Finding 34571 (2022-003)

Corrective Action Plan: Charities DEAP program has revised and implemented reconciliation procedures to ensure the program year 2022 heating reconciliation benefit report is completed on April 6, 2023. The final reconciliation report for the 2022 heating benefit refund will be remitted to the State of Delaware Office of Community Services (OCS) in accordance with the established guidelines by April 14, 2023. Process of completion is performed manually: 1. The collection of delivered and non-delivered fuel vendors? unexpended benefits reports has been obtained from the non-delivered vendors. Completed November 2022 2. Inter-Agency households? report of benefits returned to the State of Delaware OCS for the heating season 2022 by the county and by invoice number is in process of being manually completed. 3. The documents noted in procedures 1 and 2 must reconcile with the DEAP billing supervisor report of heating benefits issued - funded and refunded by the vendors. The agency finance unit reporting of paid benefits vs refunded benefits must be compared to the noted reports to verify all report totals equal. 4. The unused benefit report noting the total amount to be returned to the State OCS, is completed once the agency finance unit verification of totals reported in procedures 2 and 3 are accurate for the 2021-2022 heating reconciliation. The program year 2022 reconciliation report will be completed according to OCS?s format and submitted along with the check from the agency for the total amount of the refund. Contact Person Responsible for Corrective Action: Fritz Jones, Executive Director Anticipated Completion Date of Corrective Action: April 6, 2023