Finding 1177735 (2024-001)

Material Weakness Repeat Finding

Requirement

Questioned Costs

Year

2024

Accepted

2026-03-10

Audit: 391134

Organization: Refugee Support Services of the Carolinas, Inc. (NC)

Auditor: BERNARD ROBINSON & COMPANY LLP

AI Summary

Core Issue: Eligibility determinations were not consistently reviewed or documented by the Eligibility Specialist.
Impacted Requirements: Timely and documented reviews of eligibility determinations were not met due to high turnover.
Recommended Follow-Up: Management should create clear procedures for reviewing and documenting eligibility determinations.

Finding Text

Criteria: Eligibility determinations are made by the Help Desk Specialist and these determinations are reviewed by the Eligibility Specialist. Effect: The Eligibility determination review was not documented or was not performed by the Eligibility Specialist, a second reviewer or the determination was not reviewed in a timely manner. Cause: Due to high turnover during they year review of eligibility determinations were not always documented or not always performed. Recommendation: Management should implement specific procedures that outline how eligibility determinations should be reviewed, how that review is documented, and when the review should be performed. Views of Responsible Officials and Planned Corrective Action: Refugee Support Services of the Carolinas Inc. agrees with this finding and will adhere to the corrective action plan as referenced in the accompanying table of contents in this audit report.

Corrective Action Plan

Management Response: Management agrees that eligibility determinations were not consistently documented. In some cases, eligibility was verified verbally, twice by the eligibility specialist, or through external records, but not formally documented in participant files. Planned Corrective Action: Effective October 1, 2025, RSS has implemented corrected eligibility procedures. Initial eligibility documents determinations are conducted by RSS upon initial intake. If eligible, the program participant is registered in the CRM and all supporting documentation is uploaded by a RSS help desk specialist. The Eligibility Specialist then reviews the uploaded documents and records verification in the participant’s NEON account. Lastly, the help desk coordinator, direct supervisor, will audit verifications quarterly to ensure a dual verification occurred between the help desk specialist and eligibility specialist. Name of Contact Person: Anna Eaton, Executive Director

Other Findings in this Audit

1177736 2024-002

Material Weakness Repeat
1177737 2024-003

Material Weakness Repeat

Programs in Audit

ALN	Program Name	Expenditures
93.566	REFUGEE AND ENTRANT ASSISTANCE STATE/REPLACEMENT DESIGNEE ADMINISTERED PROGRAMS	$759,118