FAC Explorer

Finding 1172693 (2022-004)

Material Weakness Repeat Finding
Requirement
F
Questioned Costs
-
Year
2022
Accepted
2026-02-06
Audit: 385956
Organization: Northwest Indian College (WA)
Auditor: CLIFTONLARSONALLEN LLP

AI Summary

  • Core Issue: The College lacks proper documentation and tracking for equipment purchased with federal funds, failing to meet federal requirements.
  • Impacted Requirements: The College did not maintain necessary property records or conduct physical inventory counts as mandated by 2 CFR 200.303 and 200.313.
  • Recommended Follow-Up: Implement policies to ensure compliance with property record requirements and conduct physical inventory every two years.

Finding Text

Federal Agency: Department of the Interior Federal Programs: Assistance to Tribally Controlled Community Colleges and Universities Assistance Listing Numbers: 15.027 Federal Award Identification Number and Year: A19AP00118-09 Award Period: July 1, 2021 to June 30, 2022 Type of Finding: Material Weakness in Internal Control over Compliance and Other Matters Criteria: In accordance with 2 CFR 200.303, the College must establish and maintain effective internal controls over federal awards that provide reasonable assurance that the College is managing the federal awards in compliance with federal statutes, regulations, and the terms and conditions of the federal award. Additionally, property records must be maintained that include a description of the property, a serial number or other identification number, the source of funding for the property (including the federal award identification number), who holds title, the acquisition date, cost of the property, percentage of federal participation in the project costs for the federal award under which the property was acquired, the location, use and condition of the property, and any ultimate disposition data including the date of disposal and sales price of the property (2 CFR section 200.313(d)(1)). Further 200.313(d)(2) states that the property records must be reconciled with a physical inventory count at least once every two years. Condition: The College did not have documentation of physical inventory of the equipment purchased with Federal Funds. The College did not adequately track equipment funded with federal awards and their respective disposals. Further the College did not maintain the required information as part of their property and equipment records. Questioned Costs: None Context: During our testing of property and equipment purchases it was noted the property records for the equipment purchased did not contain the required information for all 11 equipment purchases we selected for testing. In addition, there was no documentation that showed a physical inventory was taken over this equipment at least every two years. Cause: The College did not have an effective control in place to ensure that the required information for equipment purchased with federal funds was maintained and that a physical inventory count was completed every two years. Effect: The College did not meet equipment property record requirements for equipment purchased with federal funds. Repeat Finding: Yes, see Finding 2021-004. Recommendation: We recommend the College implement policies and procedures to ensure all property and equipment purchased with federal funds includes such information in the property records to comply with the requirement, and physical inventory be taken at least every two years. Views of Responsible Officials: Management agrees with the finding and has prepared a plan to correct the finding.

Corrective Action Plan

Recommendation: We recommend the College implement policies and procedures to ensure all property and equipment purchased with federal funds includes such information in the property records to comply with the requirement, and physical inventory be taken every two years. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: The College has begun to explore the Asset Module in the Jenzabar platform, with the goal that Procurement is the first stage of our property tracking. Work continues to be a challenge in this area as we are short staffed. The Business Office Staff will continue to work with the Purchasing staff to identify how best to proceed with this requirement. The College currently has Policies that speak to Assets and the recording of such. The College will strengthen the specifics of what an Asset listing is to include. Name of the contact person responsible for corrective action: Clarissa Salhus, Finance Manager, Charles Roberts, Purchasing Manager, and Paul Roberts, Fiscal Technician/Receiving Planned completion date for corrective action plan: March 31, 2025

Categories

Equipment & Real Property Management

Other Findings in this Audit

  • 1172688 2022-003
    Material Weakness Repeat
  • 1172689 2022-003
    Material Weakness Repeat
  • 1172690 2022-003
    Material Weakness Repeat
  • 1172691 2022-004
    Material Weakness Repeat
  • 1172692 2022-004
    Material Weakness Repeat
  • 1172694 2022-005
    Material Weakness Repeat
  • 1172695 2022-005
    Material Weakness Repeat
  • 1172696 2022-005
    Material Weakness Repeat
  • 1172697 2022-006
    Material Weakness Repeat
  • 1172698 2022-006
    Material Weakness Repeat
  • 1172699 2022-006
    Material Weakness Repeat
  • 1172700 2022-007
    Material Weakness Repeat
  • 1172701 2022-008
    Material Weakness Repeat
  • 1172702 2022-003
    Material Weakness Repeat
  • 1172703 2022-008
    Material Weakness Repeat
  • 1172704 2022-003
    Material Weakness Repeat
  • 1172705 2022-005
    Material Weakness Repeat
  • 1172706 2022-008
    Material Weakness Repeat
  • 1172707 2022-003
    Material Weakness Repeat
  • 1172708 2022-003
    Material Weakness Repeat
  • 1172709 2022-003
    Material Weakness Repeat
  • 1172710 2022-003
    Material Weakness Repeat
  • 1172711 2022-003
    Material Weakness Repeat
  • 1172712 2022-003
    Material Weakness Repeat
  • 1172713 2022-003
    Material Weakness Repeat
  • 1172714 2022-003
    Material Weakness Repeat
  • 1172715 2022-009
    Material Weakness Repeat
  • 1172716 2022-003
    Material Weakness Repeat
  • 1172717 2022-009
    Material Weakness Repeat
  • 1172718 2022-003
    Material Weakness Repeat

