FAC Explorer

Finding 11568 (2023-003)

Significant Deficiency
Requirement
G
Questioned Costs
-
Year
2023
Accepted
2024-02-02
Audit: 15377
Organization: Volunteers of America Western Washington and Subsidiary (WA)
Auditor: Bdo USA PC

AI Summary

  • Core Issue: The Organization lacks formal policies to monitor and document shift-specific full-time equivalents (FTEs) for the Lifeline Hotline.
  • Impacted Requirements: The Network Agreement mandates maintaining adequate FTEs during on-call shifts, which is not being met.
  • Recommended Follow-Up: Implement formal policies and procedures for documenting compliance with shift monitoring to ensure adequate staffing.

Finding Text

Federal Agency: Department of Health and Human Services Federal Assistance Listing Number: 93.243 Program: Substance Abuse and Mental Health Services Projects of Regional and National Significance Award/Pass-Through Entity Identifying Numbers: Network Agreement Criteria: The Network Agreement requires that the Organization maintains a certain shift-specific full-time equivalents (FTE) during on-call shifts of the Lifeline Hotline. The Organization should have a system of internal control that ensures requirements are met and maintain documentation to evidence that requirements were met. Condition: During our review of the Organization’s internal control processes, we noted the Organization has not established formal policies and procedures to ensure and evidence monitoring the shift FTEs. Cause: While the Organization has a policy in place that requires program manager to check shift schedule regularly, evidence was not available at the time of the audit to document compliance with the policy. Effect or Potential Effect: Shifts could occur where adequate FTEs are not present at the Lifeline Hotline. Questioned Costs: N/A Context: The condition was applicable during the year ended June 30, 2023. Recommendation: We recommend that the Organization implement policies and procedures to ensure proper documentation over schedule monitoring is in place. Views of Responsible Officials: Management agrees with the finding and recommendations set forth within and has developed a corrective action plan to address the instances of noncompliance identified and lapses in prescribed internal controls.

Corrective Action Plan

Effort-Based Evidence & Reports Recorded and Reviewed While the control exists, the documentation around Effort-Based Evidence Recording and Reporting for Effort-Based Contracts was weak. Corrective Action: New Processes & New Controls New Processes: 1. For those contracts that are Effort-Based, Programs must submit Effort-Based Reports to Accounting before invoicing begins. 2. Effort-Based Reports are based on Effort-Based Evidence 3. Effort-Based Evidence and Effort-Based Reports must both be reviewed and approved by someone other than the Preparer. 4. Review and Approval of Evidence & Reports must be documented New Process Implementation Timeline: effective immediately for those programs that had findings, retro documentation for FY24 FYTD also required. Effective 1/1 for the rest of the agency. New Controls Designed: CC-002 Effort-Based Evidence & Report Review New Control Implementation Timeline: effective immediately for those programs that had findings, retro documentation for FY24 FYTD also required. Effective 1/1 for the rest of the agency. Follow Up Action: VP of Finance/Controller to work with Programs on implementing new process and controls. Name of Responsible Official: Claire Danielson, VP of Finance/Controller Anticipated Completion Date: July 2024

Categories

Subrecipient Monitoring Internal Control / Segregation of Duties

Other Findings in this Audit

  • 11569 2023-004
    Significant Deficiency
  • 11570 2023-004
    Significant Deficiency
  • 11571 2023-004
    Significant Deficiency
  • 11572 2023-004
    Significant Deficiency
  • 11573 2023-004
    Significant Deficiency
  • 11574 2023-004
    Significant Deficiency
  • 588010 2023-003
    Significant Deficiency
  • 588011 2023-004
    Significant Deficiency
  • 588012 2023-004
    Significant Deficiency
  • 588013 2023-004
    Significant Deficiency
  • 588014 2023-004
    Significant Deficiency
  • 588015 2023-004
    Significant Deficiency
  • 588016 2023-004
    Significant Deficiency

Programs in Audit

ALN Program Name Expenditures
21.023 Emergency Rental Assistance Program $1.50M
21.019 Coronavirus Relief Fund $1.46M
21.027 Coronavirus State and Local Fiscal Recovery Funds $1.33M
93.243 Substance Abuse and Mental Health Services Projects of Regional and National Significance $682,906
10.569 Emergency Food Assistance Program (food Commodities) $681,247
14.231 Emergency Solutions Grant Program $407,593
14.239 Home Investment Partnerships Program $317,473
10.568 Emergency Food Assistance Program (administrative Costs) $275,193
97.024 Emergency Food and Shelter National Board Program $176,618
14.218 Community Development Block Grants/entitlement Grants $157,494
93.566 Refugee and Entrant Assistance State Administered Programs $76,000
93.959 Block Grants for Prevention and Treatment of Substance Abuse $74,215
14.228 Community Development Block Grants/state's Program and Non-Entitlement Grants in Hawaii $70,051
10.558 Child and Adult Care Food Program $55,891
93.958 Block Grants for Community Mental Health Services $50,000
93.575 Child Care and Development Block Grant $40,500
10.525 Farm and Ranch Stress Assistance Network Competitive Grants Program (b) $9,875
93.597 Grants to States for Access and Visitation Programs $6,340
93.568 Low-Income Home Energy Assistance $1,650
94.006 Americorps State and National $219