Criteria: The City is required to provide the grantors with various quarterly, annual and final financial and performance reports that are due within time frames specified in grant agreements and contracts.
Condition: We selected a sample of reports for the year ended December 31, 2023, to test the completeness and timeliness of report submissions. We noted the first two quarters of CDBG Cash on Hand reports were not submitted timely. We also noted the NJDCA Youth Anti-Violence Initiative quarterly performance reporting was not submitted timely during 2023.
Corrective Action
The City will cross-train staff responsible for programmatic and financial reporting on report preparation and deadlines to ensure coverage of these duties in cases of employee turnover leave. The grant managers and program staff will be responsible for programmatic reporting and the Finance department will be responsible for the financial reporting. The City will also implement due date tracking procedures to monitor that reports are sufficiently and timely completed and submitted. Lastly, meetings and improvements in communication between the program and finance staff involved in the completion and submission of required reports will be implemented.
Responsible Party
Nikki Mosgrove, Grant Manager (programmatic reports), Gbalee Weah, Program Accountant; Lynn Au, Acting Chief Financial Officer (financial reports)
Anticipated Completion Date
June 30, 2025