EIN: 416005856
UEI: E53XJR4RCAX1
Data as of August 25, 2026
Management decision deadline — for entities that funded this organization
The FAC accepted this audit on February 18, 2026. Under 2 CFR 200.521(d), a pass-through entity that provided federal funds to this organization for this audit period must issue a management decision on these findings by August 18, 2026 (7 days ago).
What is a management decision? →The Minnesota Department of Human Services maintains the computer system, MAXIS, which is used by Norman County to support the eligibility determination process. In the case files reviewed for eligibility, not all documentation to support participant eligibility was available, updated, or input correctly into MAXIS. The following exceptions were noted in the sample of 40 case files tested: • One applicant’s citizenship verification method did not match the documentation in the case file. • One case file did not document the participant’s income correctly. • Two case files did not document the participants’ assets correctly. • One case file did not contain the required adoption assistance agreement. Additionally, it was noted that reviews of the case files were not performed during 2023. Questioned Costs: Not applicable. The County administers the program, but the State of Minnesota pays benefits to participants in this program. Context: The State of Minnesota and the County split the eligibility determination process. Pursuant to Minnesota statutes, Norman County performs the "intake function" needed for this program, while the State maintains the MAXIS system, which supports the eligibility determination process. Participants receive benefit payments from the State. The population consisted of 342 active MAXIS cases enrolled in the Medical Assistance Program in 2023; the sample size was 40 case files. The sample size was based on the guidance from chapter 11 of the AICPA Audit Guide, Government Auditing Standards and Single Audits. Effect: The lack of updated information in MAXIS and lack of verification of key eligibility-determining factors increase the risk that program participants will receive benefits when they are not eligible. Cause: Program personnel entering case data into MAXIS did not obtain and update the information in the system. Recommendation: We recommend Norman County implement additional procedures to provide reasonable assurance that all documentation needed to support eligibility determinations exists, the program personnel properly input or update the documentation in MAXIS, and the program personnel follow up on issues in a timely manner. We also recommend the county implement case file review procedures to help maintain accuracy. In addition, Norman County should consider providing further training to program personnel. View of Responsible Official: Concur
Show full finding ▾Hide full finding ▴2023-002 Eligibility - MAXIS Prior Year Finding Number: N/A Year of Finding Origination: 2023 Type of Finding: Internal Control Over Compliance and Compliance Severity of Deficiency: Significant Deficiency and Other Matter Federal Agency: U.S. Department of Health and Human Services Program: 93.778 Medical Assistance Program Award Number and Year: 2305MN5ADM, 2023 Pass-Through Agency: Minnesota Department of Human Services Criteria: Title 2 U.S. Code of Federal Regulations § 200.303 states that the auditee must establish and maintain effective internal control over the federal award that provides reasonable assurance that the auditee is managing the federal award in compliance with federal statutes, regulations, and the terms and conditions of the federal award. Title 42 U.S. Code of Federal Regulations §§ 435.911 and 435.945 require the state Medicaid agency to determine and verify eligibility of enrollees in Medicaid. The Minnesota Department of Human Services provides the Minnesota Health Care Programs Eligibility Policy Manual. The manual contains the Minnesota Department of Human Services eligibility policies for the Minnesota Health Care Programs, including the eligibility requirements of Medical Assistance. The manual includes specific eligibility requirements for participants’ citizenship verification, income limits, and asset verification, as well as requirements for adoption assistance cases to include a signed adoption assistance agreement. Minnesota Statutes § 256B.05 requires county agencies to administer Medical Assistance. Condition: The Minnesota Department of Human Services maintains the computer system, MAXIS, which is used by Norman County to support the eligibility determination process. In the case files reviewed for eligibility, not all documentation to support participant eligibility was available, updated, or input correctly into MAXIS. The following exceptions were noted in the sample of 40 case files tested: • One applicant’s citizenship verification method did not match the documentation in the case file. • One case file did not document the participant’s income correctly. • Two case files did not document the participants’ assets correctly. • One case file did not contain the required adoption assistance agreement. Additionally, it was noted that reviews of the case files were not performed during 2023. Questioned Costs: Not applicable. The County administers the program, but the State of Minnesota pays benefits to participants in this program. Context: The State of Minnesota and the County split the eligibility determination process. Pursuant to Minnesota statutes, Norman County performs the "intake function" needed for this program, while the State maintains the MAXIS system, which supports the eligibility determination process. Participants receive benefit payments from the State. The population consisted of 342 active MAXIS cases enrolled in the Medical Assistance Program in 2023; the sample size was 40 case files. The sample size