FAC Explorer

Finding 31522 (2022-001)

Significant Deficiency
Requirement
P
Questioned Costs
-
Year
2022
Accepted
2023-08-14
Audit: 35155
Organization: Family Counseling Service of the Finger Lakes, Inc. (NY)
Auditor: Efpr Group CPAS LLC

AI Summary

  • Core Issue: Internal controls over the timesheet approval process are failing, leading to missing supervisor approvals and employee signatures on timesheets.
  • Impacted Requirements: The Organization's policy mandates that all timesheets must be signed by the employee and approved by a supervisor.
  • Recommended Follow-Up: Review and improve the timesheet process, ensuring consistent procedures and provide training for all employees and supervisors on the policy.

Finding Text

Condition: The internal controls over the timesheet approval process were not operating properly. As a result, employee timesheets were not approved by a supervisor in 4 of the 188 timesheets selected for testing. Timesheets were also not signed by the employee in 18 of the 188 timesheets selected for testing. Criteria: The Organization's policy requires sign off on all timesheets by the employee preparing the timesheet as well as documented approval by the supervisor. Proper functioning internal controls would result in the organization having consistent sign off and approval on all employee timesheets. Cause: The system of controls over the timesheet approval process did not operate properly to allow for the organization to have consistent procedures in place to allow for employee sign off and supervisor approval. Effect: The Organization was not in compliance with their internal policy regarding timesheet preparation and approval. Recommendation: The Organization should review the current timesheet preparation and approval process to allow for a consistent procedure to be put in place and followed throughout the year. All employees and supervisors should be adequately trained on this policy.

Corrective Action Plan

Views of the Responsible Officials and Planned Corrective Actions: The Management of Family Counseling Service of the Finger Lakes acknowledges the timecard approval process was not operating as designed, due in part to the migration to an online system during COVID to support electronic timecard submission as well as the Agency reorganization in 2022 resulting in the transition of certain staff into new supervisory positions. To address the change in oversight, in January 2023, FCSFL management reviewed with Leadership our Employee Handbook, including clarification of timecard approvals. In February 2023, FCSFL management provided Leadership training regarding appropriate timecard review and approval processes. In June 2023, an All Staff email was sent, reiterating the importance of both employee and supervisor approvals of time cards. Beginning in June 2023, the payroll processing function will include follow-up regarding timecards missing needed approvals (employees and/or supervisors. In addition, beginning in June 2023, the Complete Payroll Processing (CPP) Approvals final report will be saved and notations made for exceptions to approvals (disability, system shortcomings, terminations, etc.).

Categories

Internal Control / Segregation of Duties

Other Findings in this Audit

  • 607964 2022-001
    Significant Deficiency

Programs in Audit

ALN Program Name Expenditures
16.839 Stop School Violence $139,667
16.575 Crime Victim Assistance $117,358
93.243 Substance Abuse and Mental Health Services Projects of Regional and National Significance $26,360
93.671 Family Violence Prevention and Services/domestic Violence Shelter and Supportive Services $25,451