Finding Text
Condition: Instances of agency files were deemed incomplete due to missing one of the
required application documents.
Criteria: Eligibility for the program requires the Network to maintain agency files based onstate requirements. The state provides a list of documents that should be received before an Agency is deemed eligible to disburse federal commodities.
Cause: The Network has established procedures to ensure the completeness of files. A checklist was developed to verify that all necessary documents are received during the application process before agency approval. However, the agencies with missing applications joined the Network over 30 years ago, and their application documents may have been misplaced or lost due to office relocations during renovations.
Effect: Agency files cannot be considered complete if certain documents are excluded from the records.
Recommendation: We recommend that quarterly audits are performed to ensure that agency files are maintained in a manner that is consistent with state requirements. We also recommend that the Network obtain updated documents for agencies missing the required documentation.
Views of Responsible Officials and Planned Corrective Actions: The Network plans to enhance their review of agency files to ensure that each agency file has the proper documents included. The Network also plans to request updated information for incomplete files to ensure compliance with the State’s eligibility requirements.