Finding Text
2024-001: Filing of Federal Reports SF-425 and OPR
Federal Departments: Department of Health and Human Services
Assistance Listing #: 93.612
Compliance and Internal Controls Significant Deficiency
Category of Finding – Reporting
Criteria – IPTF is required to submit Federal Financial Reports (SF-425) and Ongoing Progress Reports (OPR) semi-annually within 30 days of period end.
Condition – The September 30, 2023 SF-425 and OPR reports were filed on November 8, 2023 and November 17, 2023, outside the 30 day filing requirement.
Cause – IPTF faced turnover and transitioned responsibility of the individual submitting the SF-425 during the year. The deadline for the OPR report was overlooked.
Effect – Failure to submit reports within the required period may result in IPTF’s status to be delinquent and not be able to draw down funds on the award.
Recommendation – We recommend that management implement a formal process that clearly defines who is responsible for preparing and a separate individual responsible for reviewing these report, and make sure they are aware of the filing requirements to ensure that federal reports are prepared, reviewed, and submitted timely. Having two individuals responsible for this process will help mitigate the risk of missing a filing deadline due to turnover.
Auditee’s comments and response – IPTF has hired and assigned an experienced individual to assist with all filing requirements within the organization in managing federal grants who will ensure the accounting records are prepared accurately and to ensure that these required reports are submitted on time.
Responsible party for corrective action – Sharon Day, Executive Director
Repeat finding – 2023-003