Finding 374364 (2023-001)

Criteria: Internal controls should be in place that provide reasonable assurance that grant billings are reconciled accurately and timely to the accounting system. Condition: Some grants were being billed to the granting agency based on spreadsheets that were outside of the accounting system and not being reconciled to the accounting records. Cause: Documents used to prepare grant billings for one grant were not reconciled accurately and timely to the accounting system. Effect: Due to the failure to reconcile grant billings accurately and timely to the accounting system, amounts could be billed to a grant for expenditures that do not exist or were already billed to another grant. Recommendation: Procedures should be implemented and followed requiring grant billings to be reconciled timely and accurately to data recorded in the accounting system. Management should review financial activity by grant in a timely manner to allow for timely research of any discrepancies. Views of Responsible Officials and Planned Corrective Actions: STEPS agrees with the finding and the recommended procedures will be implemented.