Dallas County

EIN: 756000905

UEI: UMZVGH9B5RM7

Data as of August 21, 2026

Dallas County10 audit years14 findings2 repeat
10
Audit Years
14
Total Findings
2
Repeat Findings

FY 2025-09-30

Management decision deadline — for entities that funded this organization

The FAC accepted this audit on June 29, 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 December 29, 2026 (129 days from today).

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2025-002
Subrecipient Monitoring

Audit procedures included a review of subaward agreements for required information. We noted the following instances of noncompliance: HIV Emergency Relief Project Grants – The UEI was not included in any of the five subaward agreements selected for testing. The start and end dates for the agreements were March 1, 2024 – February 28, 2025. HIV Care Formula Grants – The UEI, FAIN, federal award date of award to the recipient by the granting agency, and the name of federal awarding agency, pass-through entity, and contact information for awarding official of the pass-through entity were not included in any of the five subaward agreements selected for testing. The start and end dates for the agreements were March 1, 2024 – February 28, 2025. Questioned costs: None. Context: See “Condition.” Cause: The current contract review process to ensure all required elements are included per 2 CFR 200 §200.332 prior to execution is not at the correct precision level. Effect: As required subaward information was left out of contracts, Dallas County increased the risk that subrecipients were not fully informed of the federal award details necessary to properly administer the funds in compliance with the applicable statutes, regulations, and award terms. Missing contract elements may impede subrecipients’ ability to accurately identify the federal program, appropriately report activities, and meet federal requirements, including those related to financial management, performance, subrecipient monitoring, and audit preparation. Section III – Findings and Questioned Costs – Major Federal Programs (Continued) 2025 – 002 Subrecipient Monitoring – Missing Contract Elements (Continued) Repeat Finding: No Recommendation: We recommend management enhance existing controls around the review of all subaward agreements to ensure that all pass-through agreements include each of the required elements noted in 2 CFR §200.332. Views of responsible officials: See corrective action plan.

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2025 – 002 Subrecipient Monitoring – Missing Contract Elements Federal Agency: U.S. Department of Health and Human Services Federal Program Title: HIV Emergency Relief Project Grants HIV Care Formula Grants ALN: 93.914 93.917 Pass-Through Agency: Texas Department of State Health Services Pass-Through Number(s): N/A Award Number and Period: HIV Emergency Relief Project Grants H89HA00014-34, H89HA00014-35 March 1, 2024 – February 28, 2025, March 1, 2025 – February 28, 2026 HIV Care Formula Grants HHS001122200003 April 1, 2022 – March 31, 2026 Type of Finding: Significant Deficiency in Internal Control over Compliance and Noncompliance Section III – Findings and Questioned Costs – Major Federal Programs (Continued) 2025 – 002 Subrecipient Monitoring – Missing Contract Elements (Continued) Criteria or specific requirement: Per 2 CFR 200.303(a), Dallas County must establish, document, and maintain effective internal control over the Federal award that provides reasonable assurance that it is managing the Federal award in compliance with federal statutes, regulations, and the terms and conditions of the Federal award. These internal controls should align with the guidance in “Standards for Internal Control in the Federal Government” issued by the Comptroller General of the United States or the “Internal Control-Integrated Framework” issued by the Committee of Sponsoring Organizations of the Treadway Commission (COSO). Per 2 CFR section 200.332(a), all pass-through entities must ensure that every subaward is clearly identified to the subrecipient as a subaward and includes the certain required information provided. A pass-through entity must provide the best available information when some of the required information is unavailable. A pass-through entity must provide unavailable information when it is obtained. Required information includes the subrecipient’s unique entity identifier (UEI), federal award identification number (FAIN), federal award date of award to the recipient by the granting agency, and the name of federal awarding agency, pass-through entity, and contact information for awarding official of the pass-through entity. Condition: Audit procedures included a review of subaward agreements for required information. We noted the following instances of noncompliance: HIV Emergency Relief Project Grants – The UEI was not included in any of the five subaward agreements selected for testing. The start and end dates for the agreements were March 1, 2024 – February 28, 2025. HIV Care Formula Grants – The UEI, FAIN, federal award date of award to the recipient by the granting agency, and the name of federal awarding agency, pass-through entity, and contact information for awarding official of the pass-through entity were not included in any of the five subaward agreements selected for testing. The start and end dates for the agreements were March 1, 2024 – February 28, 2025. Questioned costs: None. Context: See “Condition.” Cause: The current contract review process to ensure all required elements are included per 2 CFR 200 §200.332 prior to execution is not at the correct precision level. Effect: As required subaward information was left out of contracts, Dallas County increased the risk that subrecipients were not fully informed of the federal award details necessary to properly administer the funds in compliance with the applicable statutes, regulations, and award terms. Missing contract elements may impede subrecipients’ ability to accurately identify the federal program, appropriately report activities, and meet federal requirements, including those related to financial management, performance, subrecipient monitoring, and audit preparation. Section III – Findings and Questioned Costs – Major Federal Programs (Continued) 2025 – 002 Subrecipient Monitoring – Missing Contract Elements (Continued) Repeat Finding: No Recommendation: We recommend management enhance existing controls around the review of all subaward agreements to ensure that all pass-through agreements include each of the required elements noted in 2 CFR §200.332. Views of responsible officials: See corrective action plan.

Corrective Action Plan

Corrective action plan: The Ryan White Grants Management Division will ensure the addition of enhanced controls to the existing subaward agreement template. Implementation dates: August 30, 2026 Responsible persons: Sonya Hughes, Assistant Director, Ryan White Grants Compliance

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2025-003
Eligibility

Audit procedures included a review of 40 participants. For three of 40, the EIV system was not used to verify tenant employment and income information during interim and annual reexaminations. Questioned costs: None. Context: See “Condition.” Cause: The issue appears to be due to inadequate internal controls, including lack of formalized procedures, insufficient staff training, and/or lack of supervisory review to ensure consistent use of the EIV system. Effect: Failure to utilize the EIV system constitutes noncompliance with federal regulations and HUD administrative guidance. The system provides independent, third-party income data that is critical for accurate verification. Without its use, Dallas County must rely more heavily on tenant self-certifications and third-party verifications, which may be incomplete or delayed. As a result, income may be either underreported or overreported, leading to inaccurate rent determinations. This can result in financial losses to the program or tenant grievances due to overcharges. Repeat Finding: No Recommendation: Dallas County should strengthen internal controls to ensure full compliance with HUD requirements by utilizing the EIV system in all required reexaminations. Specifically, the County should: • Develop and implement formal policies mandating EIV use • Provide staff training on proper EIV procedures and discrepancy resolution • Establish supervisory review controls to ensure EIV reports are obtained, reviewed, and retained • Conduct periodic internal monitoring to ensure ongoing compliance Views of responsible officials: See corrective action plan.

