Finding Text
2023-001: EMPLOYMENT VERIFICATION--VOCA
Condition and Criteria: Employees must be verified for authorization to work within the United States through the U.S. Department of Homeland Security, as required by the Office for Victims of Crime (OVC) (VOCA grants).
Cause: There is not an adequate document retention policy and procedure to ensure completion and retention of employment verification forms.
Effect: Employee files cannot be accurately relied upon to demonstrate the Organization has met the grant objectives. As this verification deals with performance metrics, there are no questioned costs identified.
Context: Testing was completed on a sample of employees for employment procedures and documentation. The Employment Verification form for one employee from a sample of ten, was missing from the employee’s files.
Identification of Repeat Findings: This finding is not a repeat finding.
Recommendation: Internal controls and procedures should be established and documentation maintained to support all employee verification for employment.
Views of Responsible Officials and Planned Corrective Actions: YWCA acknowledges discrepancies in data metrics reported.
• Implement a standardized checklist for employment documentation.
• Educate HR staff on audit best practices, emphasizing complete and accurate employee files.
• Schedule quarterly reviews to ensure compliance with documentation requirements.