Finding Text
Department of Homeland Security, State of South Dakota Office of Emergency Management, Federal Financial Assistance Listing #97.039, DR‐4469‐0015 & DR‐4469‐0016, 2024 Hazard Mitigation Grant Program Activities Allowed or Unallowed, Allowable Costs/Cost Principles, Period of Performance, and Cash Management Material Weakness in Internal Control over Compliance Criteria: 2 CFR 200.303(a) states that the auditee must establish and maintain effective internal control over the federal award that provides assurance that the entity is managing the federal award in compliance with federal statutes, regulations, and the terms and conditions of the federal award. Condition: Material expenditures were claimed for reimbursement with no documented formal review and approval. Cause: The Association did not have formal documented review and approval over bar‐code material charge‐outs that were claimed for reimbursement and correction entries for unused materials returned to inventory. Effect: Without a formal documentation of review of expenses, demonstrating the expenditures comply with federal regulations is difficult. Questioned Costs: No questioned costs over $25,000. Context/Sampling: Nonstatistical sampling was used for activities allowed or unallowed, allowable costs/cost principles and period of performance. Sample size was 60 transactions which accounted for $1,965,908 out of $2,435,532 of federal program expenditures of which $1,114,700 was submitted for reimbursement. For cash management, sampling was not used due to a single submission for reimbursement. Repeat Finding form Prior Year: No Recommendation: We recommend the Association review the process for documenting the review and approval over material charge‐outs and correction entries for unused materials returned to inventory prior to the amounts being submitted for reimbursement. Views of Responsible Officials: Management agrees with the finding.