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2025 – 003 Eligibility Federal Agency: Department of Housing and Urban Development Federal Program Title: Housing Voucher Cluster ALN: 14.871 14.879 Pass-Through Agency: N/A Pass-Through Number(s): N/A Award Period: October 1, 2024 – September 30, 2025 Type of Finding: Significant Deficiency in Internal Control over Compliance and Noncompliance Criteria or specific requirement: Per 2 CFR 200.303(a), Dallas County must establish, document, and maintain effective internal control over the Federal award that provides reasonable assurance that it is managing the Federal award in compliance with federal statutes, regulations, and the terms and conditions of the Federal award. These internal controls should align with the guidance in “Standards for Internal Control in the Federal Government” issued by the Comptroller General of the United States or the “Internal Control-Integrated Framework” issued by the Committee of Sponsoring Organizations of the Treadway Commission (COSO). Per 24 CFR 5.233, Dallas County must use HUD's Enterprise Income Verification (EIV) system in its entirety: • As a third-party source to verify tenant employment and income information during annual and streamlined reexaminations of family composition and income, in accordance with 24 CFR 5.236 and administrative guidance issued by HUD; and • To reduce administrative and subsidy payment errors in accordance with HUD administrative guidance. Section III – Findings and Questioned Costs – Major Federal Programs (Continued) 2025 – 003 Eligibility (Continued) Condition: Audit procedures included a review of 40 participants. For three of 40, the EIV system was not used to verify tenant employment and income information during interim and annual reexaminations. Questioned costs: None. Context: See “Condition.” Cause: The issue appears to be due to inadequate internal controls, including lack of formalized procedures, insufficient staff training, and/or lack of supervisory review to ensure consistent use of the EIV system. Effect: Failure to utilize the EIV system constitutes noncompliance with federal regulations and HUD administrative guidance. The system provides independent, third-party income data that is critical for accurate verification. Without its use, Dallas County must rely more heavily on tenant self-certifications and third-party verifications, which may be incomplete or delayed. As a result, income may be either underreported or overreported, leading to inaccurate rent determinations. This can result in financial losses to the program or tenant grievances due to overcharges. Repeat Finding: No Recommendation: Dallas County should strengthen internal controls to ensure full compliance with HUD requirements by utilizing the EIV system in all required reexaminations. Specifically, the County should: • Develop and implement formal policies mandating EIV use • Provide staff training on proper EIV procedures and discrepancy resolution • Establish supervisory review controls to ensure EIV reports are obtained, reviewed, and retained • Conduct periodic internal monitoring to ensure ongoing compliance Views of responsible officials: See corrective action plan.

Corrective Action Plan

Corrective Action Plan: Dallas County HCVP leadership addressed EIV compliance during the April 2026 and May 2026 monthly staff meetings and will continue to emphasize the requirement. Review of meetings agendas dated April 22, 2026, and May 20, 2026, confirm that EIV compliance was discussed. Additionally, the HCVP Housing Supervisor issued an email to all staff reiterating the requirement to retain EIV reports for all transactions, including but limited to recertifications, interims, and relocations. Implementation Date: June 11, 2026 Responsible Party: Kesete Yohannes, Assistant Director of Housing

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2025-004
Special Tests & Provisions

Audit procedures included review of 40 rental unit inspections resulting in the following: • For one sampled unit, the initial inspection was not completed within 15 business days after the unit’s ready date. • For two sampled units, the most recent inspection performed during the fiscal year was not completed within two years of the previous inspection. Questioned costs: None. Context: See “Condition.” Cause: The delayed inspections were attributable to staffing shortages among housing inspectors, which created scheduling constraints. Section III – Findings and Questioned Costs – Major Federal Programs (Continued) 2025 – 004 Special Tests and Provisions: National Standards for the Physical Inspection of Real Estate (NSPIRE) / Housing Quality Standards Inspections (Continued) Effect: Late inspections that do not comply with 24 CFR § 982.405(a) and (b), as well as the Dallas County HCVP Administrative Plan, constitute noncompliance with HUD requirements governing HQS. Specifically, units may be occupied or remain under assistance without confirmation that they meet HQS, thereby increasing the risk that families reside in substandard or unsafe housing conditions. Additionally, Housing Assistance Payments (HAP) may be issued for units that have not been timely inspected or verified as compliant, resulting in potentially ineligible or improper payments. Repeat Finding: No Recommendation: Dallas County should strengthen controls over the inspection process to ensure compliance with 24 CFR § 982.405(a) and (b) and the HCVP Administrative Plan. Specifically, Dallas County should: • Address staffing constraints by evaluating current inspector capacity and hiring additional qualified inspectors or utilizing contracted inspection services, as necessary, to meet required timeframes • Implement scheduling and tracking controls to monitor inspection due dates (initial and biennial) and ensure inspections are completed within required timeframes • Establish supervisory review procedures to regularly monitor inspection timeliness and follow up on overdue inspections • Develop or enhance written procedures requiring timely completion of inspections, including escalation protocols for delays • Perform periodic internal quality control reviews to verify compliance with HUD requirements and the Administrative Plan Views of responsible officials: See corrective action plan.

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2025 – 004 Special Tests and Provisions: National Standards for the Physical Inspection of Real Estate (NSPIRE) / Housing Quality Standards Inspections Federal Agency: Department of Housing and Urban Development Federal Program Title: Housing Voucher Cluster ALN: 14.871 14.879 Section III – Findings and Questioned Costs – Major Federal Programs (Continued) 2025 – 004 Special Tests and Provisions: National Standards for the Physical Inspection of Real Estate (NSPIRE) / Housing Quality Standards Inspections (Continued) Pass-Through Agency: N/A Pass-Through Number(s): N/A Award Period: October 1, 2024 – September 30, 2025 Type of Finding: Significant Deficiency in Internal Control over Compliance and Noncompliance Criteria or specific requirement: Per 2 CFR 200.303(a), Dallas County must establish, document, and maintain effective internal control over the Federal award that provides reasonable assurance that it is managing the Federal award in compliance with federal statutes, regulations, and the terms and conditions of the Federal award. These internal controls should align with the guidance in “Standards for Internal Control in the Federal Government” issued by the Comptroller General of the United States or the “Internal Control-Integrated Framework” issued by the Committee of Sponsoring Organizations of the Treadway Commission (COSO). 24 CFR § 982.405(a) requires Dallas County to inspect each unit leased to a family prior to the commencement of the initial lease term to ensure the unit meets Housing Quality Standards (HQS). Additionally, the Dallas County Housing Choice Voucher Program (HCVP) Administrative Plan requires that inspections be conducted as promptly as possible, but no later than 15 business days after the unit’s ready date. 24 CFR § 982.405(b) requires Dallas County to inspect each unit at least biennially during the period of assisted occupancy to ensure the unit continues to meet HQS. Condition: Audit procedures included review of 40 rental unit inspections resulting in the following: • For one sampled unit, the initial inspection was not completed within 15 business days after the unit’s ready date. • For two sampled units, the most recent inspection performed during the fiscal year was not completed within two years of the previous inspection. Questioned costs: None. Context: See “Condition.” Cause: The delayed inspections were attributable to staffing shortages among housing inspectors, which created scheduling constraints. Section III – Findings and Questioned Costs – Major Federal Programs (Continued) 2025 – 004 Special Tests and Provisions: National Standards for the Physical Inspection of Real Estate (NSPIRE) / Housing Quality Standards Inspections (Continued) Effect: Late inspections that do not comply with 24 CFR § 982.405(a) and (b), as well as the Dallas County HCVP Administrative Plan, constitute noncompliance with HUD requirements governing HQS. Specifically, units may be occupied or remain under assistance without confirmation that they meet HQS, thereby increasing the risk that families reside in substandard or unsafe housing conditions. Additionally, Housing Assistance Payments (HAP) may be issued for units that have not been timely inspected or verified as compliant, resulting in potentially ineligible or improper payments. Repeat Finding: No Recommendation: Dallas County should strengthen controls over the inspection process to ensure compliance with 24 CFR § 982.405(a) and (b) and the HCVP Administrative Plan. Specifically, Dallas County should: • Address staffing constraints by evaluating current inspector capacity and hiring additional qualified inspectors or utilizing contracted inspection services, as necessary, to meet required timeframes • Implement scheduling and tracking controls to monitor inspection due dates (initial and biennial) and ensure inspections are completed within required timeframes • Establish supervisory review procedures to regularly monitor inspection timeliness and follow up on overdue inspections • Develop or enhance written procedures requiring timely completion of inspections, including escalation protocols for delays • Perform periodic internal quality control reviews to verify compliance with HUD requirements and the Administrative Plan Views of responsible officials: See corrective action plan.

