Finding Text
Federal Agency: U.S. Department of Health and Human Services Federal Program Name: Refugee and Entrant Assistance State/Replacement Designee Administered Programs Assistance Listing Number: 93.566 Federal Award Identification Number and Year: 2301MNRSS 2024 Pass-Through Agency: State of Minnesota, Lutheran Social Services, and YMCA of the North Pass-Through Numbers: GRK% 167302, D2LNFU9KSHC6, D2LNFU9KSHC6, 258246, 258633, 258276 Award Period: January 1, 2024 – December 31, 2024 Type of Finding: Material Weakness in Internal Control over Compliance Other Matters Criteria or Specific Requirement: Clients must have a specific immigration status or classification and have had that status for less than five years. Condition: We noted that for two of the participants that we tested, there was no documentation on file of their immigration status to ensure that the individual was eligible to receive services. Questioned Costs: None Context: Two out of sixty participants selected for testing of eligibility did not have proper documentation. Cause: Support was not retained in the participant's file at the time of enrollment. Effect: Providing services to participants who are not eligible. Repeat Finding: See prior year finding 2023-005. Recommendation: Auditor recommends that KOM review all participant files to ensure proper documentation is retained supporting eligibility of applicants. We noted that there is currently a process in place to perform an annual review of random files to ensure that only eligible participants are being served, but we recommend that a process is implemented to ensure that there is proper review and approval of all applicants prior to the individual receiving services and that this review is retained. Views of Responsible Officials: There is no disagreement with the finding. The Organization has implemented enhanced processes for regular client file checks to ensure all clients have adequate documentation.