Finding 1120923 (2024-003)

Finding 2024-003: Lack of Support for Procurement Requirement U.S. Department of Health and Human Services Federal Programs: Health Center Program Cluster (ALN numbers 93.224/93.527) Federal Award Year: 2024 Repeat Finding: No Criteria: The Organization must follow the procurement standards set out in 2 CFR sections 200.318 through 200.327. The Organization must use its own documented procurement procedures, which reflect applicable state and local laws and regulations, provided that the procurements conform to applicable federal statutes and the procurement requirements identified in 2 CFR Part 200. Condition: While testing the procurement requirement for micro purchases, we noted there was one sample selection for which the Organization did not have documentation to support whether the procurement method used was appropriate. Cause: The Organization did not consistently maintain documentation to support the procurement method used. The documentation was maintained by one individual within the Organization, and that individual is no longer with the Organization. Effect: The Organization was not able to provide supporting documentation for one out of the 40 sample selections tested. The missing supporting documentation was for an expense in the amount of $4,000. Questioned Costs: $4,000 Context: We could not verify the appropriate procurement method was used for one out of 40 sample selections. Total likely questioned costs are estimated to be approximately $38,000. Recommendation: We recommend that additional training of responsible staff be performed to ensure that all documentation related to procurement is retained. View of responsible officials of the auditee: Management agrees with the finding and recommendation.