Corrective Action Plan

Corrective action plan: Dallas County HCVP will expand inspection capacity by hiring additional full-time and contractual inspectors, including an Inspector Supervisor, to ensure timely completion of all inspections within HUD-required timeframes. Increasing staffing levels will enable the program to meet HUD-required timeframes consistently and reduce the likelihood of delays. Additionally, the Housing Supervisor will review inspection status regularly to ensure compliance with HUD-related inspection schedules. Implementation dates: September 30, 2026 Responsible persons: Kesete Yohannes, Assistant Director of Housing

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2025-005
Special Tests & Provisions

Audit procedures included a review of 40 inspections (failed). For 20 out of 40 selected, the owner of the rental unit failed to make the repairs within 30 days of notification from Dallas County. Questioned costs: None. Context: See “Condition.” Cause: Dallas County’s automated system appears to have limitations to flag upcoming or overdue repair deadlines which may result in missed enforcement actions or delayed responses by program staff. In addition, the County has been experiencing staff shortages among inspectors which is limiting Dallas County’s ability to timely track, verify, and enforce repair deadlines, leading to delays in ensuring compliance. Effect: As a result of system limitations and staffing shortages, Dallas County did not timely enforce repair deadlines, leading to noncompliance with federal HQS requirements, increased risk of potential payment of housing assistance for noncompliant units, increased risk to tenant health and safety, and weakened internal controls over program compliance. Repeat Finding: No Recommendation: Dallas County should enhance its internal control processes by improving automated tracking of repair deadlines, strengthening enforcement procedures, addressing staffing limitations, and implementing supervisory review to ensure timely correction of HQS deficiencies and compliance with federal requirements. Views of responsible officials: See corrective action plan.

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2025 – 005 Special Tests and Provisions – HQS Enforcement Federal Agency: Department of Housing and Urban Development Federal Program Title: Housing Voucher Cluster ALN: 14.871 14.879 Pass-Through Agency: N/A Pass-Through Number(s): N/A Award Period: October 1, 2024 – September 31, 2025 Section III – Findings and Questioned Costs – Major Federal Programs (Continued) 2025 – 005 Special Tests and Provisions – HQS Enforcement (Continued) Type of Finding: Significant Deficiency in Internal Control over Compliance and Noncompliance Criteria or specific requirement: Per 2 CFR 200.303(a), Dallas County must establish, document, and maintain effective internal control over the Federal award that provides reasonable assurance that it is managing the Federal award in compliance with federal statutes, regulations, and the terms and conditions of the Federal award. These internal controls should align with the guidance in “Standards for Internal Control in the Federal Government” issued by the Comptroller General of the United States or the “Internal Control-Integrated Framework” issued by the Committee of Sponsoring Organizations of the Treadway Commission (COSO). Per 24 CFR 982.405(d)(2), when a participant family or government official notifies Dallas County of a potential deficiency, the following conditions apply: Non-Life-Threatening. If the reported deficiency is non-life-threatening, Dallas County must, within 15 days of notification, both inspect the unit and notify the owner if the deficiency is confirmed. The owner must then make the repairs within 30 days of notification from Dallas County or within any approved extension. Condition: Audit procedures included a review of 40 inspections (failed). For 20 out of 40 selected, the owner of the rental unit failed to make the repairs within 30 days of notification from Dallas County. Questioned costs: None. Context: See “Condition.” Cause: Dallas County’s automated system appears to have limitations to flag upcoming or overdue repair deadlines which may result in missed enforcement actions or delayed responses by program staff. In addition, the County has been experiencing staff shortages among inspectors which is limiting Dallas County’s ability to timely track, verify, and enforce repair deadlines, leading to delays in ensuring compliance. Effect: As a result of system limitations and staffing shortages, Dallas County did not timely enforce repair deadlines, leading to noncompliance with federal HQS requirements, increased risk of potential payment of housing assistance for noncompliant units, increased risk to tenant health and safety, and weakened internal controls over program compliance. Repeat Finding: No Recommendation: Dallas County should enhance its internal control processes by improving automated tracking of repair deadlines, strengthening enforcement procedures, addressing staffing limitations, and implementing supervisory review to ensure timely correction of HQS deficiencies and compliance with federal requirements. Views of responsible officials: See corrective action plan.

Corrective Action Plan

Corrective action plan: Dallas County HCVP will expand inspection capacity by hiring additional full-time and contractual inspectors, including an Inspector Supervisor to ensure timely completion of all inspections. Additionally, the Housing Supervisor will review inspection status regularly to ensure compliance with HUD­related inspection schedules. Increasing staffing levels will allow the program to meet HUD-required timeframes consistently and reduce the likelihood of delays. Implementation dates: September 30, 2026 Responsible persons: Kesete Yohannes, Assistant Director of Housing

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FY 2024-09-30

FAC accepted this audit on June 27, 2025 — management decision was due December 27, 2025.

