Finding Text
Temporary Assistance for Needy Families, U.S. Department of Health and Human Services Federal Assistance Listing #93.558; Contract No. 337-2022
Condition: Two of the twelve monthly HSP 14 reports submitted to the granting agency did not agree with the underlying documentation used to prepare the reports.
Criteria: In compliance with 2 CFR Part 200 subpart D Performance and Financial Monitoring and Reporting § 200.329 “Financial records, supporting documents, statistical records, and all other non-Federal entity records pertinent to a Federal award must be retained for a period of three years from the date of submission of the final expenditure report.”
Cause: The error stems from the lack of internal controls over reporting including file retention, independent review and approval, and the organization and accuracy of supporting documentation.
Effect: The auditor was unable to verify information within the monthly HSP 14 reports. Failure to report program relevant information properly may result in a reduction, loss or repayment of funding.
Recommendation: Management should implement controls and procedures for maintaining supporting documentation for all reports submitted to granting agencies, which should include the implementation of controls over reporting that would prevent report submissions until all supporting documentation has been verified by an individual independent of the preparation and filing of the report(s).
Management’s Response/Planned Corrective Action: We agree with the auditor’s comments, and the following action will be taken to improve the condition. Director Will Triplett and Manager Clarissa Lostaunau will implement a written policy included in the HSP Policy and Procedure Manual outlining accurate process and completion of the HSP 14 monthly reporting. The manual will include written steps on obtaining, verifying and storing all backup documentation for all data on the HSP 14. The team will also include a verification process before the submission of the report where two employees approve the monthly report as an internal control, one being from management. This will be completed by December 31, 2023 and led by Director of Transformational Services, Will Triplett.