Finding 7787 (2022-005)

U.S. Department of the Treasury Passed through State of Arizona, Maricopa County (Maricopa County), Federal Financial Assistance Listing #21.027, PE386182260A4 2022, Coronavirus State and Local Fiscal Recovery Funds Activities Allowed or Unallowed and Allowable Costs/Cost Principles Material Weakness in Internal Control over Compliance and Material Noncompliance Criteria: 2 CFR 200.303(a) establishes that the auditee must establish and maintain effective internal control over federal awards that provides reasonable assurance that the Foundation is managing the federal award in compliance with federal statutes, regulations and terms and conditions. A complete system of internal controls requires all expenditures be properly approved and supported by appropriate documentation. In addition, all expenditures charged to the federal program are required to be allowable costs under the program and based on actual, and not budgeted amounts. Condition: 51 out of 60 expenditures tested lacked proper documentation of review and approval. 51 out of 60 expenditures tested were based on budgeted amounts expended and not actual amounts with no true up performed. 1 out of 60 expenditures tested were deemed unallowable based on the terms of the grant agreement. Cause: The Organization has limited staffing and did not have proper controls in place relating to review of expenditures charged to the program for allowable activities and allowable costs. The Organization did not have controls in place to properly allocate, record and track actual costs incurred to the grant. Effect: Not having a system to track actual grant expenditures incurred properly to grants increases risk that improper expenses may be paid and charged to the federal program or charged at the wrong amount. Questioned Costs: Total known questioned costs are $53,986. Context: A nonstatistical sample of 60 transactions were selected for testing, which accounted for $297,033 of $640,075 reported program expenditures. Repeat Finding from Prior Years: No Recommendation: We recommend the Foundation’s management implement a process that allows for actual expenditures to tracked, allocated, and be billed to the specific program and ensure that supporting documentation of review is retained to demonstrate compliance with the federal program. Views of Responsible Officials: Management agrees with the finding.