Finding Text
Federal Agency: U.S Department of Transportation Assistance Listing Program: 20.106 Airport Improvement Program Federal Award Nos.: 3-68-0001-018-2017, 3-68-0001-020-2019, 3-68-0001-022-2020, 3-68-0001-023-2020, 3-68-0001-024-2020, 3-68-0001-025-2022 Area: Equipment and Real Property Management Questioned Costs: $ Undeterminable Criteria: Non-federal entities other than states must follow Sections 200.313(c) through (e) of the Uniform Guidance. Section 200.313(d) states that procedures for managing equipment, whether acquired in whole or in part under a Federal award, until disposition takes place will, as a minimum, meet the following requirements: a. 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 FAIN), who holds title, the acquisition date, and 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 sale price of the property; b. A physical inventory of the property must be taken and the results reconciled with the property records at least once every two years; c. A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of the property. Any loss, damage, or theft must be investigated; d. Adequate maintenance procedures must be developed to keep the property in good condition; and e. If the non-Federal entity is authorized or required to sell the property, proper sales procedures must be established to ensure the highest possible return. Condition: Capital asset records do not meet the criteria above and are not effectively maintained since updates to the records occur only once a year. Specifically, we noted the following deficiencies: 1. For 1 (or 100%) of 1 item tested, the Authority included description of the property which is generic or limited and property records did not include serial number or identification number, federal award identification number, percentage of federal participation in the project costs for the federal award under which the property was acquired, and the location, use and condition of the property. 2. The Authority did not perform required physical inventory and reconciliation for all equipment and real properties acquired from Federal funds. 3. For 5 (or 33%) of 16 items tested, there is no control system to ensure adequate safeguards to prevent loss, damage, or theft of all equipment and real properties acquired from Federal funds. 4. Long-lived assets are not routinely evaluated for possible impairment. Cause: The Authority lacks internal control policies and procedures over compliance with applicable equipment and real property management requirements. Moreover, internal control policies and procedures requiring periodic and timely performance and independent review of capital assets reconciliations and related general ledger accounts are not effectively implemented. Effect: The Authority is exposed to the risk of possible unauthorized use, misappropriation and disposition of property without being noticed due to the lack of internal controls and proper supporting accounting records. Questioned costs, if any, that may result from inadequate property records, maintenance procedures, and the absence of timely reconciliations are not determinable. Identified as a Repeat Finding: 2022-003 Recommendation: We recommend the Authority’s responsible personnel to establish internal control policies and procedures to ensure that the required information is contained in all property records and to perform required physical inventory and reconciliation for all equipment and real properties acquired from Federal funds at least once every two years in accordance with applicable equipment and real property management requirements. Views of Responsible Officials and Corrective Action Plan: The Authority agrees with the finding and provides details in its Corrective Action Plan.