Finding 530272 (2024-003)

SIGNIFICANT DEFICIENCY Federal Program: AL# 64.033 - VA Supportive Services for Veteran Families Program Criteria: The Organization’s policy is to perform case file checklists that are reviewed by the program director to determine the participant is eligible and the case file is complete and for program directors to review and approve the monthly projection worksheets prepared by finance as reconciled to the general ledger. Condition: Case file checklists were not formerly reviewed and approved by the program director. As mitigating factors, the case files were neatly assembled and exit checklists were being performed to determine completeness of files. Fourteen out of twenty monthly reimbursement requests were not reviewed and approved by the program director. The Program Director began to formally review and approve the projection worksheets in April 2024. Effect: Case files could be incomplete, inaccurately assembled, and assistance could be provided for an ineligible participant. Checklists only performed during the exit process could result in missing documentation going undetected for an extended period of time. Reimbursement requests for the program could be inaccurately prepared and assembled. Cause: Strains on the Organization due to personnel transitions. Recommendation: Program directors should review and approve the case files prepared by case workers. Compiled data prepared by finance in the projection worksheets should also be reviewed and approved before requests for reimbursement of federal funds. Views of Responsible Officials and Planned Corrective Actions: Management agrees with this finding and will adhere to the Corrective Action Plan.