Northeastern University Schedule of Findings and Questioned Costs For the Year Ended June 30, 2023 2023-001 – Equipment management Cluster: Research and Development Cluster (“R&D Cluster”) Grantor: Various - All R&D Cluster awards with equipment Award Name: Various - All R&D Cluster awards with equipment Award Year: FY2023 Assistance Listing Number: Various – All R&D Cluster awards with equipment Condition University department liaisons are provided with an equipment listing for their department which is verified for existence by the department and then sent back to Accounting. Any discrepancies are noted and updated in the University’s system. Assets purchased are tagged and entered into the University's system using an asset input sheet that contains fields such as description, manufacturer, original cost, asset location on campus, asset tag, and serial number. Federally purchased assets are flagged as such in the University’s system to indicate that they have been purchased with federal money. We noted, however, that the University has been flagging equipment purchased with grant funding as federal regardless of whether the grant is federal nonfederal. The University performs a physical inventory of federal equipment each year. We selected 55 assets covering various locations across campus and noted 9 assets with incorrect identification information as follows: • 7 of the 9 had tag numbers that were incorrect in the system by a few digits • 2 of the 9 were tagged correctly, but the location was incorrect in the system • 3 of the 9 were incorrectly identified as federal equipment on the equipment listing Criteria 2 CFR 200.313(d) requires that property records be maintained that include, among other things, a description of the property and a serial number or other identification number. A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of property. Any loss, damage, or theft must be investigated. Cause Prior to May 2023, the University’s equipment tracking process was performed by a third party consultant who did not have a full understanding of the requirements. Equipment was tagged as federal if it was purchased as part of any grant (federal or non-federal), not just if the equipment was purchased under a federal grant, which results in the University being unable to provide a listing of federally funded equipment only. Effect The lack of an employee or party responsible for the understanding and oversight of the equipment maintenance process including a process to identify only federally purchased equipment, can result in incomplete equipment inventory records. Questioned Costs There are no questioned costs associated with this finding. Recommendation We recommend the University improve the documentation and tracking of equipment by ensuring tags or other identification numbers are accurately input into the system. We recommend the University flag only equipment purchased with federal funds in the system so that an inventory of federal equipment can be provided when necessary. Management’s Views and Corrective Action Plan Management’s response is included in “Management’s Views and Corrective Action Plan” included at the end of this report after the summary schedule of status of prior audit findings.
Northeastern University Schedule of Findings and Questioned Costs For the Year Ended June 30, 2023 2023-001 – Equipment management Cluster: Research and Development Cluster (“R&D Cluster”) Grantor: Various - All R&D Cluster awards with equipment Award Name: Various - All R&D Cluster awards with equipment Award Year: FY2023 Assistance Listing Number: Various – All R&D Cluster awards with equipment Condition University department liaisons are provided with an equipment listing for their department which is verified for existence by the department and then sent back to Accounting. Any discrepancies are noted and updated in the University’s system. Assets purchased are tagged and entered into the University's system using an asset input sheet that contains fields such as description, manufacturer, original cost, asset location on campus, asset tag, and serial number. Federally purchased assets are flagged as such in the University’s system to indicate that they have been purchased with federal money. We noted, however, that the University has been flagging equipment purchased with grant funding as federal regardless of whether the grant is federal nonfederal. The University performs a physical inventory of federal equipment each year. We selected 55 assets covering various locations across campus and noted 9 assets with incorrect identification information as follows: • 7 of the 9 had tag numbers that were incorrect in the system by a few digits • 2 of the 9 were tagged correctly, but the location was incorrect in the system • 3 of the 9 were incorrectly identified as federal equipment on the equipment listing Criteria 2 CFR 200.313(d) requires that property records be maintained that include, among other things, a description of the property and a serial number or other identification number. A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of property. Any loss, damage, or theft must be investigated. Cause Prior to May 2023, the University’s equipment tracking process was performed by a third party consultant who did not have a full understanding of the requirements. Equipment was tagged as federal if it was purchased as part of any grant (federal or non-federal), not just if the equipment was purchased under a federal grant, which results in the University being unable to provide a listing of federally funded equipment only. Effect The lack of an employee or party responsible for the understanding and oversight of the equipment maintenance process including a process to identify only federally purchased equipment, can result in incomplete equipment inventory records. Questioned Costs There are no questioned costs associated with this finding. Recommendation We recommend the University improve the documentation and tracking of equipment by ensuring tags or other identification numbers are accurately input into the system. We recommend the University flag only equipment purchased with federal funds in the system so that an inventory of federal equipment can be provided when necessary. Management’s Views and Corrective Action Plan Management’s response is included in “Management’s Views and Corrective Action Plan” included at the end of this report after the summary schedule of status of prior audit findings.
Northeastern University Schedule of Findings and Questioned Costs For the Year Ended June 30, 2023 2023-001 – Equipment management Cluster: Research and Development Cluster (“R&D Cluster”) Grantor: Various - All R&D Cluster awards with equipment Award Name: Various - All R&D Cluster awards with equipment Award Year: FY2023 Assistance Listing Number: Various – All R&D Cluster awards with equipment Condition University department liaisons are provided with an equipment listing for their department which is verified for existence by the department and then sent back to Accounting. Any discrepancies are noted and updated in the University’s system. Assets purchased are tagged and entered into the University's system using an asset input sheet that contains fields such as description, manufacturer, original cost, asset location on campus, asset tag, and serial number. Federally purchased assets are flagged as such in the University’s system to indicate that they have been purchased with federal money. We noted, however, that the University has been flagging equipment purchased with grant funding as federal regardless of whether the grant is federal nonfederal. The University performs a physical inventory of federal equipment each year. We selected 55 assets covering various locations across campus and noted 9 assets with incorrect identification information as follows: • 7 of the 9 had tag numbers that were incorrect in the system by a few digits • 2 of the 9 were tagged correctly, but the location was incorrect in the system • 3 of the 9 were incorrectly identified as federal equipment on the equipment listing Criteria 2 CFR 200.313(d) requires that property records be maintained that include, among other things, a description of the property and a serial number or other identification number. A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of property. Any loss, damage, or theft must be investigated. Cause Prior to May 2023, the University’s equipment tracking process was performed by a third party consultant who did not have a full understanding of the requirements. Equipment was tagged as federal if it was purchased as part of any grant (federal or non-federal), not just if the equipment was purchased under a federal grant, which results in the University being unable to provide a listing of federally funded equipment only. Effect The lack of an employee or party responsible for the understanding and oversight of the equipment maintenance process including a process to identify only federally purchased equipment, can result in incomplete equipment inventory records. Questioned Costs There are no questioned costs associated with this finding. Recommendation We recommend the University improve the documentation and tracking of equipment by ensuring tags or other identification numbers are accurately input into the system. We recommend the University flag only equipment purchased with federal funds in the system so that an inventory of federal equipment can be provided when necessary. Management’s Views and Corrective Action Plan Management’s response is included in “Management’s Views and Corrective Action Plan” included at the end of this report after the summary schedule of status of prior audit findings.
Northeastern University Schedule of Findings and Questioned Costs For the Year Ended June 30, 2023 2023-001 – Equipment management Cluster: Research and Development Cluster (“R&D Cluster”) Grantor: Various - All R&D Cluster awards with equipment Award Name: Various - All R&D Cluster awards with equipment Award Year: FY2023 Assistance Listing Number: Various – All R&D Cluster awards with equipment Condition University department liaisons are provided with an equipment listing for their department which is verified for existence by the department and then sent back to Accounting. Any discrepancies are noted and updated in the University’s system. Assets purchased are tagged and entered into the University's system using an asset input sheet that contains fields such as description, manufacturer, original cost, asset location on campus, asset tag, and serial number. Federally purchased assets are flagged as such in the University’s system to indicate that they have been purchased with federal money. We noted, however, that the University has been flagging equipment purchased with grant funding as federal regardless of whether the grant is federal nonfederal. The University performs a physical inventory of federal equipment each year. We selected 55 assets covering various locations across campus and noted 9 assets with incorrect identification information as follows: • 7 of the 9 had tag numbers that were incorrect in the system by a few digits • 2 of the 9 were tagged correctly, but the location was incorrect in the system • 3 of the 9 were incorrectly identified as federal equipment on the equipment listing Criteria 2 CFR 200.313(d) requires that property records be maintained that include, among other things, a description of the property and a serial number or other identification number. A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of property. Any loss, damage, or theft must be investigated. Cause Prior to May 2023, the University’s equipment tracking process was performed by a third party consultant who did not have a full understanding of the requirements. Equipment was tagged as federal if it was purchased as part of any grant (federal or non-federal), not just if the equipment was purchased under a federal grant, which results in the University being unable to provide a listing of federally funded equipment only. Effect The lack of an employee or party responsible for the understanding and oversight of the equipment maintenance process including a process to identify only federally purchased equipment, can result in incomplete equipment inventory records. Questioned Costs There are no questioned costs associated with this finding. Recommendation We recommend the University improve the documentation and tracking of equipment by ensuring tags or other identification numbers are accurately input into the system. We recommend the University flag only equipment purchased with federal funds in the system so that an inventory of federal equipment can be provided when necessary. Management’s Views and Corrective Action Plan Management’s response is included in “Management’s Views and Corrective Action Plan” included at the end of this report after the summary schedule of status of prior audit findings.
Northeastern University Schedule of Findings and Questioned Costs For the Year Ended June 30, 2023 2023-001 – Equipment management Cluster: Research and Development Cluster (“R&D Cluster”) Grantor: Various - All R&D Cluster awards with equipment Award Name: Various - All R&D Cluster awards with equipment Award Year: FY2023 Assistance Listing Number: Various – All R&D Cluster awards with equipment Condition University department liaisons are provided with an equipment listing for their department which is verified for existence by the department and then sent back to Accounting. Any discrepancies are noted and updated in the University’s system. Assets purchased are tagged and entered into the University's system using an asset input sheet that contains fields such as description, manufacturer, original cost, asset location on campus, asset tag, and serial number. Federally purchased assets are flagged as such in the University’s system to indicate that they have been purchased with federal money. We noted, however, that the University has been flagging equipment purchased with grant funding as federal regardless of whether the grant is federal nonfederal. The University performs a physical inventory of federal equipment each year. We selected 55 assets covering various locations across campus and noted 9 assets with incorrect identification information as follows: • 7 of the 9 had tag numbers that were incorrect in the system by a few digits • 2 of the 9 were tagged correctly, but the location was incorrect in the system • 3 of the 9 were incorrectly identified as federal equipment on the equipment listing Criteria 2 CFR 200.313(d) requires that property records be maintained that include, among other things, a description of the property and a serial number or other identification number. A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of property. Any loss, damage, or theft must be investigated. Cause Prior to May 2023, the University’s equipment tracking process was performed by a third party consultant who did not have a full understanding of the requirements. Equipment was tagged as federal if it was purchased as part of any grant (federal or non-federal), not just if the equipment was purchased under a federal grant, which results in the University being unable to provide a listing of federally funded equipment only. Effect The lack of an employee or party responsible for the understanding and oversight of the equipment maintenance process including a process to identify only federally purchased equipment, can result in incomplete equipment inventory records. Questioned Costs There are no questioned costs associated with this finding. Recommendation We recommend the University improve the documentation and tracking of equipment by ensuring tags or other identification numbers are accurately input into the system. We recommend the University flag only equipment purchased with federal funds in the system so that an inventory of federal equipment can be provided when necessary. Management’s Views and Corrective Action Plan Management’s response is included in “Management’s Views and Corrective Action Plan” included at the end of this report after the summary schedule of status of prior audit findings.
