Finding Text
2022-005: Improper Controls over Grant Transactions Condition: The City does not maintain grant files in a systematic manner to identify grant activity within the City?s General Fund, Water and Sewer Fund, Electric Fund, or Sanitation funds. Grant files did not include a reconciliation of grant revenue, expenses, or related deposit and retainage accounts to the general ledger or to the Schedule of Expenditures of Federal and State Awards. This weakness in the current system resulted in grants not identified initially, necessitating numerous revisions and corrections to the Schedule of Expenditures of Federal and State Awards regarding specific identification and names of grants with the associated Catalog of Federal Domestic Assistance (CFDA) number, pass-through number and placement of the grant as a Federal or State grant. Ultimately, City personnel responsible for preparation did not adequately prepare the Schedule of Expenditures of Federal and State Awards. Criteria: Uniform Guidance requires that systematic proper supporting documentation be maintained for grant activity. The Uniform Guidance also dictates that the City is responsible for preparing the Schedule of Expenditures of Federal and State Awards. Cause: Controls do not exist which require all grant information to be documented, reconciled and maintained in an orderly fashion to support grant activity. Effect: Grants could be improperly reported without proper controls. In addition, compliance issues could arise due to lack of controls. Recommendation: We recommend proper controls be established for gathering, naming, identifying, reconciling and maintaining grant documentation. This documentation should be the basis for preparation of the Schedule of Expenditures of Federal and State Awards and support all aspects of grant reconciliation, administration and compliance. Management Response: The current process for grant controls is being re-evalutated to develop stronger controls for gathering, naming, identifying, reconciling and maintaining all grant documents.