FAC Explorer

Finding 50923 (2022-001)

Significant Deficiency
Requirement
AB
Questioned Costs
-
Year
2022
Accepted
2023-03-29
Audit: 41296
Organization: Verde Valley Sanctuary, Inc. (AZ)
Auditor: Heinfeld Meech & CO PC

AI Summary

  • Core Issue: The Organization lacks adequate internal controls for tracking federal grant expenses, leading to unsupported financial reporting.
  • Impacted Requirements: Compliance with Uniform Guidance (CFR 200.510(b)) regarding internal controls and expense reporting is not being met.
  • Recommended Follow-Up: Implement accurate policies and procedures for tracking federal grant expenses to ensure compliance and proper documentation.

Finding Text

FINDINGS AND QUESTIONED COSTS RELATED TO FEDERAL AWARDS Finding Number: 2022-001 Repeat Finding: No Program Names/Assistance Listing Titles: Assistance Listing Numbers: Federal Award Numbers: Questioned Costs: Crime Victim Assistance 16.575 2018-V2-GX-0012 N/A Family Violence Prevention and Services/Domestic Violence Shelter and Supportive Services 93.671 ADHS17-185594 N/A Federal Agency: U.S. Department of Justice/U.S. Department of Health and Human Services Pass-Through Agencies: Arizona Department of Public Safety/Arizona Department of Health Services Questioned Costs: N/A Type of Finding: Significant Deficiency Compliance Requirement: Activities Allowed or Unallowed, Allowable Costs/Cost Principles CRITERIA Uniform Guidance (CFR 200.510(b)) requires that non-federal entities receiving federal awards establish and maintain internal controls designed to reasonably ensure compliance with laws, regulations and program requirements. The Organization must ensure expenses reported on the Schedule of Expenditures of Federal Awards is properly supported. CONDITION The Organization lacked sufficient internal controls over tracking expenses for its federal grants. CAUSE Turnover in key accounting positions led to an inconsistent methodology of classifying expenses throughout the year. EFFECT Amounts reported on the Schedule of Expenditures of Federal Awards were not fully supported by the financial reporting software. CONTEXT The sample was not intended to be, and was not, a statistically valid sample. Federal expenses reported in the financial reporting software did not agree with amounts on the Schedule of Expenditures of Federal Awards. The amounts reported on the Schedule of Expenditures of Federal Awards are total reimbursements received. RECOMMENDATION The Organization should ensure policies and procedures for tracking federal grant expenses are accurate. VIEWS OF RESPONSIBLE OFFICIALS See Corrective Action Plan.

Corrective Action Plan

Finding Number: 2022-001 Program Name/Assistance Listing Titles: Crime Victim Assistance; Family Violence Prevention and Services/Domestic Violence Shelter and Supportive Services Assistance Listing Numbers: 16.575, 93.671 Contact Person: Jessica Bryson, Finance Administrator Anticipated Completion Date: Completed effective October 2022 Planned Corrective Action: During the audited fiscal year, the organization experienced significant staff turnover in the Finance Department. As a result, the methodology of accounting relative to class/customer tracking changed part-way through the year. This resulted in the inability to immediately produce documentation from the financial reporting software that corroborated the grant billings. Although the organization is confident that expenses were billed to appropriate grants throughout the year (due to backup documentation in the grant billing portals), the organization?s financial software did not directly reflect this. To correct this problem, a new class/customer tracking system has been established to ensure that the financial reporting software more accurately tracks expenditures related to Federal Awards and organizational programs. Furthermore, grant billings are regularly reviewed by an independent accounting firm, the organizations Treasurer, and/or the Executive Director to ensure proper coding/tracking.

Categories

Allowable Costs / Cost Principles Reporting Cash Management Significant Deficiency Matching / Level of Effort / Earmarking

Other Findings in this Audit

  • 627365 2022-001
    Significant Deficiency

Programs in Audit

ALN Program Name Expenditures
10.766 Community Facilities Loans and Grants $492,119
16.575 Crime Victim Assistance $461,716
93.671 Family Violence Prevention and Services/domestic Violence Shelter and Supportive Services $95,875
93.558 Temporary Assistance for Needy Families $14,964
93.667 Social Services Block Grant $5,822