Northeastern University Schedule of Findings and Questioned Costs For the Year Ended June 30, 2023 2023-001 – Equipment management Cluster: Research and Development Cluster (“R&D Cluster”) Grantor: Various - All R&D Cluster awards with equipment Award Name: Various - All R&D Cluster awards with equipment Award Year: FY2023 Assistance Listing Number: Various – All R&D Cluster awards with equipment Condition University department liaisons are provided with an equipment listing for their department which is verified for existence by the department and then sent back to Accounting. Any discrepancies are noted and updated in the University’s system. Assets purchased are tagged and entered into the University's system using an asset input sheet that contains fields such as description, manufacturer, original cost, asset location on campus, asset tag, and serial number. Federally purchased assets are flagged as such in the University’s system to indicate that they have been purchased with federal money. We noted, however, that the University has been flagging equipment purchased with grant funding as federal regardless of whether the grant is federal nonfederal. The University performs a physical inventory of federal equipment each year. We selected 55 assets covering various locations across campus and noted 9 assets with incorrect identification information as follows: • 7 of the 9 had tag numbers that were incorrect in the system by a few digits • 2 of the 9 were tagged correctly, but the location was incorrect in the system • 3 of the 9 were incorrectly identified as federal equipment on the equipment listing Criteria 2 CFR 200.313(d) requires that property records be maintained that include, among other things, a description of the property and a serial number or other identification number. A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of property. Any loss, damage, or theft must be investigated. Cause Prior to May 2023, the University’s equipment tracking process was performed by a third party consultant who did not have a full understanding of the requirements. Equipment was tagged as federal if it was purchased as part of any grant (federal or non-federal), not just if the equipment was purchased under a federal grant, which results in the University being unable to provide a listing of federally funded equipment only. Effect The lack of an employee or party responsible for the understanding and oversight of the equipment maintenance process including a process to identify only federally purchased equipment, can result in incomplete equipment inventory records. Questioned Costs There are no questioned costs associated with this finding. Recommendation We recommend the University improve the documentation and tracking of equipment by ensuring tags or other identification numbers are accurately input into the system. We recommend the University flag only equipment purchased with federal funds in the system so that an inventory of federal equipment can be provided when necessary. Management’s Views and Corrective Action Plan Management’s response is included in “Management’s Views and Corrective Action Plan” included at the end of this report after the summary schedule of status of prior audit findings.
Northeastern University Schedule of Findings and Questioned Costs For the Year Ended June 30, 2023 2023-001 – Equipment management Cluster: Research and Development Cluster (“R&D Cluster”) Grantor: Various - All R&D Cluster awards with equipment Award Name: Various - All R&D Cluster awards with equipment Award Year: FY2023 Assistance Listing Number: Various – All R&D Cluster awards with equipment Condition University department liaisons are provided with an equipment listing for their department which is verified for existence by the department and then sent back to Accounting. Any discrepancies are noted and updated in the University’s system. Assets purchased are tagged and entered into the University's system using an asset input sheet that contains fields such as description, manufacturer, original cost, asset location on campus, asset tag, and serial number. Federally purchased assets are flagged as such in the University’s system to indicate that they have been purchased with federal money. We noted, however, that the University has been flagging equipment purchased with grant funding as federal regardless of whether the grant is federal nonfederal. The University performs a physical inventory of federal equipment each year. We selected 55 assets covering various locations across campus and noted 9 assets with incorrect identification information as follows: • 7 of the 9 had tag numbers that were incorrect in the system by a few digits • 2 of the 9 were tagged correctly, but the location was incorrect in the system • 3 of the 9 were incorrectly identified as federal equipment on the equipment listing Criteria 2 CFR 200.313(d) requires that property records be maintained that include, among other things, a description of the property and a serial number or other identification number. A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of property. Any loss, damage, or theft must be investigated. Cause Prior to May 2023, the University’s equipment tracking process was performed by a third party consultant who did not have a full understanding of the requirements. Equipment was tagged as federal if it was purchased as part of any grant (federal or non-federal), not just if the equipment was purchased under a federal grant, which results in the University being unable to provide a listing of federally funded equipment only. Effect The lack of an employee or party responsible for the understanding and oversight of the equipment maintenance process including a process to identify only federally purchased equipment, can result in incomplete equipment inventory records. Questioned Costs There are no questioned costs associated with this finding. Recommendation We recommend the University improve the documentation and tracking of equipment by ensuring tags or other identification numbers are accurately input into the system. We recommend the University flag only equipment purchased with federal funds in the system so that an inventory of federal equipment can be provided when necessary. Management’s Views and Corrective Action Plan Management’s response is included in “Management’s Views and Corrective Action Plan” included at the end of this report after the summary schedule of status of prior audit findings.
Northeastern University Schedule of Findings and Questioned Costs For the Year Ended June 30, 2023 2023-001 – Equipment management Cluster: Research and Development Cluster (“R&D Cluster”) Grantor: Various - All R&D Cluster awards with equipment Award Name: Various - All R&D Cluster awards with equipment Award Year: FY2023 Assistance Listing Number: Various – All R&D Cluster awards with equipment Condition University department liaisons are provided with an equipment listing for their department which is verified for existence by the department and then sent back to Accounting. Any discrepancies are noted and updated in the University’s system. Assets purchased are tagged and entered into the University's system using an asset input sheet that contains fields such as description, manufacturer, original cost, asset location on campus, asset tag, and serial number. Federally purchased assets are flagged as such in the University’s system to indicate that they have been purchased with federal money. We noted, however, that the University has been flagging equipment purchased with grant funding as federal regardless of whether the grant is federal nonfederal. The University performs a physical inventory of federal equipment each year. We selected 55 assets covering various locations across campus and noted 9 assets with incorrect identification information as follows: • 7 of the 9 had tag numbers that were incorrect in the system by a few digits • 2 of the 9 were tagged correctly, but the location was incorrect in the system • 3 of the 9 were incorrectly identified as federal equipment on the equipment listing Criteria 2 CFR 200.313(d) requires that property records be maintained that include, among other things, a description of the property and a serial number or other identification number. A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of property. Any loss, damage, or theft must be investigated. Cause Prior to May 2023, the University’s equipment tracking process was performed by a third party consultant who did not have a full understanding of the requirements. Equipment was tagged as federal if it was purchased as part of any grant (federal or non-federal), not just if the equipment was purchased under a federal grant, which results in the University being unable to provide a listing of federally funded equipment only. Effect The lack of an employee or party responsible for the understanding and oversight of the equipment maintenance process including a process to identify only federally purchased equipment, can result in incomplete equipment inventory records. Questioned Costs There are no questioned costs associated with this finding. Recommendation We recommend the University improve the documentation and tracking of equipment by ensuring tags or other identification numbers are accurately input into the system. We recommend the University flag only equipment purchased with federal funds in the system so that an inventory of federal equipment can be provided when necessary. Management’s Views and Corrective Action Plan Management’s response is included in “Management’s Views and Corrective Action Plan” included at the end of this report after the summary schedule of status of prior audit findings.
Northeastern University Schedule of Findings and Questioned Costs For the Year Ended June 30, 2023 2023-001 – Equipment management Cluster: Research and Development Cluster (“R&D Cluster”) Grantor: Various - All R&D Cluster awards with equipment Award Name: Various - All R&D Cluster awards with equipment Award Year: FY2023 Assistance Listing Number: Various – All R&D Cluster awards with equipment Condition University department liaisons are provided with an equipment listing for their department which is verified for existence by the department and then sent back to Accounting. Any discrepancies are noted and updated in the University’s system. Assets purchased are tagged and entered into the University's system using an asset input sheet that contains fields such as description, manufacturer, original cost, asset location on campus, asset tag, and serial number. Federally purchased assets are flagged as such in the University’s system to indicate that they have been purchased with federal money. We noted, however, that the University has been flagging equipment purchased with grant funding as federal regardless of whether the grant is federal nonfederal. The University performs a physical inventory of federal equipment each year. We selected 55 assets covering various locations across campus and noted 9 assets with incorrect identification information as follows: • 7 of the 9 had tag numbers that were incorrect in the system by a few digits • 2 of the 9 were tagged correctly, but the location was incorrect in the system • 3 of the 9 were incorrectly identified as federal equipment on the equipment listing Criteria 2 CFR 200.313(d) requires that property records be maintained that include, among other things, a description of the property and a serial number or other identification number. A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of property. Any loss, damage, or theft must be investigated. Cause Prior to May 2023, the University’s equipment tracking process was performed by a third party consultant who did not have a full understanding of the requirements. Equipment was tagged as federal if it was purchased as part of any grant (federal or non-federal), not just if the equipment was purchased under a federal grant, which results in the University being unable to provide a listing of federally funded equipment only. Effect The lack of an employee or party responsible for the understanding and oversight of the equipment maintenance process including a process to identify only federally purchased equipment, can result in incomplete equipment inventory records. Questioned Costs There are no questioned costs associated with this finding. Recommendation We recommend the University improve the documentation and tracking of equipment by ensuring tags or other identification numbers are accurately input into the system. We recommend the University flag only equipment purchased with federal funds in the system so that an inventory of federal equipment can be provided when necessary. Management’s Views and Corrective Action Plan Management’s response is included in “Management’s Views and Corrective Action Plan” included at the end of this report after the summary schedule of status of prior audit findings.
Northeastern University Schedule of Findings and Questioned Costs For the Year Ended June 30, 2023 2023-001 – Equipment management Cluster: Research and Development Cluster (“R&D Cluster”) Grantor: Various - All R&D Cluster awards with equipment Award Name: Various - All R&D Cluster awards with equipment Award Year: FY2023 Assistance Listing Number: Various – All R&D Cluster awards with equipment Condition University department liaisons are provided with an equipment listing for their department which is verified for existence by the department and then sent back to Accounting. Any discrepancies are noted and updated in the University’s system. Assets purchased are tagged and entered into the University's system using an asset input sheet that contains fields such as description, manufacturer, original cost, asset location on campus, asset tag, and serial number. Federally purchased assets are flagged as such in the University’s system to indicate that they have been purchased with federal money. We noted, however, that the University has been flagging equipment purchased with grant funding as federal regardless of whether the grant is federal nonfederal. The University performs a physical inventory of federal equipment each year. We selected 55 assets covering various locations across campus and noted 9 assets with incorrect identification information as follows: • 7 of the 9 had tag numbers that were incorrect in the system by a few digits • 2 of the 9 were tagged correctly, but the location was incorrect in the system • 3 of the 9 were incorrectly identified as federal equipment on the equipment listing Criteria 2 CFR 200.313(d) requires that property records be maintained that include, among other things, a description of the property and a serial number or other identification number. A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of property. Any loss, damage, or theft must be investigated. Cause Prior to May 2023, the University’s equipment tracking process was performed by a third party consultant who did not have a full understanding of the requirements. Equipment was tagged as federal if it was purchased as part of any grant (federal or non-federal), not just if the equipment was purchased under a federal grant, which results in the University being unable to provide a listing of federally funded equipment only. Effect The lack of an employee or party responsible for the understanding and oversight of the equipment maintenance process including a process to identify only federally purchased equipment, can result in incomplete equipment inventory records. Questioned Costs There are no questioned costs associated with this finding. Recommendation We recommend the University improve the documentation and tracking of equipment by ensuring tags or other identification numbers are accurately input into the system. We recommend the University flag only equipment purchased with federal funds in the system so that an inventory of federal equipment can be provided when necessary. Management’s Views and Corrective Action Plan Management’s response is included in “Management’s Views and Corrective Action Plan” included at the end of this report after the summary schedule of status of prior audit findings.
