Finding 521042 (2024-002)

Significant Deficiency in Allowable Costs and Cost Principles Federal Award Identification Assistance Listing Program Title: Formula Grants for Rural Areas Assistance Listing Program Number: 20.509 Federal Award ID Number and Year: Various Federal Agency: U.S. Department of Transportation Pass-Through Entity: Nebraska Department of Transportation Criteria Standards for documentation of personnel expenses at 2 CFR 200.430(i)(1) require that charges to federal awards for salaries and wages be based on records that accurately reflect the work performed. These records must be supported by a system of internal control which provides reasonable assurance that the charges are accurate, allowable, and properly documented. The Organization must establish and maintain effective internal control over the Federal award that provides reasonable assurance that they are managing the Federal award in compliance with Federal statutes, regulations, and the terms and conditions of the Federal Award (2 CFR 200.303). Condition The Organization lacked adequate documentation to support approved rates of pay. Repeat Finding Yes, 2023-005. Cause Procedures within the Organization were inadequate to ensure that personnel expenses were adequately documented. Effect or Potential Effect Increased potential for errors or misuse of funds. Questioned Costs No. Statistical Sample No. Context Auditor randomly selected 60 payroll transactions covering the entire fiscal year for testing and judgmentally selected one additional payroll transaction for testing. Of the 61 transactions that were tested, there were frequent errors regarding: - Personnel files lacking (approved) rates of pay. - Rates of pay documented in personnel files that did not match the actual rates of pay. Recommendation We recommend the Organization establish a system of internal control consisting of policies and procedures whereby personnel files contain appropriately reviewed and approved documentation to support employee rates of pay. Views of Responsible Officials See Corrective Action Plan, below.