Union Baptist Church School

UNION BAPTIST CHURCH-SCHOOL, INC. Schedule of Findings and Questioned Costs For the Year Ended June 30, 2022 Finding 2022 ? 001 Department of Health and Human Services Federal Assistance Listing No. 93.600 Head Start Program Internal Control Deficiency over Cash Disbursement Process Repeat Finding: No Condition: During our testing of internal controls, we noted disbursements paid via EFT did not show approval with two authorized signatures (Board Member and Executive Director). Criteria: Per the Financial Policies and Procedures, all disbursements are required to have two authorized signatures on a check, which would include a Board Member and the Executive Director. Cause: The control process over disbursements for EFTs had not been identified and the two-signature authorization was not identified in any of the supporting documents provided. Effect: The Organization has disbursements being paid via EFT that is being properly supported by the two-signature authorization requirement. Disbursements can be made via EFT that are not allowable and without permission from the second signer. Recommendation: We recommend the Organization update their financial policies and procedure to include the controls over disbursements for EFT and start following these procedures as soon as possible. Management Response: See schedule of corrective action.

We concur with the finding and will implement a procedure that will include a second signatory (persons authorized as second signers, i.e. board chair, CEO) that approves EFT transactions within the invoice packet of purchases.

UNION BAPTIST CHURCH-SCHOOL, INC. Schedule of Findings and Questioned Costs For the Year Ended June 30, 2022 Finding 2022 ? 002 Department of Health and Human Services Federal Assistance Listing No. 93.600 Head Start Program Compliance and Significant Deficiency over Equipment/ Real Property Management Repeat Finding: No Condition: During our discussion with management, we were unable to obtain complete documentation to support the compliance with the equipment/ real property management and related controls. Additionally, documentation was not complete to support that a physical inventory of the property was completed and reconciled to the property records at least once every two years. Criteria: The Uniform Guidance and 45 CF Part 75 require that non-Federal entities receiving Federal awards establish and maintain internal controls designed to reasonably ensure compliance with Federal laws, regulations, and program compliance requirements. Per 2 CFR 200.313 equipment stands: Property records must be maintained for equipment acquired under a federal award that include a description of the property, a serial number or other identification number, the source of funding for the property, 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 must be taken and the results reconciled with the property records at least once every two years. Cause: The Organization did not have this requirement in their financial policies and procedures and the property records list was not completed and evidence of a physical inventory has not been documented. Effect: The Organization does not have a proper records management over equipment purchased with federal awards or without federal awards. There is not an adequate listing to determine if the conditions of the equipment are good and whether the equipment should be disposed. Record of inventory has not been documented to reconcile to the equipment records. Recommendation: We recommend the Organization to establish controls procedures and update their financial policies as it relates to equipment/real property management. We also recommend the Organization take the existing equipment records and add the appropriate columns based on the criteria per 2 CFR 200.313. Once this list has been completed, to conduct an inventory to make sure the equipment has been accounted for and reconciled to the Financial Statements. Management Response: See schedule of corrective action.

We concur with the finding and have scheduled to complete and update the current inventory of property so that the program?s records are maintained in accordance with equipment standards. The program will review the inventory list every two years.