Finding 1204805 (2025-002)

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

AI Summary

  • Core Issue: Significant deficiencies in internal controls over compliance with federal requirements were identified, particularly in expense recognition and payroll documentation.
  • Impacted Requirements: Compliance with 2 CFR regulations regarding necessary and reasonable costs, timely documentation, and effective internal controls was not maintained.
  • Recommended Follow-Up: Strengthen controls for recording expenditures in the correct fiscal period and improve payroll review processes to ensure timely submission and approval of timesheets.

Finding Text

Federal Agency: 11 – Department of Commerce, 12 – Department of Defense, 15 – Department of the Interior, 16 – Department of Justice, 43 – National Aeronautics and Space Administration, 47 – National Science Foundation, 81 – Department of Energy, 84 – Department of Education, 93 – Department of Health and Human Services Federal Program Title: R&D Cluster and TRIO Cluster Assistance Listing Number: R&D and 84.TRIO Award Period: July 1, 2024, through June 30, 2025 Type of Finding: • Significant Deficiency in Internal Control over Compliance Criteria or Specific Requirement: In accordance with 2 CFR §200.403(a), costs charged to Federal awards must be necessary, reasonable, and allocable to the Federal award. Additionally, 2 CFR §200.309 requires costs to be incurred during the approved period of performance of the Federal award. Further, 2 CFR §200.302(a) requires non‑Federal entities to maintain financial management systems that provide for accurate, current, and complete disclosure of the financial results of each Federal award, and 2 CFR §200.303 requires non‑Federal entities to establish and maintain effective internal control over Federal awards. Condition/Context: The population sizes below are presented only for programs in which exceptions were identified for the applicable compliance test. Cash Disbursement Testing – TRIO Cluster (Control Finding Only): • For 2 of the 40 TRIO samples tested, the related expenses were allowable and incurred within the awards’ approved periods of performance; however, the expenses were improperly recorded in fiscal year 2025. Specifically, 1 expense related to fiscal year 2024, and 1 expense represented a prepayment for a fiscal year 2026 cost. The resulting misstatement to the Schedule of Expenditures of Federal Awards (SEFA) totaled $5,260, which is less than program materiality. Payroll Testing – R&D Cluster (Control Finding Only): • For 10 of the 40 R&D samples tested, timesheets were not submitted timely, resulting in variances between the payroll register and the recalculated gross wages for the applicable pay periods. No unallowable payroll costs were identified; however, controls over timely payroll documentation and reconciliation did not operate effectively. • For 1 of the 40 R&D samples tested, the timesheet was not signed by the supervisor, indicating that payroll review controls were not consistently applied. Questioned Costs: None. Effect: Although the costs tested were allowable and incurred within the approved periods of performance, improper period recognition and untimely or incomplete payroll documentation increase the risk that Federal expenditures are not recorded in the proper fiscal period and that Federal financial reporting is not accurate. Cause: The UEC’s internal controls were not designed or implemented to consistently ensure that expenditures are recorded in the proper fiscal period and that payroll documentation is submitted, reviewed, and approved timely. Repeat Finding: No. Recommendation: We recommend the UEC strengthen its controls over expenditure recognition to ensure costs are recorded in the appropriate fiscal period and enhance payroll review procedures to ensure timesheets are submitted and reviewed timely to support accurate payroll reporting. Views of Responsible Officials: Management agrees with the finding and has developed a plan to correct the finding.

Corrective Action Plan

Federal Program Title: R&D Cluster and TRIO Cluster Assistance Listing Number: R&D and 84.TRIO Type of Finding: • Significant Deficiency in Internal Control over Compliance Recommendation: We recommend that UEC strengthen its controls over expenditure recognition to ensure costs are recorded in the appropriate fiscal period and enhance payroll review procedures to ensure timesheets are submitted and reviewed in a timely manner to support accurate payroll reporting. Views of Responsible Officials: There is no disagreement with the audit finding. Action Taken in Response to Finding: University Enterprises Corporation (UEC), as the entity responsible for fiscal oversight, compliance, and financial reporting for sponsored programs, has initiated and continues to implement enhancements to strengthen internal controls and ensure expenditures are recorded in the appropriate fiscal period. These actions include strengthening period-end review and accrual practices to improve fiscal accuracy, reinforcing expectations for timely payroll documentation and supervisory review through formal communication and standardized procedures, clarifying roles and responsibilities across UEC and campus partners to support consistent compliance, enhancing documentation standards and internal review processes, and establishing ongoing monitoring to ensure sustained adherence to federal requirements. These efforts build upon recent communications and procedural updates issued to Deans, Principal Investigators, and campus leadership to reinforce compliance expectations and accountability. Contact(s) Responsible for Corrective Action: UEC Executive Director Planned Completion Date for Corrective Action: In action as of February 2026.