Northeastern University Schedule of Findings and Questioned Costs For the Year Ended June 30, 2023 2023-001 – Equipment management Cluster: Research and Development Cluster (“R&D Cluster”) Grantor: Various - All R&D Cluster awards with equipment Award Name: Various - All R&D Cluster awards with equipment Award Year: FY2023 Assistance Listing Number: Various – All R&D Cluster awards with equipment Condition University department liaisons are provided with an equipment listing for their department which is verified for existence by the department and then sent back to Accounting. Any discrepancies are noted and updated in the University’s system. Assets purchased are tagged and entered into the University's system using an asset input sheet that contains fields such as description, manufacturer, original cost, asset location on campus, asset tag, and serial number. Federally purchased assets are flagged as such in the University’s system to indicate that they have been purchased with federal money. We noted, however, that the University has been flagging equipment purchased with grant funding as federal regardless of whether the grant is federal nonfederal. The University performs a physical inventory of federal equipment each year. We selected 55 assets covering various locations across campus and noted 9 assets with incorrect identification information as follows: • 7 of the 9 had tag numbers that were incorrect in the system by a few digits • 2 of the 9 were tagged correctly, but the location was incorrect in the system • 3 of the 9 were incorrectly identified as federal equipment on the equipment listing Criteria 2 CFR 200.313(d) requires that property records be maintained that include, among other things, a description of the property and a serial number or other identification number. A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of property. Any loss, damage, or theft must be investigated. Cause Prior to May 2023, the University’s equipment tracking process was performed by a third party consultant who did not have a full understanding of the requirements. Equipment was tagged as federal if it was purchased as part of any grant (federal or non-federal), not just if the equipment was purchased under a federal grant, which results in the University being unable to provide a listing of federally funded equipment only. Effect The lack of an employee or party responsible for the understanding and oversight of the equipment maintenance process including a process to identify only federally purchased equipment, can result in incomplete equipment inventory records. Questioned Costs There are no questioned costs associated with this finding. Recommendation We recommend the University improve the documentation and tracking of equipment by ensuring tags or other identification numbers are accurately input into the system. We recommend the University flag only equipment purchased with federal funds in the system so that an inventory of federal equipment can be provided when necessary. Management’s Views and Corrective Action Plan Management’s response is included in “Management’s Views and Corrective Action Plan” included at the end of this report after the summary schedule of status of prior audit findings.
Northeastern University Schedule of Findings and Questioned Costs For the Year Ended June 30, 2023 2023-001 – Equipment management Cluster: Research and Development Cluster (“R&D Cluster”) Grantor: Various - All R&D Cluster awards with equipment Award Name: Various - All R&D Cluster awards with equipment Award Year: FY2023 Assistance Listing Number: Various – All R&D Cluster awards with equipment Condition University department liaisons are provided with an equipment listing for their department which is verified for existence by the department and then sent back to Accounting. Any discrepancies are noted and updated in the University’s system. Assets purchased are tagged and entered into the University's system using an asset input sheet that contains fields such as description, manufacturer, original cost, asset location on campus, asset tag, and serial number. Federally purchased assets are flagged as such in the University’s system to indicate that they have been purchased with federal money. We noted, however, that the University has been flagging equipment purchased with grant funding as federal regardless of whether the grant is federal nonfederal. The University performs a physical inventory of federal equipment each year. We selected 55 assets covering various locations across campus and noted 9 assets with incorrect identification information as follows: • 7 of the 9 had tag numbers that were incorrect in the system by a few digits • 2 of the 9 were tagged correctly, but the location was incorrect in the system • 3 of the 9 were incorrectly identified as federal equipment on the equipment listing Criteria 2 CFR 200.313(d) requires that property records be maintained that include, among other things, a description of the property and a serial number or other identification number. A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of property. Any loss, damage, or theft must be investigated. Cause Prior to May 2023, the University’s equipment tracking process was performed by a third party consultant who did not have a full understanding of the requirements. Equipment was tagged as federal if it was purchased as part of any grant (federal or non-federal), not just if the equipment was purchased under a federal grant, which results in the University being unable to provide a listing of federally funded equipment only. Effect The lack of an employee or party responsible for the understanding and oversight of the equipment maintenance process including a process to identify only federally purchased equipment, can result in incomplete equipment inventory records. Questioned Costs There are no questioned costs associated with this finding. Recommendation We recommend the University improve the documentation and tracking of equipment by ensuring tags or other identification numbers are accurately input into the system. We recommend the University flag only equipment purchased with federal funds in the system so that an inventory of federal equipment can be provided when necessary. Management’s Views and Corrective Action Plan Management’s response is included in “Management’s Views and Corrective Action Plan” included at the end of this report after the summary schedule of status of prior audit findings.
Northeastern University Schedule of Findings and Questioned Costs For the Year Ended June 30, 2023 2023-001 – Equipment management Cluster: Research and Development Cluster (“R&D Cluster”) Grantor: Various - All R&D Cluster awards with equipment Award Name: Various - All R&D Cluster awards with equipment Award Year: FY2023 Assistance Listing Number: Various – All R&D Cluster awards with equipment Condition University department liaisons are provided with an equipment listing for their department which is verified for existence by the department and then sent back to Accounting. Any discrepancies are noted and updated in the University’s system. Assets purchased are tagged and entered into the University's system using an asset input sheet that contains fields such as description, manufacturer, original cost, asset location on campus, asset tag, and serial number. Federally purchased assets are flagged as such in the University’s system to indicate that they have been purchased with federal money. We noted, however, that the University has been flagging equipment purchased with grant funding as federal regardless of whether the grant is federal nonfederal. The University performs a physical inventory of federal equipment each year. We selected 55 assets covering various locations across campus and noted 9 assets with incorrect identification information as follows: • 7 of the 9 had tag numbers that were incorrect in the system by a few digits • 2 of the 9 were tagged correctly, but the location was incorrect in the system • 3 of the 9 were incorrectly identified as federal equipment on the equipment listing Criteria 2 CFR 200.313(d) requires that property records be maintained that include, among other things, a description of the property and a serial number or other identification number. A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of property. Any loss, damage, or theft must be investigated. Cause Prior to May 2023, the University’s equipment tracking process was performed by a third party consultant who did not have a full understanding of the requirements. Equipment was tagged as federal if it was purchased as part of any grant (federal or non-federal), not just if the equipment was purchased under a federal grant, which results in the University being unable to provide a listing of federally funded equipment only. Effect The lack of an employee or party responsible for the understanding and oversight of the equipment maintenance process including a process to identify only federally purchased equipment, can result in incomplete equipment inventory records. Questioned Costs There are no questioned costs associated with this finding. Recommendation We recommend the University improve the documentation and tracking of equipment by ensuring tags or other identification numbers are accurately input into the system. We recommend the University flag only equipment purchased with federal funds in the system so that an inventory of federal equipment can be provided when necessary. Management’s Views and Corrective Action Plan Management’s response is included in “Management’s Views and Corrective Action Plan” included at the end of this report after the summary schedule of status of prior audit findings.
Northeastern University Schedule of Findings and Questioned Costs For the Year Ended June 30, 2023 2023-001 – Equipment management Cluster: Research and Development Cluster (“R&D Cluster”) Grantor: Various - All R&D Cluster awards with equipment Award Name: Various - All R&D Cluster awards with equipment Award Year: FY2023 Assistance Listing Number: Various – All R&D Cluster awards with equipment Condition University department liaisons are provided with an equipment listing for their department which is verified for existence by the department and then sent back to Accounting. Any discrepancies are noted and updated in the University’s system. Assets purchased are tagged and entered into the University's system using an asset input sheet that contains fields such as description, manufacturer, original cost, asset location on campus, asset tag, and serial number. Federally purchased assets are flagged as such in the University’s system to indicate that they have been purchased with federal money. We noted, however, that the University has been flagging equipment purchased with grant funding as federal regardless of whether the grant is federal nonfederal. The University performs a physical inventory of federal equipment each year. We selected 55 assets covering various locations across campus and noted 9 assets with incorrect identification information as follows: • 7 of the 9 had tag numbers that were incorrect in the system by a few digits • 2 of the 9 were tagged correctly, but the location was incorrect in the system • 3 of the 9 were incorrectly identified as federal equipment on the equipment listing Criteria 2 CFR 200.313(d) requires that property records be maintained that include, among other things, a description of the property and a serial number or other identification number. A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of property. Any loss, damage, or theft must be investigated. Cause Prior to May 2023, the University’s equipment tracking process was performed by a third party consultant who did not have a full understanding of the requirements. Equipment was tagged as federal if it was purchased as part of any grant (federal or non-federal), not just if the equipment was purchased under a federal grant, which results in the University being unable to provide a listing of federally funded equipment only. Effect The lack of an employee or party responsible for the understanding and oversight of the equipment maintenance process including a process to identify only federally purchased equipment, can result in incomplete equipment inventory records. Questioned Costs There are no questioned costs associated with this finding. Recommendation We recommend the University improve the documentation and tracking of equipment by ensuring tags or other identification numbers are accurately input into the system. We recommend the University flag only equipment purchased with federal funds in the system so that an inventory of federal equipment can be provided when necessary. Management’s Views and Corrective Action Plan Management’s response is included in “Management’s Views and Corrective Action Plan” included at the end of this report after the summary schedule of status of prior audit findings.
Northeastern University Schedule of Findings and Questioned Costs For the Year Ended June 30, 2023 2023-001 – Equipment management Cluster: Research and Development Cluster (“R&D Cluster”) Grantor: Various - All R&D Cluster awards with equipment Award Name: Various - All R&D Cluster awards with equipment Award Year: FY2023 Assistance Listing Number: Various – All R&D Cluster awards with equipment Condition University department liaisons are provided with an equipment listing for their department which is verified for existence by the department and then sent back to Accounting. Any discrepancies are noted and updated in the University’s system. Assets purchased are tagged and entered into the University's system using an asset input sheet that contains fields such as description, manufacturer, original cost, asset location on campus, asset tag, and serial number. Federally purchased assets are flagged as such in the University’s system to indicate that they have been purchased with federal money. We noted, however, that the University has been flagging equipment purchased with grant funding as federal regardless of whether the grant is federal nonfederal. The University performs a physical inventory of federal equipment each year. We selected 55 assets covering various locations across campus and noted 9 assets with incorrect identification information as follows: • 7 of the 9 had tag numbers that were incorrect in the system by a few digits • 2 of the 9 were tagged correctly, but the location was incorrect in the system • 3 of the 9 were incorrectly identified as federal equipment on the equipment listing Criteria 2 CFR 200.313(d) requires that property records be maintained that include, among other things, a description of the property and a serial number or other identification number. A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of property. Any loss, damage, or theft must be investigated. Cause Prior to May 2023, the University’s equipment tracking process was performed by a third party consultant who did not have a full understanding of the requirements. Equipment was tagged as federal if it was purchased as part of any grant (federal or non-federal), not just if the equipment was purchased under a federal grant, which results in the University being unable to provide a listing of federally funded equipment only. Effect The lack of an employee or party responsible for the understanding and oversight of the equipment maintenance process including a process to identify only federally purchased equipment, can result in incomplete equipment inventory records. Questioned Costs There are no questioned costs associated with this finding. Recommendation We recommend the University improve the documentation and tracking of equipment by ensuring tags or other identification numbers are accurately input into the system. We recommend the University flag only equipment purchased with federal funds in the system so that an inventory of federal equipment can be provided when necessary. Management’s Views and Corrective Action Plan Management’s response is included in “Management’s Views and Corrective Action Plan” included at the end of this report after the summary schedule of status of prior audit findings.
