Corrective Action
The improper activity was identified in October 2023 and the following actions were subsequently taken:
• Two caseworks and a supervisor were terminated.
• The agency's Executive Director retired.
• The agency's Controller was temporarily elevated to Interim Administrator, overseeing day-to-day operations and reviewing all agency disbursements.
• The central accounting department revised the check processing procedures to ensure that the following documentation accompanied housing related check requests:
o W-9 signed by the vendor
o A signed Promissory Agreement from the client, landlord and caseworker if the agency is paying Rent/Sec Dep.
o Proof of Ownership for the property (Deed, Tax bill, NJ Parcels website) documentation. The Proof of Ownership documentation must match the W-9. Management has taken steps to ensure that the rental properties for which assistance will be rendered are in fact owned by the landlord stated on the lease.
o Copy of an executed rental lease.
o Rent Ledger, or a letter from the Landlord on their letterhead detailing client past and overdue charges/payments. Should include dates, amounts, etc.
o Proof of Hardship - case management notes detailing hardship are sufficient for the Accounting Dept, although not necessarily sufficient for the requirement of the grant.
• Policy changes with regard to check distribution have been modified. All checks are mailed directly to the vendor/payee from the central accounting department.
• Two supervisors replaced the one terminated supervisor in order to ease the amount of supervision duties tasked to one person.
• A new Executive Director for the Organization was hired in February 2024.
• Created and filled the position of Grants Compliance Specialist. This position is responsible to:
o Review, revise and create, where needed, policies/procedures to ensure that 0MB Uniform Administrative Requirements are being considered and followed in the administering of all grant funding.
o Responsible for regularly reviewing client files on a judgmental basis in order to ensure adherence to the agency's policies and procedures.
• Mandated the universal use of ETO Case Management Solution as the soul repository of client information, case notes with a link to electronic client documentation files on the agency network. This provides electronic access to client case files as well as an electronic audit trail.
Projected Completion Date
As mentioned, the actions note above have been implemented. Management and the Grant Compliance Specialist continue to review, modify and communicate policies/procedures with all case management staff.
Contact Person
Robert Waite, Controller
856-342-4186; robert.waite@camdendiocese.org
If you have questions or concerns regarding this Plan, please reach out to Robert Waite, Controller using the phone number or email address above.
Robert T Waite, Controller