Finding 581260 — 2023-002

AI Summary

Core Issue: The University’s manual process for reconciling third-party equipment inventory results is inefficient and lacks an aggregated reconciliation.
Impacted Requirements: This process does not comply with 2 CFR 200.313(d), which mandates a physical inventory and reconciliation every two years for federally funded equipment.
Recommended Follow-Up: Update policies to ensure an aggregated reconciliation is maintained and develop an automated system to address discrepancies, reducing delays.

Finding Text

2023-002 – Equipment Management Cluster: Research and Development Cluster (“R&D Cluster”) Grantor: Various - All R&D Cluster awards with equipment Award Name: Various - All R&D Cluster awards with equipment Award Year: FY2023 Pass-through entities and ID Number: Various - All R&D Cluster awards with equipment Assistance Listing Number: Various – All R&D Cluster awards with equipment Condition The University has a process in place whereby a third-party is engaged to scan all equipment (federal and nonfederal) across their 3 campuses every two years. The third-party does not have a detailed listing when performing their inventory and thus the University must reconcile what was located by the thirdparty to their detailed equipment listing and understand why certain items were not located. If not located, follow-up is performed on an asset-by-asset basis by the University requesting the custodian of the asset confirm the equipment is on-hand. While we University provided evidence of the third-party inventory being performed, including a related manual reconciliation process, we were unable to obtain an aggregated reconciliation between the University equipment records and the third-party inventory results that included all follow-up information as the process is currently manual and disaggregated. Additionally, when scanning through the detailed listing of federal assets, certain equipment was noted to have an inventory date outside of the past 2 years. Criteria 2 CFR 200.313(d) requires that a physical inventory of equipment acquired in whole or in part under a Federal award must be taken and the results reconciled with the property records at least once every two years. Cause The University’s process for reviewing third-party equipment inventory results and conducting follow-up is manual, which can cause delays. Additionally, an aggregated reconciliation is not maintained, which can result in an incomplete or inaccurate inventory listing. Effect The lack of a formal reconciliation may result in incomplete equipment inventory records and/or certain assets not being physically inspected within the required 2-year period. Questioned Costs There are no questioned costs associated with this finding. Recommendation We recommend the University update their policies and procedures to require an aggregated reconciliation be maintained between third-party equipment inventory results and University equipment records. Additionally, the University should develop a more automated approach to resolving discrepancies between the third-party equipment inventory results and the federally funded equipment listing, rather than utilizing a manual process, which can cause delays. Management’s Views and Corrective Action Plan Management’s response is included in “Management’s Views and Corrective Action Plan” included at the end of this report after the summary schedule of status of prior audit findings