Northeastern University Schedule of Findings and Questioned Costs For the Year Ended June 30, 2023 2023-001 – Equipment management Cluster: Research and Development Cluster (“R&D Cluster”) Grantor: Various - All R&D Cluster awards with equipment Award Name: Various - All R&D Cluster awards with equipment Award Year: FY2023 Assistance Listing Number: Various – All R&D Cluster awards with equipment Condition University department liaisons are provided with an equipment listing for their department which is verified for existence by the department and then sent back to Accounting. Any discrepancies are noted and updated in the University’s system. Assets purchased are tagged and entered into the University's system using an asset input sheet that contains fields such as description, manufacturer, original cost, asset location on campus, asset tag, and serial number. Federally purchased assets are flagged as such in the University’s system to indicate that they have been purchased with federal money. We noted, however, that the University has been flagging equipment purchased with grant funding as federal regardless of whether the grant is federal nonfederal. The University performs a physical inventory of federal equipment each year. We selected 55 assets covering various locations across campus and noted 9 assets with incorrect identification information as follows: • 7 of the 9 had tag numbers that were incorrect in the system by a few digits • 2 of the 9 were tagged correctly, but the location was incorrect in the system • 3 of the 9 were incorrectly identified as federal equipment on the equipment listing Criteria 2 CFR 200.313(d) requires that property records be maintained that include, among other things, a description of the property and a serial number or other identification number. A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of property. Any loss, damage, or theft must be investigated. Cause Prior to May 2023, the University’s equipment tracking process was performed by a third party consultant who did not have a full understanding of the requirements. Equipment was tagged as federal if it was purchased as part of any grant (federal or non-federal), not just if the equipment was purchased under a federal grant, which results in the University being unable to provide a listing of federally funded equipment only. Effect The lack of an employee or party responsible for the understanding and oversight of the equipment maintenance process including a process to identify only federally purchased equipment, can result in incomplete equipment inventory records. Questioned Costs There are no questioned costs associated with this finding. Recommendation We recommend the University improve the documentation and tracking of equipment by ensuring tags or other identification numbers are accurately input into the system. We recommend the University flag only equipment purchased with federal funds in the system so that an inventory of federal equipment can be provided when necessary. Management’s Views and Corrective Action Plan Management’s response is included in “Management’s Views and Corrective Action Plan” included at the end of this report after the summary schedule of status of prior audit findings.
Northeastern University Schedule of Findings and Questioned Costs For the Year Ended June 30, 2023 2023-001 – Equipment management Cluster: Research and Development Cluster (“R&D Cluster”) Grantor: Various - All R&D Cluster awards with equipment Award Name: Various - All R&D Cluster awards with equipment Award Year: FY2023 Assistance Listing Number: Various – All R&D Cluster awards with equipment Condition University department liaisons are provided with an equipment listing for their department which is verified for existence by the department and then sent back to Accounting. Any discrepancies are noted and updated in the University’s system. Assets purchased are tagged and entered into the University's system using an asset input sheet that contains fields such as description, manufacturer, original cost, asset location on campus, asset tag, and serial number. Federally purchased assets are flagged as such in the University’s system to indicate that they have been purchased with federal money. We noted, however, that the University has been flagging equipment purchased with grant funding as federal regardless of whether the grant is federal nonfederal. The University performs a physical inventory of federal equipment each year. We selected 55 assets covering various locations across campus and noted 9 assets with incorrect identification information as follows: • 7 of the 9 had tag numbers that were incorrect in the system by a few digits • 2 of the 9 were tagged correctly, but the location was incorrect in the system • 3 of the 9 were incorrectly identified as federal equipment on the equipment listing Criteria 2 CFR 200.313(d) requires that property records be maintained that include, among other things, a description of the property and a serial number or other identification number. A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of property. Any loss, damage, or theft must be investigated. Cause Prior to May 2023, the University’s equipment tracking process was performed by a third party consultant who did not have a full understanding of the requirements. Equipment was tagged as federal if it was purchased as part of any grant (federal or non-federal), not just if the equipment was purchased under a federal grant, which results in the University being unable to provide a listing of federally funded equipment only. Effect The lack of an employee or party responsible for the understanding and oversight of the equipment maintenance process including a process to identify only federally purchased equipment, can result in incomplete equipment inventory records. Questioned Costs There are no questioned costs associated with this finding. Recommendation We recommend the University improve the documentation and tracking of equipment by ensuring tags or other identification numbers are accurately input into the system. We recommend the University flag only equipment purchased with federal funds in the system so that an inventory of federal equipment can be provided when necessary. Management’s Views and Corrective Action Plan Management’s response is included in “Management’s Views and Corrective Action Plan” included at the end of this report after the summary schedule of status of prior audit findings.
Northeastern University Schedule of Findings and Questioned Costs For the Year Ended June 30, 2023 2023-001 – Equipment management Cluster: Research and Development Cluster (“R&D Cluster”) Grantor: Various - All R&D Cluster awards with equipment Award Name: Various - All R&D Cluster awards with equipment Award Year: FY2023 Assistance Listing Number: Various – All R&D Cluster awards with equipment Condition University department liaisons are provided with an equipment listing for their department which is verified for existence by the department and then sent back to Accounting. Any discrepancies are noted and updated in the University’s system. Assets purchased are tagged and entered into the University's system using an asset input sheet that contains fields such as description, manufacturer, original cost, asset location on campus, asset tag, and serial number. Federally purchased assets are flagged as such in the University’s system to indicate that they have been purchased with federal money. We noted, however, that the University has been flagging equipment purchased with grant funding as federal regardless of whether the grant is federal nonfederal. The University performs a physical inventory of federal equipment each year. We selected 55 assets covering various locations across campus and noted 9 assets with incorrect identification information as follows: • 7 of the 9 had tag numbers that were incorrect in the system by a few digits • 2 of the 9 were tagged correctly, but the location was incorrect in the system • 3 of the 9 were incorrectly identified as federal equipment on the equipment listing Criteria 2 CFR 200.313(d) requires that property records be maintained that include, among other things, a description of the property and a serial number or other identification number. A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of property. Any loss, damage, or theft must be investigated. Cause Prior to May 2023, the University’s equipment tracking process was performed by a third party consultant who did not have a full understanding of the requirements. Equipment was tagged as federal if it was purchased as part of any grant (federal or non-federal), not just if the equipment was purchased under a federal grant, which results in the University being unable to provide a listing of federally funded equipment only. Effect The lack of an employee or party responsible for the understanding and oversight of the equipment maintenance process including a process to identify only federally purchased equipment, can result in incomplete equipment inventory records. Questioned Costs There are no questioned costs associated with this finding. Recommendation We recommend the University improve the documentation and tracking of equipment by ensuring tags or other identification numbers are accurately input into the system. We recommend the University flag only equipment purchased with federal funds in the system so that an inventory of federal equipment can be provided when necessary. Management’s Views and Corrective Action Plan Management’s response is included in “Management’s Views and Corrective Action Plan” included at the end of this report after the summary schedule of status of prior audit findings.
Northeastern University Schedule of Findings and Questioned Costs For the Year Ended June 30, 2023 2023-001 – Equipment management Cluster: Research and Development Cluster (“R&D Cluster”) Grantor: Various - All R&D Cluster awards with equipment Award Name: Various - All R&D Cluster awards with equipment Award Year: FY2023 Assistance Listing Number: Various – All R&D Cluster awards with equipment Condition University department liaisons are provided with an equipment listing for their department which is verified for existence by the department and then sent back to Accounting. Any discrepancies are noted and updated in the University’s system. Assets purchased are tagged and entered into the University's system using an asset input sheet that contains fields such as description, manufacturer, original cost, asset location on campus, asset tag, and serial number. Federally purchased assets are flagged as such in the University’s system to indicate that they have been purchased with federal money. We noted, however, that the University has been flagging equipment purchased with grant funding as federal regardless of whether the grant is federal nonfederal. The University performs a physical inventory of federal equipment each year. We selected 55 assets covering various locations across campus and noted 9 assets with incorrect identification information as follows: • 7 of the 9 had tag numbers that were incorrect in the system by a few digits • 2 of the 9 were tagged correctly, but the location was incorrect in the system • 3 of the 9 were incorrectly identified as federal equipment on the equipment listing Criteria 2 CFR 200.313(d) requires that property records be maintained that include, among other things, a description of the property and a serial number or other identification number. A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of property. Any loss, damage, or theft must be investigated. Cause Prior to May 2023, the University’s equipment tracking process was performed by a third party consultant who did not have a full understanding of the requirements. Equipment was tagged as federal if it was purchased as part of any grant (federal or non-federal), not just if the equipment was purchased under a federal grant, which results in the University being unable to provide a listing of federally funded equipment only. Effect The lack of an employee or party responsible for the understanding and oversight of the equipment maintenance process including a process to identify only federally purchased equipment, can result in incomplete equipment inventory records. Questioned Costs There are no questioned costs associated with this finding. Recommendation We recommend the University improve the documentation and tracking of equipment by ensuring tags or other identification numbers are accurately input into the system. We recommend the University flag only equipment purchased with federal funds in the system so that an inventory of federal equipment can be provided when necessary. Management’s Views and Corrective Action Plan Management’s response is included in “Management’s Views and Corrective Action Plan” included at the end of this report after the summary schedule of status of prior audit findings.
Northeastern University Schedule of Findings and Questioned Costs For the Year Ended June 30, 2023 2023-001 – Equipment management Cluster: Research and Development Cluster (“R&D Cluster”) Grantor: Various - All R&D Cluster awards with equipment Award Name: Various - All R&D Cluster awards with equipment Award Year: FY2023 Assistance Listing Number: Various – All R&D Cluster awards with equipment Condition University department liaisons are provided with an equipment listing for their department which is verified for existence by the department and then sent back to Accounting. Any discrepancies are noted and updated in the University’s system. Assets purchased are tagged and entered into the University's system using an asset input sheet that contains fields such as description, manufacturer, original cost, asset location on campus, asset tag, and serial number. Federally purchased assets are flagged as such in the University’s system to indicate that they have been purchased with federal money. We noted, however, that the University has been flagging equipment purchased with grant funding as federal regardless of whether the grant is federal nonfederal. The University performs a physical inventory of federal equipment each year. We selected 55 assets covering various locations across campus and noted 9 assets with incorrect identification information as follows: • 7 of the 9 had tag numbers that were incorrect in the system by a few digits • 2 of the 9 were tagged correctly, but the location was incorrect in the system • 3 of the 9 were incorrectly identified as federal equipment on the equipment listing Criteria 2 CFR 200.313(d) requires that property records be maintained that include, among other things, a description of the property and a serial number or other identification number. A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of property. Any loss, damage, or theft must be investigated. Cause Prior to May 2023, the University’s equipment tracking process was performed by a third party consultant who did not have a full understanding of the requirements. Equipment was tagged as federal if it was purchased as part of any grant (federal or non-federal), not just if the equipment was purchased under a federal grant, which results in the University being unable to provide a listing of federally funded equipment only. Effect The lack of an employee or party responsible for the understanding and oversight of the equipment maintenance process including a process to identify only federally purchased equipment, can result in incomplete equipment inventory records. Questioned Costs There are no questioned costs associated with this finding. Recommendation We recommend the University improve the documentation and tracking of equipment by ensuring tags or other identification numbers are accurately input into the system. We recommend the University flag only equipment purchased with federal funds in the system so that an inventory of federal equipment can be provided when necessary. Management’s Views and Corrective Action Plan Management’s response is included in “Management’s Views and Corrective Action Plan” included at the end of this report after the summary schedule of status of prior audit findings.