was based on the guidance from chapter 11 of the AICPA Audit Guide, Government Auditing Standards and Single Audits. Effect: The lack of updated information in MAXIS and lack of verification of key eligibility-determining factors increase the risk that program participants will receive benefits when they are not eligible. Cause: Program personnel entering case data into MAXIS did not obtain and update the information in the system. Recommendation: We recommend Norman County implement additional procedures to provide reasonable assurance that all documentation needed to support eligibility determinations exists, the program personnel properly input or update the documentation in MAXIS, and the program personnel follow up on issues in a timely manner. We also recommend the county implement case file review procedures to help maintain accuracy. In addition, Norman County should consider providing further training to program personnel. View of Responsible Official: Concur
Finding Number: 2023-002 Finding Title: Eligibility - MAXIS Program: 93.778 Medical Assistance Program Name of Contact Person Responsible for Corrective Action: Teri Taylor Corrective Action Planned: Implementation of quarterly internal auditing of cases Annual Public Assistance Program review/trainings for staff Anticipated Completion Date: Quarterly internal audits anticipated start date: April 2026 Anticipated completion date of ongoing program training: July 2026
County staff did not maintain documentation to support that the LCTS Cost Schedules DHS-3220 tested were reviewed by the County’s LCTS Fiscal Reporting and Payment Agent. Questioned Costs: None. Context: Each member of a collaborative submits the LCTS Cost Schedules DHS-3220 to DHS quarterly for reimbursement of LCTS money, which is reimbursed to the County with federal Medical Assistance Program funds. The Norman County Social Services Department acts as the LCTS Fiscal Reporting and Payment Agent for the local collaborative in Norman County. The population consisted of 12 LCTS Cost Schedules DHS-3220 quarterly reports for the three members of the collaborative; the sample size was four reports. The sample size was based on guidance from chapter 11 of the AICPA Audit Guide, Government Auditing Standards and Single Audits. Effect: Lack of a review process increases the risk that reports will not be submitted as required or accurate. Cause: Staff from the County’s Social Services Department indicated they were not aware of the signature requirements for the quarterly reports. Recommendation: We recommend the County implement procedures to ensure the cost schedules are reviewed and evidence of the review is retained. View of Responsible Official: Concur
Show full finding ▾Hide full finding ▴2023-003 Reporting Prior Year Finding Number: N/A Year of Finding Origination: 2023 Type of Finding: Internal Control Over Compliance and Compliance Severity of Deficiency: Significant Deficiency and Other Matter Federal Agency: U.S. Department of Health and Human Services Program: 93.778 Medical Assistance Program Award Number and Year: 2305MN5ADM, 2023 Pass-Through Agency: Minnesota Department of Human Services Criteria: Title 2 U.S. Code of Federal Regulations § 200.303 states that the auditee must establish and maintain effective internal control over the federal award that provides reasonable assurance that the auditee is managing the federal award in compliance with federal statutes, regulations, and the terms and conditions of the federal award. As part of Norman County’s Local Collaborative Time Study (LCTS) reporting requirements for Schools (DHS-3220.1) and Public Health (DHS-3220.3), LCTS fiscal site contacts are required to verify that the information on the LCTS Fiscal and Cost Schedule is accurate and that it complies with all guidelines set forth in the LCTS Cost Schedule Instructions described in DHS Bulletin #16-32-04 – Local Collaborative Time Study (LCTS) Fiscal Operations. It also states that the County’s LCTS Fiscal Reporting and Payment Agent is required to review all cost schedules from participating agencies. Condition: County staff did not maintain documentation to support that the LCTS Cost Schedules DHS-3220 tested were reviewed by the County’s LCTS Fiscal Reporting and Payment Agent. Questioned Costs: None. Context: Each member of a collaborative submits the LCTS Cost Schedules DHS-3220 to DHS quarterly for reimbursement of LCTS money, which is reimbursed to the County with federal Medical Assistance Program funds. The Norman County Social Services Department acts as the LCTS Fiscal Reporting and Payment Agent for the local collaborative in Norman County. The population consisted of 12 LCTS Cost Schedules DHS-3220 quarterly reports for the three members of the collaborative; the sample size was four reports. The sample size was based on guidance from chapter 11 of the AICPA Audit Guide, Government Auditing Standards and Single Audits. Effect: Lack of a review process increases the risk that reports will not be submitted as required or accurate. Cause: Staff from the County’s Social Services Department indicated they were not aware of the signature requirements for the quarterly reports. Recommendation: We recommend the County implement procedures to ensure the cost schedules are reviewed and evidence of the review is retained. View of Responsible Official: Concur
Finding Number: 2023-003 Finding Title: Reporting Program: 93.778 Medical Assistance Program Name of Contact Person Responsible for Corrective Action: Taylor Spilde Corrective Action Planned: Taylor has been receiving supporting documents and reports since 1/1/2024. Taylor received notification since 2024 and has been reporting since receiving notification. Anticipated Completion Date: 1/1/2024
FAC accepted this audit on September 27, 2024 — management decision was due March 27, 2025.