2024-002
Reporting

Finding 2024-002: Reporting – Significant Deficiency in Controls over Compliance and Noncompliance ALN # 14.871 & 14.879 – Housing Voucher Cluster – Contract # TX559 – Section 8 Housing Choice Vouchers (“HCV Program”) Criteria – HUD-50058 forms must be submitted no later than 60 calendar days from the effective date of any action recorded on line 2b of the form HUD-50058, according to the guidance outlined in PIH 2011-65. Condition/Context – The HCV Program personnel complete physical and electronic HUD-50058 forms whenever reportable actions are undertaken by the Public Housing Authority (PHA). Out of a sample of 40 HUD-50058 forms, 40 hard-copy HUD-50058 forms were reviewed and approved by management, the corresponding electronic forms were not subjected to a secondary review to ensure that the coding matched the form. Of the 40 forms reviewed, one was not accepted within the prescribed reporting window. The electronic submission was ultimately rejected by the grantor for incorrect action coding. After this initial rejection, within the 60-calendar day window, the form was resubmitted electronically by Dallas County Health and Human Services (DCHHS), again without secondary review to ensure that the coding matched the hard-copy form. The form was rejected once more. Subsequently, another corrected HUD-50058 form was submitted electronically after the 60-calendar day due date and was finally accepted by the grantor. Cause - The HCV program did not have a control in place to compare all electronic HUD-50058 forms against the original related hard-copy form. Effect – Failure to perform proper review of electronic HUD-50058 forms could result in incorrect and untimely reporting to the grantor. Questioned Cost - None. Recommendations - HCV Program Management should review all electronic HUD-50058 forms prior to the submission to HUD to ensure the HUD-50058 electronic forms match the hard-copy forms completed by case managers. View of Responsible Officials - See Corrective Action Plan. New/Repeat Finding - New Finding

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Finding 2024-002: Reporting – Significant Deficiency in Controls over Compliance and Noncompliance ALN # 14.871 & 14.879 – Housing Voucher Cluster – Contract # TX559 – Section 8 Housing Choice Vouchers (“HCV Program”) Criteria – HUD-50058 forms must be submitted no later than 60 calendar days from the effective date of any action recorded on line 2b of the form HUD-50058, according to the guidance outlined in PIH 2011-65. Condition/Context – The HCV Program personnel complete physical and electronic HUD-50058 forms whenever reportable actions are undertaken by the Public Housing Authority (PHA). Out of a sample of 40 HUD-50058 forms, 40 hard-copy HUD-50058 forms were reviewed and approved by management, the corresponding electronic forms were not subjected to a secondary review to ensure that the coding matched the form. Of the 40 forms reviewed, one was not accepted within the prescribed reporting window. The electronic submission was ultimately rejected by the grantor for incorrect action coding. After this initial rejection, within the 60-calendar day window, the form was resubmitted electronically by Dallas County Health and Human Services (DCHHS), again without secondary review to ensure that the coding matched the hard-copy form. The form was rejected once more. Subsequently, another corrected HUD-50058 form was submitted electronically after the 60-calendar day due date and was finally accepted by the grantor. Cause - The HCV program did not have a control in place to compare all electronic HUD-50058 forms against the original related hard-copy form. Effect – Failure to perform proper review of electronic HUD-50058 forms could result in incorrect and untimely reporting to the grantor. Questioned Cost - None. Recommendations - HCV Program Management should review all electronic HUD-50058 forms prior to the submission to HUD to ensure the HUD-50058 electronic forms match the hard-copy forms completed by case managers. View of Responsible Officials - See Corrective Action Plan. New/Repeat Finding - New Finding

Corrective Action Plan

Corrective Action Plan (CAP) Date: June 23, 2025 From: Dallas County Health & Human Services (DCHHS) Subject: Response and CAP to Finding 2024-002: Reporting – Significant Deficiency in Controls over Compliance and Noncompliance - ALN # 14.871 & 14.879 – Housing Voucher Cluster – Contract # TX559 – Section 8 Housing Choice Vouchers (“HCV Program”). Responsible Party - Thomas Lewis, Assistant Director of Housing Services - Ganesh Shivaramaiyer, Deputy Director of Finance and Operations Implementation Date: July 01, 2025 Cause - The HCV Program did not have controls in place to compare all electronic HUD-50058 forms against the original related hard copy form. DCHHS Response: The hard copy HUD Form 50058 included in each file is a printed version of the corresponding electronic submission sent to HUD. Program Monitors review this same form during their file assessments. Current Practice – HUD Form 50058 Submission Process: To support timely compliance with HUD reporting requirements, the Dallas County Housing Authority (DCHA) Housing Choice Voucher Program (HCVP) follows a structured and efficient process for the submission of HUD Form 50058 Family Reports. Case Managers complete the transaction upon verification of all required documentation in the client file. At this point, the Data Analyst gathers the batch file and submits the HUD Form 50058 Family Reports electronically. The Data Analyst generates error reports and forwards the report to the Case Manager Supervisor. The Supervisor assigns the error report along with a designated correction and return deadline to the appropriate Case Manager. This structured workflow ensures timely submission and resubmission of any current or rejected reports. The current model balances timeliness and quality control, aligning with HUD’s programmatic and compliance expectations. Proposed Process - HUD Error Reports or Rejections: To improve the efficiency of resolving rejected or erroneous HUD Form 50058 submissions, DCHHS will implement an additional layer of oversight. Program Monitors will now have access to the "History" section within the Housing software HAPPY, to verify the submission dates of HUD Form 50058 Family Reports. This process serves as a checks-and-balances system, ensuring alignment between the submission date and the effective date, and provides a secondary review to confirm that the appropriate transaction code is submitted within HUD’s 60-day window from the effective date noted on the form.

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FY 2023-09-30

FAC accepted this audit on June 28, 2024 — management decision was due December 28, 2024.

2023-002
Equipment & Real Property

Equipment and Real Property Management – Significant Deficiency in Controls over Compliance and Noncompliance ALN #20.205 – Contract # 18-22XXIA001– Highway Planning and Construction Criteria – A physical inventory of the property purchased with grant funds must be performed and the results reconciled with the property records at least once every two years. Condition/Context - The grant program maintains 21 total pieces of equipment all of which are courtesy patrol vehicles used to carry out the purpose of the grant program. Grant management did not perform a complete physical inventory of all vehicles in service during the fiscal year; 13 of the 21 vehicles were improperly excluded from the Courtesy Patrol department on the Sheriff’s Department’s Annual Property Certification. Of the 13 vehicles, 9 were identified as improperly included in a separate department within the Certification and 4 were excluded entirely. Cause - Management did not maintain a proper control to ensure all courtesy patrol vehicles are included in the Annual Property Certification for the Sheriff's Department or reported within the correct department. Effect - Failure to perform a proper inventory control could lead to inaccurate and incomplete property records or a misappropriation of assets. Failure to properly track and report inventory could result in a loss of funding. Questioned Cost - None. Recommendations - Management should perform a complete inventory of all equipment maintained by the grant program. View of Responsible Officials - See Corrective Action Plan. New/Repeat Finding - New Finding

