Finding 1202983 (2025-002)

Material Weakness Repeat Finding
Requirement
L
Questioned Costs
-
Year
2025
Accepted
2026-03-30

AI Summary

  • Core Issue: One person is handling all aspects of the monthly reimbursement claims for the Child Nutrition Program, lacking independent review.
  • Impacted Requirements: This violates 2 CFR 200.303 on internal controls, risking inaccurate meal claims and potential reimbursement issues.
  • Recommended Follow-Up: Establish segregation of duties by having a second person review and approve claims, supported by signatures or electronic logs.

Finding Text

Criteria or Specific Requirement: Per 2 CFR 200.303 - Internal Controls and the OMB Complaince Supplement: Child Nutrition Cluster, Reporting - The District is required to have internal controls, including segregation of duties, over reporting of monthly reimbursement claims. Condition: The same individiual is responsible for preparing and submitting monthly reimbursement claims for the Child Nutrition Program without an independent review or approval before submission. Questioned Costs: The condition has resulted in no identified questioned costs. Context: Currently one individual is responsible for preparing and submitting the monthly reimbursement claims. Effect: Meal claims could be submitted to the Illinois State Board of Education that do not accurately reflect the number of meals served. Consequently, the District could be over- or under-reimbursed by this program. Cause: Abscense of formal internal control procedures resulted in one person performing all reporting functions. Recomendation: Implement segregation of duties by requiring one person to prepare the monthly claim and a second person (e.g., supervisor) to review and approve the claim before submission. The review should be suppported with signatures or electronic approval logs. Management's Reponse: A corrective action plan will be developed and implemented. A secondary review of the meal claim to the supporting documents will be performed before the meal claim is submitted.

Corrective Action Plan

Condition: The same individual is responsible for preparing and submitting monthly reimbursement claims for the Child Nutrition Program without an independent review or approval prior to submission. Plan: A second person (superintendent) compares the meal counts in the claim to the SDS daily meal count reports, monthly participation summary, eligibility rosters (free, reduced, paid) and USDA reimbursement rates. The reviewer will then sign and date a reconciliation sheet before submission. Management Response: The corrective action plan was discussed with the employee responsible for filing the claim, the business manager, and the superintendent. After discussion, the plan was approved by the superintendent.

Categories

Internal Control / Segregation of Duties Cash Management Reporting School Nutrition Programs

Other Findings in this Audit

  • 1202977 2025-002
    Material Weakness Repeat
  • 1202978 2025-002
    Material Weakness Repeat
  • 1202979 2025-002
    Material Weakness Repeat
  • 1202980 2025-002
    Material Weakness Repeat
  • 1202981 2025-002
    Material Weakness Repeat
  • 1202982 2025-002
    Material Weakness Repeat
  • 1202984 2025-003
    Material Weakness Repeat
  • 1202985 2025-003
    Material Weakness Repeat
  • 1202986 2025-003
    Material Weakness Repeat
  • 1202987 2025-004
    Material Weakness Repeat
  • 1202988 2025-004
    Material Weakness Repeat
  • 1202989 2025-004
    Material Weakness Repeat
  • 1202990 2025-005
    Material Weakness Repeat
  • 1202991 2025-005
    Material Weakness Repeat
  • 1202992 2025-005
    Material Weakness Repeat
  • 1202993 2025-006
    Material Weakness Repeat
  • 1202994 2025-006
    Material Weakness Repeat
  • 1202995 2025-006
    Material Weakness Repeat
  • 1202996 2025-007
    Material Weakness Repeat
  • 1202997 2025-007
    Material Weakness Repeat
  • 1202998 2025-007
    Material Weakness Repeat

Programs in Audit

ALN Program Name Expenditures
84.425 COVID-19 EDUCATION STABILIZATION FUND $347,674
84.010 TITLE I GRANTS TO LOCAL EDUCATIONAL AGENCIES $340,218
84.424 STUDENT SUPPORT AND ACADEMIC ENRICHMENT PROGRAM $175,400
10.553 SCHOOL BREAKFAST PROGRAM $99,992
84.027 SPECIAL EDUCATION GRANTS TO STATES $77,276
93.778 MEDICAL ASSISTANCE PROGRAM $51,341
84.173 SPECIAL EDUCATION PRESCHOOL GRANTS $17,319
84.367 SUPPORTING EFFECTIVE INSTRUCTION STATE GRANTS (FORMERLY IMPROVING TEACHER QUALITY STATE GRANTS) $6,841
10.555 NATIONAL SCHOOL LUNCH PROGRAM $1,994