For one of two covered transactions tested, the verification for suspended or debarred vendors was not performed before entering into the covered transaction. Questioned Costs: None Context: The County entered into two covered transactions; both were tested for compliance with suspension and debarment requirements. The sample size was based on guidance from chapter 11 of the AICPA Audit Guide, Government Auditing Standards and Single Audits. Effect: The County is not in compliance with federal regulations. Cause: The County has procedures in place to perform verification and retain documentation, but not all department heads are aware of the procedures or federal regulations. Recommendation: We recommend the County review its policies and communicate with management and staff their responsibility for complying with federal regulations and maintaining documentation to support that compliance. View of Responsible Official: Concur
Show full finding ▾Hide full finding ▴2022-003 Suspension and Debarment Prior Year Finding Number: N/A Repeat Finding Since: N/A Type of Finding: Internal Control Over Compliance and Compliance Severity of Deficiency: Significant Deficiency and Other Matter Federal Agency: U.S. Department of Treasury Program: 21.027 COVID-19 – Coronavirus State and Local Fiscal Recovery Funds Award Number and Year: SLT 4867, 2022 Pass-Through Agency: N/A – Direct Criteria: Title 2 U.S. Code of Federal Regulations § 200.303 states that the auditee must establish and maintain effective internal control over the federal award that provides reasonable assurance that the auditee is managing the federal award in compliance with federal statutes, regulations, and the terms and conditions of the federal award. Federal requirements prohibit non-federal entities from contracting with or making subawards under covered transactions to parties that are suspended or debarred. Title 2 U.S. Code of Federal Regulations § 180.300 describes a required verification process. Prior to entering into the transaction, one of the following must be performed: (1) checking SAM.gov exclusions, (2) collecting a certification, or (3) adding a clause or condition to the covered transaction. The suspension and debarment requirements apply to covered transactions over $25,000. Entities must use their documented procurement process compliance. Condition: For one of two covered transactions tested, the verification for suspended or debarred vendors was not performed before entering into the covered transaction. Questioned Costs: None Context: The County entered into two covered transactions; both were tested for compliance with suspension and debarment requirements. The sample size was based on guidance from chapter 11 of the AICPA Audit Guide, Government Auditing Standards and Single Audits. Effect: The County is not in compliance with federal regulations. Cause: The County has procedures in place to perform verification and retain documentation, but not all department heads are aware of the procedures or federal regulations. Recommendation: We recommend the County review its policies and communicate with management and staff their responsibility for complying with federal regulations and maintaining documentation to support that compliance. View of Responsible Official: Concur
Finding Number: 2022-003 Finding Title: Suspension and Debarment Program: COVID-19 – Coronavirus State and Local Fiscal Recovery Funds (AL No. 21.027) Name of Contact Person Responsible for Corrective Action: David Stene, CFO Corrective Action Planned: For future projects, a vendor who has one expenditure or cumulative expenditures totaling $25,000 and above of federal aid dollars, the respective department head or staff must access SAM.GOV to research that vendor for suspension and/or debarment. Anticipated Completion Date: 12/31/2023
The County incorrectly reported no current period expenditures on the Annual Project and Expenditure report submitted to the U.S. Treasury for 2022 when they should have reported $32,671. Questioned Costs: None Context: The $32,671 was included with expenditures reported on the March 31, 2023, report. Effect: The U.S. Treasury Department did not receive accurate current period expenditures for the Annual Project and Expenditure Reports. Cause: County staff responsible for completing and submitting the March 2022 Annual Project and Expenditure Report misinterpreted the guidance for reporting. Recommendation: We recommend that the County reviews its Annual Project and Expenditure report to ensure that the amounts reported are complete and accurate. View of Responsible Official: Concur
