Recurring Findings

Aging: Recurring Less severe Noncompliance
Federal Program Issue First Year Reported
Department's Assertion Page Number
ARRA--Aging Congregate Nutrition Services for States Aging lacks internal controls to ensure it identifies all the required federal award information at the time it awarded Recovery Act funds to its subgrantees. Aging also did not always fully comply with its policies and procedures for monitoring subgrantees' use of funds. Aging's policy requires its program staff to conduct on-site comprehensive assessments of each sub grantee every four years, which includes issuing final reports and corrective action plans to the subgrantees 75 working days after the exit conference it holds at the conclusion of the on-site assessment. Specifically, Aging did not meet its 75-day working day requirement for three out of six comprehensive assessments completed in fiscal year 2009-10. 2007-08
Fully corrected. Aging concurs it did not identify some of the federal award information to the Recovery Act grantees. This was because the finding came well after the contracts and subsequent amendments had already been issued to the grantees. Since the award period was one-time, ending June 30, 2010, and the finding was after-the-fact, Aging did not send out anything additional to the existing Recovery Act contractors. However, in response to the original audit finding, internal procedures were issued via Administrative Memo 10-01, to ensure that any future contracts include this information. Further, this information has been provided to our new Recovery Act grantee by including it in Exhibit D, Special Terms and Conditions, Article X, Audits section of their contract package for 2010-11. In addition, this information is included in the program memos that transmit all of the contracts and amendments to our grantees for our other regular federal grants. Aging will modify its policies and procedures for monitoring sub-recipient activities to specify that Aging has 75 working days from the date of the on-site exit conference to issue its final monitoring report and that sub-grantees have 30 working days from the date the final monitoring report is issued to submit their Corrective Action Plan (CAP). All due dates will be calculated and included in applicable communications to sub-grantees. In addition, these policies and procedures will be modified to specify action steps and dates to ensure sub-recipient CAPs are received timely. Aging anticipates this to be completed by November 2010. 48
ARRA--Aging Home-Delivered Nutrition Services for States Aging lacks internal controls to ensure it identifies all the required federal award information at the time it awarded Recovery Act funds to its subgrantees. Aging also did not always fully comply with its policies and procedures for monitoring subgrantees' use of funds. Aging's policy requires its program staff to conduct on-site comprehensive assessments of each sub grantee every four years, which includes issuing final reports and corrective action plans to the subgrantees 75 working days after the exit conference it holds at the conclusion of the on-site assessment. Specifically, Aging did not meet its 75-day working day requirement for three out of six comprehensive assessments completed in fiscal year 2009-10. 2007-08
Fully corrected. Aging concurs it did not identify some of the federal award information to the Recovery Act grantees. This was because the finding came well after the contracts and subsequent amendments had already been issued to the grantees. Since the award period was one-time, ending June 30, 2010, and the finding was after-the-fact, Aging did not send out anything additional to the existing Recovery Act contractors. However, in response to the original audit finding, internal procedures were issued via Administrative Memo 10-01, to ensure that any future contracts include this information. Further, this information has been provided to our new Recovery Act grantee by including it in Exhibit D, Special Terms and Conditions, Article X, Audits section of their contract package for 2010-11. In addition, this information is included in the program memos that transmit all of the contracts and amendments to our grantees for our other regular federal grants. Aging will modify its policies and procedures for monitoring sub-recipient activities to specify that Aging has 75 working days from the date of the on-site exit conference to issue its final monitoring report and that sub-grantees have 30 working days from the date the final monitoring report is issued to submit their Corrective Action Plan (CAP). All due dates will be calculated and included in applicable communications to sub-grantees. In addition, these policies and procedures will be modified to specify action steps and dates to ensure sub-recipient CAPs are received timely. Aging anticipates this to be completed by November 2010. 48
Nutrition Services Incentive Program Aging lacks internal controls to ensure it identifies all the required federal award information at the time it awarded Recovery Act funds to its subgrantees. Aging also did not always fully comply with its policies and procedures for monitoring subgrantees' use of funds. Aging's policy requires its program staff to conduct on-site comprehensive assessments of each sub grantee every four years, which includes issuing final reports and corrective action plans to the subgrantees 75 working days after the exit conference it holds at the conclusion of the on-site assessment. Specifically, Aging did not meet its 75-day working day requirement for three out of six comprehensive assessments completed in fiscal year 2009-10. 2007-08