Programs in Audit

ALN Program Name Expenditures
84.425 EDUCATION STABILIZATION FUND $3.93M
15.027 ASSISTANCE TO TRIBALLY CONTROLLED COMMUNITY COLLEGES AND UNIVERSITIES $1.78M
84.063 FEDERAL PELL GRANT PROGRAM $1.50M
84.031 Higher Education Institutional Aid - Title III - 2021-2022 Part A $921,111
84.031 Higher Education Institutional Aid - Title III - Formula Funds 2021-2022 Part F $589,587
93.859 Native American Research Centers for Health - AIWIRE $412,988
47.076 STEM Education - Instructional Capacity Excellence in Tribal Colleges and Universities Programs $382,398
84.031 Higher Education Institutional Aid - Title III - Formula Funds 2020-2021 Part F $350,877
84.101 CAREER AND TECHNICAL EDUCATION - GRANTS TO NATIVE AMERICANS AND ALASKA NATIVES $284,963
47.076 STEM Education - Targeted STEM Infusion Projects - Salish Sea Research Center Summer Science $227,135
10.221 TRIBAL COLLEGES EDUCATION EQUITY GRANTS $215,362
15.027 ASSISTANCE TO TRIBALLY CONTROLLED COMMUNITY COLLEGES AND UNIVERSITIES - FI&R $191,121
47.076 STEM Education - Scholarships in Science, Technology, Engineering, and Mathematics Program (S-STEM) $184,009
84.250 TVR Institute - NAU Subaward $168,115
93.243 SAMHSA - Native Connections $159,755
10.500 Cooperative Extension Service - Indigenous Community Engagement $120,499
10.222 TRIBAL COLLEGES ENDOWMENT PROGRAM $120,319
93.243 SAMHSA - Native Connections Project $119,974
84.315 Traditionally Underserved Populations - Tribal Vocational Rehabilitation $96,441
43.001 SCIENCE - Water Quality Algorithms $91,956
84.031 Higher Education Institutional Aid - Title III - 2017-2018 $91,518
43.008 OFFICE OF STEM ENGAGEMENT (OSTEM) - Esteem $91,007
10.227 1994 INSTITUTIONS RESEARCH GRANTS - eDNA Longfin Smelt $86,569
93.859 Native American Research Centers for Health - 11 $84,355
93.243 SAMHSA - Northwest Washington Indian Health Board $83,828
93.243 SAMHSA -Northwest Indian College - Native Connections $71,142
93.243 SAMHSA - Northwest Washington Indian Health Board Native Connections Project $68,404
47.076 STEM Education - Digital Divide $68,298
10.500 Cooperative Extension Service - Traditional Foods and Plants $66,673
11.478 CENTER FOR SPONSORED COASTAL OCEAN RESEARCH COASTAL OCEAN PROGRAM - University of California, Santa Cruz - National Oceanic and Atmospheric Administration/Algal Toxins $61,210
43.008 OFFICE OF STEM ENGAGEMENT (OSTEM) - National Aeronautics and Space Administration - STEM $46,635
84.031 Higher Education Institutional Aid - Title III - 2016-2017 $41,769
10.227 1994 INSTITUTIONS RESEARCH GRANTS - Paralytic Shellfish Toxins $33,652
84.033 FEDERAL WORK-STUDY PROGRAM $33,409
10.766 COMMUNITY FACILITIES LOANS AND GRANTS - Community Funds 2021 $30,870
10.500 Cooperative Extension Service - Financial Literacy Development $30,475
84.007 FEDERAL SUPPLEMENTAL EDUCATIONAL OPPORTUNITY GRANTS $27,118
10.227 1994 INSTITUTIONS RESEARCH GRANTS - Mentor Students $23,393
84.031 Higher Education Institutional Aid - Title III - 2018-2019 $21,827
15.156 TRIBAL CLIMATE RESILIENCE - Youth Engagement $20,363
10.224 FUND FOR RURAL AMERICA_RESEARCH, EDUCATION, AND EXTENSION ACTIVITIES - Buoy $18,611
47.076 STEM Education - Tribal Colleges and Universities Programs Enterprise Advancement Centers Center $17,852
47.075 STEM Education - Ethical STEM $14,238
10.766 COMMUNITY FACILITIES LOANS AND GRANTS - Health & Wellness Equipment $10,268
15.156 TRIBAL CLIMATE RESILIENCE - Microgrid Feasibility Study $9,798
47.076 STEM Education - SEA PHAGES II $9,702
93.243 SAMHSA - Lummi Indian Business Council - Native Connections $9,301
93.732 NPAIHB $7,177
10.227 1994 INSTITUTIONS RESEARCH GRANTS - SWAT Model $7,047
11.417 Washington Sea Grant (WSG) Omnibus 2022 $6,676
45.311 NATIVE AMERICAN AND NATIVE HAWAIIAN LIBRARY SERVICES $6,525
10.224 FUND FOR RURAL AMERICA_RESEARCH, EDUCATION, AND EXTENSION ACTIVITIES - National Disaster Resilience - Diets $5,253
10.766 COMMUNITY FACILITIES LOANS AND GRANTS - Parking Lot 2020 $5,008
10.500 Cooperative Extension Service - Food Sovereignty $4,980
93.U01 Ethical Genomics $3,321
43.008 OFFICE OF STEM ENGAGEMENT (OSTEM) - CHARM $2,742
47.076 STEM Education - Connections to Water $1,792
43.008 OFFICE OF STEM ENGAGEMENT (OSTEM) - Space Grant $1,525
84.002 Adult Education - State Basic Skills $-190
84.002 Adult Education - Train the Trainer $-411
10.500 Cooperative Extension Service - Distance Learning and Telemedicine $-2,255
84.002 Adult Education - BEDA CBO State Grant $-2,843
84.031 Higher Education Institutional Aid - Title III - Formula Funds $-100,350