Show full finding ▾Hide full finding ▴2022-004 Reporting Prior Year Finding Number: N/A Repeat Finding Since: N/A Type of Finding: Internal Control Over Compliance and Compliance Severity of Deficiency: Significant Deficiency and Other Matter Federal Agency: U.S. Department of Treasury Program: 21.027 COVID-19 – Coronavirus State and Local Fiscal Recovery Funds Award Number and Year: SLT 4867, 2022 Pass-Through Agency: N/A – Direct Criteria: Title 2 U.S. Code of Federal Regulations § 200.303 states that the auditee must maintain internal control over federal programs that provides reasonable assurance that the auditee is managing federal awards in compliance with federal statutes, regulations, and the terms and conditions of the federal awards. The U.S. Department of the Treasury requires an annual Project and Expenditure Report submitted for Coronavirus State and Local Fiscal Recovery Funds (CSLFRF) that include current period expenditures. The Annual Project and Expenditure Report is required to be submitted to the U.S. Treasury by April 30 of each year. Condition: The County incorrectly reported no current period expenditures on the Annual Project and Expenditure report submitted to the U.S. Treasury for 2022 when they should have reported $32,671. Questioned Costs: None Context: The $32,671 was included with expenditures reported on the March 31, 2023, report. Effect: The U.S. Treasury Department did not receive accurate current period expenditures for the Annual Project and Expenditure Reports. Cause: County staff responsible for completing and submitting the March 2022 Annual Project and Expenditure Report misinterpreted the guidance for reporting. Recommendation: We recommend that the County reviews its Annual Project and Expenditure report to ensure that the amounts reported are complete and accurate. View of Responsible Official: Concur
Finding Number: 2022-004 Finding Title: Reporting Program: COVID-19 – Coronavirus State and Local Fiscal Recovery Funds (AL No. 21.027) Name of Contact Person Responsible for Corrective Action: David Stene, CFO Corrective Action Planned: Have the report reviewed by other county staff prior to sending in the report. Anticipated Completion Date: 12/31/2023
FAC accepted this audit on September 6, 2021 — management decision was due March 6, 2022.
The County did not document risk assessment procedures or monitoring activities (i.e., on-site visits or phone conversations) performed over its subrecipients. Award information, including CFDA number, was not provided to the subrecipient and there were no signed subrecipient agreements in place. Additionally, the County does not have documented policies and procedures for subrecipient monitoring. Questioned Costs: None. Context: Norman County passed funds to local governments, which the County is familiar with, who have been operating for many years. Effect: The County is not meeting federal regulations pertaining to subrecipient monitoring. Also, the County cannot be assured that their subrecipients are administering federal awards in compliance with all applicable federal requirements. Cause: Norman County does not generally provide federal awards to subrecipients and therefore did not have policies and procedures in place for subrecipient monitoring activities. Additionally, the County was not aware of the full extent of requirements for subrecipient monitoring. Recommendation: We recommend the County establish policies and procedures for completing risk assessments and monitoring procedures over federal programs passed through to subrecipients, as well as creating and maintaining proper documentation to meet the requirements of federal programs. This would include documenting the monitoring procedures performed (such as on-site visits and review of the subrecipients? audit findings) and any related follow-up on findings, and performing and documenting a risk assessment of subrecipients. Additionally, we recommend the County require subrecipients to sign agreements that include all federal required information, including the applicable CFDA numbers. View of Responsible Official: Acknowledged
Show full finding ▾Hide full finding ▴Finding Number: 2020-003 Prior Year Finding Number: N/A Repeat Finding Since: N/A Subrecipient Monitoring Program: U.S. Department of Treasury?s COVID-19 ? Coronavirus Relief Fund (CFDA No. 21.019), Award No. SLT0016, 2020 Pass-Through Agency: Minnesota Management and Budget Criteria: Title 2 U.S. Code of Federal Regulations ? 200.303 states that the auditee must establish and maintain effective internal control over the federal award that provides reasonable assurance that the auditee is managing the federal award in compliance with federal statutes, regulations, and the terms and conditions of the federal award. Also, the County must comply with the requirements for pass-through entities as identified in Title 2 U.S. Code of Federal Regulations ? 200.332, such as clearly identifying the award information to the subrecipient; evaluating the subrecipient?s risk of noncompliance with federal statutes, regulations, and the terms and conditions of the award; monitoring the activities of the subrecipient; and verifying the subrecipient is audited, if required. Condition: The County did not document risk assessment procedures or monitoring activities (i.e., on-site visits or phone conversations) performed over its subrecipients. Award information, including CFDA number, was not provided to the subrecipient and there were no signed subrecipient agreements in place. Additionally, the County does not have documented policies and procedures for subrecipient monitoring. Questioned Costs: None. Context: Norman County passed funds to local governments, which the