This incident is an anomaly due to the unanticipated loss of an employee in a small
department. The root cause is lack of human capital in the department responsible for the
submission of the audit to the Federal Audit Clearinghouse.
We acknowledge the importance of adhering to regulatory deadlines and ensuring the timely
submission of these documents. In response to your recommendation, we have already
implemented measures to streamline our reporting processes and enhance our internal
communication channels to facilitate the timely completion and submission of the required
documents. This has involved establishing clear timelines, assigning responsibilities to
designated personnel, and implementing monitoring mechanisms to assure that we meet the
submission deadlines.
The Chief Financial Officer (CFO) was responsible for the submission of the single audit on or
before the March 31, 2024 deadline. This will be completed on or before March 31, 2024.
The CEO will request board of directors' approval to hire an Executive Finance Officer (EFO) in
an effort to increase the depth of the finance department. This will provide coverage during
unexpected absenses in an effort to avoid future delays. The board of directors' approved the
posting of a new EFO position on September 15, 2023. Position is posted and will remain
posted until the position is filled.
As soon as the EFO is hired, the CFO and EFO will cross train all duties related to the timely
completion of documents to assure the timely submission of the single audit and assure that
the Federal Audit Clearinghouse deadline is met. This is pending the hiring of the EFO. The
position is currently posted.
By October of each year, the CFO or EFO will conduct random sample internal audits or
reviews before the single audit submission deadline to ensure documents are accurate and in
compliance with federal regulations. Implement plans of correction for any areas identified
out of compliance. This process is on-going.