Monte Vista Community Center, Inc.

Review of the Office of Head Start communications indicates reports are being rejected and then re-submitted subsequent to the deadline.

The Fiscal Officer should obtain additional training to facilitate accurate and timely reporting by the required submission deadline. The Fiscal Officer will use ECLKC and other training on Federal reporting within 30 days of receipt of this letter or within 30 days of hire. The Fiscal Officer will review training materials before filing each report to insure accuracy. The Fiscal Officer will submit a draft of all reports to the ED for review before submitting the final eports until proficiency is achieved. The ED will reach out to the senior R8 specialist to request additional training and support around reporting. The Fiscal Officer and ED will work together to ensure reports are filed on time according to the reporting guidelines due dates. These dates will be in the Fiscal Officer and Ed’s shared calendar of events and the draft report will be submitted to the ED for review one week before report due dates. The ED will work with the R8 T&TA Team to review current Policy and Procedures to ensure compliance with reporting.

Finding 2021-002: Head Start Cluster Federal Assistance Number 93.600 U.S. Department of Health and Human Services Compliance Requirement: Reporting Grant No.: 08CH010681-03-01/C3 Type of finding: Internal Control (material weakness) and compliance (material noncompliance) Condition: The Organization did not accurately report the non-covid Head Start grant cash receipts, cash on hand, federal funds authorized and recipient share activity in the SF-425 Federal Financial Report for FY 2021. Cause: The Organization experienced turnover in the key positions during FY 2021. Criteria: The receipt of federal funding requires accurate and timely submission of financial reporting. Questioned Costs: $0 Effect: The Organization did not comply with Head Start grant reporting requirements. Recommendation: The Organization should develop a system of internal control to ensure compliance with Head Start grant reporting requirements. Grantee's Response: See corrective action plan.

Finding 2021-002: Head Start Cluster Federal Assistance Number 93.600 U.S. Department of Health and Human Services Compliance Requirement: Reporting Grant No.: 08CH010681-03-01/C3 Type of finding: Internal Control (material weakness) and compliance (material noncompliance) Recommendation: The Organization should develop a system of internal control to ensure compliance with Head Start grant reporting requirements. Action Taken: The ED and CFO are working on an amendment to the Fiscal Policies and Procedures to include reporting dates. A CFO monthly monitoring report is being developed that includes Head Start reporting dates. CFO and ED will be attending the Region 8 fiscal training on May 16th and 17th 2022. The CFO and ED have reached out to the Region 8 senior grant support specialist for more guidance and training on how to correct the report that was filed incorrectly by the new CFO. If the U.S. Department of Health and Human Services has questions regarding this plan, please call the responsible party listed below. Sincerely yours, Marcia Mangan Executive Director Monte Vista Community Center, Inc.

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