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Equipment and Real Property Management – Significant Deficiency in Controls over Compliance and Noncompliance ALN #20.205 – Contract # 18-22XXIA001– Highway Planning and Construction Criteria – A physical inventory of the property purchased with grant funds must be performed and the results reconciled with the property records at least once every two years. Condition/Context - The grant program maintains 21 total pieces of equipment all of which are courtesy patrol vehicles used to carry out the purpose of the grant program. Grant management did not perform a complete physical inventory of all vehicles in service during the fiscal year; 13 of the 21 vehicles were improperly excluded from the Courtesy Patrol department on the Sheriff’s Department’s Annual Property Certification. Of the 13 vehicles, 9 were identified as improperly included in a separate department within the Certification and 4 were excluded entirely. Cause - Management did not maintain a proper control to ensure all courtesy patrol vehicles are included in the Annual Property Certification for the Sheriff's Department or reported within the correct department. Effect - Failure to perform a proper inventory control could lead to inaccurate and incomplete property records or a misappropriation of assets. Failure to properly track and report inventory could result in a loss of funding. Questioned Cost - None. Recommendations - Management should perform a complete inventory of all equipment maintained by the grant program. View of Responsible Officials - See Corrective Action Plan. New/Repeat Finding - New Finding

Corrective Action Plan

Responsible Party – Vonda Owens & Felicia Jones-Harrell, Assistant Managers of Internal Audit Corrective Action Plan Dallas County Auditors’ Office reviewed the finding, upon review by Internal, Financial & Grants Audit staff, it was ascertained that 4 of the 21 vehicles were excluded/missing from the Annual Property Certification. We were able to trace 9 of the 13 vehicles that were stated in the finding to a different location/department within the annual property certification. Internal, Financial and Grants audit sections of the auditor’s department will develop a procedure to ensure that all the assets are included in the inventory list prior to sending the list to the respective departments for annual certification. This will be implemented by 09/30/2024.

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2023-003
Reporting
REPEAT

Reporting – Significant Deficiency in Controls over Compliance and Noncompliance ALN #93.686 – Contract #UT8HA33930 - HIV Emergency Relief Project Grants RW Supplement ALN #93.137 – Contract #CPIMP211284-01-0 - COVID-19 Minority Health Community Programs Criteria - Under the requirements of the Federal Funding Accountability and Transparency Act, direct recipients of grants or cooperative agreements are required to report first-tier subawards of $30,000 or more to the Federal Funding Accountability and Transparency Act Subaward Reporting System (FSRS). Condition/Context - A total of $1,117,769 of costs was passed through to selected sub recipients during the year and the subawards were not reported in the FSRS. HIV Emergency Relief Project Grants RW Supplement Transactions Tested Subaward not reported Report not timely Subaward amount incorrect Subaward missing key elements There were a total of five subrecipients selected that had awards/expenditures greater than $30,000 that were not reported in the FSRS. Dollar amount of Tested Transactions Subaward not reported Report not timely Subaward amount incorrect Subaward missing key elements $1,030,818 $1,212,555 $1,212,555 $1,212,555 $1,212,555 COVID-19 Minority Health Community Programs Transactions Tested Subaward not reported Report not timely Subaward amount incorrect Subaward missing key elements There were two subrecipients that had awards/expenditures greater than $30,000 that were not reported in the FSRS. Dollar amount of Tested Transactions Subaward not reported Report not timely Subaward amount incorrect Subaward missing key elements $86,951 $99,300 $99,300 $99,300 $99,300 Cause - Grant Management was not aware of the subaward reporting requirement. Effect - Failure to report subaward data could potentially constitute an event of noncompliance with the award contract, which may result in the early termination of the grant award, non-reimbursement of grant funding, or cessation of future funding. Questioned Cost - None. Recommendations - Management should ensure that they have a mechanism for reporting subaward data completely and accurately in the FSRS on a timely basis. View of Responsible Officials - See Corrective Action Plan. New/Repeat Finding – This finding is repeat from prior year’s finding #2022-004 ALN #14.218– Community Development Block/Entitlement Grants. Recommendations - Management should ensure that they have a mechanism for reporting subaward data completely and accurately in the FSRS on a timely basis. View of Responsible Officials - See Corrective Action Plan.

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Reporting – Significant Deficiency in Controls over Compliance and Noncompliance ALN #93.686 – Contract #UT8HA33930 - HIV Emergency Relief Project Grants RW Supplement ALN #93.137 – Contract #CPIMP211284-01-0 - COVID-19 Minority Health Community Programs Criteria - Under the requirements of the Federal Funding Accountability and Transparency Act, direct recipients of grants or cooperative agreements are required to report first-tier subawards of $30,000 or more to the Federal Funding Accountability and Transparency Act Subaward Reporting System (FSRS). Condition/Context - A total of $1,117,769 of costs was passed through to selected sub recipients during the year and the subawards were not reported in the FSRS. HIV Emergency Relief Project Grants RW Supplement Transactions Tested Subaward not reported Report not timely Subaward amount incorrect Subaward missing key elements There were a total of five subrecipients selected that had awards/expenditures greater than $30,000 that were not reported in the FSRS. Dollar amount of Tested Transactions Subaward not reported Report not timely Subaward amount incorrect Subaward missing key elements $1,030,818 $1,212,555 $1,212,555 $1,212,555 $1,212,555 COVID-19 Minority Health Community Programs Transactions Tested Subaward not reported Report not timely Subaward amount incorrect Subaward missing key elements There were two subrecipients that had awards/expenditures greater than $30,000 that were not reported in the FSRS. Dollar amount of Tested Transactions Subaward not reported Report not timely Subaward amount incorrect Subaward missing key elements $86,951 $99,300 $99,300 $99,300 $99,300 Cause - Grant Management was not aware of the subaward reporting requirement. Effect - Failure to report subaward data could potentially constitute an event of noncompliance with the award contract, which may result in the early termination of the grant award, non-reimbursement of grant funding, or cessation of future funding. Questioned Cost - None. Recommendations - Management should ensure that they have a mechanism for reporting subaward data completely and accurately in the FSRS on a timely basis. View of Responsible Officials - See Corrective Action Plan. New/Repeat Finding – This finding is repeat from prior year’s finding #2022-004 ALN #14.218– Community Development Block/Entitlement Grants. Recommendations - Management should ensure that they have a mechanism for reporting subaward data completely and accurately in the FSRS on a timely basis. View of Responsible Officials - See Corrective Action Plan.

Corrective Action Plan

Responsible Party – Ganesh Shivaramaiyer, Deputy Director of Finance and Operations DCHHS has initiated the process of reporting sub-awardees in the FSRS system. The reporting for subawardees for FY 2023 is expected to be finalized by August 2024. Additionally, DCHHS has implemented a mechanism to collect FSRS data from sub-awardees and submit this information into the FSRS system.

Prior Finding References

2022-004

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FY 2022-09-30

FAC accepted this audit on June 22, 2023 — management decision was due December 22, 2023.