County is familiar with, who have been operating for many years. Effect: The County is not meeting federal regulations pertaining to subrecipient monitoring. Also, the County cannot be assured that their subrecipients are administering federal awards in compliance with all applicable federal requirements. Cause: Norman County does not generally provide federal awards to subrecipients and therefore did not have policies and procedures in place for subrecipient monitoring activities. Additionally, the County was not aware of the full extent of requirements for subrecipient monitoring. Recommendation: We recommend the County establish policies and procedures for completing risk assessments and monitoring procedures over federal programs passed through to subrecipients, as well as creating and maintaining proper documentation to meet the requirements of federal programs. This would include documenting the monitoring procedures performed (such as on-site visits and review of the subrecipients? audit findings) and any related follow-up on findings, and performing and documenting a risk assessment of subrecipients. Additionally, we recommend the County require subrecipients to sign agreements that include all federal required information, including the applicable CFDA numbers. View of Responsible Official: Acknowledged
Finding Number: 2020-003 Finding Title: Subrecipient Monitoring Program: Coronavirus Relief Fund (CFDA No. 21.019) Name of Contact Person Responsible for Corrective Action: David Stene, Chief Financial Officer Corrective Action Planned: Prior to future COVID-19 Federal funds being distributed to pass through entities, Norman County will have subrecipient agreements in place and periodic audits of the expenditures by the subrecipient will be performed. Anticipated Completion Date: 07-19-2021
In a sample of two procurement transactions tested over $25,000, for one of the items tested, the County had no documentation to meet the verification requirements whether the vendor was debarred, suspended, or whether other exclusions existed. Questioned Costs: None. Context: The sample size was based on guidance from chapter 11 of the AICPA Audit Guide, Government Auditing Standards and Single Audits. Effect: The County is not in compliance with federal grant requirements. Cause: The County indicated that they were not aware that the recreational trails project was a federal project so they do not have documentation on the compliance with suspension and debarment for the contractor on the recreational trails project. Recommendation: We recommend the County maintain documentation to demonstrate that vendors were not debarred, suspended, or otherwise excluded from conducting business with the County and this documentation be completed prior to entering into a covered transaction. View of Responsible Official: Acknowledged
Show full finding ▾Hide full finding ▴Finding Number: 2020-004 Prior Year Finding Number: N/A Repeat Finding Since: N/A Procurement, Suspension, and Debarment Programs: U.S. Department of Transportations? Recreational Trails Program (CFDA No. 20.219), Award No. 0001-18-1C, 2018 Pass-Through Agency: Minnesota Department of Natural Resources Criteria: Non-federal entities must follow federal guidance regarding verifying debarment, suspension, and exclusions as provided in Title 2 U.S. Code of Federal Regulations ?? 180.300, 200.213, and 200.318(h) when entering into covered transactions. Condition: In a sample of two procurement transactions tested over $25,000, for one of the items tested, the County had no documentation to meet the verification requirements whether the vendor was debarred, suspended, or whether other exclusions existed. Questioned Costs: None. Context: The sample size was based on guidance from chapter 11 of the AICPA Audit Guide, Government Auditing Standards and Single Audits. Effect: The County is not in compliance with federal grant requirements. Cause: The County indicated that they were not aware that the recreational trails project was a federal project so they do not have documentation on the compliance with suspension and debarment for the contractor on the recreational trails project. Recommendation: We recommend the County maintain documentation to demonstrate that vendors were not debarred, suspended, or otherwise excluded from conducting business with the County and this documentation be completed prior to entering into a covered transaction. View of Responsible Official: Acknowledged
Finding Number: 2020-004 Finding Title: Procurement, Suspension, and Debarment Program: Recreational Trails Program (CFDA No. 20.219) Name of Contact Person Responsible for Corrective Action: Keith Berndt, County Highway Engineer Corrective Action Planned: Prior to award of any future contracts funded with U.S. Department of Transportation?s Recreations Trails Program funds, procedures will be performed to determine that the apparent low bidder is not debarred, suspended, or otherwise excluded from participation in federal assistance programs or activities. Anticipated Completion Date: 07-19-2021
FAC accepted this audit on September 28, 2020 — management decision was due March 28, 2021.
