Finding Text
2023-001: Significant Deficiency in Internal Controls over Compliance – Urbanized Area Formula Program – Activities Allowed and Allowable Costs Federal Program and Assistance Listing Number (ALN) – Department of Transportation ALN 20.507 Urbanized Area Formula Program Criteria – In accordance with Uniform Guidance, the Organization is required to establish and maintain effective internal controls over compliance that provide reasonable assurance that the Organization is managing the Federal award in compliance with Federal statues, regulations, and the terms and conditions of the Federal award. A structured review process, which includes retention of evidence to prove the review operated as intended, is a key element of any effective internal control framework designed to prevent or detect noncompliance. Condition – During our assessment of internal controls over compliance, no evidence of the review of payroll expenditures for the year ended September 30, 2021 was available at the time of our audit. Cause – Due to the high turnover of management and accounting personnel, the Organization insufficiently maintained documentation that demonstrated the Organization’s review process over payroll in place for the year ended September 30, 2021. Effect – The failure to maintain adequate evidence of the controls being designed, implemented, and operating could lead to noncompliance with grant requirements. Repeat Finding – No. Questioned Cost—None Context – Evidence of the review of payroll expenditures operating in the year ended September 30, 2021, was not available due to the turnover of management and accounting personnel involved in the review process. Recommendations – Management should ensure that they have a documented control that includes required evidence retention for reviewing and approving employee time and payroll expenditures. Views of Responsible Officials— Implemented June 2022, employees scan an access card in the Time Clock system when they arrive and leave. Time sheets are then reviewed and approved by supervisors in Time Clock at the end of each pay period. Following this approval, the CFO reviews the time sheets before submitted to CoStaff. See the Corrective Action Plan for more information.