Fully corrected. Aging concurs it did not identify some of the federal award information to the Recovery Act grantees. This was because the finding came well after the contracts and subsequent amendments had already been issued to the grantees. Since the award period was one-time, ending June 30, 2010, and the finding was after-the-fact, Aging did not send out anything additional to the existing Recovery Act contractors. However, in response to the original audit finding, internal procedures were issued via Administrative Memo 10-01, to ensure that any future contracts include this information. Further, this information has been provided to our new Recovery Act grantee by including it in Exhibit D, Special Terms and Conditions, Article X, Audits section of their contract package for 2010-11. In addition, this information is included in the program memos that transmit all of the contracts and amendments to our grantees for our other regular federal grants. Aging will modify its policies and procedures for monitoring sub-recipient activities to specify that Aging has 75 working days from the date of the on-site exit conference to issue its final monitoring report and that sub-grantees have 30 working days from the date the final monitoring report is issued to submit their Corrective Action Plan (CAP). All due dates will be calculated and included in applicable communications to sub-grantees. In addition, these policies and procedures will be modified to specify action steps and dates to ensure sub-recipient CAPs are received timely. Aging anticipates this to be completed by November 2010. 48
Special Programs for the Aging- Title III, Part B- Grants for Supportive Services and Senior Centers Aging lacks internal controls to ensure it identifies all the required federal award information at the time it awarded Recovery Act funds to its subgrantees. Aging also did not always fully comply with its policies and procedures for monitoring subgrantees' use of funds. Aging's policy requires its program staff to conduct on-site comprehensive assessments of each sub grantee every four years, which includes issuing final reports and corrective action plans to the subgrantees 75 working days after the exit conference it holds at the conclusion of the on-site assessment. Specifically, Aging did not meet its 75-day working day requirement for three out of six comprehensive assessments completed in fiscal year 2009-10. 2007-08
Fully corrected. Aging concurs it did not identify some of the federal award information to the Recovery Act grantees. This was because the finding came well after the contracts and subsequent amendments had already been issued to the grantees. Since the award period was one-time, ending June 30, 2010, and the finding was after-the-fact, Aging did not send out anything additional to the existing Recovery Act contractors. However, in response to the original audit finding, internal procedures were issued via Administrative Memo 10-01, to ensure that any future contracts include this information. Further, this information has been provided to our new Recovery Act grantee by including it in Exhibit D, Special Terms and Conditions, Article X, Audits section of their contract package for 2010-11. In addition, this information is included in the program memos that transmit all of the contracts and amendments to our grantees for our other regular federal grants. Aging will modify its policies and procedures for monitoring sub-recipient activities to specify that Aging has 75 working days from the date of the on-site exit conference to issue its final monitoring report and that sub-grantees have 30 working days from the date the final monitoring report is issued to submit their Corrective Action Plan (CAP). All due dates will be calculated and included in applicable communications to sub-grantees. In addition, these policies and procedures will be modified to specify action steps and dates to ensure sub-recipient CAPs are received timely. Aging anticipates this to be completed by November 2010. 48
Special Programs for the Aging- Title III, Part C- Nutrition Services Aging lacks internal controls to ensure it identifies all the required federal award information at the time it awarded Recovery Act funds to its subgrantees. Aging also did not always fully comply with its policies and procedures for monitoring subgrantees' use of funds. Aging's policy requires its program staff to conduct on-site comprehensive assessments of each sub grantee every four years, which includes issuing final reports and corrective action plans to the subgrantees 75 working days after the exit conference it holds at the conclusion of the on-site assessment. Specifically, Aging did not meet its 75-day working day requirement for three out of six comprehensive assessments completed in fiscal year 2009-10. 2007-08
Fully corrected. Aging concurs it did not identify some of the federal award information to the Recovery Act grantees. This was because the finding came well after the contracts and subsequent amendments had already been issued to the grantees. Since the award period was one-time, ending June 30, 2010, and the finding was after-the-fact, Aging did not send out anything additional to the existing Recovery Act contractors. However, in response to the original audit finding, internal procedures were issued via Administrative Memo 10-01, to ensure that any future contracts include this information. Further, this information has been provided to our new Recovery Act grantee by including it in Exhibit D, Special Terms and Conditions, Article X, Audits section of their contract package for 2010-11. In addition, this information is included in the program memos that transmit all of the contracts and amendments to our grantees for our other regular federal grants. Aging will modify its policies and procedures for monitoring sub-recipient activities to specify that Aging has 75 working days from the date of the on-site exit conference to issue its final monitoring report and that sub-grantees have 30 working days from the date the final monitoring report is issued to submit their Corrective Action Plan (CAP). All due dates will be calculated and included in applicable communications to sub-grantees. In addition, these policies and procedures will be modified to specify action steps and dates to ensure sub-recipient CAPs are received timely. Aging anticipates this to be completed by November 2010. 48
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