2022-002
Reporting

Finding 2022-02: Control and Compliance Finding ? Significant Deficiency Coronavirus State and Local Fiscal Recovery Funds ? Reporting ALN #21.027 ? Coronavirus State and Local Fiscal Recovery Funds (CSLFRF) Criteria ? As noted in the 2022 OMB Compliance Supplement and the grant agreements, Quarterly Project and Expenditure Reports are required to be submitted to the Treasury?s Office of Inspector General by grantees to report financial data, projects funded, expenditures, and contracts/subawards over $50,000. Condition/Context ? During the testing of the reporting compliance requirement for the CSLFRF program, we tested all four Project and Expenditure reports that were submitted to the grantor in fiscal year 2022 (one initial report and three quarterly reports). We noted that within each quarterly report, subsequent to the initial report submitted for the March 2021 ? December 2021 reporting period, the cumulative expenditures and obligations from the prior period report plus the current period expenditures and obligations reported did not mathematically agree to the cumulative expenditures and obligations on the report for that period. In addition to the mathematical differences found, the reported cumulative obligations following the initial report (Quarters 2, 3, and 4) did not agree to underlying support. Cause ? The grants administrators did not accurately report cumulative expenditures and obligations that occurred over the cumulation of the grant. There also was a lack of review by the grants audit to ensure accurate reporting. Effect ? Inaccurate reporting of expenditures and obligations of each project from report to report was communicated to the grantor. Inappropriate representation of expenditures and obligations on reporting may result in the early termination of the grant award or cessation of future funding. Questioned Cost ? None. Recommendations ? Management should ensure that they have a mechanism for tracking the reporting requirements and activity occurring in each reporting period. Management should also ensure all submitted reports are properly reviewed for all reporting requirements. Views of Responsible Officials ? See Corrective Action Plan.

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Finding 2022-02: Control and Compliance Finding ? Significant Deficiency Coronavirus State and Local Fiscal Recovery Funds ? Reporting ALN #21.027 ? Coronavirus State and Local Fiscal Recovery Funds (CSLFRF) Criteria ? As noted in the 2022 OMB Compliance Supplement and the grant agreements, Quarterly Project and Expenditure Reports are required to be submitted to the Treasury?s Office of Inspector General by grantees to report financial data, projects funded, expenditures, and contracts/subawards over $50,000. Condition/Context ? During the testing of the reporting compliance requirement for the CSLFRF program, we tested all four Project and Expenditure reports that were submitted to the grantor in fiscal year 2022 (one initial report and three quarterly reports). We noted that within each quarterly report, subsequent to the initial report submitted for the March 2021 ? December 2021 reporting period, the cumulative expenditures and obligations from the prior period report plus the current period expenditures and obligations reported did not mathematically agree to the cumulative expenditures and obligations on the report for that period. In addition to the mathematical differences found, the reported cumulative obligations following the initial report (Quarters 2, 3, and 4) did not agree to underlying support. Cause ? The grants administrators did not accurately report cumulative expenditures and obligations that occurred over the cumulation of the grant. There also was a lack of review by the grants audit to ensure accurate reporting. Effect ? Inaccurate reporting of expenditures and obligations of each project from report to report was communicated to the grantor. Inappropriate representation of expenditures and obligations on reporting may result in the early termination of the grant award or cessation of future funding. Questioned Cost ? None. Recommendations ? Management should ensure that they have a mechanism for tracking the reporting requirements and activity occurring in each reporting period. Management should also ensure all submitted reports are properly reviewed for all reporting requirements. Views of Responsible Officials ? See Corrective Action Plan.

Corrective Action Plan

Finding 2022-02: Control and Compliance Finding ? Significant Deficiency Coronavirus State and Local Fiscal Recovery Funds ? Reporting ALN #21.027 ? Coronavirus State and Local Fiscal Recovery Funds (CSLFRF) Recommendation? Management should ensure that they have a mechanism for tracking the reporting requirements and activity occurring in each reporting period. Management should also ensure all submitted reports are properly reviewed for all reporting requirements. Responsible Party?Charles Reed, Hector Faulk, and Darcy Cohen ? ARP Team Corrective Action Plan? The Department agrees with the finding of the single audit and will implement the following: 1. Increase frequency of meetings with Grants Audit staff from monthly to biweekly to ensure approved projects and budgeted amounts are in the General Ledger/PPM module, that is used to provide cumulative obligations and expenditures reports including discussion of any reconciliation items as regards to reporting. 2. Continue to ensure Grants Audit reviews and approves quarterly and annual reports for timely submission to the U.S. Treasury by ARP Team 3. There will be two preparers of each report- the Senior Policy Analyst and the Special Projects Manager- to help capture all grant activity, including the reporting period obligations and expenditures. 4. ARP Team Director (Assistant County Administrator) will review draft reports and document the review before submission to confirm they meet all reporting requirements and accurately reflect cumulative obligations and expenditures. 5. ARP Management will meet biweekly to discuss the tracking of grant activity for each reporting period and any updated or new reporting requirements.

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2022-003
Special Tests & Provisions

Finding 2022-03: Special Tests ? Required Certifications and HUD Approvals and Environmental Reviews ? Significant Deficiency in Controls over Compliance and Noncompliance ALN #14.218? Community Development Block/Entitlement Grants (CDBG) Criteria ? CDBG funds (and local funds to be reimbursed with CDBG funds) cannot be obligated or expended before receipt of Department of Housing and Urban Development (HUD) approval of a Request for Release of Funds (RROF) and environmental certification, except for exempt activities under 24 CFR section 58.34 Projects must have an environmental review unless they meet criteria specified in the regulations that would exempt or exclude them from Request for Release of Funds (RROF) and environmental certification requirements (24 CFR sections 58.1, 58.22, 58.34, 58.35, and 570.604). Accordingly, the grantee should maintain documentation if any determination not to make an environmental review was made consistent with the criteria contained in 24 CFR sections 58.34 and 58.35(b). Condition/Context ? Per discussion with grant management, the documentation substantiating the exempt status of the environmental reviews were completed, however the documentation was lost due to unforeseen circumstances and was unavailable for observation during the audit process. Per our understanding of the projects and discussions with management, the projects are effectively exempt based on 24 CFR 58.34. However, the exempt status of the projects could not be verified because the documentation was not properly retained by the County. Cause ? During the year the grant management team had to relocate, and the physical documentation got misplaced during the process. The grant manager handling the documentation of the environmental reviews experienced technology issues which further caused a loss of information. Effect ? Failure to retain or backup documentation could potentially constitute an event of noncompliance with the award contract, which may result in the early termination of the grant award, non-reimbursement of grant funding, or cessation of future funding. Questioned Cost ? None. Recommendations ? Management should ensure that they have a mechanism for storing and backing up documentation pertaining to environmental review. Views of Responsible Officials ? See Corrective Action Plan

