Finding 1239251 (2025-001)

Material Weakness Repeat Finding
Requirement
P
Questioned Costs
-
Year
2025
Accepted
2026-09-30

AI Summary

  • Core Issue: The Agency lacked proper segregation of duties in accounting, risking errors and fraud.
  • Impacted Requirements: Internal control procedures were not followed, as one person managed multiple aspects of transactions without compensating controls.
  • Recommended Follow-Up: Assess staffing levels and implement additional controls to ensure compliance with segregation of duties moving forward.

Finding Text

Condition - The Agency had a lack of segregation of duties during the year ended December 31, 2025. Criteria - Internal control procedures require that accounting functions should be segregated so that one person does not control more than one aspect of an accounting transaction. And when there are duties that are not segregated, compensating controls should be in place to overcome the risks related to a lack of segregation of duties. Cause - During 2025, the Agency had a limited number of staff in the accounting department to be able to keep proper segregation of duties. Effect - The Agency could not maintain segregation of duties for the full fiscal year.

Corrective Action Plan

Corrective Action Plan - To address this issue, we had developed the following corrective action plan: 1. Risk Assessment: We conducted a risk assessment to identify all areas with Segregation of Duty conflicts. 2. Policy Implementation: Policies were evaluated and established to clearly define roles and responsibilities, ensuring no single individual controls multiple aspects of critical financial transactions. 3. Duty Reassignment: We have also hired another position in the finance department with the start date of August 7, 2024. Responsibilities were assigned among the staff to eliminate conflicts. Accounts Payable entry and check printing have been assigned to separate staff with the CFO reviewing both. 4. Training: Employees received training on the importance of Segregation of Duties and their specific roles under the new framework. 5. Monitoring: Regular internal audits and continuous monitoring have been implemented to ensure compliance with the new Segregation of Duties policies. Anticipated Completion Date - We have completed these steps by the financial statement date. Responsible Parties - Stephanie Cooper, Chief Executive Officer, 909 Broadway, Hannibal, MO 63401 (573)221-3892

Categories

Internal Control / Segregation of Duties

Other Findings in this Audit

  • 1239239 2025-001
    Material Weakness Repeat
  • 1239240 2025-001
    Material Weakness Repeat
  • 1239241 2025-001
    Material Weakness Repeat
  • 1239242 2025-001
    Material Weakness Repeat
  • 1239243 2025-001
    Material Weakness Repeat
  • 1239244 2025-001
    Material Weakness Repeat
  • 1239245 2025-001
    Material Weakness Repeat
  • 1239246 2025-001
    Material Weakness Repeat
  • 1239247 2025-001
    Material Weakness Repeat
  • 1239248 2025-001
    Material Weakness Repeat
  • 1239249 2025-001
    Material Weakness Repeat
  • 1239250 2025-001
    Material Weakness Repeat
  • 1239252 2025-002
    Material Weakness Repeat
  • 1239253 2025-002
    Material Weakness Repeat
  • 1239254 2025-002
    Material Weakness Repeat
  • 1239255 2025-002
    Material Weakness Repeat
  • 1239256 2025-002
    Material Weakness Repeat
  • 1239257 2025-002
    Material Weakness Repeat
  • 1239258 2025-002
    Material Weakness Repeat
  • 1239259 2025-002
    Material Weakness Repeat
  • 1239260 2025-002
    Material Weakness Repeat
  • 1239261 2025-002
    Material Weakness Repeat
  • 1239262 2025-002
    Material Weakness Repeat
  • 1239263 2025-002
    Material Weakness Repeat
  • 1239264 2025-002
    Material Weakness Repeat

Programs in Audit

ALN Program Name Expenditures
93.600 HEAD START $7.89M
10.558 CHILD AND ADULT CARE FOOD PROGRAM $246,792
10.565 COMMODITY SUPPLEMENTAL FOOD PROGRAM $192,898
94.011 AMERICORPS SENIORS FOSTER GRANDPARENT PROGRAM (FGP) 94.011 $157,450
10.569 EMERGENCY FOOD ASSISTANCE PROGRAM (FOOD COMMODITIES) $151,352
10.766 COMMUNITY FACILITIES LOANS AND GRANTS $95,159
94.002 AMERICORPS SENIORS RETIRED AND SENIOR VOLUNTEER PROGRAM (RSVP) 94.002 $78,091
16.575 CRIME VICTIM ASSISTANCE $64,708
14.231 EMERGENCY SOLUTIONS GRANT PROGRAM $52,987
93.575 CHILD CARE AND DEVELOPMENT BLOCK GRANT $47,313
93.596 CHILD CARE MANDATORY AND MATCHING FUNDS OF THE CHILD CARE AND DEVELOPMENT FUND $16,625
10.559 SUMMER FOOD SERVICE PROGRAM FOR CHILDREN $10,918
66.444 VOLUNTARY SCHOOL AND CHILD CARE LEAD TESTING AND REDUCTION GRANT PROGRAM (SDWA 1464(D)) $5,875