The Public Health Department reported payroll costs based on the number of days worked for the quarter rather than actual payments made. Questioned Costs: None. Context: The Public Health Department used the same reporting method for all four quarters. The sample size was based on guidance from chapter 11 of the AICPA Audit Guide, Government Auditing Standards and Single Audits. Effect: The County did not comply with the reporting requirements in accordance with DHS Bulletin 16-32-04. Payroll costs were underreported by $14,284 for 2019. Cause: The Public Heath accountant prepared the reports as she was instructed, which was not based on the DHS bulletin. Recommendation: We recommend the quarterly DHS-3220.3 reports be completed in accordance with the Minnesota Department of Human Services? guidance as provided in DHS Bulletin 16-32-04. View of Responsible Official: Concur
Show full finding ▾Hide full finding ▴Finding Number: 2019-003 Prior Year Finding Number: N/A Repeat Finding Since: N/A Local Collaborative Time Study (LCTS) Reporting Program: U.S. Department of Health and Human Services? Medical Assistance Program (CFDA No. 93.778), Award No. 1905MN5ADM, 2019 Pass-Through Agency: Minnesota Department of Human Services (DHS) Criteria: Title 2 U.S. Code of Federal Regulations ? 200.303 states that the auditee must establish and maintain effective internal control over the federal award that provides reasonable assurance that the auditee is managing the award in compliance with federal statutes, regulations, and the terms and conditions of the federal award. Requirements for the Local Collaborative Time Study (LCTS) Cost Schedules (which includes LCTS Cost Schedule DHS-3220.3) are described in DHS Bulletin #16-32-04 ? Local Collaborative Time Study (LCTS) Fiscal Operations. The bulletin states that the quarterly cost schedule should include all expenses for the three months of the quarter and be reported on a cash basis. Condition: The Public Health Department reported payroll costs based on the number of days worked for the quarter rather than actual payments made. Questioned Costs: None. Context: The Public Health Department used the same reporting method for all four quarters. The sample size was based on guidance from chapter 11 of the AICPA Audit Guide, Government Auditing Standards and Single Audits. Effect: The County did not comply with the reporting requirements in accordance with DHS Bulletin 16-32-04. Payroll costs were underreported by $14,284 for 2019. Cause: The Public Heath accountant prepared the reports as she was instructed, which was not based on the DHS bulletin. Recommendation: We recommend the quarterly DHS-3220.3 reports be completed in accordance with the Minnesota Department of Human Services? guidance as provided in DHS Bulletin 16-32-04. View of Responsible Official: Concur
Finding Number: 2019-003 Finding Title: Local Collaborative Time Study (LCTS) Reporting Program: Medical Assistance Program (CFDA No. 93.778) Name of Contact Person Responsible for Corrective Action: Karen Mulari Corrective Action Planned: 2020 LCTS reports will be revised to comply with DHS Bulletin 16-32-04 along with all future reports complying with Bulletin 16-32-04. Anticipated Completion Date: 09-20-2020
FAC accepted this audit on July 29, 2019 — management decision was due January 29, 2020.
GSA_MIGRATION
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GSA_MIGRATION
GSA_MIGRATION
Show full finding ▾Hide full finding ▴FAC accepted this audit on August 21, 2018 — management decision was due February 21, 2019.
GSA_MIGRATION
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GSA_MIGRATION
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