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Finding 2022-03: Special Tests ? Required Certifications and HUD Approvals and Environmental Reviews ? Significant Deficiency in Controls over Compliance and Noncompliance ALN #14.218? Community Development Block/Entitlement Grants (CDBG) Criteria ? CDBG funds (and local funds to be reimbursed with CDBG funds) cannot be obligated or expended before receipt of Department of Housing and Urban Development (HUD) approval of a Request for Release of Funds (RROF) and environmental certification, except for exempt activities under 24 CFR section 58.34 Projects must have an environmental review unless they meet criteria specified in the regulations that would exempt or exclude them from Request for Release of Funds (RROF) and environmental certification requirements (24 CFR sections 58.1, 58.22, 58.34, 58.35, and 570.604). Accordingly, the grantee should maintain documentation if any determination not to make an environmental review was made consistent with the criteria contained in 24 CFR sections 58.34 and 58.35(b). Condition/Context ? Per discussion with grant management, the documentation substantiating the exempt status of the environmental reviews were completed, however the documentation was lost due to unforeseen circumstances and was unavailable for observation during the audit process. Per our understanding of the projects and discussions with management, the projects are effectively exempt based on 24 CFR 58.34. However, the exempt status of the projects could not be verified because the documentation was not properly retained by the County. Cause ? During the year the grant management team had to relocate, and the physical documentation got misplaced during the process. The grant manager handling the documentation of the environmental reviews experienced technology issues which further caused a loss of information. Effect ? Failure to retain or backup documentation could potentially constitute an event of noncompliance with the award contract, which may result in the early termination of the grant award, non-reimbursement of grant funding, or cessation of future funding. Questioned Cost ? None. Recommendations ? Management should ensure that they have a mechanism for storing and backing up documentation pertaining to environmental review. Views of Responsible Officials ? See Corrective Action Plan

Corrective Action Plan

Finding 2022-03: Special Tests ? Required Certifications and HUD Approvals and Environmental Reviews ? Significant Deficiency in Controls over Compliance and Noncompliance ALN #14.218? Community Development Block/Entitlement Grants Recommendation? Management should ensure that they have a mechanism for storing and backing up documentation pertaining to environmental review Responsible Party? Department of Planning and Development Corrective Action Plan? ? A Planning and Development staff member will attend HUD trainings on environmental reviews. That staff will complete environmental reviews before acceptance by supervisory staff and before any federal funds are expended. ? Beginning in FY23-24 all upcoming environmental reviews, including exempt activities, will be on HEROS, the system of record for HUD environmental reviews. Planning and Development will begin to implement these corrective actions immediately or on the timeline identified in the corrective action itself. Responsible Party: Luis Tamayo, Director of Planning and Development

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2022-004
Reporting

Finding 2022-04: Special Test ? Reporting ? Significant Deficiency in Controls over Compliance and Noncompliance ALN #14.218? Community Development Block/Entitlement Grants Criteria ? Under the requirements of the Federal Funding Accountability and Transparency Act, direct recipients of grants or cooperative agreements are required to report first-tier subawards of $30,000 or more to the Federal Funding Accountability and Transparency Act Subaward Reporting System (FSRS). Condition/Context ? A total of $2,497,138 was passed through to sub recipients during the year and the subawards were not reported in the FSRS. There was a total of seven subrecipients that had expenses greater than $30,000 that were not reported in the FSRS. Dollar amount of Tested Transactions $2,497,138 Subaward not reported $2,497,138 Report not timely $2,497,138 Subaward amount incorrect 0 Subaward missing key elements. $2,497,138 Cause ? Grant Management was not aware of the reporting requirement. Effect ? Failure to report sub-award data could potentially constitute an event of noncompliance with the award contract, which may result in the early termination of the grant award, non-reimbursement of grant funding, or cessation of future funding. Questioned Cost ? None. Recommendations ? Management should ensure that they have a mechanism for reporting subaward data in the FSRS. Views of Responsible Officials ? See Corrective Action Plan.

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Finding 2022-04: Special Test ? Reporting ? Significant Deficiency in Controls over Compliance and Noncompliance ALN #14.218? Community Development Block/Entitlement Grants Criteria ? Under the requirements of the Federal Funding Accountability and Transparency Act, direct recipients of grants or cooperative agreements are required to report first-tier subawards of $30,000 or more to the Federal Funding Accountability and Transparency Act Subaward Reporting System (FSRS). Condition/Context ? A total of $2,497,138 was passed through to sub recipients during the year and the subawards were not reported in the FSRS. There was a total of seven subrecipients that had expenses greater than $30,000 that were not reported in the FSRS. Dollar amount of Tested Transactions $2,497,138 Subaward not reported $2,497,138 Report not timely $2,497,138 Subaward amount incorrect 0 Subaward missing key elements. $2,497,138 Cause ? Grant Management was not aware of the reporting requirement. Effect ? Failure to report sub-award data could potentially constitute an event of noncompliance with the award contract, which may result in the early termination of the grant award, non-reimbursement of grant funding, or cessation of future funding. Questioned Cost ? None. Recommendations ? Management should ensure that they have a mechanism for reporting subaward data in the FSRS. Views of Responsible Officials ? See Corrective Action Plan.

Corrective Action Plan

Finding 2022-04: Special Test ? Reporting ? Significant Deficiency in Controls over Compliance and Noncompliance ALN #14.218? Community Development Block/Entitlement Grants) Recommendation? Management should ensure that they have a mechanism for reporting subaward data in the FSRS. Responsible Party? Department of Planning and Development Corrective Action Plan?Planning and Development staff will contact its HUD field office representative for guidance and consultation on FFATA reporting requirements and will ensure compliance will be met by 9/30/2023. Planning and Development will begin to implement these corrective actions immediately or on the timeline identified in the corrective action itself. Responsible Party: Luis Tamayo, Director of Planning and Development

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FY 2021-09-30

FAC accepted this audit on June 28, 2022 — management decision was due December 28, 2022.

2021-001
Reporting
REPEAT

2021-001 ALN 21.019 Coronavirus Relief Fund Reporting: Significant Deficiency in Controls and Non-Compliance with Grant Requirements (updated/repeated from 2020-003) Criteria?Per the grant requirements within the 2021 OMB Compliance Supplement, a quarterly Financial Progress Report is required to be submitted by prime recipients. As part of these requirements, the prime recipient?s quarterly Financial Progress Report submissions should be supported by the data in the prime recipient?s accounting system. This report includes expenditures incurred to date and known obligations for grant funds. Condition?For each of the four quarterly Financial Progress Report, expenditures incurred and obligations included within the report could not be reconciled to the County?s accounting records due to prior year unreconciled obligations and expenditures. Questioned Costs?N/A Context?We tested all of the quarterly reports, four total reports, related to our audit period and determined the expenditures incurred and obligations included within the report could not be reconciled to the County?s accounting records due to the carryover impact of prior year unreconciled obligations having a cumulative impact in fiscal year 2021. Management has refined the process for include expenditures and new obligations but cannot restate prior amounts included within the quarterly reports. Cause? The Financial Progress Reports did not appropriately reflect the County?s underlying accounting records and activity. This grant program and the reporting requirements were new for the County in fiscal year 2020 and the unreconciled obligations for the prior year led to the continued cumulative unreconciled obligations in fiscal year 2021 quarterly reports. Effect?All reported information should be reported accurately to the grantor and supported by accounting records to ensure the grantor is able to make decisions and track the grant spending and obligations appropriately. Recommendation?Implement further training and oversight of the reporting process to ensure each department involved is trained on what is required to support the information contained in reports submitted. Views of Responsible Officials?See Corrective Action Plan.