Other Findings in this Audit

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Programs in Audit

ALN	Program Name	Expenditures
84.268	Federal Direct Student Loan	$191.39M
97.036	Covid-19 Disaster Grants - Public Assistance (presidentially Declared Disasters)	$22.61M
93.342	Health Professions Student Loans, Including Primary Care Loans and Loans for Disadvantaged Students (hpsl/pcl/lds) - Outstanding Loans @ July 1, 2022	$9.99M
84.063	Federal Pell Grant Program	$4.39M
84.038	Federal Perkins Loan - Oustanding Loans @ July 1, 2022	$3.58M
10.310	Agriculture and Food Research Initiative (afri)	$2.80M
84.033	Federal Work-Study Program	$2.56M
93.342	Health Professions Student Loans, Including Primary Care Loans/loans for Disadvantaged Students - New Loans Issued During 2023	$2.37M
93.351	Research Infrastructure Programs	$1.83M
10.557	Wic Special Supplemental Nutrition Program for Women, Infants, and Children	$1.63M
84.032L	Federal Family Education Loan - Oustanding Loans @ July 1, 2022	$1.37M
93.307	Minority Health and Health Disparities Research	$1.37M
93.498	Covid-19 - Provider Relief Fund and American Rescue Plan (arp) Rural Distribution	$1.30M
93.173	Research Related to Deafness and Communication Disorders	$841,214
98.007	Food for Peace Development Assistance Program (dap)	$666,105
84.411C	Education Innovation and Research (formerly Investing in Innovation (i3) Fund)	$658,155
84.007	Federal Supplemental Education Opportunity Grants	$606,489
93.242	Mental Health Research Grants	$551,568
98.001	Usaid Foreign Assistance for Programs Overseas	$421,072
43.007	Space Operations	$379,253
98.001	Usaid Foreign Assistance for Programs Overseas-One Health Workforce	$355,339
10.253	Consumer Data and Nutrition Research	$340,661
47.074	Biological Sciences	$331,189
93.516	Public Health Training Centers Program	$327,691
12.300	Basic and Applied Scientific Research	$323,549
12.431	Basic Scientific Research	$305,675
14.900	Lead-Based Paint Hazard Control in Privately-Owned Housing	$297,111
93.838	Lung Diseases Research	$291,922
93.732	Mental and Behavioral Health Education and Training Grants	$282,777
93.866	Aging Research	$266,789
20.200	Highway Research and Development Program	$241,012
81.124	Predictive Science Academic Alliance Program	$201,691
81.RD	Department of Energy Contract	$197,706
12.750	Uniformed Services University Medical Research Projects	$182,499
93.421	Strengthening Public Health Systems and Services Through National Partnerships to Improve and Protect the Nation’s Health	$170,210
12.RD	Air Force Research Laboratory	$164,859
20.109	Air Transportation Centers of Excellence	$157,985
10.443	Outreach and Assistance for Socially Disadvantaged and Veteran Farmers and Ranchers	$152,363
43.001	Science	$149,535
12.RD	Defense Advanced Research Projects Agency	$147,821
93.855	Allergy and Infectious Diseases Research	$146,516
12.420	Military Medical Research and Development	$143,019
93.839	Blood Diseases and Resources Research	$141,987
19.033	Global Threat Reduction	$137,480
15.807	Earthquake Hazards Program Assistance	$137,262
10.175	Farmers Market and Local Food Promotion Program	$131,359
47.079	Office of International Science and Engineering	$128,385
93.059	Training in General, Pediatric, and Public Health Dentistry	$123,223
12.630	Basic, Applied, and Advanced Research in Science and Engineering	$121,754
12.RD	Strategic Environmental Research and Development Program	$113,681
12.800	Air Force Defense Research Sciences Program	$106,619
47.075	Social, Behavioral, and Economic Sciences	$97,146
10.176	Dairy Business Innovation Initiatives	$94,146
10.025	Plant and Animal Disease, Pest Control, and Animal Care	$93,457
47.084	Technology, Innovation, and Partnerships	$88,739
12.RD	Integrated Optics for Geiger-Mode Avalanche Photodetectors	$85,856
93.137	Community Programs to Improve Minority Health Grant Program	$84,094
93.837	Cardiovascular Diseases Research	$80,660
93.353	21st Century Cures Act - Beau Biden Cancer Moonshot	$78,573
81.049	Office of Science Financial Assistance Program	$75,260
93.352	Construction Support	$72,217
45.162	Promotion of the Humanities Teaching and Learning Resources and Curriculum Development	$71,517
84.336	Mathematics and Science Partnerships	$71,049
15.423	Bureau of Ocean Energy Management (boem) Environmental Studies (es)	$70,367
97.067	Homeland Security Grant Program	$67,594
47.050	Geosciences	$65,435
10.319	Farm Business Management and Benchmarking Competitive Grants Program	$65,019
93.856	Microbiology and Infectious Diseases Research	$64,465
84.305	Education Research, Development and Dissemination	$62,227
