Tarrant County Homeless Coalition

Finding No. 2023‐001: Period of Performance – material weakness in internal control over compliance and compliance finding. Continuum of Care Program ALN 14.267 Criteria: As stipulated in 2 CFR Part 200.403(h) of the Uniform Guidance, a cost must be incurred during the approved budget period, unless otherwise authorized by the federal awarding agency or pass‐through entity. Condition: During period of performance testing 1 out of the 14 sample selections was not in compliance with period of performance requirements. Cause: TCHC’s management was not aware that prior authorization from grantor was required to charge expenses from the previous grant period to the new grant period. TCHC had exhausted all the previous grant period funds before the end of the grant period. Effect: TCHC incorrectly charged costs to the grant period beginning December 31, 2023, rather than to the grant period ending November 30, 2023 in accordance with when the costs were incurred. Questioned Costs: None in excess of reporting requirements. Recommendation: TCHC should put internal controls in place to ensure that costs are charged and allocated to the proper grant period. Management’s Response: See corrective action plan.

Management Response Management acknowledges the recommendation of placing internal controls in place to ensure that costs are charged and allocated to the proper grant period. REMEDIATION PLAN Management has hired Jess Vaughn-Jansen as Director of Financial Strategy (Director) to ensure transactions are charged and allocated to the individual grants in the proper grant period. The Director has reviewed the process documents that are in place to assist in recording transactions. Excel Tracking Sheets have been created and are maintained by the Director for each grant. Per the grant agreements, the Grant Period (i.e., Effective Date and Expiration Date) has been documented on all the Tracking Sheets. This will allow the Director to properly include and exclude items that may occur before the Effective Date or after the Expiration Date. These Tracking Sheets have been used by the Director since February 2023. The 1 selection not in compliance was posted prior to the Director’s hire date. No findings have been identified after the Director’s hire date. The Director has and will continue to be cognizant of including and excluding items that may occur before the Effective Date or after the Expiration Date.