Finding Text
Finding No. 2024-002 – Record Retention Assistance Listing Number: 93.959 Block Grants for Prevention and Treatment of Substance Abuse and 93.778- Medical Assistance Program (Medicaid Cluster) Compliance Requirement: Activities Allowed or Unallowed and Allowable Costs Type: Material Weakness and Noncompliance Criteria: In accordance with Uniform Guidance 200.334, the Organization has retention requirements for records. Financial records, supporting documents, statistical records, and all other non-Federal entity records pertinent to a federal award must be retained for a period of three years from the date of submission of the final expenditure report or, for federal awards that are renewed annually, from the date of submission of the annual financial report, as reported to the federal awarding agency. Condition and Context: During our expenditure testing, we noted that adequate supporting documentation was not maintained for some of the cash disbursement expenditures tested. The finding relates to maintaining records in accordance with Federal regulations. Cause: The Organization experienced employee turnover in several departments. Effect or Potential Effect: If a non-federal entity fails to comply with federal statues, the federal awarding agency may take one or more of the following actions, (a) temporarily withhold cash payments pending correction of the deficiency by the non-federal entity, (b) disallow all or part of the cost of the activity or action not in compliance, (c) wholly or partly suspend or terminate the federal award, (d) initiate suspension proceedings, (e) withhold further federal awards for the program or (f) take other legally available remedies. Questioned Costs: $5,159 of questioned costs for program 93.959 and $3,653 of questioned costs for program 93.778 Recommendation: The Organization should take measures to maintain supporting documents in an electronic environment that are backed up electronically to prevent any loss of data in the event of a fire or breach. Client Response: In addition to our response to Finding 2024-001, we have hired a new Director of Human Resources as of December 2023. Most of the issues regarding record retention revolve around HR documentation. As such our new Director will have a significant impact on this process going forward more so in FY 24-25 rather than FY 23-24. We have taken steps to insure the Human Resources records are audit ready and we have implemented our own internal review process to insure record readiness.