FAC Explorer

Finding 1219589 (2021-005)

Material Weakness Repeat Finding
Requirement
L
Questioned Costs
-
Year
2021
Accepted
2026-06-26
Audit: 405175
Organization: University of the Virgin Islands (VI)
Auditor: ERNST & YOUNG PUERTO RICO LLC

AI Summary

  • Core Issue: Two reports were submitted late, indicating ineffective controls over timely submission of Federal Financial Reports (FFRs).
  • Impacted Requirements: Compliance with federal reporting timelines is at risk due to inadequate control design and operation.
  • Recommended Follow-Up: Implement stronger internal controls and procedures to ensure timely report submissions and retain supporting documentation.

Finding Text

Federal Program Smith Lever Extension – 10.511 Compliance Requirement Reporting Criteria Recipients must use the Federal Financial Report (FFR) as a standardized format to report expenditures under federal awards and submit them in a timely manner. Condition Two instances in which the control intended to ensure timely submission failed to prevent reports from being submitted after the due date. Cause Controls intended to ensure compliance with reporting timeliness requirements do not appear to be adequately designed or operating effectively. Effect Ineffective controls over the timely submission of FFRs increase the risk of delayed or incomplete reporting and may result in future noncompliance with federal reporting requirements. Questioned Costs Not applicable. Section III – Federal Award Findings and Questioned Costs (continued) Finding Number: 2021-005 (continued) Context We performed a test of details to evaluate the timeliness of FFR submissions. Our sample consisted of 2 items, representing the full population of FFRs required to be submitted during the audit period. Based on the procedures performed, we identified 2 instances in which the reports were submitted after the required due date, with an average delay of approximately 33 days, indicating that controls over the timely submission of FFRs were not operating effectively. Identification as a repeat finding, if applicable 2020-017 Recommendation We recommend the University implements internal controls and procedures to ensure reports are completed and filed timely, and that such procedures include requirements for the supporting documentation to be retained as evidence. Management’s Response The University of Virgin Islands concurs with this finding. Management response is included in a separate document.

Corrective Action Plan

The Controller will work with the Grant Accountants to implement and document internal controls and procedures to ensure that all Federal financial reports are completed, reviewed, and submitted in a timely manner. These procedures will include requirements for maintaining supporting documentation as evidence that the control process was followed. Additionally, the Accounting team will ensure that all Grant Accountants have access to the necessary reporting modules to prevent any reports from being overlooked.

Categories

Reporting

Other Findings in this Audit

  • 1219581 2021-003
    Material Weakness Repeat
  • 1219582 2021-003
    Material Weakness Repeat
  • 1219583 2021-003
    Material Weakness Repeat
  • 1219584 2021-003
    Material Weakness Repeat
  • 1219585 2021-004
    Material Weakness Repeat
  • 1219586 2021-004
    Material Weakness Repeat
  • 1219587 2021-004
    Material Weakness Repeat
  • 1219588 2021-004
    Material Weakness Repeat
  • 1219590 2021-006
    Material Weakness Repeat
  • 1219591 2021-007
    Material Weakness Repeat

Programs in Audit

ALN Program Name Expenditures
84.425J Education Stabilization Fund $5.29M
84.063 FEDERAL PELL GRANT PROGRAM $3.72M
84.425F Education Stabilization Fund $3.67M
84.938 DISASTER RECOVERY ASSISTANCE FOR EDUCATION $3.33M
47.083 Integrative Activities $3.27M
11.307 ECONOMIC ADJUSTMENT ASSISTANCE $3.16M
84.268 Federal Direct Student Loans $2.48M
10.203 Payments to Agricultural Experiment Stations Under the Hatch Act $1.82M
84.425E Education Stabilization Fund $1.30M
10.511 SMITH LEVER EXTENSION $1.26M
59.037 Small Business Development Centers $1.15M
43.008 EDUCATION PROGRAM $644,284
93.632 University Centers for Excellence in Developmental Disabilities Education, Research, and Service $527,455
84.425H Education Stabilization Fund $459,450
10.855 Distance Learning and Telemedicine Loans and Grants $376,045
93.859 Biomedical Research and Research Training $358,118
17.504 CONSULTATION AGREEMENTS $344,115
11.433 Marine Fisheries Initiative $190,283
47.049 MATHEMATICAL & PHYSICAL SCIENCES $190,221
47.076 Education and Human Resources $136,522
47.079 PIRE Advancing Global Strategies $130,577
84.007 Federal Supplemental Educational Opportunity Grants $113,803
93.464 ACL ASSISTIVE TECHNOLOGY $113,747
93.434 Every Student Succeeds Act/Preschool Development Grants $98,993
10.202 COOPERATIVE FORESTRY RESEARCH $96,621
84.027A Special Education Grants to States $91,958
15.805 Assistance to State Water Resources Research Institutes $88,997
10.514 Expanded Food and Nutrition Education Program $85,249
11.008 NOAA Mission-Related Education Awards $80,050
11.482 Coral Reef Conservation Program $69,916
47.049 Mathematical and Physical Sciences $65,114
10.516 Rural Health and Safety Education Competitive Grants Program $61,281
10.308 Resident Instruction, Agriculture, and Food Science Facilities and Equipment Grants $60,310
84.033 FEDERAL WORK-STUDY PROGRAM $51,186
43.001 Science $50,736
10.025 Plant and Animal Disease, Pest Control, and Animal Care $42,008
11.999 MARINE DEBRIS PROGRAM $40,637
10.322 Distance Education Grants for Institutions of Higher Education in Insular Areas $39,070
10.678 Forest Stewardship Program $38,377
15.945 Cooperative Research and Training Programs – Resources of the National Park System $32,433
66.951 Environmental Education Grants Program $25,725
15.875 Economic, Social, and Political Development of the Territories $17,752
45.149 Promotion of the Humanities Division of Preservation and Access $17,282
47.050 GEOSCIENCES $13,237
93.307 Minority Health and Health Disparities Research $12,556
84.031 Higher Education Institutional Aid $11,896
93.310 Trans-NIH Research Support $6,819
10.515 Renewable Resources Extension Act $3,308
10.170 Specialty Crop Block Grant Program - Farm Bill $3,065
11.011 Ocean Exploration $2,888
47.074 BIOLOGICAL SCIENCES $899
11.472 Unallied Science Program $500
11.482 Monitoring of Coral Reefs 2006 $439
11.012 Integrated Ocean Observing System (IOOS) $427
81.041 State Energy Program $124
93.600 Human Services Research Partnership $-40,424