FAC Explorer

Finding 1165034 (2021-006)

Material Weakness Repeat Finding
Requirement
B
Questioned Costs
-
Year
2021
Accepted
2025-12-16
Audit: 375125
Organization: Pima Council on Aging (AZ)
Auditor: REGIER CARR & MONROE LLP CPAS

AI Summary

  • Core Issue: Internal controls over payroll were not properly followed, leading to discrepancies in personnel action notices.
  • Impacted Requirements: Compliance with allowable costs and cost principles as mandated by the U.S. Department of Health and Human Services.
  • Recommended Follow-Up: Strengthen adherence to controls regarding pay rate changes to ensure accurate payroll expenses.

Finding Text

Finding Number 2021-006 Internal Controls over Allowable Costs/Cost Principles Activities, U.S. Department of Housing and Urban Development, Passed Through Arizona Department of Economic Security, Aging Cluster, ALN 93.044/93.045/93.053, July 1, 2020 through June 30, 2021 (Significant Deficiency). Statement of Condition: Two personnel action notices were unable to be located by the Organization, and one personnel action notice did not match an employee’s pay rate per the payroll register. Questioned Costs: None Criteria: The Organization must comply with allowable costs/cost principle compliance standards as set by the U.S. Department of Health and Human Services. Controls over payroll were not followed adequately to ensure accurate and complete payroll expense. Cause: The Organization’s controls over pay rate changes were not followed. Effect: Payroll expense charged to the Aging Cluster programs may not be accurate. Recommendation: We recommend that the Organization more closely follow its controls over pay rate changes.

Corrective Action Plan

Finding Number 2021-006: Missing or Inaccurate Personnel Action Notices (Allowable Costs/Cost Principles), July 1, 2020 through June 30,2021. Statement of Condition: PCOA had missing or inaccurate personnel action notices PCOA personnel responsible for enacting corrective action plan: Jay Huffstutler, Finance Director, jhuffstutler@pcoa.org; Jennifer Billa, Human Resources Director, Jbilla@pcoa.org The corrective action plan:  PCOA has standardized its personnel documentation process, including personnel action notices (PAN) and approval workflows.  HR and finance implemented policy and procedures to align pay rate documentation with payroll data.  All personnel changes are now signed off by the Finance and HR Director  Additional skilled personnel are being recruited to ensure accuracy and control around personnel changes. Completion Date: July 31, 2025

Categories

Allowable Costs / Cost Principles Significant Deficiency

Other Findings in this Audit

  • 1164993 2021-001
    Material Weakness Repeat
  • 1164994 2021-002
    Material Weakness Repeat
  • 1164995 2021-003
    Material Weakness Repeat
  • 1164996 2021-004
    Material Weakness Repeat
  • 1164997 2021-005
    Material Weakness Repeat
  • 1164998 2021-006
    Material Weakness Repeat
  • 1164999 2021-007
    Material Weakness Repeat
  • 1165000 2021-008
    Material Weakness Repeat
  • 1165001 2021-009
    Material Weakness Repeat
  • 1165002 2021-001
    Material Weakness Repeat
  • 1165003 2021-002
    Material Weakness Repeat
  • 1165004 2021-003
    Material Weakness Repeat
  • 1165005 2021-004
    Material Weakness Repeat
  • 1165006 2021-005
    Material Weakness Repeat
  • 1165007 2021-006
    Material Weakness Repeat
  • 1165008 2021-007
    Material Weakness Repeat
  • 1165009 2021-008
    Material Weakness Repeat
  • 1165010 2021-009
    Material Weakness Repeat
  • 1165011 2021-001
    Material Weakness Repeat
  • 1165012 2021-002
    Material Weakness Repeat
  • 1165013 2021-003
    Material Weakness Repeat
  • 1165014 2021-004
    Material Weakness Repeat
  • 1165015 2021-005
    Material Weakness Repeat
  • 1165016 2021-006
    Material Weakness Repeat
  • 1165017 2021-007
    Material Weakness Repeat
  • 1165018 2021-008
    Material Weakness Repeat
  • 1165019 2021-009
    Material Weakness Repeat
  • 1165020 2021-001
    Material Weakness Repeat
  • 1165021 2021-002
    Material Weakness Repeat
  • 1165022 2021-003
    Material Weakness Repeat
  • 1165023 2021-004
    Material Weakness Repeat
  • 1165024 2021-005
    Material Weakness Repeat
  • 1165025 2021-006
    Material Weakness Repeat
  • 1165026 2021-007
    Material Weakness Repeat
  • 1165027 2021-008
    Material Weakness Repeat
  • 1165028 2021-009
    Material Weakness Repeat
  • 1165029 2021-001
    Material Weakness Repeat
  • 1165030 2021-002
    Material Weakness Repeat
  • 1165031 2021-003
    Material Weakness Repeat
  • 1165032 2021-004
    Material Weakness Repeat
  • 1165033 2021-005
    Material Weakness Repeat
  • 1165035 2021-007
    Material Weakness Repeat
  • 1165036 2021-008
    Material Weakness Repeat
  • 1165037 2021-009
    Material Weakness Repeat

Programs in Audit

ALN Program Name Expenditures
93.667 SOCIAL SERVICES BLOCK GRANT $3.04M
93.045 SPECIAL PROGRAMS FOR THE AGING, TITLE III, PART C, NUTRITION SERVICES $1.99M
93.044 SPECIAL PROGRAMS FOR THE AGING, TITLE III, PART B, GRANTS FOR SUPPORTIVE SERVICES AND SENIOR CENTERS $658,306
93.053 NUTRITION SERVICES INCENTIVE PROGRAM $188,109
93.052 NATIONAL FAMILY CAREGIVER SUPPORT, TITLE III, PART E $183,622
93.779 CENTERS FOR MEDICARE AND MEDICAID SERVICES (CMS) RESEARCH, DEMONSTRATIONS AND EVALUATIONS $128,812
94.016 AMERICORPS SENIORS SENIOR COMPANION PROGRAM (SCP) 94.016 $128,597
93.959 BLOCK GRANTS FOR PREVENTION AND TREATMENT OF SUBSTANCE ABUSE $111,293
93.470 ALZHEIMER’S DISEASE PROGRAM INITIATIVE (ADPI) $101,897
14.218 COMMUNITY DEVELOPMENT BLOCK GRANTS/ENTITLEMENT GRANTS $100,278
93.043 SPECIAL PROGRAMS FOR THE AGING, TITLE III, PART D, DISEASE PREVENTION AND HEALTH PROMOTION SERVICES $91,488
93.518 AFFORDABLE CARE ACT - MEDICARE IMPROVEMENTS FOR PATIENTS AND PROVIDERS $80,957
93.042 SPECIAL PROGRAMS FOR THE AGING, TITLE VII, CHAPTER 2, LONG TERM CARE OMBUDSMAN SERVICES FOR OLDER INDIVIDUALS $54,161
93.048 SPECIAL PROGRAMS FOR THE AGING, TITLE IV, AND TITLE II, DISCRETIONARY PROJECTS $31,019
93.041 SPECIAL PROGRAMS FOR THE AGING, TITLE VII, CHAPTER 3, PROGRAMS FOR PREVENTION OF ELDER ABUSE, NEGLECT, AND EXPLOITATION $14,852