Finding Text
2025-004 – Equipment and Real Property Management Federal program information: Funding agency: U.S. Department of Health and Human Services Title: Rural Health Outreach and Rural Network Development Program Assistance listing numbers: 93.912 Award year: 7/1/2024 – 6/30/2025 Criteria: According to 2 CFR 200.313, 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 federal award identification number), who holds title, the acquisition date, 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 sales price of the property. Additionally, a physical inventory of the property must be taken and the results reconciled with the property records at least once every two years. Condition: During our audit, we noted that a complete listing of property, furniture, and equipment is not maintained in the accounting system. Additionally, SFRC did not perform a physical inventory of its property and equipment during fiscal year 2025 and there is no evidence supporting when the last physical inventory of property and equipment occurred as of June 30, 2025. Context: N/A Questioned Costs: None Cause: When the fixed asset module of the accounting system was implemented, fully depreciated items were not imported into the fixed asset module. Additionally, SFRC’s P&P Manual does not contain formal policies related to property, furniture, and equipment. Effect: The asset listing in the fixed asset module of the accounting system is not complete. Without an entity-wide physical inventory, there is an increased risk that individual items of property and equipment no longer exist, are damaged or impaired, or are being used by another program/location. Auditor’s Recommendation: SFRC should create policies and procedures over property, furniture, and equipment and add this information to its Accounting & Financial Management Policies and Procedures Manual. SFRC should also obtain the detailed asset listing from the audit and import this information into its fixed asset module so that the listing is complete going forward. Lastly, SFRC should perform a physical inventory of its property, furniture, and equipment and reconcile the result of this inventory to its fixed asset module. Management’s Response: Management reviewed existing accounting staffing structure, revised position descriptions, and have advertised to fill two of three open positions; Accounts Payable Specialist and Controller. Management feels with these revised position descriptions, more focus on accounting operations, procedures, and property and equipment management.