Finding Text
Finding Number: 2022-001 Agency: U.S. Department of Housing and Urban Development Federal program: Continuum of Care Program ALN: 14.267 Comliance requirement: Procurement Category: Compliance Questioned Costs: None Repeat finding: No Condition: During our audit procedures, we noted that four (4) transactions out of nine (9) examined did not include purchase orders. These four transactions were related to purchases which unit costs were above $250. Additionally, two (2) transactions out of nine (9) examined did not include documentation of verbal or written quotations for those transactions below $250. Criteria: 2 CFR ?200.318 requires that non-Federal entities must have and use documented procurement procedures, consistent with State, local, and tribal laws and regulations and the standards of this section, for the acquisition of property or services required under a Federal award or subaward. Non-Federal entities also must maintain oversight to ensure that contractors perform in accordance with the terms, conditions, and specifications of their contracts or purchase orders. Cause: Management is not following its internal control procedures established in its written procedures. The organization?s written procedures establish that all purchases over $250 require a purchase order (PO) as part of its procurement process. Furthermore, these procedures establish that for transactions under $250 require three quotations whether verbal or written. Effect: Failure to follow internal controls in the procurement process can have significant consequences for an organization. Internal controls are designed to safeguard the organization's assets, ensure compliance with policies and regulations, and prevent fraud, errors, and inefficiencies. Recommendation: To mitigate these consequences, organizations should establish and enforce robust internal controls for the procurement process, regularly review and update these controls, provide training to employees, and promote a culture of compliance and ethical behavior.