Northeastern University Schedule of Findings and Questioned Costs For the Year Ended June 30, 2023 2023-001 – Equipment management Cluster: Research and Development Cluster (“R&D Cluster”) Grantor: Various - All R&D Cluster awards with equipment Award Name: Various - All R&D Cluster awards with equipment Award Year: FY2023 Assistance Listing Number: Various – All R&D Cluster awards with equipment Condition University department liaisons are provided with an equipment listing for their department which is verified for existence by the department and then sent back to Accounting. Any discrepancies are noted and updated in the University’s system. Assets purchased are tagged and entered into the University's system using an asset input sheet that contains fields such as description, manufacturer, original cost, asset location on campus, asset tag, and serial number. Federally purchased assets are flagged as such in the University’s system to indicate that they have been purchased with federal money. We noted, however, that the University has been flagging equipment purchased with grant funding as federal regardless of whether the grant is federal nonfederal. The University performs a physical inventory of federal equipment each year. We selected 55 assets covering various locations across campus and noted 9 assets with incorrect identification information as follows: • 7 of the 9 had tag numbers that were incorrect in the system by a few digits • 2 of the 9 were tagged correctly, but the location was incorrect in the system • 3 of the 9 were incorrectly identified as federal equipment on the equipment listing Criteria 2 CFR 200.313(d) requires that property records be maintained that include, among other things, a description of the property and a serial number or other identification number. A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of property. Any loss, damage, or theft must be investigated. Cause Prior to May 2023, the University’s equipment tracking process was performed by a third party consultant who did not have a full understanding of the requirements. Equipment was tagged as federal if it was purchased as part of any grant (federal or non-federal), not just if the equipment was purchased under a federal grant, which results in the University being unable to provide a listing of federally funded equipment only. Effect The lack of an employee or party responsible for the understanding and oversight of the equipment maintenance process including a process to identify only federally purchased equipment, can result in incomplete equipment inventory records. Questioned Costs There are no questioned costs associated with this finding. Recommendation We recommend the University improve the documentation and tracking of equipment by ensuring tags or other identification numbers are accurately input into the system. We recommend the University flag only equipment purchased with federal funds in the system so that an inventory of federal equipment can be provided when necessary. Management’s Views and Corrective Action Plan Management’s response is included in “Management’s Views and Corrective Action Plan” included at the end of this report after the summary schedule of status of prior audit findings.
Northeastern University Schedule of Findings and Questioned Costs For the Year Ended June 30, 2023 2023-001 – Equipment management Cluster: Research and Development Cluster (“R&D Cluster”) Grantor: Various - All R&D Cluster awards with equipment Award Name: Various - All R&D Cluster awards with equipment Award Year: FY2023 Assistance Listing Number: Various – All R&D Cluster awards with equipment Condition University department liaisons are provided with an equipment listing for their department which is verified for existence by the department and then sent back to Accounting. Any discrepancies are noted and updated in the University’s system. Assets purchased are tagged and entered into the University's system using an asset input sheet that contains fields such as description, manufacturer, original cost, asset location on campus, asset tag, and serial number. Federally purchased assets are flagged as such in the University’s system to indicate that they have been purchased with federal money. We noted, however, that the University has been flagging equipment purchased with grant funding as federal regardless of whether the grant is federal nonfederal. The University performs a physical inventory of federal equipment each year. We selected 55 assets covering various locations across campus and noted 9 assets with incorrect identification information as follows: • 7 of the 9 had tag numbers that were incorrect in the system by a few digits • 2 of the 9 were tagged correctly, but the location was incorrect in the system • 3 of the 9 were incorrectly identified as federal equipment on the equipment listing Criteria 2 CFR 200.313(d) requires that property records be maintained that include, among other things, a description of the property and a serial number or other identification number. A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of property. Any loss, damage, or theft must be investigated. Cause Prior to May 2023, the University’s equipment tracking process was performed by a third party consultant who did not have a full understanding of the requirements. Equipment was tagged as federal if it was purchased as part of any grant (federal or non-federal), not just if the equipment was purchased under a federal grant, which results in the University being unable to provide a listing of federally funded equipment only. Effect The lack of an employee or party responsible for the understanding and oversight of the equipment maintenance process including a process to identify only federally purchased equipment, can result in incomplete equipment inventory records. Questioned Costs There are no questioned costs associated with this finding. Recommendation We recommend the University improve the documentation and tracking of equipment by ensuring tags or other identification numbers are accurately input into the system. We recommend the University flag only equipment purchased with federal funds in the system so that an inventory of federal equipment can be provided when necessary. Management’s Views and Corrective Action Plan Management’s response is included in “Management’s Views and Corrective Action Plan” included at the end of this report after the summary schedule of status of prior audit findings.
Northeastern University Schedule of Findings and Questioned Costs For the Year Ended June 30, 2023 2023-001 – Equipment management Cluster: Research and Development Cluster (“R&D Cluster”) Grantor: Various - All R&D Cluster awards with equipment Award Name: Various - All R&D Cluster awards with equipment Award Year: FY2023 Assistance Listing Number: Various – All R&D Cluster awards with equipment Condition University department liaisons are provided with an equipment listing for their department which is verified for existence by the department and then sent back to Accounting. Any discrepancies are noted and updated in the University’s system. Assets purchased are tagged and entered into the University's system using an asset input sheet that contains fields such as description, manufacturer, original cost, asset location on campus, asset tag, and serial number. Federally purchased assets are flagged as such in the University’s system to indicate that they have been purchased with federal money. We noted, however, that the University has been flagging equipment purchased with grant funding as federal regardless of whether the grant is federal nonfederal. The University performs a physical inventory of federal equipment each year. We selected 55 assets covering various locations across campus and noted 9 assets with incorrect identification information as follows: • 7 of the 9 had tag numbers that were incorrect in the system by a few digits • 2 of the 9 were tagged correctly, but the location was incorrect in the system • 3 of the 9 were incorrectly identified as federal equipment on the equipment listing Criteria 2 CFR 200.313(d) requires that property records be maintained that include, among other things, a description of the property and a serial number or other identification number. A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of property. Any loss, damage, or theft must be investigated. Cause Prior to May 2023, the University’s equipment tracking process was performed by a third party consultant who did not have a full understanding of the requirements. Equipment was tagged as federal if it was purchased as part of any grant (federal or non-federal), not just if the equipment was purchased under a federal grant, which results in the University being unable to provide a listing of federally funded equipment only. Effect The lack of an employee or party responsible for the understanding and oversight of the equipment maintenance process including a process to identify only federally purchased equipment, can result in incomplete equipment inventory records. Questioned Costs There are no questioned costs associated with this finding. Recommendation We recommend the University improve the documentation and tracking of equipment by ensuring tags or other identification numbers are accurately input into the system. We recommend the University flag only equipment purchased with federal funds in the system so that an inventory of federal equipment can be provided when necessary. Management’s Views and Corrective Action Plan Management’s response is included in “Management’s Views and Corrective Action Plan” included at the end of this report after the summary schedule of status of prior audit findings.
Northeastern University Schedule of Findings and Questioned Costs For the Year Ended June 30, 2023 2023-001 – Equipment management Cluster: Research and Development Cluster (“R&D Cluster”) Grantor: Various - All R&D Cluster awards with equipment Award Name: Various - All R&D Cluster awards with equipment Award Year: FY2023 Assistance Listing Number: Various – All R&D Cluster awards with equipment Condition University department liaisons are provided with an equipment listing for their department which is verified for existence by the department and then sent back to Accounting. Any discrepancies are noted and updated in the University’s system. Assets purchased are tagged and entered into the University's system using an asset input sheet that contains fields such as description, manufacturer, original cost, asset location on campus, asset tag, and serial number. Federally purchased assets are flagged as such in the University’s system to indicate that they have been purchased with federal money. We noted, however, that the University has been flagging equipment purchased with grant funding as federal regardless of whether the grant is federal nonfederal. The University performs a physical inventory of federal equipment each year. We selected 55 assets covering various locations across campus and noted 9 assets with incorrect identification information as follows: • 7 of the 9 had tag numbers that were incorrect in the system by a few digits • 2 of the 9 were tagged correctly, but the location was incorrect in the system • 3 of the 9 were incorrectly identified as federal equipment on the equipment listing Criteria 2 CFR 200.313(d) requires that property records be maintained that include, among other things, a description of the property and a serial number or other identification number. A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of property. Any loss, damage, or theft must be investigated. Cause Prior to May 2023, the University’s equipment tracking process was performed by a third party consultant who did not have a full understanding of the requirements. Equipment was tagged as federal if it was purchased as part of any grant (federal or non-federal), not just if the equipment was purchased under a federal grant, which results in the University being unable to provide a listing of federally funded equipment only. Effect The lack of an employee or party responsible for the understanding and oversight of the equipment maintenance process including a process to identify only federally purchased equipment, can result in incomplete equipment inventory records. Questioned Costs There are no questioned costs associated with this finding. Recommendation We recommend the University improve the documentation and tracking of equipment by ensuring tags or other identification numbers are accurately input into the system. We recommend the University flag only equipment purchased with federal funds in the system so that an inventory of federal equipment can be provided when necessary. Management’s Views and Corrective Action Plan Management’s response is included in “Management’s Views and Corrective Action Plan” included at the end of this report after the summary schedule of status of prior audit findings.
Northeastern University Schedule of Findings and Questioned Costs For the Year Ended June 30, 2023 2023-001 – Equipment management Cluster: Research and Development Cluster (“R&D Cluster”) Grantor: Various - All R&D Cluster awards with equipment Award Name: Various - All R&D Cluster awards with equipment Award Year: FY2023 Assistance Listing Number: Various – All R&D Cluster awards with equipment Condition University department liaisons are provided with an equipment listing for their department which is verified for existence by the department and then sent back to Accounting. Any discrepancies are noted and updated in the University’s system. Assets purchased are tagged and entered into the University's system using an asset input sheet that contains fields such as description, manufacturer, original cost, asset location on campus, asset tag, and serial number. Federally purchased assets are flagged as such in the University’s system to indicate that they have been purchased with federal money. We noted, however, that the University has been flagging equipment purchased with grant funding as federal regardless of whether the grant is federal nonfederal. The University performs a physical inventory of federal equipment each year. We selected 55 assets covering various locations across campus and noted 9 assets with incorrect identification information as follows: • 7 of the 9 had tag numbers that were incorrect in the system by a few digits • 2 of the 9 were tagged correctly, but the location was incorrect in the system • 3 of the 9 were incorrectly identified as federal equipment on the equipment listing Criteria 2 CFR 200.313(d) requires that property records be maintained that include, among other things, a description of the property and a serial number or other identification number. A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of property. Any loss, damage, or theft must be investigated. Cause Prior to May 2023, the University’s equipment tracking process was performed by a third party consultant who did not have a full understanding of the requirements. Equipment was tagged as federal if it was purchased as part of any grant (federal or non-federal), not just if the equipment was purchased under a federal grant, which results in the University being unable to provide a listing of federally funded equipment only. Effect The lack of an employee or party responsible for the understanding and oversight of the equipment maintenance process including a process to identify only federally purchased equipment, can result in incomplete equipment inventory records. Questioned Costs There are no questioned costs associated with this finding. Recommendation We recommend the University improve the documentation and tracking of equipment by ensuring tags or other identification numbers are accurately input into the system. We recommend the University flag only equipment purchased with federal funds in the system so that an inventory of federal equipment can be provided when necessary. Management’s Views and Corrective Action Plan Management’s response is included in “Management’s Views and Corrective Action Plan” included at the end of this report after the summary schedule of status of prior audit findings.
