
Yakima Valley Conference of Governments has met with staff regarding procurement standards 2 CFR 200.318-327. We are implementing a purchase request form to be completed by management identifying the purchase requirement(s) to accurately document procurement methods and requirements. The purchase request form will be reviewed and approved by the Executive Director identifying the correct requirement for the purchase based on federal policy. Yakima Valley Conference of Governments has updated their internal policy for procurement to reflect the federal thresholds for purchases. Yakima Valley Conference of Governments has met with staff regarding suspension and debarment for purchases with federal funds. We are implementing a purchase request form to be completed by management requiring verification that the vendor is not suspended or debarred to be included in their purchase request. The purchase request form will be reviewed and approved by the Executive Director verifying documentation is included. Yakima Valley Conference of Governments finance specialist will pull suspension and debarment before the first payment to vendor. The documentation will be attached to the invoice voucher.
Yakima Valley Conference of Governments has met with staff regarding procurement standards 2 CFR 200.318-327. We are implementing a purchase request form to be completed by management identifying the purchase requirement(s) to accurately document procurement methods and requirements. The purchase re...
Yakima Valley Conference of Governments has met with staff regarding procurement standards 2 CFR 200.318-327. We are implementing a purchase request form to be completed by management identifying the purchase requirement(s) to accurately document procurement methods and requirements. The purchase request form will be reviewed and approved by the Executive Director identifying the correct requirement for the purchase based on federal policy. Yakima Valley Conference of Governments has updated their internal policy for procurement to reflect the federal thresholds for purchases. Yakima Valley Conference of Governments has met with staff regarding suspension and debarment for purchases with federal funds. We are implementing a purchase request form to be completed by management requiring verification that the vendor is not suspended or debarred to be included in their purchase request. The purchase request form will be reviewed and approved by the Executive Director verifying documentation is included. Yakima Valley Conference of Governments finance specialist will pull suspension and debarment before the first payment to vendor. The documentation will be attached to the invoice voucher.
Description of Finding: The Foundation was unable to accurately support the amount of federal dollars reimbursed during the fiscal year for one grant. Statement of Concurrence or Nonconcurrence: Tulsa Community Foundation agrees with this finding. Corrective Action: The Foundation will cr...
Description of Finding: The Foundation was unable to accurately support the amount of federal dollars reimbursed during the fiscal year for one grant. Statement of Concurrence or Nonconcurrence: Tulsa Community Foundation agrees with this finding. Corrective Action: The Foundation will create a more in-depth federal award process and collaborate with project partners to ensure their understanding of the requirements of the compliance requirements. The Foundation will also begin internal monitoring to ensure project partners are following established policies and procedures through the duration of each award. Name of Contact Person: Kristin Karlin, Controller Projected Completion Date: The Foundation projects the new policy documentation to be complete and the process for internal monitoring documentation to be established by March 31, 2025.
Description of Finding: The Foundation and its affiliates did not ensure proper documentation was retained regarding its procurement process. Statement of Concurrence or Nonconcurrence: Tulsa Community Foundation agrees with this finding. Corrective Action: The Foundation will adopt a pr...
Description of Finding: The Foundation and its affiliates did not ensure proper documentation was retained regarding its procurement process. Statement of Concurrence or Nonconcurrence: Tulsa Community Foundation agrees with this finding. Corrective Action: The Foundation will adopt a procurement policy in accordance with UGG, will collaborate more closely with project partners of federal grants to ensure documentation requirements for the procurement process are adhered to and work to centralize grant documentation for all awards. Name of Contact Person: Kristin Karlin, Controller Projected Completion Date: The Foundation projects the new policy documentation to be complete and centralization of grant documentation to be established by March 31, 2025.
Description of Finding: The Foundation and its affiliates did not ensure proper performance reporting was completed for individual grants. Statement of Concurrence or Nonconcurrence: Tulsa Community Foundation agrees with this finding. Corrective Action: The Foundation will collaborate mo...
Description of Finding: The Foundation and its affiliates did not ensure proper performance reporting was completed for individual grants. Statement of Concurrence or Nonconcurrence: Tulsa Community Foundation agrees with this finding. Corrective Action: The Foundation will collaborate more closely with project partners of federal grants to establish reporting deadlines and monitor individual reporting requirements throughout the year. Name of Contact Person: Kristin Karlin, Controller Projected Completion Date: The Foundation projects the new policy documentation to be complete and the process for internal monitoring documentation to be established by March 31, 2025.
Description of Finding: The Foundation did not have effective internal control policies in place to ensure proper compliance with the federal awards. Statement of Concurrence or Nonconcurrence: Tulsa Community Foundation agrees with this finding. Corrective Action: The Foundation will cre...
Description of Finding: The Foundation did not have effective internal control policies in place to ensure proper compliance with the federal awards. Statement of Concurrence or Nonconcurrence: Tulsa Community Foundation agrees with this finding. Corrective Action: The Foundation will create a more in-depth federal award process and collaborate with project partners to ensure their understanding of the requirements of the compliance requirements. The Foundation will also begin internal monitoring to ensure project partners are following established policies and procedures through the duration of each award. Name of Contact Person: Kristin Karlin, Controller Projected Completion Date: The Foundation projects the new policy documentation to be complete and the process for internal monitoring documentation to be established by March 31, 2025.
