Finding 498872 (2023-001)

Material Weakness Repeat Finding
Requirement
P
Questioned Costs
-
Year
2023
Accepted
2024-09-27

AI Summary

  • Core Issue: The Council lacks adequate segregation of duties due to a small staff, increasing the risk of undetected errors or fraud.
  • Impacted Requirements: Internal control standards require that no single individual should manage a transaction from start to finish.
  • Recommended Follow-Up: Implement compensating controls like enhanced supervision and monitoring by management and the Board to mitigate risks.

Finding Text

Segregation of Duties Criteria-A good system of internal control contemplates an adequate separation of duties so that no one individual handles a transaction from its inception to its completion. Condition-In our judgment, the Council’s staff is not large enough to permit adequate segregation of duties as reported above. This lack of segregation of duties does not allow management to detect and correct a material misstatement if present. Due to the size of the Council’s staff, it is anticipated that this will be an ongoing finding. Cause-The Council’s staff is not large enough to permit adequate separation of duties. Effect-There is a resulting danger that intentional fraud or unintentional errors could occur and not be detected. Context-Council staff have limited segregation of duties for all transactions of the entity. Repeat Finding-This finding was reported in the immediately prior audit as Finding 2022-001. Recommendation-In our judgment, management and those charged with governance need to understand the importance of this communication. However, due to the lack of resources available to management to correct this weakness, we recommend that management mitigate this weakness with possible compensating controls such as close supervision and monitoring by management and by the Board of Directors. Views of Responsible Officials and Planned Corrective Action-See Exhibit I.

Corrective Action Plan

Segregation of Duties Condition/Context-Council staff have limited segregation of duties for all transactions of the entity. The Council's staff is not large enough to permit adequate segregation of duties. This lack of segregation of duties does not allow management to detect and correct a material misstatement if present. Due to the size of the Council's staff, it is anticipated that this will be an ongoing finding. Compensation controls are in place; however, this continues to be an ongoing finding. Recommendation-In our judgment, managment and those charged with governance need to understand the importance of this communication. However, due to the lack of resources available to management to correct this weakness, we recommend that management mitigate this weakness wiht possible compensating controls such as close supervision and monitoring by management and the Board of Directors. Corrective Action Planned- The Council of Community Services has a full-time bookkeeper with adequate experience, continues to have Board involvement, and actively seeks new Board members with financial expertise. We also have a board member who is a Certified Public Accountant that also sits on the Finance Committee of the Board. This additional oversight adds layers of supervision and monitoring which should allow any intentional fraud or unintentional errors to be prevented and detected and corrected in a timely manner. Contact-Mikel Scott, Executive Director Anticipated Completion Date-Due to the size of the staff, this is expected to be an ongoing finding, all compensating controls have been in place since 2015.

Categories

Internal Control / Segregation of Duties Subrecipient Monitoring

Other Findings in this Audit

  • 1075314 2023-001
    Material Weakness Repeat

Programs in Audit

ALN Program Name Expenditures
93.568 Low-Income Home Energy Assistance $1.16M
14.239 Home Investment Partnerships Program $628,070
81.042 Weatherization Assistance for Low-Income Persons $370,690
14.267 Continuum of Care Program $104,056
10.569 Emergency Food Assistance Program (food Commodities) $74,033
14.231 Emergency Solutions Grant Program $52,882
21.023 Emergency Rental Assistance Program $36,105
93.558 Temporary Assistance for Needy Families $24,368
14.195 Project-Based Rental Assistance (pbra) $22,888
93.590 Community-Based Child Abuse Prevention Grants $7,500
32.011 Affordable Connectivity Outreach Grant Program $4,043
97.024 Emergency Food and Shelter National Board Program $3,929
93.569 Community Services Block Grant $681