Finding Text
Statement of condition: Lack of adequate supporting documentation for expenditures of federal awards. Criteria: Title 2 U.S. Code of Federal Regulations (CFR) 200.302-303 requires non-federal entities receiving federal awards establish and maintain internal control over the federal awards that provides reasonable assurance that the non-federal entity is managing the federal awards in compliance with federal statutes, regulations, and the terms and conditions of the federal awards. Additionally, all recipients and subrecipients of federal awards must maintain records which are sufficient to track expenditures to establish that funds have been used in accordance with Federal statutes, regulations, and the terms and conditions of the Federal award. Cause of condition: Procedures are in place which require every transaction recorded to be supported by the appropriate documentation. However, these procedures were not appropriately followed as managment has not kept or maintained records of transactions for expenditures of federal awards. Supporting documentation has either been lost or disposed. Effect of condition: Management did not maintain adequate supporting documentation for certain expenditures of federal awards, thus making it impossible to determine if funds were spent in accordance with regulations. Context: Management was unable to provide supporting documentation for 3 of the 10 non-payroll expenditures selected for testing. These expenditures totaled $15,468. Recommendation: To ensure proper records are maintained, after recording all transactions, supporting documentation for which the transaction was derived should be maintained in an organized fashion so that the records and be accessed in a timely manner. This process should be done to ensure accounting records are accurate and to provide support if questions arise from the public or any government agencies. Views of responsible officials and planned corrective actions: Management agrees with this finding and will put procedures in place to maintain adequate supporting documentation for all transactions. Action Plan: Establish clear guidelines and training on allowable costs for federally funded programs. Implement a compliance checklist for all federally funded expenditures to ensure alignment with Education Stabilization Fund requirements. Conduct internal audits every quarter to monitor compliance and document findings. Timeline: Immediate implementation; quarterly compliance reviews. Responsible Parties: Finance Director, APSRC, and Directors.