Categories

Reporting Allowable Costs / Cost Principles

Other Findings in this Audit

  • 1204669 2025-004
    Material Weakness Repeat
  • 1204670 2025-003
    Material Weakness Repeat
  • 1204671 2025-005
    Material Weakness Repeat
  • 1204672 2025-006
    Material Weakness Repeat
  • 1204673 2025-003
    Material Weakness Repeat
  • 1204674 2025-003
    Material Weakness Repeat
  • 1204675 2025-005
    Material Weakness Repeat
  • 1204676 2025-006
    Material Weakness Repeat
  • 1204677 2025-002
    Material Weakness Repeat
  • 1204678 2025-003
    Material Weakness Repeat
  • 1204679 2025-002
    Material Weakness Repeat
  • 1204680 2025-003
    Material Weakness Repeat
  • 1204681 2025-002
    Material Weakness Repeat
  • 1204682 2025-003
    Material Weakness Repeat
  • 1204683 2025-002
    Material Weakness Repeat
  • 1204684 2025-003
    Material Weakness Repeat
  • 1204685 2025-002
    Material Weakness Repeat
  • 1204686 2025-003
    Material Weakness Repeat
  • 1204687 2025-004
    Material Weakness Repeat
  • 1204688 2025-002
    Material Weakness Repeat
  • 1204689 2025-003
    Material Weakness Repeat
  • 1204690 2025-004
    Material Weakness Repeat
  • 1204691 2025-002
    Material Weakness Repeat
  • 1204692 2025-003
    Material Weakness Repeat
  • 1204693 2025-004
    Material Weakness Repeat
  • 1204694 2025-002
    Material Weakness Repeat
  • 1204695 2025-003
    Material Weakness Repeat
  • 1204696 2025-004
    Material Weakness Repeat
  • 1204697 2025-002
    Material Weakness Repeat
  • 1204698 2025-003
    Material Weakness Repeat
  • 1204699 2025-004
    Material Weakness Repeat
  • 1204700 2025-002
    Material Weakness Repeat
  • 1204701 2025-003
    Material Weakness Repeat
  • 1204702 2025-004
    Material Weakness Repeat
  • 1204703 2025-002
    Material Weakness Repeat
  • 1204704 2025-003
    Material Weakness Repeat
  • 1204705 2025-004
    Material Weakness Repeat
  • 1204706 2025-002
    Material Weakness Repeat
  • 1204707 2025-003
    Material Weakness Repeat
  • 1204708 2025-004
    Material Weakness Repeat
  • 1204709 2025-002
    Material Weakness Repeat
  • 1204710 2025-003
    Material Weakness Repeat
  • 1204711 2025-004
    Material Weakness Repeat
  • 1204712 2025-002
    Material Weakness Repeat
  • 1204713 2025-003
    Material Weakness Repeat
  • 1204714 2025-004
    Material Weakness Repeat
  • 1204715 2025-002
    Material Weakness Repeat
  • 1204716 2025-003
    Material Weakness Repeat
  • 1204717 2025-004
    Material Weakness Repeat
  • 1204718 2025-002
    Material Weakness Repeat
  • 1204719 2025-003
    Material Weakness Repeat
  • 1204720 2025-004
    Material Weakness Repeat
  • 1204721 2025-002
    Material Weakness Repeat
  • 1204722 2025-003
    Material Weakness Repeat
  • 1204723 2025-004
    Material Weakness Repeat
  • 1204724 2025-002
    Material Weakness Repeat
  • 1204725 2025-003
    Material Weakness Repeat
  • 1204726 2025-004
    Material Weakness Repeat
  • 1204727 2025-002
    Material Weakness Repeat
  • 1204728 2025-003
    Material Weakness Repeat
  • 1204729 2025-004
    Material Weakness Repeat
  • 1204730 2025-002
    Material Weakness Repeat
  • 1204731 2025-003
    Material Weakness Repeat
  • 1204732 2025-004
    Material Weakness Repeat
  • 1204733 2025-002
    Material Weakness Repeat
  • 1204734 2025-003
    Material Weakness Repeat
  • 1204735 2025-004
    Material Weakness Repeat
  • 1204736 2025-002
    Material Weakness Repeat