2023-004: Reporting Type of Finding: Noncompliance, Material Weakness Condition: The school submitted its audit for the fiscal year ending June 30, 2023, in a timely manner. The audit was submitted December 4, 2024, which was 248 days past the March 31, 2024 deadline. Action plan in response to t...
2023-004: Reporting Type of Finding: Noncompliance, Material Weakness Condition: The school submitted its audit for the fiscal year ending June 30, 2023, in a timely manner. The audit was submitted December 4, 2024, which was 248 days past the March 31, 2024 deadline. Action plan in response to the finding: Management will implement procedures to ensure that all audit documentation, is available for the audit promptly and the audit report is completed and submitted within the appropriate timeframe. Repeat Finding: No. Planned completion date for a corrective action plan: June 30, 2024 Name of the contact person responsible for corrective action: Marie Rose, Principal
2023-003: Activities Allowed or Unallowed, Allowable Costs/Cost Principles Type of Finding: Noncompliance, Material Weakness Condition: The school lacked adequate internal controls over its accounting disbursements to ensure that a) all financial activities were properly processed and recorded and...
2023-003: Activities Allowed or Unallowed, Allowable Costs/Cost Principles Type of Finding: Noncompliance, Material Weakness Condition: The school lacked adequate internal controls over its accounting disbursements to ensure that a) all financial activities were properly processed and recorded and b) the School remained in compliance with federal requirements. Context: During our review of the school’s accounting records and internal controls, as well as through management inquiry, we noted the following:  For eight of 25 accounts payable transactions tested out of the 15.042 grant, the school did provide adequate documentation to support the allowability of the expenditure.  For twenty-five of 25 accounts payable expenditures tested out of the 15.046 grant, the school paid amounts to and on behalf of illegitimate board members, totaling $82,127.  For twenty-five of 25 payroll disbursements tested out of the 15.046 grant, the school paid board meeting stipends to illegitimate board members, totaling $9,750. Repeat Finding: No. Action planned in response to the finding: Management will evaluate its internal controls over records management to ensure that all accounts payable disbursements are properly supported, and School Board expenditures are only paid out to and on behalf of eligible individuals. Planned completion date for a corrective action plan: June 30, 2024 Name of the contact person responsible for corrective action: Marie Rose, Principal
View Audit 331731 Questioned Costs: $1
Management acknowledges the finding and has initiated steps to address the identified issues. During CY2024, management made a strategic decision to outsource the entire fiscal operations to industry lead BTQ Financial services. The cooperation with the new fiscal vendor will increase on compliance ...
Management acknowledges the finding and has initiated steps to address the identified issues. During CY2024, management made a strategic decision to outsource the entire fiscal operations to industry lead BTQ Financial services. The cooperation with the new fiscal vendor will increase on compliance and timely financials reports that overall ensure timely audit completion and submission of DCF report.
Management strives to operate within a model of continuous improvement and will review and improve processes appropriately to provide for timely reporting on a go-forward basis.
Management strives to operate within a model of continuous improvement and will review and improve processes appropriately to provide for timely reporting on a go-forward basis.
a. Comments on the Findings and Each Recommendation Due the ongoing impact of the COVID 19 pandemic, the Organization and CHR Consulting Services, Inc. (“CHR”), the entity responsible for maintaining the books and records of the Organization, experienced staffing shortages due to retirements and med...
a. Comments on the Findings and Each Recommendation Due the ongoing impact of the COVID 19 pandemic, the Organization and CHR Consulting Services, Inc. (“CHR”), the entity responsible for maintaining the books and records of the Organization, experienced staffing shortages due to retirements and medical leave. In addition, as a result of the ongoing impact of the COVID 19 pandemic, the Organization continued to experience noncompliance with certain debt covenants in 2023 and first half of 2024. In addition, the Organization had several vendor or liabilities, including the Pennsylvania bed tax liability that required resolution prior to the issuance of the audited financial statements. b. Action(s) Taken or Planned on the Finding The Organization and CHR have been able to recruit additional staff and CHR has added additional supervisory personnel to oversee the financial reporting and audit process. In an effort to improve communications with the Grantor, in August 2023, the Organization began providing monthly financial and operational information. In addition, monthly calls were implemented with the representatives of the Grantor, discussing key operational and performance measures. While key issues were identified and discussed with the Grantor, the Grantor has not been able to provide waivers for such noncompliance with covenant requirements. As noted in Note 2 the audited financial statements, the financial performance of the Organization has improved, allowing the Organization to enter into long-term payment plans for the resolution of the key liabilities of the Organization. It is anticipated that the audit for 2024 and related forms will be issued within the allowable time period in the loan agreements.
Management will produce written procurement policies and procedures for federal awards and subawards in compliance with the Uniform Guidance and Single Audit Standards.
Management will produce written procurement policies and procedures for federal awards and subawards in compliance with the Uniform Guidance and Single Audit Standards.
The City of Homewood, Alabama is in the process of submitting their Project and Expenditure Report to the Department of Treasury that was due on April 30, 2023.
The City of Homewood, Alabama is in the process of submitting their Project and Expenditure Report to the Department of Treasury that was due on April 30, 2023.
The City of Homewood, Alabama has plans to revise its policies and procedures for federal award programs to include procedures related to suspension and debarment.
The City of Homewood, Alabama has plans to revise its policies and procedures for federal award programs to include procedures related to suspension and debarment.
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