Finding 396266 (2023-001)

Significant Deficiency
Requirement
AB
Questioned Costs
$1
Year
2023
Accepted
2024-05-09
Audit: 305939

AI Summary

  • Core Issue: The Institute improperly charged salaries and fringe benefits to a federal grant due to inadequate monitoring of timekeeping.
  • Impacted Requirements: This finding highlights noncompliance with the Uniform Guidance, specifically regarding accurate records for salaries and wages.
  • Recommended Follow-Up: Continue enhancing oversight and training for timekeeping practices to ensure compliance and prevent future issues.

Finding Text

2023-001 โ€“ Payroll and Fringe Benefit Charges Finding Type. Immaterial Noncompliance/Significant Deficiency in Internal Control over Compliance (Activities Allowed and Unallowed, and Allowable Costs/Cost Principles). Program. Research and Development Cluster; U.S. Department of Health and Human Services; ALN 93.226; Award Numbers 5U18HS027954-02 and 5U18HS027954-03. Criteria. The Uniform Guidance (ยง200.430) requires charges to federal awards for salaries and wages must be based on records that accurately reflect the work performed. Condition. The Institute has self-reported one individual that was working on the research and development cluster that had impermissible time charged to the grant for salaries and fringes. Cause. This condition appears to be the result of inadequate monitoring and review of time keeping. Effect. As a result of this condition, the Institute did not fully comply with the Uniform Guidance applicable to the above noted grant. Questioned Costs. Costs that were questioned were $175,254 for 2023. As this matter was detected by Institute management during 2023, the total amount includes $109,536 related to the 2022 year. Recommendation. It is our understanding that the Institute has already enhanced its practice facilitator oversight and management protocols by requiring check-in calls with participating clinics to verify practice facilitator engagement. It has also provided employees with compliant timekeeping and employee reimbursement training in 2023. View of Responsible Officials. Management agrees with the finding and has prepared a corrective action plan.

Corrective Action Plan

Pursuant to federal regulations, Uniform Administrative Requirements Section 200.511, the following is the finding as noted in the Altarum Institute and Subsidiaries Single Audit report for the year ended December 31, 2023, and the corrective action to be completed. 2023-001 โ€“ Payroll and Fringe Benefit Charges Auditor Description of Condition and Effect. The Institute has self-reported one individual that was working on the research and development cluster that had impermissible time charged to the grant for salaries and fringes. As a result of this condition, the Institute did not fully comply with the Uniform Guidance applicable to the above noted grant. Auditor Recommendation. It is our understanding that the Institute has already enhanced its practice facilitator oversight and management protocols by requiring check-in calls with participating clinics to verify practice facilitator engagement. It has also provided employees with compliant timekeeping and employee reimbursement training in 2023. Corrective Action. Altarum conducted quality assurance investigations and meetings with affected participating practices. To prevent this type of issue in the future, Altarum enhanced its practice facilitator oversight and management protocols to ensure that practice facilitators are appropriately conducting their assigned activities. This includes continuing the check-in calls with participating clinics. Altarum also provided employees with Compliant Timekeeping and Employee Expense Reimbursement training in July 2023, as well as the leadership team reiterating to the project team the importance of accurate books and records, including timekeeping and expense reporting. Altarum also launched its annual Government Contracting education module shortly thereafter, which also includes training on timekeeping and expense reporting. Lastly, Altarum took appropriate personnel actions and offered the Government a credit. Responsible Person. Tracy M. Lawyer, General Counsel and Secretary Anticipated Completion Date. 2024

Categories

Questioned Costs Allowable Costs / Cost Principles Internal Control / Segregation of Duties Subrecipient Monitoring Cash Management Significant Deficiency

Other Findings in this Audit

  • 396267 2023-001
    Significant Deficiency
  • 972708 2023-001
    Significant Deficiency
  • 972709 2023-001
    Significant Deficiency

Programs in Audit

ALN Program Name Expenditures
93.226 Research on Healthcare Costs, Quality and Outcomes $1.20M
93.110 Maternal and Child Health Federal Consolidated Programs $842,465
16.838 Comprehensive Opioid Abuse Site-Based Program $767,574
93.978 Preventive Health Services_sexually Transmitted Diseases Research, Demonstrations, and Public Information and Education Grants $473,848
93.636 Aca - Reinvestment of Civil Money Penalties to Benefit Nursing Home Residents $418,832
93.974 Family Planning_service Delivery Improvement Research Grants $357,541
93.778 Medical Assistance Program $187,302
93.243 Substance Abuse and Mental Health Services_projects of Regional and National Significance $70,605
10.561 State Administrative Matching Grants for the Supplemental Nutrition Assistance Program $61,005
93.834 Capacity Building Assistance (cba) for High-Impact Hiv Prevention $33,836
93.260 Family Planning_personnel Training $30,712
93.136 Injury Prevention and Control Research and State and Community Based Programs $7,207
16.745 Criminal and Juvenile Justice and Mental Health Collaboration Program $2,709