Finding 39861 (2022-003)

Material Weakness
Requirement
B
Questioned Costs
-
Year
2022
Accepted
2023-04-09
Audit: 38130
Organization: Cedar Valley Services, Inc. (MN)

AI Summary

  • Core Issue: The Organization's indirect cost calculation does not align with the state-approved cost allocation, leading to under-allocation of funds to the grant.
  • Impacted Requirements: Costs allocated include unallowable expenses like advertising and depreciation, violating Uniform Guidance regulations.
  • Recommended Follow-Up: The Organization should review and amend its cost allocation policy or update calculations to ensure compliance with the approved plan.

Finding Text

2022 ? 003: Allowable Costs/Cost Principles Federal agency: U.S. Department of Transportation Federal program: Formula Grants for Rural Areas Assistance Listing Number: 20.509C Award Period: 1/1/2022 ? 12/31/2022 Type of Finding: Significant Deficiency in Internal Control over Compliance Criteria or specific requirement: Uniform Guidance allows nonprofit organizations to use an indirect cost rate allocation that is approved by the grantor. The costs being allocated must not include unallowable costs. Condition: The Organization?s indirect cost calculation does not match the cost allocation approved by the state. This has resulted in less indirect costs being allocated to the grant compared to what is allowed based on the approved allocation plan. In addition, advertising and depreciation costs are included in the amount allocated to the grant which are not allowable costs. Questioned costs: None Context: We selected three months of allocation calculations, noting none of them to match the Organization?s cost allocation policy approved by the grantor. Cause: The Organization has not taken steps to correct the calculation being used to allocate indirect costs. Effect: Using the current cost allocation method versus the approved plan has resulted in less costs being allocated to the grant than what is allowed under the plan. This has resulted in the Organization needing to pay back unused funds that could have otherwise been allocated to the grant. Repeat Finding: No Recommendation: We recommend the Organization review its policy and determine if there needs to be an amendment to its policy, or the calculations need to be updated to reflect the approved policy. Views of responsible officials and planned corrective actions: There is no disagreement with the finding.

Corrective Action Plan

Cedar Valley Services, Inc. respectfully submits the following corrective action plan for the year ended December 31, 2022. Audit period: January 1, 2022 ? December 30, 2022 The findings from the schedule of findings and questioned costs are discussed below. The findings are numbered consistently with the numbers assigned in the schedule. FINDINGS?FINANCIAL STATEMENT AUDIT MATERIAL WEAKNESS 2022-001 Financial Statement Preparation. Recommendation: The Organization should evaluate their financial reporting processes and controls, including the expertise of its internal staff, to determine whether additional controls over the preparation of annual financial statements can be implemented to provide reasonable assurance that financial statements are prepared in accordance with U.S. GAAP. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: The Organization?s management is aware of the limitations and risks as currently structured. As the Organization grows and additional employees are hired, management will again look for ways to add more layers of oversight. Names of the contact persons responsible for corrective action: Rich Pavek, Executive Director, and Kris Burkey, Finance Manager Planned completion date for corrective action plan: Ongoing 2022-002 Material Audit Adjustments. Recommendation: We recommend the Organization continue to work with auditors to identify year-end adjustments that are necessary to ensure the accounts are adjusted to their appropriate year-end balances in accordance with GAAP. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: The Organization will continue to work on implementing a reconciliation and review process to ensure accounts are adjusted to their appropriate year-end balances in accordance with GAAP. Names of the contact persons responsible for corrective action: Rich Pavek, Executive Director, and Kris Burkey, Finance Manager Planned completion date for corrective action plan: Ongoing FINDINGS?FEDERAL AWARD PROGRAMS AUDITS U.S. Department of Transportation 2022-003 Formula Grants for Rural Areas ? Assistance Listing No. 20.509C Recommendation: We recommend the Organization review its policy and determine if there needs to be an amendment to its policy, or the calculations need to be updated to reflect the approved policy. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: The Organization will take the steps necessary to either modify its cost allocation plan and seek approval of the plan, or modify its monthly calculation to properly reflect the approved plan. Names of the contact persons responsible for corrective action: Rich Pavek, Executive Director, and Kris Burkey, Finance Manager Planned completion date for corrective action plan: December 31, 2023 If the there are any questions regarding this plan, please call Rich Pavek at 507-433-2303.

Categories

Allowable Costs / Cost Principles

Other Findings in this Audit

  • 616303 2022-003
    Material Weakness

Programs in Audit

ALN Program Name Expenditures
20.509 Formula Grants for Rural Areas and Tribal Transit Program $1.37M
93.498 Provider Relief Fund $675,716
20.500 Federal Transit_capital Investment Grants $70,984