Finding 621090 (2022-004)

Criteria: Low Income Energy Assistance Program case records should contain documentation that verifications were done to verify information submitted by applicants and these items will agree to reports in the NC FAST system. In this process, the countable resources identified by applicants should be calculated correctly and agreed back to the amounts in the NC FAST system. Any items discovered in the verification process that do not agree between the application and the online verification documents should be considered countable or non-countable resources and explained within the documentation. Condition: Technical errors consisted of three instances of failure to document differences in income reported on the application and income reported through online verification. Questioned Costs: There was no affect to eligibility and there were no questioned costs related to those errors. Context: Of 1,731 cases, we examined 40 cases to verify that all required application and verification documentation was in on file. Effect: Three cases did not have adequate documentation on file for verification process. Cause: Ineffective record keeping and ineffective case review process, incomplete documentation, and incorrect application of rules for purposes of determining eligibility. Recommendation: Files should be reviewed internally to ensure that all required application and verification documentation are on file. Workers should be retrained on how to document the process of verifying information submitted on the application and to information discovered through online verifications. In addition to all workers understanding the importance of complete and accurate record keeping. We recommend that all files include online verifications, documented resources of income and those amounts agree or proper explanation is included. Views of responsible officials and planned corrective actions: The County agrees with the finding. Supervisors will complete reviews for proper report comparations and documentation. These reviews will assist individual workers with noted case errors. Individual counseling will be held with the worker to assure their understanding of the errors.