Finding Text
Agency: U.S. Department of Health and Human Services
Pass-through Agency: Illinois Department of Public Health
Federal program: 93.940 HIV Prevention Activities-Health Department Based
Federal award number: 38780057K
Criteria: Support for vouchers that are submitted for reimbursement should be maintained.
Condition: We identified an instance in which $107 of a $985 voucher could not be obtained.
Context: Out of a sample of 40 vouchers charged to the federal program, the underlying support for a portion of the voucher could not be located.
Cause: As a result of turnover in the finance department and lack of formal filing procedures, we noted an instance in which the support for a portion of an authorized voucher could not be located
Questions Costs: Unknown questioned costs were less than $20,000.
Effect: PHIMC could not locate the underlying support for $107 of a $985 voucher charged to the program.
Recommendation: We recommend PHIMC develop a formal process to maintain the underlying support for all voucher submissions.
Views of Responsible Officials: In conjunction with the hiring of a professional services firm for accounting and finance support, PHIMC will evaluate the current record keeping system and ensure supporting information for submitted vouchers is maintained and accessible.