Finding Text
FINDING 2024-001 – Reporting; Significant Deficiency in Internal Control Over Compliance and Noncompliance U.S. Department of the Treasury Assistance Listing Number: 21.027 Federal Program Name: Coronavirus State and Local Fiscal Recovery Funds Program Award Year: 2024 Criteria: Federal regulations and grant and contract conditions require that applicable reports be properly supported by accounting records and submitted. Financial and performance information should be reviewed by a different person than the preparer, supporting documentation should be maintained, and reports filed timely. Condition and context: Supporting documentation for the quarterly financial reports required by the grant did not include documentation of a review process or filing could not be verified for timely submission. We noted for two of the three reports selected; submission support was not retained by the client. The grantor confirmed submission of all required reports however, the date of submission could not be verified. As such both reports were determined to have been submitted late. Questioned costs: None. Effect: Without centralized controls that include segregation of duties between preparer and reviewer and retention of documentation supporting the submission of the reports, two reports were not submitted timely, and support was not retained for two of the reports. Cause: This occurred because of a lack of controls designed and implemented that include segregation of the duties between the preparer of the reports and reviewer to ensure accurate reporting. Controls designed well include the maintenance of supporting records as well as timestamped copies of the submissions. Repeat finding: No. Recommendation: We recommend the Organization design and implement a policy to include a review control in the reporting process to identify any errors prior to submitting reports, maintain supporting documentation, and ensure timely submission. Views of responsible officials and planned corrective actions: Management agrees with the assessment and has implemented a formal review and documentation process to ensure timely submission of quarterly reports. This includes implementing calendar reminders, two levels of documented review and approval of all reports, and maintaining documentation and evidence of timely submission.