Finding Text
2022 ? 003: Allowable Costs Federal Agency: U.S. Department of Education Federal Program Name: Innovative Approaches to Literacy; Full-Service Community Schools; and Promise Neighborhoods Assistance Listing Number: 84.215J Federal Award Identification Number and Year: U215J200111 Award Period: January 1, 2022 ? December 31, 2022 Type of Finding: ? Material Weakness in Internal Control over Compliance ? Other Matters Criteria or specific requirement: The Compliance Supplement requires that compensation for personal services be charged to the federal grant based upon approved actual time worked on the program and not based on an allocation or budget. The Compliance Supplement requires that expenditures charged to the federal grant be supported by documentation as to the nature of the expenditure. Condition: While performing audit procedures, it was noted that payroll expenses for salary positions were charged to the grant program based upon an allocation and not on approved and/or certified time worked in the program. Also, it was noted that two payroll expenses (of the sixty expenses selected for testing) charged to the grant were over charged due to an error in pay rate for overtime and an employee transition to full time. Questioned costs: $948 Context: During the process of obtaining an understanding of internal controls and processing of payroll expenditures, we noted payroll was not reviewed to ensure the expense charged to the grants was accurate based upon approved actual time spent in the program and accurate pay rates. Cause: Salary figures for salaried employees were charged to the federal grant based on unapproved work actually performed for the program and inaccurate pay rates were utilized for overtime and an employee transition to full time. Effect: The organization has not fully followed compliance attributes with the allowable costs principles set forth by the Compliance Supplement related to allocation of salaries being charged based on approved time worked for a program and other expenses being adequately documented to support the details of the expense charged to the grant. Personnel need to reinforce policies to ensure control procedures are in place to ensure salaries charged to a grant are appropriately based on approved time worked in a program and accurate approved rates are utilized for wages charged to the grant. Repeat Finding: Yes ? 2021-003. Recommendation: We recommend the organization charge compensation for personnel services to the federal grant based on approved hours worked in the program. Also, we recommend controls be put in place to ensure all wage rates are reviewed for accuracy prior to payroll being processed and charged to the grant. Views of responsible officials: There is no disagreement with the audit finding.