Finding 1152116 (2024-003)

Inadequate Documentation for Expenses (Assistance Listing 21.019 ARPA) Criteria: 2 CFR §200.403–405 requires that costs charged to federal awards be adequately documented, allowable, and allocable. Condition: During our walk through of the expenditure cycle, we discovered the following issues: • Some vouchers were not prepared or lacked proper authorization and supporting source documents. • Multiple transactions were missing receipts or had incomplete vouchers. • Instances of the same check number being used twice in the general ledger. • Certain check numbers were not entered into the software program. Cause: Inadequate internal controls over documentation and expenditure tracking. Effect: Risk of unallowable costs being charged to federal programs and potential disallowance of expenses. Questioned Costs: Unable to determine exact amount due to lack of documentation. Recommendation: RTMC should enforce strict policies for maintaining proper documentation to verify and support costs. This ensures all expenses are allowable, reasonable, and allocable.