45.169	Promotion of the Humanities Office of Digital Humanities	$62,141
10.500	Cooperative Extension Service	$61,866
93.398	Cancer Research Manpower	$61,587
10.328	National Food Safety Training, Education, Extension, Outreach, and Technical Assistance Competitive Grants Program	$59,631
97.061	Centers for Homeland Security	$59,022
93.924	Ryan White Hiv/aids Dental Reimbursement and Community Based Dental Partnership Grants	$58,712
47.049	Mathematical and Physical Sciences	$57,565
10.210	Higher Education – Graduate Fellowships Grant Program	$56,287
93.859	Biomedical Research and Research Training	$56,276
93.846	Arthritis, Musculoskeletal and Skin Diseases Research	$55,037
12.330	Science, Technology, Engineering & Mathematics (stem) Education, Outreach and Workforce Program	$53,034
81.087	Renewable Energy Research and Development	$51,996
93.310	Trans-Nih Research Support	$51,551
10.207	Animal Health and Disease Research	$50,093
10.520	Agriculture Risk Management Education Partnerships Competitive Grants Program	$47,501
93.273	Alcohol Research Programs	$46,132
93.877	Autism Collaboration, Accountability, Research, Education, and Support	$44,664
93.847	Diabetes, Digestive, and Kidney Diseases Extramural Research	$42,526
10.255	Research Innovation and Development Grants in Economic (ridge)	$40,443
93.989	International Research and Research Training	$36,566
97.036	Disaster Grants - Public Assistance (presidentially Declared Disasters) - App Cert - Snow Removal Response	$36,477
93.121	Oral Diseases and Disorders Research	$32,852
93.113	Environmental Health	$31,093
10.902	Soil and Water Conservation	$30,523
47.070	Computer and Information Science and Engineering	$26,726
94.026	Corporation for National and Community Service	$25,951
93.870	Maternal, Infant and Early Childhood Home Visiting Grant	$24,085
93.397	Cancer Centers Support Grants	$22,427
93.279	Drug Abuse and Addiction Research Programs	$18,849
43.RD	Association of Universities for Research in Astronomy, INC	$18,620
93.393	Cancer Cause and Prevention Research	$18,487
47.076	Education and Human Resources	$18,106
93.853	Extramural Research Programs in the Neurosciences and Neurological Disorders	$17,145
93.395	Cancer Treatment Research	$17,142
93.394	Cancer Detection and Diagnosis Research	$14,941
10.215	Sustainable Agriculture Research and Education	$14,927
19.040	Public Diplomacy Programs	$14,853
81.089	Fossil Energy Research and Development	$14,026
10.377	Agriculture Innovation Center Demonstration Program	$13,579
93.867	Vision Research	$12,966
45.024	Promotion of the Humanities Teaching and Learning Resources and Curriculum Development	$11,115
16.560	National Institute of Justice Research, Evaluation, and Development Project Grants	$10,903
10.960	Technical Agricultural Assistance	$10,175
45.160	Promotion of the Humanities Teaching and Learning Resources and Curriculum Development	$10,000
93.226	Research on Healthcare Costs, Quality and Outcomes	$9,747
93.396	Cancer Biology Research	$9,663
84.330	Advanced Placement Incentive Program	$9,048
10.001	Agricultural Research Basic and Applied Research	$7,613
93.103	Food and Drug Administration Research	$6,672
10.525	Farm and Ranch Stress Assistance Network Competitive Grants Program	$6,544
81.135	Advanced Research Projects Agency - Energy	$6,195
10.250	Agricultural and Rural Economic Research, Cooperative Agreements and Collaborations	$5,627
93.061	Innovations in Applied Public Health Research	$4,790
93.349	Packaging and Spreading Proven Pediatric Weight Management Interventions for Use by Low-Income Families	$4,508
93.350	National Center for Advancing Translational Sciences	$4,445
10.311	Beginning Farmer and Rancher Development Program	$2,625
93.600	Head Start	$2,389
97.036	Disaster Grants - Public Assistance (presidentially Declared Disasters) - Cat Z - Mangement Cost	$1,824
12.RD	U.s. Army Medical Research Acquisition Activity	$1,218
91.003	Annual Senior Fellowship Competition	$556
45.312	National Leadership Grants	$386
93.884	Grants for Primary Care Training and Enhancement	$162
12.910	Research and Technology Development	$95
93.RD	Department of Health and Human Services, Contract	$-1,379
47.041	Engineering	$-3,091
93.865	Child Health and Human Development Extramural Research	$-3,567
93.286	Discovery and Applied Research for Technological Innovations to Improve Human Health	$-5,393
93.213	Research and Training in Complementary and Integrative Health	$-24,572

Finding 581260 (2023-002)

AI Summary

Finding Text

Categories

Other Findings in this Audit

Programs in Audit