Finding Text
#2022-005 ? Significant Deficiency: Eligibility and Special Tests and Provisions Conditions and Criteria: ? Foster Grandparent and Senior Companion eligibility require income verification and background checks for Foster Grandparent and Senior Companion volunteers. Catholic Charities West Michigan procedures require the program coordinator to approve the income verification and background checks. The procedures further require the program supervisor to review the income verification. Historically, this process was documented on a checklist located in the volunteer?s file. ? Out of the sample of 20 volunteers, three new volunteers during the fiscal year had a checklist in their file, however, the checklist did not contain the signatures of the program coordinator or the program supervisor. The remaining 17 volunteers did not have a checklist to document income was verified and background checks were reviewed. Cause/Context: ? There continues to be turnover in staff in the program. ? The program is beginning to use a software to store the volunteer files. Management indicated that during the conversion process it was likely the checklists were misplaced and not retained with the rest of the volunteers? paper files. Recommendations: ? We recommend that a process and documentation be reinstated to properly track that the income verification and background checks have occurred and that these documents have the required approvals and reviews. ? As the income verifications are required annually, we recommend that this software be utilized to generate notifications to ensure timely verification. Views of Responsible Officials and Planned Corrective Actions: Catholic Charities West Michigan concurs with the observations of the auditors. Processes have been modified to assure new and renewing volunteers are properly vetted and checklists are completed and filed. The Program Coordinator completes these checklists and the Program Supervisor approves completed checklists. This practice is currently being implemented.