FAC Explorer

Finding 369625 (2023-002)

-
Requirement
N
Questioned Costs
-
Year
2023
Accepted
2024-02-17
Audit: 291002
Organization: St. Thomas University Inc. (FL)
Auditor: Bdo USA PC

AI Summary

  • Core Issue: The University failed to keep proper records for Federal Work Study wages, missing approved timesheets for 2 out of 25 payments tested.
  • Impacted Requirements: This lack of documentation violates federal requirements for timely disbursements to students.
  • Recommended Follow-Up: Ensure all timesheets are scanned and filed electronically to improve recordkeeping and compliance moving forward.

Finding Text

Federal Program Information: Federal Work Study (ALN #84.033) Criteria or Specific Requirement: Special Tests and Provisions – Disbursements to or on Behalf of Students – Federal Work Study - The University shall ensure that the student is paid at least once per month for wages earned. Condition: Instances where the University did not retain adequate support for wages earned. Cause: Lack of administrative oversight with respect to recordkeeping for timesheets. Effect or Potential Effect: The University was not in compliance with disbursements to or on behalf of students for federal work study payments. Questioned Costs: None above threshold Context: For 2 of 25 payments selected for testing, the University was unable to locate the approved timesheets. Identification as a Repeat Finding: There was no similar finding in the prior year. Recommendation: We recommend the University retain the appropriate records for hours earned by work study students. Views of Responsible Officials: For these 2 disbursements, the students did not report their time through the online payroll system but instead with physical timesheets. Due to the turnover and changing of positions of the payroll office, the timesheets were misfiled. The payroll department will scan and file all manual timesheets electronically in order to retain adequate records.

Corrective Action Plan

In June 2023, St. Thomas University transitioned to Paycom, a cloud-based payroll service that offers payroll processing and HR services in a single software, STU utilizes the Time and Attendance module for students Timesheets. All timesheets are electronically saved, in the event an Employee submits a paper time sheet due to a missed time period, the document is scanned and saved in the shared payroll file. Training is being provided for students and supervisors to reduce the need for any paper timesheets. The Policy and Procedures manual has been updated to reflect this process. Contact Person: Neville Bates, Payroll Manager

Categories

Special Tests & Provisions Student Financial Aid Internal Control / Segregation of Duties

Other Findings in this Audit

Programs in Audit

ALN Program Name Expenditures
84.268 Federal Direct Student Loans $64.29M
84.063 Federal Pell Grant Program $5.73M
84.038 Federal Perkins Loan Program $1.72M
84.033 Federal Work-Study Program $666,699
93.566 Refugee and Entrant Assistance_state Administered Programs $528,402
84.425 Education Stabilization Fund $317,128
84.120 Minority Science and Engineering Improvement $270,262
84.007 Federal Supplemental Educational Opportunity Grants $184,976
93.264 Nurse Faculty Loan Program (nflp) $56,776
84.031 Stem Space $20,199
10.223 Hispanic Serving Institutions Education Grants $3,024