Finding Text
Finding 2022-011 ? Material Weakness: Equipment and Real Property Management ? Compliance and Control Finding ALN 84.031 ? Title III ? Higher Education ? Institutional Aid Federal Agency: U.S. Department of Education Pass-Through Entity: None Criteria Or Specific Requirement: 2 CFR section 200.313{c}, requires grantees have the following in place for equipment purchased with grant funds with a useful life of more than one year and a per-unit acquisition costs which equals or exceeds the lesser of the capitalization policy of the grantee or $5,000: ? Equipment be used in the program for which it was acquired; ? Property records must be maintained that include a description of the property, a serial number or other identification numbers, the source of the funding for the property, who holds title, the acquisition date, cost of the property, percentage of federal participation in the projects cots, the location, use and condition of the property, and any ultimate disposition data for the property; ? A physical inventory of the property must be taken and the results reconciled with the property records at least once every two years; ? A control system must be developed to ensure safeguards to prevent loss, damage or theft of the property; ? Adequate maintenance procedures must be developed to keep the property in good condition. In addition, the Uniform Guidance requires that controls over compliance be properly designed, in place and operating effectively to ensure compliance with these requirements. Condition: The University did not adhere to the requirements of the Uniform Guidance as noted through procedures performed over equipment and real property management and does not have a process in place to ensure federally funded equipment is inventoried. Cause: Management charged with oversight over the federal grant could not support their compliance with these equipment and real property management requirements under the Uniform Guidance. Additionally, controls over compliance were not designed effectively to ensure compliance with such grant requirements. Effect: Instances of noncompliance were not detected by management. Questioned Costs: Not applicable. Context: Based on a sample selection of equipment from the capital asset listing, the location for equipment purchased in previous grant years is not property tracked by management. An inventory of all equipment purchased with grant funds has not been adequately completed within the last two years. Identification As A Repeat Finding: 2021-017 Recommendation: We recommend that management document its equipment and real property management policies for purchases under federal grants and hold training specific to these documented policies for those responsible for grant compliance. We also recommend that management conduct a physical inventory for all equipment purchased with grant funding. Views Of Responsible Officials: The University has scheduled an inventory check for early April 2023. For the first year after the initial inventory check, inventory checks will be completed semi-annually to ensure compliance. The University is seeking an asset management system to house all asset information and checks.