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Finding 2024-004 LSC Financial Guide § 3.6.2 Physical Inventory Grantor: Legal Services Corporation Program Name: Legal Services Corporation Basic Field Grant CFDA No.: 09.952000 Award No.: Basic Field Grant Award Year: 2024 Repeat Finding From Prior Audit? No Finding Type: Significant deficiency Criteria: LSC Financial Guide § 3.6.2 requires recipients to perform a physical inventory of all assets listed in the property subsidiary ledger at least once every two years. The inventory process must be documented, including the physical count, reconciliation of any differences between the physical count and the subsidiary ledger, and proper authorization and documentation for any write-offs. Documentation should include dates, personnel involved, evidence of supervisory review, and approvals for asset disposals. Condition: We inquired with the MLSC, and MLSC was able to provide the list of fixed assets for each office. However, there is no record showing the inventory process and the investigation and reconciliation of any differences between the physical inspection and the property subsidiary ledger. The list of fixed assets in each office was not reconciled to the property ledger and we could not determine the accuracy of the inventory count or the property ledger as there was no property ledger for 2024. There were no documents to support fixed assets written off, or for the approval of the write offs. There were many items on the fixed assets listing indicated as damaged or inactive. We were able to see the list but we could not verify if the physical count was performed. There was no signature of the person who performed the inventory count, and no date or signature of a witness or for a management review. Cause : MLSC did not perform physical inventory count or reconcile the physical count to the property subsidiary ledger. Finding 2024-004 LSC Financial Guide § 3.6.2 Physical Inventory, continued Effect: Failure to conduct and document a complete physical inventory results in noncompliance with LSC Financial Guide §3.6.2. Without a reconciled, verified asset listing, MLSC cannot ensure the accuracy or existence of its fixed assets, increasing the risk of misstated asset balances, unrecorded write-offs, or undetected loss, damage, or misappropriation of property. The absence of supporting documentation also limits MLSC’s ability to demonstrate proper stewardship of LSC-funded assets. Recommendation: MLSC should follow the LSC Financial Guide § 3.6.2 Physical Inventory and conduct the required periodic physical inventories count. Management’s Response and Corrective Action Plan: MLSC management acknowledges the finding and concurs in part. MLSC has an established Fixed Asset and Physical Inventory Policy in accordance with LSC Financial Guide § 3.6.2. The policy requires that a complete physical inventory be conducted at least once every two years, and MLSC has been performing these inventories regularly. However, management recognizes that the documentation of the most recent physical inventory was incomplete, specifically lacking the signatures, dates, and reconciliation notes required to demonstrate full compliance. Responsible person: Chief Fiscal Officer, Jocelyn Mallari Corrective action planned: To address this issue and ensure full adherence to the policy, MLSC, with the supervision of the Chief Fiscal Officer continued the implementation of Physical Inventory Procedures requiring a full physical inventory every two years, including proper documentation and reconciliation with the subsidiary ledger. To improve documentation, the Chief Fiscal Officer will conduct training to ensure that each future physical inventory count includes the date of the count, signature of personnel conducting the inventory, a witness and management reviewer, reconciliation records, and authorization and documentation for any write-offs or disposals. Anticipated completion date: June 30, 2026.