  • 1204737 2025-003
    Material Weakness Repeat
  • 1204738 2025-004
    Material Weakness Repeat
  • 1204739 2025-002
    Material Weakness Repeat
  • 1204740 2025-003
    Material Weakness Repeat
  • 1204741 2025-004
    Material Weakness Repeat
  • 1204742 2025-002
    Material Weakness Repeat
  • 1204743 2025-003
    Material Weakness Repeat
  • 1204744 2025-004
    Material Weakness Repeat
  • 1204745 2025-002
    Material Weakness Repeat
  • 1204746 2025-003
    Material Weakness Repeat
  • 1204747 2025-004
    Material Weakness Repeat
  • 1204748 2025-002
    Material Weakness Repeat
  • 1204749 2025-003
    Material Weakness Repeat
  • 1204750 2025-004
    Material Weakness Repeat
  • 1204751 2025-002
    Material Weakness Repeat
  • 1204752 2025-003
    Material Weakness Repeat
  • 1204753 2025-004
    Material Weakness Repeat
  • 1204754 2025-002
    Material Weakness Repeat
  • 1204755 2025-003
    Material Weakness Repeat
  • 1204756 2025-004
    Material Weakness Repeat
  • 1204757 2025-002
    Material Weakness Repeat
  • 1204758 2025-003
    Material Weakness Repeat
  • 1204759 2025-004
    Material Weakness Repeat
  • 1204760 2025-002
    Material Weakness Repeat
  • 1204761 2025-003
    Material Weakness Repeat
  • 1204762 2025-004
    Material Weakness Repeat
  • 1204763 2025-002
    Material Weakness Repeat
  • 1204764 2025-003
    Material Weakness Repeat
  • 1204765 2025-004
    Material Weakness Repeat
  • 1204766 2025-002
    Material Weakness Repeat
  • 1204767 2025-003
    Material Weakness Repeat
  • 1204768 2025-004
    Material Weakness Repeat
  • 1204769 2025-002
    Material Weakness Repeat
  • 1204770 2025-003
    Material Weakness Repeat
  • 1204771 2025-004
    Material Weakness Repeat
  • 1204772 2025-002
    Material Weakness Repeat
  • 1204773 2025-003
    Material Weakness Repeat
  • 1204774 2025-004
    Material Weakness Repeat
  • 1204775 2025-002
    Material Weakness Repeat
  • 1204776 2025-003
    Material Weakness Repeat
  • 1204777 2025-004
    Material Weakness Repeat
  • 1204778 2025-002
    Material Weakness Repeat
  • 1204779 2025-003
    Material Weakness Repeat
  • 1204780 2025-004
    Material Weakness Repeat
  • 1204781 2025-002
    Material Weakness Repeat
  • 1204782 2025-003
    Material Weakness Repeat
  • 1204783 2025-004
    Material Weakness Repeat
  • 1204784 2025-002
    Material Weakness Repeat
  • 1204785 2025-003
    Material Weakness Repeat
  • 1204786 2025-004
    Material Weakness Repeat
  • 1204787 2025-002
    Material Weakness Repeat
  • 1204788 2025-003
    Material Weakness Repeat
  • 1204789 2025-004
    Material Weakness Repeat
  • 1204790 2025-002
    Material Weakness Repeat
  • 1204791 2025-003
    Material Weakness Repeat
  • 1204792 2025-004
    Material Weakness Repeat
  • 1204793 2025-002
    Material Weakness Repeat
  • 1204794 2025-003
    Material Weakness Repeat
  • 1204795 2025-004
    Material Weakness Repeat
  • 1204796 2025-002
    Material Weakness Repeat
  • 1204797 2025-003
    Material Weakness Repeat
  • 1204798 2025-004
    Material Weakness Repeat
  • 1204799 2025-002
    Material Weakness Repeat
  • 1204800 2025-003
    Material Weakness Repeat
  • 1204801 2025-004
    Material Weakness Repeat
  • 1204802 2025-002
    Material Weakness Repeat
  • 1204803 2025-003
    Material Weakness Repeat
  • 1204804 2025-004
    Material Weakness Repeat
  • 1204806 2025-003
    Material Weakness Repeat
  • 1204807 2025-004
    Material Weakness Repeat

