Finding Text
(#2022-001) Cash Management ? CFDA No. 84.425E ? COVID-19 HEERF-Student Aid Portion Year Ended ? June 30, 2022 Direct Program Federal Agency ? U.S. Department of Education Criteria ?For CRRSAA HEERF II and ARP HEERF III, the Certification and Agreements and /or Supplemental Agreements require that Student Aid Portion (ALN 84.425E) should be disbursed within 15 calendar days of the drawdown from United States Department of Education?s G5 grants system. Condition ?Funds drawn down by BOCES during its fiscal year ended June 30, 2022, for emergency financial aid grants to students were not disbursed within 15 calendar days. Cause ?Draw downs were prepared and submitted to G5 when the amounts needed were determined by the Continuing Ed department, but disbursements were not processed until after the maximum number of days allowed under the grant. Effect ? BOCES did not disburse funds within the time frame required by the supplemental agreements for CRRSAA HEERF II funds. Questioned Costs ? There were no questioned costs for this finding. Context ? This finding was identified during our testing of cash draw downs and the related disbursements. We examined a sample drawdowns related to HEERF grants including 100% of those related to the Student Aid Portion. The remaining draws related to the FIPSE portion of grants were made on strictly a reimbursement basis, and as such the findings noted were consider isolated to the Student Aid Portion and no further estimating for the prevalence of this error was deemed necessary. Recommendation ? We recommend that draw down requests be provided to the Treasurer for submission on the G5 system when it is reasonably certain that the disbursements of those funds will occur within the required time frames established by the grant agreements. In addition, the Treasurer should verify with the department providing the draw down that disbursement will occur within the required time frame prior to submission to the granting agency. BOCES? Response ? BOCES will ensure that conditions for draw down are met by referencing grant compliance materials and verifying timelines with the department prior to any action.