EIN: 851380292
UEI: RQMDJ55MTQM3
Data as of August 22, 2026
Management decision deadline — for entities that funded this organization
The FAC accepted this audit on April 14, 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 October 14, 2026 (53 days from today).
What is a management decision? →Finding Number: 2025-001 Repeat Finding: Yes; 2024-002, 2023-002, 2022-002, 2021-002 Federal Program Name/Assistance Listing Title: Federal Transit Cluster Federal Assistance Listing Number: 20.507, 20.526 Federal Agency: U.S. Department of Transportation Federal Award Number: 5339-R-2024-GCTD-00025 Federal Pass-Through Agency: Texas Department of Transportation State Program Name: Urban State Program State Agency: Texas Department of Transportation Type of Finding: Noncompliance Material to Financial Statements and Federal/State Major Programs, Material Weakness in Internal Control Over Compliance Compliance Requirement: Procurement, Suspension and Debarment Questioned Costs: $368,203 Criteria Non-federal entities other than states, including those operating federal programs as subrecipients of states, must follow the procurement standards set out at 2 CFR §§200.318 through 200.326. They must use their own documented procurement procedures, which reflect applicable State and local laws and regulations, provided that the procurements conform to applicable federal statutes and the procurement requirements identified in 2 CFR part 200. Condition The District was unable to provide evidence that the federal guidelines were followed for purchases exceeding the small purchases and simplified acquisition threshold. Cause The District’s internal controls over procurement of goods and services were not adequate. Effect The District was not in compliance with Federal regulations and guidelines related to procurement of goods and services. Context During our testing of procurement compliance, we selected all vendors with expenditures exceeding the federal Simplified Acquisition Threshold for the fiscal year. The population consisted of one (1) vendor with total FY 2025 expenditures of $368,203. The District was unable to provide any documentation supporting the procurement method, competitive solicitation, or suspension and debarment verification for this vendor. Because the District could not produce a procurement file or alternative evidence demonstrating compliance with 2 CFR 200.318–200.326, the entire amount paid to this vendor was considered questioned costs. Recommendation The District should maintain documentation of procurement actions in the vendor file including sealed procurements issued and quotes. Review of procurement compliance should occur before the District’s funds are obligated. Views of Responsible Officials The District agrees with the finding and has taken steps to address this issue as detailed in the Corrective Action Plan.
Show full finding ▾Hide full finding ▴Finding Number: 2025-001 Repeat Finding: Yes; 2024-002, 2023-002, 2022-002, 2021-002 Federal Program Name/Assistance Listing Title: Federal Transit Cluster Federal Assistance Listing Number: 20.507, 20.526 Federal Agency: U.S. Department of Transportation Federal Award Number: 5339-R-2024-GCTD-00025 Federal Pass-Through Agency: Texas Department of Transportation State Program Name: Urban State Program State Agency: Texas Department of Transportation Type of Finding: Noncompliance Material to Financial Statements and Federal/State Major Programs, Material Weakness in Internal Control Over Compliance Compliance Requirement: Procurement, Suspension and Debarment Questioned Costs: $368,203 Criteria Non-federal entities other than states, including those operating federal programs as subrecipients of states, must follow the procurement standards set out at 2 CFR §§200.318 through 200.326. They must use their own documented procurement procedures, which reflect applicable State and local laws and regulations, provided that the procurements conform to applicable federal statutes and the procurement requirements identified in 2 CFR part 200. Condition The District was unable to provide evidence that the federal guidelines were followed for purchases exceeding the small purchases and simplified acquisition threshold. Cause The District’s internal controls over procurement of goods and services were not adequate. Effect The District was not in compliance with Federal regulations and guidelines related to procurement of goods and services. Context During our testing of procurement compliance, we selected all vendors with expenditures exceeding the federal Simplified Acquisition Threshold for the fiscal year. The population consisted of one (1) vendor with total FY 2025 expenditures of $368,203. The District was unable to provide any documentation supporting the procurement method, competitive solicitation, or suspension and debarment verification for this vendor. Because the District could not produce a procurement file or alternative evidence demonstrating compliance with 2 CFR 200.318–200.326, the entire amount paid to this vendor was considered questioned costs. Recommendation The District should maintain documentation of procurement actions in the vendor file including sealed procurements issued and quotes. Review of procurement compliance should occur before the District’s funds are obligated. Views of Responsible Officials The District agrees with the finding and has taken steps to address this issue as detailed in the Corrective Action Plan.
II. Findings and Questioned Costs Related to Federal and State Awards Finding Number: 2025‐001 Federal Program Name: Federal Transit Cluster Assistance Listing Numbers: 20.507, 20.526 State Program Names: State Urbanized Area Formula Program Contact Person: Ted Ross, Executive Director Updated Corrective Action Plan: The District has revised its procurement procedures to meet Uniform Guidance requirements. Enhancements include: - Mandatory documentation of quotes for applicable procurements - Centralization of procurement records in accordance with best practices Policy training and practices are already in place and are being followed. Certification The Gulf Coast Transit District affirms that all corrective actions noted above are actively corrected or are being addressed. Additional documentation or clarification will be provided to auditors upon request.