Programs in Audit

ALN Program Name Expenditures
93.658 FOSTER CARE TITLE IV-E $2.73M
93.493 CONGRESSIONAL DIRECTIVES $1.73M
84.335 CHILD CARE ACCESS MEANS PARENTS IN SCHOOL $1.01M
93.859 BIOMEDICAL RESEARCH AND RESEARCH TRAINING $932,265
84.047 TRIO UPWARD BOUND $919,215
84.044 TRIO TALENT SEARCH $902,695
11.617 CONGRESSIONALLY-IDENTIFIED PROJECTS $858,924
12.902 INFORMATION SECURITY GRANTS $812,590
84.149 MIGRANT EDUCATION COLLEGE ASSISTANCE MIGRANT PROGRAM $735,388
84.141 MIGRANT EDUCATION HIGH SCHOOL EQUIVALENCY PROGRAM $580,740
84.042 TRIO STUDENT SUPPORT SERVICES $483,742
59.037 SMALL BUSINESS DEVELOPMENT CENTERS $426,829
84.428 AUGUSTUS F. HAWKINS CENTERS OF EXCELLENCE $412,287
84.126 REHABILITATION SERVICES VOCATIONAL REHABILITATION GRANTS TO STATES $342,118
47.049 MATHEMATICAL AND PHYSICAL SCIENCES $306,793
12.630 BASIC, APPLIED, AND ADVANCED RESEARCH IN SCIENCE AND ENGINEERING $258,850
93.866 AGING RESEARCH $253,511
93.575 CHILD CARE AND DEVELOPMENT BLOCK GRANT $249,421
59.043 WOMEN'S BUSINESS OWNERSHIP ASSISTANCE $239,164
93.853 EXTRAMURAL RESEARCH PROGRAMS IN THE NEUROSCIENCES AND NEUROLOGICAL DISORDERS $206,050
84.129 REHABILITATION LONG-TERM TRAINING $197,826
84.066 TRIO EDUCATIONAL OPPORTUNITY CENTERS $176,792
81.049 OFFICE OF SCIENCE FINANCIAL ASSISTANCE PROGRAM $91,310
84.016 UNDERGRADUATE INTERNATIONAL STUDIES AND FOREIGN LANGUAGE PROGRAMS $91,109
47.050 GEOSCIENCES $86,126
47.070 COMPUTER AND INFORMATION SCIENCE AND ENGINEERING $82,923
47.078 POLAR PROGRAMS $81,830
12.903 GENCYBER GRANTS PROGRAM $75,549
47.079 OFFICE OF INTERNATIONAL SCIENCE AND ENGINEERING $74,650
81.086 CONSERVATION RESEARCH AND DEVELOPMENT $73,574
47.041 ENGINEERING Grants $68,626
47.075 SOCIAL, BEHAVIORAL, AND ECONOMIC SCIENCES $56,079
93.242 MENTAL HEALTH RESEARCH GRANTS $47,909
84.019 INTERNATIONAL: OVERSEAS PROGRAMS - FACULTY RESEARCH ABROAD $47,577
12.905 CYBERSECURITY CORE CURRICULUM $47,378
93.273 ALCOHOL RESEARCH PROGRAMS $44,809
11.112 MARKET DEVELOPMENT COOPERATOR PROGRAM $44,400
84.367 Improving Teacher Quality State Grants $30,952
15.810 NATIONAL COOPERATIVE GEOLOGIC MAPPING $28,165
84.116 FUND FOR THE IMPROVEMENT OF POSTSECONDARY EDUCATION $27,771
81.087 RENEWABLE ENERGY RESEARCH AND DEVELOPMENT $27,231
97.061 CENTERS FOR HOMELAND SECURITY $27,011
16.609 PROJECT SAFE NEIGHBORHOODS $23,295
21.027 CORONAVIRUS STATE AND LOCAL FISCAL RECOVERY FUNDS $19,408
93.084 PREVENTION OF DISEASE, DISABILITY, AND DEATH BY INFECTIOUS DISEASES $18,582
98.001 USAID FOREIGN ASSISTANCE FOR PROGRAMS OVERSEAS $11,900
47.076 Education and Human Resources $11,806
10.223 HISPANIC SERVING INSTITUTIONS EDUCATION GRANTS $10,614
45.024 PROMOTION OF THE ARTS GRANTS TO ORGANIZATIONS AND INDIVIDUALS $9,555
47.074 BIOLOGICAL SCIENCES $8,143
84.031 HIGHER EDUCATION INSTITUTIONAL AID $7,838
93.433 ACL NATIONAL INSTITUTE ON DISABILITY, INDEPENDENT LIVING, AND REHABILITATION RESEARCH $7,052
93.310 TRANS-NIH RESEARCH SUPPORT $6,715
43.001 Aerospace Education Services Program $6,240
10.561 STATE ADMINISTRATIVE MATCHING GRANTS FOR THE SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM $640