Saguache County Community Council

Finding 2025-003: Head Start CFDA No. 93.600 U.S. Department of Health and Human Services

Compliance Requirement: Reporting

Grant No.: 08CH011429-03-00

Type of finding: Internal Control (material weakness) and compliance (material noncompliance)

Criteria: The receipt of federal funding requires timely submission of semi-annual and annual financial reports which accurately reflect expenditures charged to the federal program as well as receipts received and the recipient share of expenditures.

Condition: Total Head Start grant expenditures, receipts, and recipient share of expenditures reported on the semiannual federal financial report (SF-425) were not reported timely.

Cause: The Organization does not have a process to ensure the timely submission of semi-annual and annual financial reports prior to the grantor prior to the reporting deadline.

Questioned Costs: $0

Effect: The Organization did not timely report Head Start grant expenditures, receipts, and recipient share of expenditures on the semi-annual SF-425.

Recommendation: The Organization should develop a system of internal control over compliance including a review process to ensure compliance with reporting requirements.

Repeat Finding: Yes

Management Response: The Organization will review the financial close process to determine if additional controls can be implemented in the process.

Finding 2025-003: Head Start Assistance Listing No. 93.600 U.S. Department of Health and Human Services

Compliance Requirement: Allowability

Grant No.: 08CH011429-04-00

Type of finding: Internal Control over Financial Reporting (material weakness), Internal Control over Compliance (material weakness), and Other Matters

Criteria: Under 45 CFR sections 75.403, 75.404 and 75.405 the costs incurred must meet general criteria for allowability, including being necessary and reasonable for the performance of the federal award, allocable thereto, and adequately documented.

Condition: Out of a total of 36 items tested it was determined that six expenditures were either missing documentation or did not contain sufficient documentation in order to determine the nature of the item purchased.

Cause: The Organization does not have a process to ensure that expenditures are only paid after sufficient documentation has been received and that the documentation is retained under a records retention policy for a sufficient amount of time.

Questioned Costs: $0

Effect: The Organization was unable to provide adequate documentation to support all expenses incurred for the year in a manner that sufficiently documents the expense.

Recommendation: The Organization should develop a system of internal control over compliance including a review process to ensure that expenses are properly documented prior to their payment and the support is retained for a sufficient amount of time.

Repeat Finding: No

Management Response: The Organization will review the financial close process to determine if additional controls can be implemented in the process. New process will be in place for statements to have a detailed report of purchases to accompany the statements.

Finding 2025-004: Head Start Assistance Listing No. 93.600 Compliance Requirement: Special Tests and Provisions

Grant No.: 08CH011429-04-00

Type of finding: Internal Control over Compliance (material weakness), and Other Matters

Criteria: The HSA must include not less than one member with a background and expertise in fiscal management or accounting and not less than one licensed attorney familiar with issues that come before the governing body. If the types of persons described above are not available to serve as member s of the governing body, the governing body must use a consultant or other individual with relevant expertise who must work directly with the governing body. (42 USC 9837(d)(2)(A) and (E).

Condition: The attorney that had previously worked with the Organization changed their license to inactive status and no longer met the requirement of licensed attorney.

Cause: The Organization did not replace the consultant as required by the provision in a sufficient amount of time.

Questioned Costs: $0

Effect: The Organization did not maintain the expertise within the Organization as required by the program.

Recommendation: The Organization should review the composition of the board and the consultants to ensure that it is in compliance with the standard.

Repeat Finding: No

Views from responsible officials: The Organization agrees with the finding.

Finding 2023-003: Head Start CFDA No. 93.600 U.S. Department of Health and Human Services

Compliance Requirement: Reporting

Grant No.: 08CH011429-03-00

Type of finding: Internal Control (material weakness) and compliance (material noncompliance)

Criteria: The receipt of federal funding requires timely submission of semi-annual and annual financial reports which accurately reflect expenditures charged to the federal program as well as receipts received and the recipient share of expenditures.

Condition: Total Head Start grant expenditures, receipts, and recipient share of expenditures reported on the semiannual federal financial report (SF-425) were not reported timely.

Cause: The Organization does not have a process to ensure the timely submission of semi-annual and annual financial reports prior to the grantor prior to the reporting deadline.

Questioned Costs: $0

Effect: The Organization did not timely report Head Start grant expenditures, receipts, and recipient share of expenditures on the semi-annual SF-425.

Recommendation: The Organization should develop a system of internal control over compliance including a review process to ensure compliance with reporting requirements.

Repeat Finding: Yes

Management Response: The Organization will review the financial close process to determine if additional controls can be implemented in the process.

Finding 2024-003: Head Start Assistance Listing No. 93.600 U.S. Department of Health and Human Services

Compliance Requirement: Allowability

Grant No.: 08CH011429-04-00

Type of finding: Internal Control over Financial Reporting (material weakness), Internal Control over Compliance (material weakness), and Other Matters

Criteria: Under 45 CFR sections 75.403, 75.404 and 75.405 the costs incurred must meet general criteria for allowability, including being necessary and reasonable for the performance of the federal award, allocable thereto, and adequately documented.

Condition: Out of a total of 36 items tested it was determined that six expenditures were either missing documentation or did not contain sufficient documentation in order to determine the nature of the item purchased.

Cause: The Organization does not have a process to ensure that expenditures are only paid after sufficient documentation has been received and that the documentation is retained under a records retention policy for a sufficient amount of time.

Questioned Costs: $0

Effect: The Organization was unable to provide adequate documentation to support all expenses incurred for the year in a manner that sufficiently documents the expense.

Recommendation: The Organization should develop a system of internal control over compliance including a review process to ensure that expenses are properly documented prior to their payment and the support is retained for a sufficient amount of time.

Repeat Finding: No

Management Response: The Organization will review the financial close process to determine if additional controls can be implemented in the process. New process will be in place for statements to have a detailed report of purchases to accompany the statements.

Finding 2023-003: Head Start CFDA No. 93.600 U.S. Department of Health and Human Services

Compliance Requirement: Reporting

Grant No.: 08CH011429-03-00

Type of finding: Internal Control (material weakness) and compliance (material noncompliance)

Criteria: The receipt of federal funding requires timely submission of semi-annual and annual financial reports which accurately reflect expenditures charged to the federal program as well as receipts received and the recipient share of expenditures.

Condition: Total Head Start grant expenditures, receipts, and recipient share of expenditures reported on the semiannual federal financial report (SF-425) were not reported timely.

Cause: The Organization does not have a process to ensure the timely submission of semi-annual and annual financial reports prior to the grantor prior to the reporting deadline.

Questioned Costs: $0

Effect: The Organization did not timely report Head Start grant expenditures, receipts, and recipient share of expenditures on the semi-annual SF-425.

Recommendation: The Organization should develop a system of internal control over compliance including a review process to ensure compliance with reporting requirements.

Repeat Finding: Yes

Management Response: SCCC Board and Head Start Director will create a new procedure that will insure the timely submission of the SF-425’s and other Federal Reports. Procedure will include review of report by Fiscal board member and RSF(Accounting Firm) to insure accuracy.