2024-002, 2023-002, 2022-002, 2021-002
FAC accepted this audit on October 6, 2025 — management decision was due April 6, 2026.
Finding Number: 2024-001 Repeat Finding: Yes; 2023-001, 2022-001, 2021-001 Federal Program Name/Assistance Listing Title: Federal Transit Cluster Federal Assistance Listing Number: 20.507, 20.526 Federal Agency: U.S. Department of Transportation Federal Award Number: 5339-R-2022-GCTD-00039 Federal Pass-Through Agency: Texas Department of Transportation State Program Name: State Urbanized Area Formula Program, State Formula Grants For Rural Areas State Agency: Texas Department of Transportation Type of Finding: Significant Deficiency in Internal Control Over Compliance Compliance Requirement: Activities Allowed or Unallowed; Allowable Costs/Cost Principles; Cash Management Questioned Costs: N/A Criteria District management is responsible for establishing and maintaining effective internal controls over federal awards, and specifically, disbursements and reimbursement requests that are adequate to ensure that all financial activities are properly processed, supported, allowable, and allocable to federal grants in compliance with 2 CFR Part 200. Condition The District lacked proper internal controls over disbursements and reimbursement requests. Cause The District’s internal controls over federal awards, and specifically, disbursements and reimbursement requests were not adequate. Effect The District did not have appropriate controls established over compliance related to disbursements and reimbursement requests in accordance with Federal regulations and District policies related to federal awards. Context The sample was not intended to be, and was not, a statistically valid sample. During our review of disbursements and reimbursement requests, we noted the following: The District does not have a formal system of approval of purchases such as a purchase requisition/purchase order before goods and services are received or rendered. The District does not account for grant expenditures separately in the general ledger. Additionally, the District should lock down months after cash is reconciled and all adjusting entries have been posted. The District did not maintain all monthly supporting documentation for the reimbursements requested from FTA/TxDOT. Based on an initial sample of 40 disbursements reviewed, two (2) disbursements did not have a payment requisition form signed by the Executive Director. Recommendation The District should put a purchase approval process in place before the District’s funds are obligated. The District should ensure the rationale for allocation of expenditures to grants is well documented. Alternatively, the District could record expenditures directly to the grants using a system of fund accounting. Adherence to District policies should be monitored. Noncompliance with policies and procedures should be addressed with employees through additional training. Invoices should be paid in a timely manner to ensure late fees are avoided. If late fees are incurred, they should not be charged to grant funds. Finally, the District should ensure all monthly reports are maintained to support reimbursement requests. Views Of Responsible Officials The District agrees with the finding and has taken steps to address this issue as detailed in the Corrective Action Plan.
Show full finding ▾Hide full finding ▴Finding Number: 2024-001 Repeat Finding: Yes; 2023-001, 2022-001, 2021-001 Federal Program Name/Assistance Listing Title: Federal Transit Cluster Federal Assistance Listing Number: 20.507, 20.526 Federal Agency: U.S. Department of Transportation Federal Award Number: 5339-R-2022-GCTD-00039 Federal Pass-Through Agency: Texas Department of Transportation State Program Name: State Urbanized Area Formula Program, State Formula Grants For Rural Areas State Agency: Texas Department of Transportation Type of Finding: Significant Deficiency in Internal Control Over Compliance Compliance Requirement: Activities Allowed or Unallowed; Allowable Costs/Cost Principles; Cash Management Questioned Costs: N/A Criteria District management is responsible for establishing and maintaining effective internal controls over federal awards, and specifically, disbursements and reimbursement requests that are adequate to ensure that all financial activities are properly processed, supported, allowable, and allocable to federal grants in compliance with 2 CFR Part 200. Condition The District lacked proper internal controls over disbursements and reimbursement requests. Cause The District’s internal controls over federal awards, and specifically, disbursements and reimbursement requests were not adequate. Effect The District did not have appropriate controls established over compliance related to disbursements and reimbursement requests in accordance with Federal regulations and District policies related to federal awards. Context The sample was not intended to be, and was not, a statistically valid sample. During our review of disbursements and reimbursement requests, we noted the following: The District does not have a formal system of approval of purchases such as a purchase requisition/purchase order before goods and services are received or rendered. The District does not account for grant expenditures separately in the general ledger. Additionally, the District should lock down months after cash is reconciled and all adjusting entries have been posted. The District did not maintain all monthly supporting documentation for the reimbursements requested from FTA/TxDOT. Based on an initial sample of 40 disbursements reviewed, two (2) disbursements did not have a payment requisition form signed by the Executive Director. Recommendation The District should put a purchase approval process in place before the District’s funds are obligated. The District should ensure the rationale for allocation of expenditures to grants is well documented. Alternatively, the District could record expenditures directly to the grants using a system of fund accounting. Adherence to District policies should be monitored. Noncompliance with policies and procedures should be addressed with employees through additional training. Invoices should be paid in a timely manner to ensure late fees are avoided. If late fees are incurred, they should not be charged to grant funds. Finally, the District should ensure all monthly reports are maintained to support reimbursement requests. Views Of Responsible Officials The District agrees with the finding and has taken steps to address this issue as detailed in the Corrective Action Plan.
