Finding 529257 (2024-001)

Condition: The lead agencies, which are subrecipients under the federal awards, are required to have clients sign the Form 502045-A CSFP Sub-Agency Monthly Participant Sign-in Sheet to self-declare program eligibility before food is disbursed. There were three instances out of 40 distributions tested where this signoff was not completed. Criteria: The lead agency should monitor all significant compliance processes to ensure they are completed as required prior to food distribution occurring. Cause: Due to the hectic environment at the lead agencies during food distribution day, oversights have occurred when obtaining the required client signoff. Effect or potential effect: Food distributions could occur without noted eligibility and appropriate authorization or documented review by an appropriate employee at a lead agency. Recommendation: We recommend PARF continue to reiterate the importance of the signoffs during its routine trainings and review of policy adherence with the lead agencies. Views of Responsible Officials: PARF has an extensive training process in place for lead agencies in relation to grant award compliance requirements, which includes the provision of training manuals and monthly phone calls to review matters. PARF also provides updates to the lead agencies as new or amended requirements are enacted. Further, PARF does periodic reviews of the lead agencies and completes the biennial review Form 502035 CSFP Management Evaluation. PARF will continue to reiterate the required signoff process with the lead agencies during phone calls, training session and reviews.