GREATER PHOENIX URBAN LEAGUE

2023-101 – Allowable Costs/Cost Principle and Reporting (Material Weakness, Compliance Finding) Repeat Finding Federal program information: Funding agency: U.S. Department of Health and Human Services Title: Head Start CFDA number: 93.600 Award number and years: 72609; July 1, 2022 through June 30, 2023 Pass-through grantor: City of Phoenix Compliance Requirements: Allowable Costs/Cost Principles Questioned Costs: $828,835 Criteria: The Pass-through Grantor, the City of Phoenix, requires that the Organization provide a 25% match (nonfederal share) of the federal funding. Condition: During fiscal year 2023, the total federal amounts reported for the Head Start program related to base and carryover funding was $7,542,594, which would require a $1,885,649 match based on 25%. Greater Phoenix Urban League was able to document a match of $1,056,814, a shortfall of $828,835. In addition, the sum of all in-kind/match reported on the expense reports requesting reimbursement from the City of Phoenix totaled $1,243,748 for fiscal year 2023, whereas the total match that could be supported totaled $1,056,814. Cause and Effect: Greater Phoenix Urban League did not adequately monitor the required match during the year, resulting in a reported match that was less than the required amount. Auditors’ Recommendations: Each quarterly report submitted to the granting agency should be analyzed to determine if the organization is meeting the required match. This finding is similar to prior year Finding 2022-101

2023-102 - Allowable Costs/Cost Principle (Material Weakness, Compliance Finding) Federal program information: Funding agency: U.S. Department of Health and Human Services Title: Head Start CFDA number: 93.600 Award number and years: 72609; July 1, 2022 through June 30, 2023 Pass-through grantor: City of Phoenix Compliance Requirements: Allowable Costs/Cost Principles Questioned Costs: $92,129 Criteria: The Uniform Guidance requires nonfederal entities that receive federal funding to identify in its general ledger accounts the specific expenses that are paid for by each federal assistance program. To help ensure that grants receivable, deferred revenue and the expenses reported on the Schedule of Expenditures of Federal Awards are accurate, all expenses charged to federal and state contracts should be specifically identified in the general ledger system, through the use of funds or QuickBooks classes, and these specific identified expenses should be reconciled to the amounts reported to the grantor and reimbursed and further reconciled to the full award to ensure any grants receivable will ultimately be reimbursed from the grantor. Condition: The Organization does not fully track all expenses charged to each federal award within its accounting system or allocate costs specifically identified to a contract to a separate class or other distinguishing account code specific to each contract. Costs specifically reported for the Head Start program were identified in the general ledger and other spreadsheets for fiscal year 2023. However, costs associated with other federal and state programs, such as Assistance Listing No. 93.185 totaling $40,000 and part of the Assistance Listing No. 10.551 totaling $52,129 could not be identified by the Organization. It is therefore possible that the total unidentifiable costs associated with these two programs totaling $92,129 could have been part of the Head Start expenses reimbursed in addition to being funded by these other federal programs. The auditors were unable to verify that this $92,129 was not double charged during fiscal year 2023. The inability to track federal award expenditures directly in the general ledger also causes delays in the completion of the Single Audit, causing the Organization to not be able to issue its Single Audit reports by the required nine month deadline. Cause and Effect: The organization does not fully utilize its accounting system to track federal and state contract expenses on an ongoing basis throughout the fiscal year. In addition, reports submitted to the grantor are not annually reconciled to a complete list of allowable expenses incurred after all adjustments and to the total award and required match. If a specific account code structure is utilized to track specific program expenses, then reimbursement and other reports should be reconciled directly to the underlying general ledger accounts. Without tracking these expenses within the general ledger by program, errors in reporting to the grantor could be made and amounts reported as grants receivable and deferred revenue, and amounts reported on the Schedule of Expenditures of Federal Awards may not be accurate. Auditors’ Recommendations: The Organization should establish separate classes within QuickBooks or utilize fund accounting for each federal and state contract and each request for reimbursement should be reconciled to the total of all expenses within this class. Further, an overall reconciliation should be performed where the total award amounts are compared to total reimbursements requested and to any required match.

2023-103 – Allowable Costs/Cost Principles /Reporting (Material Weakness, Compliance Finding) Repeat Finding Federal program information: Funding agency: U.S. Department of Health and Human Services Title: Head Start CFDA number: 93.600 Award number and years: 72609; July 1, 2022 through June 30, 2023 Pass-through grantor: City of Phoenix Compliance Requirements: Reporting Questioned Costs: N/A Criteria: The Organization is required to establish internal controls that help ensure that total administrative costs incurred by program expenses do not exceed 15% of total costs. The quarterly reports submitted to the City of Phoenix which indicate total contract expenditures and the portion of administrative costs should agree to the expenditures charged and billed during the reporting period. Condition: The 4th Quarter report of expenditures submitted to the City of Phoenix indicated total federal share of Head Start expenditures of $$5,960,860. Total costs charged to the Head Start base contract for which reimbursement requests were made during fiscal year 2023 was $6,125,045. Although the administrative expense share indicated on this 4th Quarter report was less than the maximum 15%, the Organization did not fully track the administrative costs as a percentage of the total costs because this report did not fully agree to the total expensesreimbursed during fiscal year 2023. Cause and Effect: The quarterly reports submitted to the City of Phoenix are City provided work sheets that are difficult to modify to correct for adjustments during the year. As a result, the sum of the quarterly reports included in the 4th quarter report did not agree to the final billed expenditures. In addition, the Organization has not established alternative reports to track administrative costs so that the Organization can prove that they did not exceed the 15% administrative costs limit.. Auditors’ Recommendations: Greater Phoenix Urban League should establish procedures to fully track expenditures requested for reimbursement and to fully monitor and track administrative costs charged to the program. This finding is similar to prior year finding 2022-103