Finding Number: 2024‐001 Federal Program Name: Federal Transit Cluster Assistance Listing Numbers: 20.507, 20.526 State Program Names: State Urbanized Area Formula Program; State Formula Grants for Rural Areas Contact Person: Ted Ross, Executive Director Updated Corrective Action Plan: The District continues to strengthen its grant management framework through policy development and improved procedures. Actions to include: Improved documentation of grant expense allocation Updated purchasing procedures consistent with federal and state compliance expectations Enhanced tracking of expenditures to specific programs and funding streams These measures have been incorporated into the district’s comprehensive Finance and Administration Policy, with staff training to be ongoing. Certification The Gulf Coast Transit District affirms that all corrective actions noted above are actively corrected or are being addressed. Additional documentation or clarification will be provided to auditors upon request.
2023-001
Finding Number: 2024-002 Repeat Finding: Yes; 2023-002, 2022-002, 2021-002 Federal Program Name/Assistance Listing Title: Federal Transit Cluster Federal Assistance Listing Number: 20.507, 20.526 Federal Agency: U.S. Department of Transportation Federal Award Number: 5339-R-2022-GCTD-00039 Federal Pass-Through Agency: Texas Department of Transportation State Program Name: State Urbanized Area Formula Program, State Formula Grants For Rural Areas State Agency: Texas Department of Transportation Type of Finding: Noncompliance Material to Financial Statements and Federal/State Major Programs, Material Weakness in Internal Control Over Compliance Compliance Requirement: Procurement, Suspension and Debarment Questioned Costs: N/A; In accordance with 2 CFR 200.516(b)(7), when there are known questioned costs but the dollar amount is undetermined or not reported, the audit findings must include a description of why the dollar amount was undetermined or otherwise could not be reported. Based on our description of the finding below, the District was unable to provide evidence that the federal guidelines were followed for purchases exceeding the small purchases threshold. Due to inadequate records being maintained by the District, we were unable to determine if proper procured occurred for each purchase, and could not be located, or proper procurement never occurred. Therefore, we were unable to differentiate transactions as questioned costs from transactions in question caused solely because of deficiencies in internal control. Criteria Non-federal entities other than states, including those operating federal programs as subrecipients of states, must follow the procurement standards set out at 2 CFR §§200.318 through 200.326. They must use their own documented procurement procedures, which reflect applicable State and local laws and regulations, provided that the procurements conform to applicable federal statutes and the procurement requirements identified in 2 CFR part 200. Additionally, non-federal entities are prohibited from contracting with or making subawards under covered transactions to parties that are suspended or debarred. When a non-federal entity enters into a covered transaction with an entity at a lower tier, the non-federal entity must verify that the entity, as defined in 2 CFR §180.995 and agency adopting regulations, is not suspended or debarred or otherwise excluded from participating in the transaction. This verification may be accomplished by (1) checking the System of Award Management (SAM) maintained by the General Services Administration (GSA) or (2) collecting a certification from the entity, or (3) adding a clause or condition to the covered transaction with that entity (2 CFR §180.300). Condition The District did not meet the requirement to verify that covered transactions were only made to an entity that was not suspended or debarred or otherwise excluded. Additionally, the District did was unable to provide evidence that the federal guidelines for purchases exceeding the small purchases threshold. Cause The District’s internal controls over procurement of goods and services were not adequate. Effect The District was not in compliance with Federal regulations and guidelines related to suspension and debarment or procurement. Context The sample was not intended to be, and was not, a statistically valid sample. During our review of purchasing, we noted the following: For 4 out of 5 procurements reviewed, documentation demonstrating a vendor check for suspension and debarment was not retained. For 2 out of 5 vendors reviewed with total expenditures below the Simplified Acquisition threshold, no documentation of quotes was maintained. For 1 out of 1 vendors reviewed with total expenditures that exceeded the Simplified Acquisition threshold, no documentation of a sealed procurement issued in accordance with federal guidelines was maintained. Recommendation The District should maintain documentation of procurement actions in the vendor file including sealed procurements issued, quotes and suspension and debarment checks. Review of procurement compliance should occur before the District’s funds are obligated. Views of Responsible Officials The District agrees with the finding and has taken steps to address this issue as detailed in the Corrective Action Plan.