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2021-001 ALN 21.019 Coronavirus Relief Fund Reporting: Significant Deficiency in Controls and Non-Compliance with Grant Requirements (updated/repeated from 2020-003) Criteria?Per the grant requirements within the 2021 OMB Compliance Supplement, a quarterly Financial Progress Report is required to be submitted by prime recipients. As part of these requirements, the prime recipient?s quarterly Financial Progress Report submissions should be supported by the data in the prime recipient?s accounting system. This report includes expenditures incurred to date and known obligations for grant funds. Condition?For each of the four quarterly Financial Progress Report, expenditures incurred and obligations included within the report could not be reconciled to the County?s accounting records due to prior year unreconciled obligations and expenditures. Questioned Costs?N/A Context?We tested all of the quarterly reports, four total reports, related to our audit period and determined the expenditures incurred and obligations included within the report could not be reconciled to the County?s accounting records due to the carryover impact of prior year unreconciled obligations having a cumulative impact in fiscal year 2021. Management has refined the process for include expenditures and new obligations but cannot restate prior amounts included within the quarterly reports. Cause? The Financial Progress Reports did not appropriately reflect the County?s underlying accounting records and activity. This grant program and the reporting requirements were new for the County in fiscal year 2020 and the unreconciled obligations for the prior year led to the continued cumulative unreconciled obligations in fiscal year 2021 quarterly reports. Effect?All reported information should be reported accurately to the grantor and supported by accounting records to ensure the grantor is able to make decisions and track the grant spending and obligations appropriately. Recommendation?Implement further training and oversight of the reporting process to ensure each department involved is trained on what is required to support the information contained in reports submitted. Views of Responsible Officials?See Corrective Action Plan.

Corrective Action Plan

Responsible Party ? Charles Reed (Commissioners Court Administration) and Hector Faulk (ARP / CARES Team). Corrective Action Plan ? The Department agrees with the findings of the single audit and will implement further training and oversight of the reporting process to ensure each department involved is trained on what is required to support the information contained in the reports submitted.

Prior Finding References

2020-003

About Reporting →

FY 2020-09-30

FAC accepted this audit on June 23, 2021 — management decision was due December 23, 2021.

2020-003
Reporting

CFDA 21.019 Coronavirus Relief Fund Reporting: Significant Deficiency in Controls and Non-Compliance with Grant Requirements Criteria?Per the grant requirements within the OMB Compliance Supplement 2020 Addendum, a quarterly Financial Progress Report is required to be submitted by prime recipients beginning with the first report for the quarter ended June 30, 2020, which was due on September 21, 2020. As part of these requirements, the prime recipient?s quarterly Financial Progress Report submissions should be supported by the data in the prime recipient?s accounting system. This report includes expenditures incurred to date and known obligations for grant funds. Condition?For the June 30, 2020 quarterly Financial Progress Report, expenditures incurred were reconciled to the general ledger, however obligations included within the report could not be reconciled to the County?s accounting records. For the September 30, 2020 quarterly Financial Report, expenditures and obligations included within the report could not be reconciled to the County?s accounting records. Questioned Costs?N/A Context?We tested all of the quarterly reports, two total reports, related to our audit period and determined for the June 30, 2020 quarterly Financial Progress Report, expenditures incurred were reconciled to the general ledger, however obligations included within the report could not be reconciled to the County?s accounting records. For the September 30, 2020 quarterly Financial Report, expenditures and obligations included within the report could not be reconciled to the County?s accounting records. Cause? The Financial Progress Reports did not appropriately reflect the County?s underlying accounting records and activity. This grant program and the reporting requirements were new for the County in fiscal year 2020. Effect?All reported information should be reported accurately to the grantor and supported by accounting records to ensure the grantor is able to make decisions and track the grant spending and obligations appropriately. Recommendation?Implement further training and oversight of the reporting process to ensure each department involved is trained on what is required to support the information contained in reports submitted. Views of Responsible Officials?See Corrective Action Plan.

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CFDA 21.019 Coronavirus Relief Fund Reporting: Significant Deficiency in Controls and Non-Compliance with Grant Requirements Criteria?Per the grant requirements within the OMB Compliance Supplement 2020 Addendum, a quarterly Financial Progress Report is required to be submitted by prime recipients beginning with the first report for the quarter ended June 30, 2020, which was due on September 21, 2020. As part of these requirements, the prime recipient?s quarterly Financial Progress Report submissions should be supported by the data in the prime recipient?s accounting system. This report includes expenditures incurred to date and known obligations for grant funds. Condition?For the June 30, 2020 quarterly Financial Progress Report, expenditures incurred were reconciled to the general ledger, however obligations included within the report could not be reconciled to the County?s accounting records. For the September 30, 2020 quarterly Financial Report, expenditures and obligations included within the report could not be reconciled to the County?s accounting records. Questioned Costs?N/A Context?We tested all of the quarterly reports, two total reports, related to our audit period and determined for the June 30, 2020 quarterly Financial Progress Report, expenditures incurred were reconciled to the general ledger, however obligations included within the report could not be reconciled to the County?s accounting records. For the September 30, 2020 quarterly Financial Report, expenditures and obligations included within the report could not be reconciled to the County?s accounting records. Cause? The Financial Progress Reports did not appropriately reflect the County?s underlying accounting records and activity. This grant program and the reporting requirements were new for the County in fiscal year 2020. Effect?All reported information should be reported accurately to the grantor and supported by accounting records to ensure the grantor is able to make decisions and track the grant spending and obligations appropriately. Recommendation?Implement further training and oversight of the reporting process to ensure each department involved is trained on what is required to support the information contained in reports submitted. Views of Responsible Officials?See Corrective Action Plan.

Corrective Action Plan

CFDA 21.019 Coronavirus Relief Fund Reporting: Significant Deficiency in Controls and Non-Compliance with Grant Requirements Recommendation?Implement further training and oversight of the reporting process to ensure each department involved is trained on what is required to support the information contained in reports submitted. Responsible Party? Hector Faulk & Charles Reed?CARES Department Team Corrective Action Plan? The Department agrees with this finding and will implement the following: ? Define internal reporting terminology and procedures that conform to the auditors? office department?s reporting and standard operating procedures. ? Distribute internal reporting terminology and procedures to assigned staff. ? Train assigned staff on the internal reporting terminology and procedures. ? Update obligations and expenditures reported to U.S. Treasury to match those to the General Ledger and be in consistent with defined internal reporting terminology and procedures. ? Setup monthly meetings with Grants section ? Auditors? Office department to review monthly obligations and expenditures.

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FY 2017-09-30

FAC accepted this audit on June 25, 2018 — management decision was due December 25, 2018.

2017-003
Procurement & Suspension/Debarment

GSA_MIGRATION

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GSA_MIGRATION

Corrective Action Plan

GSA_MIGRATION

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FY 2016-09-30

FAC accepted this audit on June 12, 2017 — management decision was due December 12, 2017.

2016-003
Reporting

GSA_MIGRATION

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GSA_MIGRATION

Corrective Action Plan

GSA_MIGRATION

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