FAC Explorer

Finding 503159 (2023-008)

Material Weakness
Requirement
J
Questioned Costs
$1
Year
2023
Accepted
2024-10-18
Audit: 325183
Organization: City of Auburn, Maine (ME)
Auditor: Runyon Kersteen Ouellette

AI Summary

  • Core Issue: The City improperly requested $21,212 in CDBG grant funds despite having enough program income to cover costs.
  • Impacted Requirements: This violates 2 CFR 200.307(e), which mandates that program income must be used before drawing federal funds.
  • Recommended Follow-Up: Grant management should revise procedures to ensure program income is assessed before requesting new grant funds.

Finding Text

2023-008 U.S. Department of Housing and Urban Development, For the period July 1, 2022 through June 30, 2023, ALN # 14.218 – Internal Controls over Community Development Block Grant Entitlements Cluster Criteria: In accordance with 2 CFR 200.307(e), program income must be deducted from total allowable costs to determine net allowable costs. Program income must be used for current costs unless the Federal awarding agency authorizes otherwise. Condition: In the first quarter of fiscal year 2023, the City requested $21,212 of CDBG grant funds even though sufficient program income was available to cover those costs. Cause: Internal controls over the CDBG grant program are insufficient to ensure grant funds are only drawn when program income is insufficient to cover program costs. Effect: Since program income exceeded allowable costs in the first quarter of fiscal year 2023, there were no eligible costs for grant reimbursement. As a result, Federal funds were drawn to reimburse unallowable costs. Recommendation: We recommend grant management staff review their grant drawdown procedures to ensure program income is reviewed prior to drawing new grant funds. Known Questioned Costs: $21,212.

Categories

Questioned Costs Allowable Costs / Cost Principles Cash Management

Other Findings in this Audit

  • 503153 2023-007
    Material Weakness
  • 503154 2023-007
    Material Weakness
  • 503155 2023-007
    Material Weakness
  • 503156 2023-007
    Material Weakness
  • 503157 2023-007
    Material Weakness
  • 503158 2023-008
    Material Weakness
  • 503160 2023-008
    Material Weakness
  • 503161 2023-006
    Material Weakness
  • 1079595 2023-007
    Material Weakness
  • 1079596 2023-007
    Material Weakness
  • 1079597 2023-007
    Material Weakness
  • 1079598 2023-007
    Material Weakness
  • 1079599 2023-007
    Material Weakness
  • 1079600 2023-008
    Material Weakness
  • 1079601 2023-008
    Material Weakness
  • 1079602 2023-008
    Material Weakness
  • 1079603 2023-006
    Material Weakness

Programs in Audit

ALN Program Name Expenditures
21.027 Covid-19 - Coronavirus State and Local Fiscal Recovery Funds $1.74M
84.425 Covid-19 - Elementary and Secondary School Emergency Relief III $1.34M
20.205 Highway Planning and Construction - Mill Street and Main Street $1.10M
84.027 Special Education - Grants to States (idea, Part B) $1.07M
84.010 Title Ia $1.06M
84.425 Covid-19 - Elementary and Secondary School Emergency Relief II $1.03M
10.555 National School Lunch Program $1.01M
10.553 School Breakfast Program $300,532
14.905 Lead Hazard Reduction Demonstration Grant $284,020
14.218 Community Development Block Grant - Entitlement $262,804
84.367 Title Iia - Supporting Effective Instruction $234,228
84.287 21st Century - Community Learning Center $216,431
20.205 Highway Planning and Construction - Traffic Signals $212,854
10.555 Donated Commodities $181,252
10.559 Summer Food Service Program $117,031
14.239 Covid-19 - Home Investment Partnership Program $116,681
14.239 Home Investment Partnership Program $102,063
84.425 Covid-19- Multilingual Learners Experiencing Homelessness $92,292
10.560 State Administrative Expenses for Child Nutrition: Supply Chain Assistance $87,991
14.218 Covid-19 - Community Development Block Grant - Entitlement $87,889
93.575 Covid-19 - Childcare and Development Block Grant $69,742
10.582 Fresh Fruit and Vegetable Program $63,736
97.044 Assistance to Firefighters Grant $49,570
97.067 Homeland Security $48,661
84.424 Title IV - Student Support and Academic Enrichment $25,197
84.425 Covid-19 - Homeless Children and Youth II $24,787
84.173 Special Education - Preschool Grants (idea Preschool) $23,536
84.002 Adult Basic Education $22,475
16.034 Covid-19 - Coronavirus Emergency Supplemental Funding Program $18,743
97.036 Disaster Grants - Public Assistance $18,743
84.365 Title III - Language Acquisition $13,681
32.009 Emergency Connectivity Fund Program $10,443
10.558 Child and Adult Care Food Program $10,222
16.922 Equitable Sharing Program $7,716
14.218 Community Development Block Grant - Entitlement - School Department $7,386
16.607 Bullet Proof Vest $7,195
16.738 Edward Byrne Justice Assistance Grant $5,100
10.649 Covid-19 - Pandemic Ebt Administrative Costs: Snap $5,024
20.600 Evidence Based Impaired Driving (oui Grant) $4,356
20.600 Speed Enforcement Program $3,603
16.727 Enforcing Underage Drinking Laws $2,560
84.010 Title Ia - Program Improvement $1,814
84.173 Covid-19 - Special Education - Preschool Grants (idea Preschool) $1,471
20.600 Pedestrian Safety Grant $917
20.616 Hv Distracted Driving Enforcement Project $604
20.205 Highway Planning and Construction - Hotel Rd. $483