FAC Explorer

Finding 516274 (2024-002)

Material Weakness
Requirement
N
Questioned Costs
-
Year
2024
Accepted
2024-12-20
Audit: 334105
Organization: Western Oregon University (OR)
Auditor: Eide Bailly LLP

AI Summary

  • Core Issue: The University failed to perform monthly reconciliations of the School Account Statement (SAS) data file.
  • Impacted Requirements: This finding indicates a material weakness in internal controls over compliance with federal financial assistance requirements.
  • Recommended Follow-Up: Implement internal controls to ensure timely reconciliation of the SAS data file with the institution’s financial records.

Finding Text

2024-002 U.S. Department of Education Student Financial Assistance Cluster Federal Financial Assistance Listing Number(s): 84.063, 84.007, 84.268, 84.033, 84.038, 84.379 Compliance Requirement: Special Tests & Provisions – Borrower Data and Reconciliation Type of Finding: Material Weakness in Internal Control over Compliance Criteria: Each month, the Common Origination and Disbursement (COD) system provides institutions with a School Account Statement (SAS) data file which consists of a Cash Summary, Cash Detail, and (optional at the request of the institution) Loan Detail records. The institution is required to reconcile these files to the institution’s financial records. Condition: The SAS reconciliations were not performed during the year.Cause: The University did not have internal controls to provide for the reconciliations of the SAS data file. Effect: Records maintained by the COD may not agree to the University’s records. Questioned Costs: None reported. Context/Sampling: The SAS monthly reconciliations were not performed for the whole year. Repeat Finding from Prior Year(s): No Recommendation: We recommend the University implement internal controls to provide for the reconciliation of the SAS data file. Views of Responsible Officials: Management agrees with the finding.

Corrective Action Plan

Finding: 2024-002 Federal Agency Name: U.S. Department of Education Assistance Listing Number(s): 84.007, 84.033, 84.038, 84.063, and 84.268. Program Name: Student Financial Assistance Cluster Finding Summary: Each month, the Common Origination and Disbursement (COD) system provides institutions with a School Account Statement (SAS) data file which consists of a Cash Summary, Cash Detail, and (optional at the request of the institution) Loan Detail records. The institution is required to reconcile these files to the institution’s financial records. As a result of implementing a new Student Information System, the SAS reconciliations were not completed during the current year. Responsible Individuals: Kella Helyer, Director of Financial Aid Corrective Action Plan: Management agrees with this finding. Compliance on this finding was resolved by the end of the award year with reconciliation being completed by the end of June 2024. Financial aid implemented a new Financial Aid Management System (FAMS) starting with the 2023-24 year which caused delays in processes; however, the office is caught up with reconciliations, and going forward this compliance area is not an issue. Anticipated Completion Date: Completed June 2024

Categories

Special Tests & Provisions Material Weakness Matching / Level of Effort / Earmarking Internal Control / Segregation of Duties

Other Findings in this Audit

  • 516275 2024-002
    Material Weakness
  • 516276 2024-002
    Material Weakness
  • 516277 2024-002
    Material Weakness
  • 516278 2024-002
    Material Weakness
  • 516279 2024-002
    Material Weakness
  • 516280 2024-003
    Significant Deficiency Repeat
  • 516281 2024-003
    Significant Deficiency Repeat
  • 516282 2024-003
    Significant Deficiency Repeat
  • 516283 2024-003
    Significant Deficiency Repeat
  • 516284 2024-003
    Significant Deficiency Repeat
  • 516285 2024-003
    Significant Deficiency Repeat
  • 516286 2024-004
    Significant Deficiency
  • 516287 2024-004
    Significant Deficiency
  • 516288 2024-004
    Significant Deficiency
  • 516289 2024-004
    Significant Deficiency
  • 516290 2024-004
    Significant Deficiency
  • 516291 2024-004
    Significant Deficiency
  • 1092716 2024-002
    Material Weakness
  • 1092717 2024-002
    Material Weakness
  • 1092718 2024-002
    Material Weakness
  • 1092719 2024-002
    Material Weakness
  • 1092720 2024-002
    Material Weakness
  • 1092721 2024-002
    Material Weakness
  • 1092722 2024-003
    Significant Deficiency Repeat
  • 1092723 2024-003
    Significant Deficiency Repeat
  • 1092724 2024-003
    Significant Deficiency Repeat
  • 1092725 2024-003
    Significant Deficiency Repeat
  • 1092726 2024-003
    Significant Deficiency Repeat
  • 1092727 2024-003
    Significant Deficiency Repeat
  • 1092728 2024-004
    Significant Deficiency
  • 1092729 2024-004
    Significant Deficiency
  • 1092730 2024-004
    Significant Deficiency
  • 1092731 2024-004
    Significant Deficiency
  • 1092732 2024-004
    Significant Deficiency
  • 1092733 2024-004
    Significant Deficiency

Programs in Audit

ALN Program Name Expenditures
84.268 Federal Direct Student Loans $14.44M
84.063 Federal Pell Grant Program $6.94M
84.038 Federal Perkins Loans $937,062
93.434 Every Student Succeeds Act/preschool Development Grants $747,887
84.042 Trio Student Support Services $678,610
84.365 English Language Acquisition State Grants $501,500
84.160 Training Interpreters for Individuals Who Are Deaf and Individuals Who Are Deaf-Blind $426,345
84.129 Rehabilitation Long-Term Training $325,385
84.033 Federal Work-Study Program $299,045
84.047 Trio Upward Bound $289,424
93.575 Child Care and Development Block Grant $264,056
84.007 Federal Supplemental Educational Opportunity Grants $217,527
84.031 Higher Education Institutional Aid $206,448
84.379 Teacher Education Assistance for College and Higher Education Grants (teach Grants) $151,044
16.608 Tribal Justice Systems $127,634
21.027 Coronavirus State and Local Fiscal Recovery Funds $101,593
16.710 Public Safety Partnership and Community Policing Grants $51,440
47.070 Computer and Information Science and Engineering $46,543
84.326 Special Education Technical Assistance and Dissemination to Improve Services and Results for Children with Disabilities $43,699
16.575 Crime Victim Assistance $38,373
16.525 Grants to Reduce Domestic Violence, Dating Violence, Sexual Assault, and Stalking on Campus $27,161
84.325 Special Education - Personnel Development to Improve Services and Results for Children with Disabilities $25,521
47.076 Stem Education (formerly Education and Human Resources) $22,935
84.425 Education Stabilization Fund $20,590
10.558 Child and Adult Care Food Program $14,912
66.444 Voluntary School and Child Care Lead Testing and Reduction Grant Program (sdwa 1464(d)) $9,005
47.036 Education and Human Resources $5,612
16.596 Trible Justice Assistance $2,334
84.336 Teacher Quality Partnership Grants $448