Finding Text
Condition: ASP, a sub-recipient, did not retain documentation of submission of all required reports to the pass-through entity, the City of Johnson City. Criteria: The grant agreement with the City requires an annual report, a projected expenditures report, and four quarterly reports be submitted by ASP. Cause: ASP did not retain documentation of submission of all required reports and controls and procedures in place did not allow for timely detection and correction of this error. Effect: ASP could not show that all reports that were required of them per the grant agreement were submitted. Context: Several reports required by the grant agreement between ASP and the City of Johnson City were not retained or documented in a way that provides detail as to the form, timeliness, or content of the report submission. Questioned Costs: N/A Recommendation: ASP should document and retain evidence of submission of all required reports per the grant agreement, including copies of any reporting, support for timeliness of reporting, and any feedback from the pass-through entity on reporting. Additionally, ASP should review controls and procedures in place to ensure that there are policies to help aid with timely report completion, review, and submission. Repeat Finding: No. Management?s Response: ASP complied with and submitted required progress reports, proof of expenditures, and communication requests from the Community Development Block Grant administrators. Some of those reports were requested and accepted orally therefore producing minimal written record of their occurrence. ASP did receive a letter of affirmation by the CDBG Administrator of ASP's compliance. In the future, ASP will ensure written record of and tracking of all submitted reports.