Northeastern University Schedule of Findings and Questioned Costs For the Year Ended June 30, 2023 2023-001 – Equipment management Cluster: Research and Development Cluster (“R&D Cluster”) Grantor: Various - All R&D Cluster awards with equipment Award Name: Various - All R&D Cluster awards with equipment Award Year: FY2023 Assistance Listing Number: Various – All R&D Cluster awards with equipment Condition University department liaisons are provided with an equipment listing for their department which is verified for existence by the department and then sent back to Accounting. Any discrepancies are noted and updated in the University’s system. Assets purchased are tagged and entered into the University's system using an asset input sheet that contains fields such as description, manufacturer, original cost, asset location on campus, asset tag, and serial number. Federally purchased assets are flagged as such in the University’s system to indicate that they have been purchased with federal money. We noted, however, that the University has been flagging equipment purchased with grant funding as federal regardless of whether the grant is federal nonfederal. The University performs a physical inventory of federal equipment each year. We selected 55 assets covering various locations across campus and noted 9 assets with incorrect identification information as follows: • 7 of the 9 had tag numbers that were incorrect in the system by a few digits • 2 of the 9 were tagged correctly, but the location was incorrect in the system • 3 of the 9 were incorrectly identified as federal equipment on the equipment listing Criteria 2 CFR 200.313(d) requires that property records be maintained that include, among other things, a description of the property and a serial number or other identification number. A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of property. Any loss, damage, or theft must be investigated. Cause Prior to May 2023, the University’s equipment tracking process was performed by a third party consultant who did not have a full understanding of the requirements. Equipment was tagged as federal if it was purchased as part of any grant (federal or non-federal), not just if the equipment was purchased under a federal grant, which results in the University being unable to provide a listing of federally funded equipment only. Effect The lack of an employee or party responsible for the understanding and oversight of the equipment maintenance process including a process to identify only federally purchased equipment, can result in incomplete equipment inventory records. Questioned Costs There are no questioned costs associated with this finding. Recommendation We recommend the University improve the documentation and tracking of equipment by ensuring tags or other identification numbers are accurately input into the system. We recommend the University flag only equipment purchased with federal funds in the system so that an inventory of federal equipment can be provided when necessary. Management’s Views and Corrective Action Plan Management’s response is included in “Management’s Views and Corrective Action Plan” included at the end of this report after the summary schedule of status of prior audit findings.
Northeastern University Schedule of Findings and Questioned Costs For the Year Ended June 30, 2023 2023-001 – Equipment management Cluster: Research and Development Cluster (“R&D Cluster”) Grantor: Various - All R&D Cluster awards with equipment Award Name: Various - All R&D Cluster awards with equipment Award Year: FY2023 Assistance Listing Number: Various – All R&D Cluster awards with equipment Condition University department liaisons are provided with an equipment listing for their department which is verified for existence by the department and then sent back to Accounting. Any discrepancies are noted and updated in the University’s system. Assets purchased are tagged and entered into the University's system using an asset input sheet that contains fields such as description, manufacturer, original cost, asset location on campus, asset tag, and serial number. Federally purchased assets are flagged as such in the University’s system to indicate that they have been purchased with federal money. We noted, however, that the University has been flagging equipment purchased with grant funding as federal regardless of whether the grant is federal nonfederal. The University performs a physical inventory of federal equipment each year. We selected 55 assets covering various locations across campus and noted 9 assets with incorrect identification information as follows: • 7 of the 9 had tag numbers that were incorrect in the system by a few digits • 2 of the 9 were tagged correctly, but the location was incorrect in the system • 3 of the 9 were incorrectly identified as federal equipment on the equipment listing Criteria 2 CFR 200.313(d) requires that property records be maintained that include, among other things, a description of the property and a serial number or other identification number. A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of property. Any loss, damage, or theft must be investigated. Cause Prior to May 2023, the University’s equipment tracking process was performed by a third party consultant who did not have a full understanding of the requirements. Equipment was tagged as federal if it was purchased as part of any grant (federal or non-federal), not just if the equipment was purchased under a federal grant, which results in the University being unable to provide a listing of federally funded equipment only. Effect The lack of an employee or party responsible for the understanding and oversight of the equipment maintenance process including a process to identify only federally purchased equipment, can result in incomplete equipment inventory records. Questioned Costs There are no questioned costs associated with this finding. Recommendation We recommend the University improve the documentation and tracking of equipment by ensuring tags or other identification numbers are accurately input into the system. We recommend the University flag only equipment purchased with federal funds in the system so that an inventory of federal equipment can be provided when necessary. Management’s Views and Corrective Action Plan Management’s response is included in “Management’s Views and Corrective Action Plan” included at the end of this report after the summary schedule of status of prior audit findings.
Northeastern University Schedule of Findings and Questioned Costs For the Year Ended June 30, 2023 2023-001 – Equipment management Cluster: Research and Development Cluster (“R&D Cluster”) Grantor: Various - All R&D Cluster awards with equipment Award Name: Various - All R&D Cluster awards with equipment Award Year: FY2023 Assistance Listing Number: Various – All R&D Cluster awards with equipment Condition University department liaisons are provided with an equipment listing for their department which is verified for existence by the department and then sent back to Accounting. Any discrepancies are noted and updated in the University’s system. Assets purchased are tagged and entered into the University's system using an asset input sheet that contains fields such as description, manufacturer, original cost, asset location on campus, asset tag, and serial number. Federally purchased assets are flagged as such in the University’s system to indicate that they have been purchased with federal money. We noted, however, that the University has been flagging equipment purchased with grant funding as federal regardless of whether the grant is federal nonfederal. The University performs a physical inventory of federal equipment each year. We selected 55 assets covering various locations across campus and noted 9 assets with incorrect identification information as follows: • 7 of the 9 had tag numbers that were incorrect in the system by a few digits • 2 of the 9 were tagged correctly, but the location was incorrect in the system • 3 of the 9 were incorrectly identified as federal equipment on the equipment listing Criteria 2 CFR 200.313(d) requires that property records be maintained that include, among other things, a description of the property and a serial number or other identification number. A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of property. Any loss, damage, or theft must be investigated. Cause Prior to May 2023, the University’s equipment tracking process was performed by a third party consultant who did not have a full understanding of the requirements. Equipment was tagged as federal if it was purchased as part of any grant (federal or non-federal), not just if the equipment was purchased under a federal grant, which results in the University being unable to provide a listing of federally funded equipment only. Effect The lack of an employee or party responsible for the understanding and oversight of the equipment maintenance process including a process to identify only federally purchased equipment, can result in incomplete equipment inventory records. Questioned Costs There are no questioned costs associated with this finding. Recommendation We recommend the University improve the documentation and tracking of equipment by ensuring tags or other identification numbers are accurately input into the system. We recommend the University flag only equipment purchased with federal funds in the system so that an inventory of federal equipment can be provided when necessary. Management’s Views and Corrective Action Plan Management’s response is included in “Management’s Views and Corrective Action Plan” included at the end of this report after the summary schedule of status of prior audit findings.
Equipment and Real Property Management Information on Federal Program: U.S. Department of Education, Education Stabilization Funds (Federal Assistance Listing numbers 84.425D, 84.425U, 84.425W), Passed through the New York State Education Department. Criteria: 2 CFR Section 200.313(d) requires property records to be maintained including a description of the property, a serial number or other identification number, the source of funding for the property, who holds title, the acquisition date, cost of the property, percentage of federal participation in project costs, the location, use and condition of the property, and any ultimate disposition data. Additionally, it requires a physical inventory of the property be taken and results reconciled with the property records at least every two years. Statement of Condition: Record of equipment purchased under the federal program was not maintained in accordance with 2 CFR Section 200.313(d). Statement of Cause: The district was not aware of the requirements. Statement of Effect: The District is not in compliance with 2 CFR Section 200.313(d) and could fail to follow related disposition requirements. Questioned Cost: None. Repeat Finding: No Recommendation: We recommend the District review the above referenced requirements and implement procedures to ensure the District complies with relevant compliance requirements. Views of the Responsible Officials and Planned Corrective Actions: The District has contracted with Questar III BOCES for a complete fix asset inventory which will include the record management of the fixed assets.
Equipment and Real Property Management Information on Federal Program: U.S. Department of Education, Education Stabilization Funds (Federal Assistance Listing numbers 84.425D, 84.425U, 84.425W), Passed through the New York State Education Department. Criteria: 2 CFR Section 200.313(d) requires property records to be maintained including a description of the property, a serial number or other identification number, the source of funding for the property, who holds title, the acquisition date, cost of the property, percentage of federal participation in project costs, the location, use and condition of the property, and any ultimate disposition data. Additionally, it requires a physical inventory of the property be taken and results reconciled with the property records at least every two years. Statement of Condition: Record of equipment purchased under the federal program was not maintained in accordance with 2 CFR Section 200.313(d). Statement of Cause: The district was not aware of the requirements. Statement of Effect: The District is not in compliance with 2 CFR Section 200.313(d) and could fail to follow related disposition requirements. Questioned Cost: None. Repeat Finding: No Recommendation: We recommend the District review the above referenced requirements and implement procedures to ensure the District complies with relevant compliance requirements. Views of the Responsible Officials and Planned Corrective Actions: The District has contracted with Questar III BOCES for a complete fix asset inventory which will include the record management of the fixed assets.
Equipment and Real Property Management Information on Federal Program: U.S. Department of Education, Education Stabilization Funds (Federal Assistance Listing numbers 84.425D, 84.425U, 84.425W), Passed through the New York State Education Department. Criteria: 2 CFR Section 200.313(d) requires property records to be maintained including a description of the property, a serial number or other identification number, the source of funding for the property, who holds title, the acquisition date, cost of the property, percentage of federal participation in project costs, the location, use and condition of the property, and any ultimate disposition data. Additionally, it requires a physical inventory of the property be taken and results reconciled with the property records at least every two years. Statement of Condition: Record of equipment purchased under the federal program was not maintained in accordance with 2 CFR Section 200.313(d). Statement of Cause: The district was not aware of the requirements. Statement of Effect: The District is not in compliance with 2 CFR Section 200.313(d) and could fail to follow related disposition requirements. Questioned Cost: None. Repeat Finding: No Recommendation: We recommend the District review the above referenced requirements and implement procedures to ensure the District complies with relevant compliance requirements. Views of the Responsible Officials and Planned Corrective Actions: The District has contracted with Questar III BOCES for a complete fix asset inventory which will include the record management of the fixed assets.
Equipment and Real Property Management Information on Federal Program: U.S. Department of Education, Education Stabilization Funds (Federal Assistance Listing numbers 84.425D, 84.425U, 84.425W), Passed through the New York State Education Department. Criteria: 2 CFR Section 200.313(d) requires property records to be maintained including a description of the property, a serial number or other identification number, the source of funding for the property, who holds title, the acquisition date, cost of the property, percentage of federal participation in project costs, the location, use and condition of the property, and any ultimate disposition data. Additionally, it requires a physical inventory of the property be taken and results reconciled with the property records at least every two years. Statement of Condition: Record of equipment purchased under the federal program was not maintained in accordance with 2 CFR Section 200.313(d). Statement of Cause: The district was not aware of the requirements. Statement of Effect: The District is not in compliance with 2 CFR Section 200.313(d) and could fail to follow related disposition requirements. Questioned Cost: None. Repeat Finding: No Recommendation: We recommend the District review the above referenced requirements and implement procedures to ensure the District complies with relevant compliance requirements. Views of the Responsible Officials and Planned Corrective Actions: The District has contracted with Questar III BOCES for a complete fix asset inventory which will include the record management of the fixed assets.
Equipment and Real Property Management Information on Federal Program: U.S. Department of Education, Education Stabilization Funds (Federal Assistance Listing numbers 84.425D, 84.425U, 84.425W), Passed through the New York State Education Department. Criteria: 2 CFR Section 200.313(d) requires property records to be maintained including a description of the property, a serial number or other identification number, the source of funding for the property, who holds title, the acquisition date, cost of the property, percentage of federal participation in project costs, the location, use and condition of the property, and any ultimate disposition data. Additionally, it requires a physical inventory of the property be taken and results reconciled with the property records at least every two years. Statement of Condition: Record of equipment purchased under the federal program was not maintained in accordance with 2 CFR Section 200.313(d). Statement of Cause: The district was not aware of the requirements. Statement of Effect: The District is not in compliance with 2 CFR Section 200.313(d) and could fail to follow related disposition requirements. Questioned Cost: None. Repeat Finding: No Recommendation: We recommend the District review the above referenced requirements and implement procedures to ensure the District complies with relevant compliance requirements. Views of the Responsible Officials and Planned Corrective Actions: The District has contracted with Questar III BOCES for a complete fix asset inventory which will include the record management of the fixed assets.
