Finding Text
2024-001
Finding Type
Material Weakness, Noncompliance
Federal Program
Coronavirus State and Local Fiscal Recovery Funds, ALN #21.027
Criteria
Pursuant to 2 CFR §200.320, federal funds must be managed in a manner that ensures full and open competition. The procurement method used for each transaction must be appropriate based on the dollar amount and conditions.
Condition
During our testing, we noted that the Organization did not obtain price quotes prior to selecting a vendor whose expenditures exceeded the micro-purchase threshold.
Cause
The Organization has the proper procurement policies in place. However, due to a short timeframe for the project, an individual within the Organization’s management did not comply with the policy in an attempt to expedite the project’s completion. The Organization’s internal controls failed to detect and correct the noncompliance. The individual in management who made this decision is no longer employed at the Organization; therefore, documentation on the matter is insufficient and current management is unaware of the communications that occurred with the grantor concerning the timing of gathering price quotes and the necessity to expedite the process.
Effect
The Organization incurred expenditures of $182,483 that were not in compliance with procurement standards.
Questioned Costs
$182,483
Identification of a Repeat Finding
This is not a repeat finding from the prior year’s audit.
Recommendation
We recommend the Organization has an additional responsible party who has knowledge of federal procurement requirements review all projects to ensure compliance. Additionally, all correspondence with the grantor regarding deviations from these requirements should be maintained, including evidence of grantor pre-approval.
Response
As noted in the corrective action plan, management agrees with this finding.