Action Taken:
To address and correct the issue identified in finding 2023-003 regarding payroll incurred prior to the effective date of the grant, AACA will undertake the following corrective actions:
Enhance Training and Awareness: Management will reinforce the importance of adhering to grant conditions and the necessity of charging costs to the correct grant periods. AACA will emphasize the distinction between the date costs are incurred and the date they are paid, ensuring expenses are allocated accurately in accordance with the grant's effective period.
Documentation and Record Keeping: AACA will maintain supporting documentation for all expenses, including dates incurred and the purpose of the expense, to facilitate easy review and verification against grant terms.
Communication with Grantors: In cases of ambiguity or uncertainty regarding allowable expenses, AACA will seek clarification from grantors to ensure compliance and prevent future discrepancies.
Implementation Plan: AACA will develop a detailed implementation plan for these corrective actions, including specific tasks, responsible individuals, and timelines.