Equipment and Real Property Management Information on Federal Program: U.S. Department of Education, Education Stabilization Funds (Federal Assistance Listing numbers 84.425D, 84.425U, 84.425W), Passed through the New York State Education Department. Criteria: 2 CFR Section 200.313(d) requires property records to be maintained including a description of the property, a serial number or other identification number, the source of funding for the property, who holds title, the acquisition date, cost of the property, percentage of federal participation in project costs, the location, use and condition of the property, and any ultimate disposition data. Additionally, it requires a physical inventory of the property be taken and results reconciled with the property records at least every two years. Statement of Condition: Record of equipment purchased under the federal program was not maintained in accordance with 2 CFR Section 200.313(d). Statement of Cause: The district was not aware of the requirements. Statement of Effect: The District is not in compliance with 2 CFR Section 200.313(d) and could fail to follow related disposition requirements. Questioned Cost: None. Repeat Finding: No Recommendation: We recommend the District review the above referenced requirements and implement procedures to ensure the District complies with relevant compliance requirements. Views of the Responsible Officials and Planned Corrective Actions: The District has contracted with Questar III BOCES for a complete fix asset inventory which will include the record management of the fixed assets.
Equipment and Real Property Management Information on Federal Program: U.S. Department of Education, Education Stabilization Funds (Federal Assistance Listing numbers 84.425D, 84.425U, 84.425W), Passed through the New York State Education Department. Criteria: 2 CFR Section 200.313(d) requires property records to be maintained including a description of the property, a serial number or other identification number, the source of funding for the property, who holds title, the acquisition date, cost of the property, percentage of federal participation in project costs, the location, use and condition of the property, and any ultimate disposition data. Additionally, it requires a physical inventory of the property be taken and results reconciled with the property records at least every two years. Statement of Condition: Record of equipment purchased under the federal program was not maintained in accordance with 2 CFR Section 200.313(d). Statement of Cause: The district was not aware of the requirements. Statement of Effect: The District is not in compliance with 2 CFR Section 200.313(d) and could fail to follow related disposition requirements. Questioned Cost: None. Repeat Finding: No Recommendation: We recommend the District review the above referenced requirements and implement procedures to ensure the District complies with relevant compliance requirements. Views of the Responsible Officials and Planned Corrective Actions: The District has contracted with Questar III BOCES for a complete fix asset inventory which will include the record management of the fixed assets.
Finding 2023-005 – Material Weakness: Equipment and Real Property Management – Compliance and Control Finding ALN 84.031 – Title III – Higher Education – Institutional Aid Federal Agency: U.S. Department of Education Pass-Through Entity: None Criteria Or Specific Requirement: 2 CFR section 200.313{c}, requires grantees have the following for equipment purchased with grant funds with a useful life of more than one year and a per-unit acquisition costs which equals or exceeds the lesser of the capitalization policy of the grantee or $5,000: • Equipment must be used in the program for which it was acquired; • Property records must be maintained that include a description of the property, a serial number or other identification numbers, the source of the funding for the property, who holds title, the acquisition date, cost of the property, percentage of federal participation in the projects cots, the location, use and condition of the property, and any ultimate disposition data for the property; • A physical inventory of the property must be taken and the results reconciled with the property records at least once every two years; • A control system must be developed to ensure safeguards to prevent loss, damage or theft of the property; • Adequate maintenance procedures must be developed to keep the property in good condition. In addition, the Uniform Guidance requires that controls over compliance be properly designed, in place and operating effectively to ensure compliance with these requirements. Condition: The University does not have a process in place to ensure federally funded equipment is subjected to a physical inventory observation at least once every two years. Cause: Management charged with oversight over the federal grant could not support their compliance with these equipment and real property management requirements under the Uniform Guidance. Additionally, controls over compliance were not designed effectively to ensure compliance with such grant requirements. Effect: Instances of noncompliance were not detected by management. Questioned Costs: Not applicable. Context: Based on a sample of equipment from the capital asset listing, the location for equipment purchased in previous grant years is not property tracked by management. An inventory of all equipment purchased with grant funds prior to 2022 has not been completed within the last two years. Identification As A Repeat Finding: 2022-011 and 2021-017 Recommendation: We recommend that management document its equipment and real property management policies for purchases under federal grants and hold training specific to these documented policies for those responsible for grant compliance. We also recommend that management conduct a physical inventory observation for all equipment purchased with grant funding. Views Of Responsible Officials: The University has implemented guidelines for categorizing equipment and supplies. Additionally, HSSU is presently exploring an Asset Management software solution to facilitate inventory tracking and intends to carry out biannual inventory audits.
Finding 2023-005 – Material Weakness: Equipment and Real Property Management – Compliance and Control Finding ALN 84.031 – Title III – Higher Education – Institutional Aid Federal Agency: U.S. Department of Education Pass-Through Entity: None Criteria Or Specific Requirement: 2 CFR section 200.313{c}, requires grantees have the following for equipment purchased with grant funds with a useful life of more than one year and a per-unit acquisition costs which equals or exceeds the lesser of the capitalization policy of the grantee or $5,000: • Equipment must be used in the program for which it was acquired; • Property records must be maintained that include a description of the property, a serial number or other identification numbers, the source of the funding for the property, who holds title, the acquisition date, cost of the property, percentage of federal participation in the projects cots, the location, use and condition of the property, and any ultimate disposition data for the property; • A physical inventory of the property must be taken and the results reconciled with the property records at least once every two years; • A control system must be developed to ensure safeguards to prevent loss, damage or theft of the property; • Adequate maintenance procedures must be developed to keep the property in good condition. In addition, the Uniform Guidance requires that controls over compliance be properly designed, in place and operating effectively to ensure compliance with these requirements. Condition: The University does not have a process in place to ensure federally funded equipment is subjected to a physical inventory observation at least once every two years. Cause: Management charged with oversight over the federal grant could not support their compliance with these equipment and real property management requirements under the Uniform Guidance. Additionally, controls over compliance were not designed effectively to ensure compliance with such grant requirements. Effect: Instances of noncompliance were not detected by management. Questioned Costs: Not applicable. Context: Based on a sample of equipment from the capital asset listing, the location for equipment purchased in previous grant years is not property tracked by management. An inventory of all equipment purchased with grant funds prior to 2022 has not been completed within the last two years. Identification As A Repeat Finding: 2022-011 and 2021-017 Recommendation: We recommend that management document its equipment and real property management policies for purchases under federal grants and hold training specific to these documented policies for those responsible for grant compliance. We also recommend that management conduct a physical inventory observation for all equipment purchased with grant funding. Views Of Responsible Officials: The University has implemented guidelines for categorizing equipment and supplies. Additionally, HSSU is presently exploring an Asset Management software solution to facilitate inventory tracking and intends to carry out biannual inventory audits.
Criteria: According to federal regulations 2CFR Part 200.313(d)(1), Property records must be maintained that include a description of the property, a serial number or other identification number, the source of funding for the property (including the FAIN), who holds title, the acquisition date, and cost of the property, percentage of Federal participation in the project costs for the Federal award under which the property was acquired, the location, use and condition of the property, and any ultimate disposition data including the date of disposal and sale price of the property. Condition: The District was unable to provide documentation to trace technology equipment inventory records to the funding source. Cause: The District does not currently include the source of funding for technology equipment within its property records. Effect: The failure to maintain complete property records could result in deobligation or loss of funding. Context: We asked the District if they could identify within their property records the funding source that was used to purchase the underlying asset(s) and they were unable to do so. Recommendation: We have advised management to resolve the current noncompliance finding by including the funding source for both the current and future property. Views of Responsible Officials and Planned: The District agrees with the finding and will update the current property records to include the grant funding and source and will implement procedures to include this information moving forward. Audit Follow-Up Procedures We did not perform any follow-up procedures since there were no findings from the previous year.
Criteria: According to federal regulations 2CFR Part 200.313(d)(1), Property records must be maintained that include a description of the property, a serial number or other identification number, the source of funding for the property (including the FAIN), who holds title, the acquisition date, and cost of the property, percentage of Federal participation in the project costs for the Federal award under which the property was acquired, the location, use and condition of the property, and any ultimate disposition data including the date of disposal and sale price of the property. Condition: The District was unable to provide documentation to trace technology equipment inventory records to the funding source. Cause: The District does not currently include the source of funding for technology equipment within its property records. Effect: The failure to maintain complete property records could result in deobligation or loss of funding. Context: We asked the District if they could identify within their property records the funding source that was used to purchase the underlying asset(s) and they were unable to do so. Recommendation: We have advised management to resolve the current noncompliance finding by including the funding source for both the current and future property. Views of Responsible Officials and Planned: The District agrees with the finding and will update the current property records to include the grant funding and source and will implement procedures to include this information moving forward. Audit Follow-Up Procedures We did not perform any follow-up procedures since there were no findings from the previous year.
