OLMSTED FALLS CITY SCHOOL DISTRICT

1. Noncompliance/Material Weakness - Inventory Finding Number: 2024-001 Assistance Listing Number and Title: AL #84.425 – COVID 19 Education Stabilization Fund Federal Award Identification Number / Year: S425D210035 / 2024 Federal Agency: U.S. Department of Education Compliance Requirement: Equipment and Real Property Management Pass-Through Entity: N/A Repeat Finding from Prior Audit? No 2 CFR § 3474.1 gives regulatory effect to the Department of Education for 2 CFR § 200.313 (d)(1) and (2), which indicates property records must be maintained that include a description of the property, a serial number or other identification number, the source of funding for the property (including the FAIN), who holds title, the acquisition date, and cost of the property, percentage of Federal participation in the project costs for the Federal award under which the property was acquired, the location, use and condition of the property, and any ultimate disposition data including the date of disposal and sale price of the property. A physical inventory of the property purchased with Federal funds must be taken and the results reconciled with the property records at least once every two years. The District purchased and installed new HVAC units during fiscal year 2024. $566,723 of the total $914,441 used for the purchase involved COVID-19 American Rescue Plan- Elementary & Secondary Emergency Relief funds. Due to deficiencies in inventory controls, these assets were not added to the District's inventory system as of June 30, 2024. Failing to record equipment purchased with Federal funds does not allow for proper asset tracking, as required. The understatement of $914,441 to Capital Assets, was not material to the financial statements. Also, there was no indication that a physical inventory of the property acquired under the Elementary and Secondary School Emergency Relief (ESSER II, AL number 84.425D) and American Rescue Plan Elementary and Secondary School Emergency Relief (ARP ESSER), AL number 84.425U) had been performed within the preceding two years. Noncompliance with the requirements of Federal grants may result in the loss of current or future federal funding and possible questioned costs in future audits. The District should ensure all equipment purchased with Federal funds are recorded on the capital asset listing and denote the asset was purchased with Federal Funds. Physical inventories should be performed, at a minimum, once every two years to ensure compliance with Federal requirements and verify that assets held per the capital asset listing actually exist. This will help detect errors, fraud, theft, or omissions.

The district will implement a dual review process prior to each fiscal year end, involving both the Treasurer and Assistant Treasurer, to ensure that all assets acquired during the fiscal year are properly identified and established within the districts’ inventory system. All assets acquired will be coded in a manner that allows for an identification of the federal grant utilized to acquire. The current inventory system will be reviewed by the Treasurer and Assistant Treasurer, to ensure that existing assets purchased with federal funds are coded in a consistent manner. A physical inspection of assets acquired under ESSER and ARP ESSER will be conducted immediately, and will be placed on the departmental activity list to be performed at a minimum every two years, prior to June 30th of that year.