Finding 526563 (2024-002)

Criteria: Food and Nutrition Services case files to require proper documentation be contained in the case rernrd to verily eligibility. The case file should contain a completed, signed [telephonic signature Is allowable) and dated Food and Nutrition Services application (DSS-8207 or electronically generated ePASS application). The form must be signed by an adult household member [or an authorized representative), and NC FAST captures the user ID which serves as the worker's electronic signature. Additionally, employment program participation is required for specified applicants. Eligibility critelia further outlined In Pood and Nutrition Services Certification Manual, Section 305 through Section 350. Condition: There were three cases lacking the required signature or date certifying the documentation. Questioned Costs, There was 110 affect to eligibility and there were no questioned costs. Context: We examined 60 out of 3,534 Food and Nutrition Services case files active during the fiscal year to ensure verifications used to determine eligibility were properly documented. Effect, For the active cases, there was • chance that lnfom,ation was not adequately documented or were not accessible NC FAST which affect general adherence to prescribed guide!lnes. Identlficalion of a repeat finding: This is not a repeat finding. cause: Ineffective record keeping and ineffective case review proce<S, incomplete docun1entalion, aud incorrect application of rules for purposes of determining eligibility. Reco111111endatlon: Files should be reviewed internally to ensure proper documentation Is In place for eliglbl!lty. Workers should be retrained on what files should contain and the importance ofcomplete and accurate record keeping. We recommend that all supporting documentation used for eligibility verification be reviewed for completeness and reconciled to the Information provided In worker dictation. Views of responsible officials and planned corredive actions: The County agrees with the finding. Supervisors will perform serond party reviews to ensure proper documentation Is contained in files to support eligibility determinatio11S. Workers will be retrained on what information should be maintained in case files, the Importance of complete and accurate record keeping. and reserve cal cu Jations. The County finance office will also participating In the review process.