Criteria: According to federal regulations 2CFR Part 200.313(d)(1), Property records must be maintained that include a description of the property, a serial number or other identification number, the source of funding for the property (including the FAIN), who holds title, the acquisition date, and cost of the property, percentage of Federal participation in the project costs for the Federal award under which the property was acquired, the location, use and condition of the property, and any ultimate disposition data including the date of disposal and sale price of the property. Condition: The District was unable to provide documentation to trace technology equipment inventory records to the funding source. Cause: The District does not currently include the source of funding for technology equipment within its property records. Effect: The failure to maintain complete property records could result in deobligation or loss of funding. Context: We asked the District if they could identify within their property records the funding source that was used to purchase the underlying asset(s) and they were unable to do so. Recommendation: We have advised management to resolve the current noncompliance finding by updating the current property records to include the funding source and to continue doing so moving forward. Views of Responsible Officials: The District agrees with the finding and will update the current property records to include the grant funding and source and will implement procedures moving forward. Audit Follow-Up Procedures We did not perform any follow-up procedures since there were no findings from the previous year
Criteria: According to federal regulations 2CFR Part 200.313(d)(1), Property records must be maintained that include a description of the property, a serial number or other identification number, the source of funding for the property (including the FAIN), who holds title, the acquisition date, and cost of the property, percentage of Federal participation in the project costs for the Federal award under which the property was acquired, the location, use and condition of the property, and any ultimate disposition data including the date of disposal and sale price of the property. Condition: The District was unable to provide documentation to trace technology equipment inventory records to the funding source. Cause: The District does not currently include the source of funding for technology equipment within its property records. Effect: The failure to maintain complete property records could result in deobligation or loss of funding. Context: We asked the District if they could identify within their property records the funding source that was used to purchase the underlying asset(s) and they were unable to do so. Recommendation: We have advised management to resolve the current noncompliance finding by updating the current property records to include the funding source and to continue doing so moving forward. Views of Responsible Officials: The District agrees with the finding and will update the current property records to include the grant funding and source and will implement procedures moving forward. Audit Follow-Up Procedures We did not perform any follow-up procedures since there were no findings from the previous year
Criteria: According to federal regulations 2CFR Part 200.313(d)(1), Property records must be maintained that include a description of the property, a serial number or other identification number, the source of funding for the property (including the FAIN), who holds title, the acquisition date, and cost of the property, percentage of Federal participation in the project costs for the Federal award under which the property was acquired, the location, use and condition of the property, and any ultimate disposition data including the date of disposal and sale price of the property. Condition: The District was unable to provide documentation to trace technology equipment inventory records to the funding source. Cause: The District does not currently include the source of funding for technology equipment within its property records. Effect: The failure to maintain complete property records could result in deobligation or loss of funding. Context: We asked the District if they could identify within their property records the funding source that was used to purchase the underlying asset(s) and they were unable to do so. Recommendation: We have advised management to resolve the current noncompliance finding by updating the current property records to include the funding source and to continue doing so moving forward. Views of Responsible Officials: The District agrees with the finding and will update the current property records to include the grant funding and source and will implement procedures moving forward. Audit Follow-Up Procedures We did not perform any follow-up procedures since there were no findings from the previous year
Criteria: According to federal regulations 2CFR Part 200.313(d)(1), Property records must be maintained that include a description of the property, a serial number or other identification number, the source of funding for the property (including the FAIN), who holds title, the acquisition date, and cost of the property, percentage of Federal participation in the project costs for the Federal award under which the property was acquired, the location, use and condition of the property, and any ultimate disposition data including the date of disposal and sale price of the property. Condition: The District was unable to provide documentation to trace technology equipment inventory records to the funding source. Cause: The District does not currently include the source of funding for technology equipment within its property records. Effect: The failure to maintain complete property records could result in deobligation or loss of funding. Context: We asked the District if they could identify within their property records the funding source that was used to purchase the underlying asset(s) and they were unable to do so. Recommendation: We have advised management to resolve the current noncompliance finding by updating the current property records to include the funding source and to continue doing so moving forward. Views of Responsible Officials: The District agrees with the finding and will update the current property records to include the grant funding and source and will implement procedures moving forward. Audit Follow-Up Procedures We did not perform any follow-up procedures since there were no findings from the previous year
Criteria: According to federal regulations 2CFR Part 200.313(d)(1), Property records must be maintained that include a description of the property, a serial number or other identification number, the source of funding for the property (including the FAIN), who holds title, the acquisition date, and cost of the property, percentage of Federal participation in the project costs for the Federal award under which the property was acquired, the location, use and condition of the property, and any ultimate disposition data including the date of disposal and sale price of the property. Condition: The District was unable to provide documentation to trace technology equipment inventory records to the funding source. Cause: The District does not currently include the source of funding for technology equipment within its property records. Effect: The failure to maintain complete property records could result in deobligation or loss of funding. Context: We asked the District if they could identify within their property records the funding source that was used to purchase the underlying asset(s) and they were unable to do so. Recommendation: We have advised management to resolve the current noncompliance finding by updating the current property records to include the funding source and to continue doing so moving forward. Views of Responsible Officials: The District agrees with the finding and will update the current property records to include the grant funding and source and will implement procedures moving forward. Audit Follow-Up Procedures We did not perform any follow-up procedures since there were no findings from the previous year
2023-008 – Equipment and Real Property Management – Material Weakness in Internal Controls over Compliance Department of Education Federal Assistance Listing Number: 84.031 Federal Program Name: Higher Education Institutional Aid Federal Award Number: P031S210057, P031S170020, P031C210038 Award Year: 2022-23 Criteria – Non-federal entities other than states must follow 2 CFR sections 200.313(c) through (e) for real property and equipment management. 2 CFR 200.313(d)(1) requires that property records must be maintained that include, among other things, description of the property, source of funding for the property and percentage of Federal participation in the project costs for the Federal award under which the property was acquired. 2 CFR 200.313(d)(2) states that a physical inventory of the property must be taken and the results reconciled with the property records at least once every two years. Condition/context – We selected a sample of 5 equipment purchases out of a population of 25 equipment purchases made during the year. The University did not maintain the required property records for any of the purchases. In addition, the University did not perform a physical inventory for those purchases in the last two years. Our sample was not, and was not intended to be, statistically valid. Questioned costs – None. Cause/effect – This occurred because of lack of controls and an antiquated equipment tracking system. The University is unable to satisfy the requirement that they maintain proper records for equipment and adequately safeguards and maintains equipment. Repeat finding – No Recommendation – We recommend the University update their equipment tracking system to allow the University to identify assets purchased with federal money. In addition, we recommend the University perform a physical inventory of its fixed asset at least once every two years. Views of responsible officials and planned corrective actions – In order to track assets acquired with federal funds, the university will update its equipment tracking system and will conduct a physical inventory of its fixed assets at least every two years.
2023-008 – Equipment and Real Property Management – Material Weakness in Internal Controls over Compliance Department of Education Federal Assistance Listing Number: 84.031 Federal Program Name: Higher Education Institutional Aid Federal Award Number: P031S210057, P031S170020, P031C210038 Award Year: 2022-23 Criteria – Non-federal entities other than states must follow 2 CFR sections 200.313(c) through (e) for real property and equipment management. 2 CFR 200.313(d)(1) requires that property records must be maintained that include, among other things, description of the property, source of funding for the property and percentage of Federal participation in the project costs for the Federal award under which the property was acquired. 2 CFR 200.313(d)(2) states that a physical inventory of the property must be taken and the results reconciled with the property records at least once every two years. Condition/context – We selected a sample of 5 equipment purchases out of a population of 25 equipment purchases made during the year. The University did not maintain the required property records for any of the purchases. In addition, the University did not perform a physical inventory for those purchases in the last two years. Our sample was not, and was not intended to be, statistically valid. Questioned costs – None. Cause/effect – This occurred because of lack of controls and an antiquated equipment tracking system. The University is unable to satisfy the requirement that they maintain proper records for equipment and adequately safeguards and maintains equipment. Repeat finding – No Recommendation – We recommend the University update their equipment tracking system to allow the University to identify assets purchased with federal money. In addition, we recommend the University perform a physical inventory of its fixed asset at least once every two years. Views of responsible officials and planned corrective actions – In order to track assets acquired with federal funds, the university will update its equipment tracking system and will conduct a physical inventory of its fixed assets at least every two years.
2023-008 – Equipment and Real Property Management – Material Weakness in Internal Controls over Compliance Department of Education Federal Assistance Listing Number: 84.031 Federal Program Name: Higher Education Institutional Aid Federal Award Number: P031S210057, P031S170020, P031C210038 Award Year: 2022-23 Criteria – Non-federal entities other than states must follow 2 CFR sections 200.313(c) through (e) for real property and equipment management. 2 CFR 200.313(d)(1) requires that property records must be maintained that include, among other things, description of the property, source of funding for the property and percentage of Federal participation in the project costs for the Federal award under which the property was acquired. 2 CFR 200.313(d)(2) states that a physical inventory of the property must be taken and the results reconciled with the property records at least once every two years. Condition/context – We selected a sample of 5 equipment purchases out of a population of 25 equipment purchases made during the year. The University did not maintain the required property records for any of the purchases. In addition, the University did not perform a physical inventory for those purchases in the last two years. Our sample was not, and was not intended to be, statistically valid. Questioned costs – None. Cause/effect – This occurred because of lack of controls and an antiquated equipment tracking system. The University is unable to satisfy the requirement that they maintain proper records for equipment and adequately safeguards and maintains equipment. Repeat finding – No Recommendation – We recommend the University update their equipment tracking system to allow the University to identify assets purchased with federal money. In addition, we recommend the University perform a physical inventory of its fixed asset at least once every two years. Views of responsible officials and planned corrective actions – In order to track assets acquired with federal funds, the university will update its equipment tracking system and will conduct a physical inventory of its fixed assets at least every two years.
Finding 2023-002 SIGNIFICANT DEFICENCY Internal Controls Criteria: Pursuant to the Code of Federal Regulations (CFR), Title 2 Grants and Agreements, Subpart D Post Federal Award Requirements, Section 200.303 “the non-federal entity must establish and maintain effective internal control over the Federal aware that provides reasonable assurance that the non-Federal entity is managing the Federal award in compliance with Federal statutes, regulations, and the terms and conditions of the Federal award.” Condition: When investigating the controls related to equipment management, we became aware that the District relies on a third party to maintain records without any secondary review of its completeness. The current maintenance records does not include non-technology records and its related funding source. Cause: The controls related to equipment maintenance for Education Stabilization Fund are non-existent. Effect: There is no internal control related to equipment maintenance for the Education Stabilization Fund. Recommendations: The District should have an employee compare the third party’s equipment inventory records with the financial records for completeness. An employee should also be present during the physical equipment inventory each year and maintain records of proof for its occurrence. Lastly, the current inventory records should also be altered in order to be maintained with information required by 2 CFR section 200.313(d)(2) that include a description of the property, a serial number or other identification number, the source of funding for the property (including the Federal award identification number), who holds title, the acquisition date, cost of the property, percentage of Federal participation in the project costs for the Federal award under which the property was acquired, the location, use and condition of the property, and any ultimate disposition data of disposal and sales price of the property. Views of Responsible Officials and Planned Corrective Actions: The District agrees with the finding. See separate document for planned corrective actions.
Program: Education Stabilization Fund Federal Assistance Listing Number: 84.425D Federal Agency: U.S. Department of Education Pass-Through Agency: Arizona Department of Education Grantor Number: 21FESSII-111389-01A Questioned Costs: $-0- Type of Finding: Noncompliance (Other Matter), significant deficiency in internal control Compliance Requirement: F. Equipment/Real Property Management Condition/Context: During our review of property and equipment purchased with federal funding, one asset out of five tested, was unable to be found. Criteria: The District must follow 2 CFR sections 200.313 which requires that: Property records must be maintained that include a description of the property, a serial number or other identification number, the source of funding for the property (including the federal award identification number), who holds title, the acquisition date, cost of the property, percentage of federal participation in the project costs for the federal award under which the property was acquired, the location, use and condition of the property, and any ultimate disposition data including the date of disposal and sales price of the property. Cause: Management oversight. Effect: Noncompliance and internal control weakness. Repeat Finding: This is not a repeat finding. Recommendation: We recommend the District to review its internal control procedures over property and equipment reporting to ensure assets are properly tagged, in the location identified on the corresponding listing, and a physical inventory is maintained to ensure all assets can be found. Views of Responsible Officials: The District concurs with this recommendation and will review its procedures over capital asset and property control. Contact Person: Ginger Stevens, Director of Finance and Business Services
U.S. Department of Education, Pass-Through Iowa Department of Education, Education Stabilization Fund: COVID-19 Elementary and Secondary School Emergency Relief (ESSER II) Fund; COVID-19 Governor’s Emergency Education Relief (GEER II) Fund; COVID-19 ARP-Elementary and Secondary School Emergency Relief (ARP ESSER); COVID-19 ARP-Elementary and Secondary School Emergency Relief-Homeless Children and Youth (ARP-HCY). Finding: The District does not have a process for monitoring compliance with pre-approval requests under the Education Stabilization Fund program for capital equipment. Criteria: Consistent with 2 CFR section 200.313 (equipment), Education Stabilization Funds (ESF) may be used to purchase equipment. Capital expenditures for general and special purpose equipment purchases are subject to prior approval by Education Department (ED) or the pass-through entity. In addition, with prior approval by the ED or the pass-through entity, recipients and subrecipients may also use ESF funds to purchase real property, perform construction or minor remodeling, and for improvements to land, buildings, or equipment that meet the overall purpose of the ESF program, which is "to prevent, prepare for, and respond to" the COVID-19 pandemic. Condition: The District expended Education Stabilization Fund program funding to purchase weight room equipment at a price above the amount approved by the Iowa Department of Education. Cause: The District did not compare the actual cost of the weight room equipment to the Iowa Department of Education approval. Effect: The District overspent allowable funds as approved by the Iowa Department of Education for equipment by $16,707.62. Context: The District obtained approval to buy weight room equipment for the three high schools in the amount of $158,400. The District purchased items totaling $175,107.62 which exceeded the maximum approved amount and charged the program for the full purchase price. Identification as a repeat finding: This is a repeat finding. Recommendation: We recommend the District implement a system to compare actual costs charged to the program to preapproval amounts and request an amendment if the actual cost exceeds the prior approval limits or only charge the program for the approved portion. Response and Corrective Action Plan: The District will review current processes for purchasing equipment within Iowa Department of Education approval amounts or seek amendments when approval cost limits cannot be met.