Finding 539531 (2024-003)

Program(s) Affected AL #93.558 Temporary Assistance for Needy Families, and CFS-23-8314 Homeless Youth Services, U.S. Department of Health and Human Services (DHHS), pass-through Maine Department of Health and Human Services, agreement period July 1, 2022 – June 30, 2024. Criteria The Organization shall submit all of the reports listed to DHHS in accordance with the established deadlines. The Organization understands that the reports are due within the timeframes established and that DHHS will not make subsequent payment installments under this Agreement until such reports are received, reviewed, and accepted. Condition and Context For contract CFS-23-8314, of the two reports haphazardly selected for testing, one was not submitted timely and one report was unable to be located for testing. Questioned Costs None noted. Cause and Effect Due to turnover and staffing shortages, there has been an inconsistent process to track preparation, review, and submission of reports. This noncompliance could result in delayed payments under the contract. Repeat Finding? Yes, Finding 2023-002. Recommendation We recommend the Organization put calendar reminders into Outlook when contracts are received and assign a responsible person to track preparation, review, and submission. Views of Responsible Officials and Planned Corrective Actions Management agrees with finding. See attached Planned Corrective Actions.