Finding Text
Finding No.: 2024-003- Equipment – Material weakness and material non-compliance Federal Agency: Various Program Name: Research and Development Cluster ALN Number: Various Federal Award Year: July 1, 2023 – June 30, 2024 Criteria Institutions with federally acquired research and development equipment must adhere to specific guidelines outlined in 2 CFR 200.313. This regulation mandates that entities conduct bi-annual inventory counts of federally acquired equipment to ensure accurate tracking and accountability. It requires maintaining detailed records of all equipment, including acquisition date, cost, location, and current status, to reflect any changes or discrepancies following each inventory count .Additionally, the regulation specifies procedures for the appropriate disposal of federally acquired equipment that is no longer needed or has reached the end of its useful life. Entities must request disposal instructions from the federal awarding agency and ensure that disposal methods comply with federal regulations, including obtaining necessary approvals and documenting the disposal process.Furthermore, in accordance with 2 CFR 200.303(a), non-Federal entities must establish and maintain effective internal control over the Federal award that provides reasonable assurance that the non-Federal entity is managing the Federal award in compliance with Federal statutes, regulations, and the terms and conditions of the Federal award. These internal controls should be in compliance withthe guidance in “Standards for Internal Control in the Federal Government” issued by the Comptroller General of the United States or the “Internal Control Integrated Framework”, issued by the Committee of Sponsoring Organizations of the Treadway Commission (COSO). Conditions Found During our audit, we sampled and tested the equipment listing and discovered that 1 out of 11samples selected for testing could not be located while on site at Union College as the equipmentitem's actual storage location had not been updated in the College's master listing appropriately.Additionally, we were informed that the equipment is no longer functional and should have been disposed of, but it had not been, showing a failure to maintain accurate records of federally acquired equipment and dispose of equipment according to compliance requirements. Cause: The cause of the condition found that the College did not follow its policies to conduct a physical inventory count, resulting in discrepancies in the equipment listing as well as a lack of formally written policies and procedures to update and report changes in equipment status at the College. Possible Asserted Effect: The inability to locate equipment and improper disposal practices compromise the integrity of inventory management. Moreover, the absence of formal policies could result in federal noncompliance. Questioned Costs: No questioned costs were identified. Statistical Sampling: The sample was not intended to be, and was not, a statistically valid sample. Repeat Finding: The conditions found do not constitute a repeat finding from the prior year. Recommendation: We recommend that management perform a thorough physical inventory audit to locate all equipmentand update the master equipment listing with accurate details, including current locations and statuses .Additionally, we recommend the institution review and regularly circulate a formal plan for the appropriate disposal of non-functional or obsolete equipment. This plan should include obtaining necessary approvals and documenting the disposal process as per federal guidelines. Views of Responsible Officials: Recommendation accepted.