SENIOR SERVICES PLUS, INC

Department of Health and Human Services AL #93.044 Aging Cluster; Title III-B Passed through AgeSmart Community Resources Criteria – The Organization is to provide monthly billing reports for reimbursement from AgeSmart Community Resources based on the daily transportation records for the Reporting requirement. These records should agree to the totals billed to AgeSmart. Statement of Condition – The Organization filed billing reports for nutrition and transportation services to AgeSmart Community Resources that did not agree to the nutrition and transportation detail records. Questioned Costs – The amount of known questioned costs was $540 and total likely questioned costs were below the $25,000 threshold as outlined by section 200.516 of the Uniform Guidance. Effect of Condition – The Organization incorrectly billed the funding organization. Cause of Condition – The Organization’s staff erroneously made mathematical errors and incorrectly billed all 5-meal deliveries selected for testing as 7-meal deliveries. Recommendation – The Organization should consider the costs and benefits of hiring additional expertise or training existing staff, as well as, implementing a monitoring process to ensure the Organization’s billings are accurate and in accordance with the procedures prescribed by the funding agency. Management’s Response – The Organization will review procedures and processes around reporting of units; implementing a double check system between the clerk and supervisor to reduce the risk of human error in logging units. Review of practices regarding adjustments to units will be completed and procedures will be updated. Quarterly audits will be implemented to ensure accuracy.

AmeriCorps AL #94.011 Foster Grandparents/Senior Companion Cluster Criteria – The Organization makes drawdowns based on expenditures for the Foster Grandparents program. These drawdowns should match their actual expenditures for this program. Statement of Condition – The Organization double counted expenditures for the Foster Grandparent program in their tracking spreadsheet in the prior year. Since this is a three year grant period, the Organization intended on correcting this error in the current year draw downs but was not. Questioned Costs – The amount of known questioned costs was $1,643 and total likely questioned costs were below the $25,000 threshold as outlined by section 200.516 of the Uniform Guidance. Effect of Condition – The Organization drew down excess funds during the second year of the grant reporting period. Cause of Condition – The Organization double counted expenditures for the Foster Grandparent program in their tracking spreadsheet. Recommendation – The Organization should consider the costs and benefits of establishing a financial management system that provides for the identification, in its account, of all funds expended related to federal funding to ensure that expenditures are not double counted when reported for reimbursement. Management’s Response – The Organization will review procedures and processes around reporting of expenditures for grants, specifically the Foster Grandparent reporting. In-depth training will be provided to Finance and applicable staff in relation to multi-year grants.

Department of Health and Human Services CFDA #93.044 Aging Cluster; Title III-B Passed through AgeSmart Community Resources Criteria ? The Organization is to provide monthly billing reports for reimbursement from AgeSmart Community Resources based on the daily transportation records for the Reporting requirement. These records should agree to the totals billed to AgeSmart. Statement of Condition ? The Organization filed billing reports for nutrition and transportation services to AgeSmart Community Resources that did not agree to the nutrition and transportation detail records. Questioned Costs ? The amount of known questioned costs was $124 and total likely questioned costs were below the $25,000 threshold as outlined by section 200.516 of the Uniform Guidance. Effect of Condition ? The Organization incorrectly billed the funding organization. Cause of Condition ? The Organization?s staff erroneously made mathematical errors and input errors from the daily transportation records to the system, which resulted in inaccurate billings. Recommendation ? The Organization should consider the costs and benefits of hiring additional expertise or training existing staff, as well as, implementing a monitoring process to ensure the Organization?s billings are accurate and in accordance with the procedures prescribed by the funding agency.

Department of Health and Human Services CFDA #93.044 Aging Cluster; Title III-B Passed through AgeSmart Community Resources Criteria ? The Organization is required to follow the condition and age assessment of the elderly individuals determined by Visiting Nurses for Eligibility under the Nutrition and Transportation Program. The individuals must be over 60 years old and basically be home bound or unable to provide themselves meals. Statement of Condition ? The Organization reported meals for reimbursement that were provided to a client that was not over 60 years old and not home bound or unable to provide themselves meals. Questioned Costs ? The amount of known questioned costs was $42 and total likely questioned costs were below the $25,000 threshold as outlined by section 200.516 of the Uniform Guidance. Effect of Condition ? The Organization incorrectly reported meals for reimbursement to the funding organization. Cause of Condition ? The Organization?s staff incorrectly coded the client in the meal tracking system, which resulted in inaccurate meal reimbursement. Recommendation ? The Organization should consider implementing a monitoring process to ensure the Organization?s meal reimbursements are accurate and in accordance with the procedures prescribed by the funding agency.

Finding 2020-03 ? Nutrition and Transportation Reporting Department of Health and Human Services CFDA #93.044 Aging Cluster; Title III-B Passed through AgeSmart Community Resources Statement of Condition ? The Organization filed billing reports for nutrition and transportation services to AgeSmart Community Resources that did not agree to the nutrition and transportation detail records. Criteria ? The Organization is to provide monthly billing reports for reimbursement from AgeSmart Community Resources based on the daily transportation records. These records should agree to the totals billed to AgeSmart. Questioned Costs ? The amount of known questioned costs was $104 and total likely questioned costs were below the $25,000 threshold as outlined by section 200.516 of the Uniform Guidance. Effect of Condition ? The Organization incorrectly billed the funding organization. Cause of Condition ? The Organization?s staff erroneously made mathematical errors and input errors from the daily transportation records to the system, which resulted in inaccurate billings. Recommendation ? The Organization should consider the costs and benefits of hiring additional expertise or training existing staff, as well as, implementing a monitoring process to ensure the Organization?s billings are accurate and in accordance with the procedures prescribed by the funding agency.

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