Show full finding ▾Hide full finding ▴Finding Number: 2024-002 Repeat Finding: Yes; 2023-002, 2022-002, 2021-002 Federal Program Name/Assistance Listing Title: Federal Transit Cluster Federal Assistance Listing Number: 20.507, 20.526 Federal Agency: U.S. Department of Transportation Federal Award Number: 5339-R-2022-GCTD-00039 Federal Pass-Through Agency: Texas Department of Transportation State Program Name: State Urbanized Area Formula Program, State Formula Grants For Rural Areas State Agency: Texas Department of Transportation Type of Finding: Noncompliance Material to Financial Statements and Federal/State Major Programs, Material Weakness in Internal Control Over Compliance Compliance Requirement: Procurement, Suspension and Debarment Questioned Costs: N/A; In accordance with 2 CFR 200.516(b)(7), when there are known questioned costs but the dollar amount is undetermined or not reported, the audit findings must include a description of why the dollar amount was undetermined or otherwise could not be reported. Based on our description of the finding below, the District was unable to provide evidence that the federal guidelines were followed for purchases exceeding the small purchases threshold. Due to inadequate records being maintained by the District, we were unable to determine if proper procured occurred for each purchase, and could not be located, or proper procurement never occurred. Therefore, we were unable to differentiate transactions as questioned costs from transactions in question caused solely because of deficiencies in internal control. Criteria Non-federal entities other than states, including those operating federal programs as subrecipients of states, must follow the procurement standards set out at 2 CFR §§200.318 through 200.326. They must use their own documented procurement procedures, which reflect applicable State and local laws and regulations, provided that the procurements conform to applicable federal statutes and the procurement requirements identified in 2 CFR part 200. Additionally, non-federal entities are prohibited from contracting with or making subawards under covered transactions to parties that are suspended or debarred. When a non-federal entity enters into a covered transaction with an entity at a lower tier, the non-federal entity must verify that the entity, as defined in 2 CFR §180.995 and agency adopting regulations, is not suspended or debarred or otherwise excluded from participating in the transaction. This verification may be accomplished by (1) checking the System of Award Management (SAM) maintained by the General Services Administration (GSA) or (2) collecting a certification from the entity, or (3) adding a clause or condition to the covered transaction with that entity (2 CFR §180.300). Condition The District did not meet the requirement to verify that covered transactions were only made to an entity that was not suspended or debarred or otherwise excluded. Additionally, the District did was unable to provide evidence that the federal guidelines for purchases exceeding the small purchases threshold. Cause The District’s internal controls over procurement of goods and services were not adequate. Effect The District was not in compliance with Federal regulations and guidelines related to suspension and debarment or procurement. Context The sample was not intended to be, and was not, a statistically valid sample. During our review of purchasing, we noted the following: For 4 out of 5 procurements reviewed, documentation demonstrating a vendor check for suspension and debarment was not retained. For 2 out of 5 vendors reviewed with total expenditures below the Simplified Acquisition threshold, no documentation of quotes was maintained. For 1 out of 1 vendors reviewed with total expenditures that exceeded the Simplified Acquisition threshold, no documentation of a sealed procurement issued in accordance with federal guidelines was maintained. Recommendation The District should maintain documentation of procurement actions in the vendor file including sealed procurements issued, quotes and suspension and debarment checks. Review of procurement compliance should occur before the District’s funds are obligated. Views of Responsible Officials The District agrees with the finding and has taken steps to address this issue as detailed in the Corrective Action Plan.
Federal Program Name: Federal Transit Cluster Assistance Listing Numbers: 20.507, 20.526 State Program Names: State Urbanized Area Formula Program; State Formula Grants for Rural Areas Contact Person: Ted Ross, Executive Director Updated Corrective Action Plan: The District has revised its procurement procedures to meet Uniform Guidance requirements. Enhancements include: Mandatory documentation of quotes for applicable procurements Verification and documentation of suspension and debarment checks for all covered transactions Centralization of procurement records in accordance with best practices Policy training and practices are already in place and are being followed. Certification The Gulf Coast Transit District affirms that all corrective actions noted above are actively corrected or are being addressed. Additional documentation or clarification will be provided to auditors upon request.
2023-002
FAC accepted this audit on July 14, 2025 — management decision was due January 14, 2026.
The District lacked proper internal controls over disbursements. Cause: The District’s internal controls over federal awards, and specifically, disbursements were not adequate. Effect: The District was not in compliance with Federal regulations and guidelines and District policies related to federal awards, and specifically, disbursements. Context: The sample was not intended to be, and was not, a statistically valid sample. During our review of disbursements, we noted the following: • The District does not have a formal system of approval of purchases such as a purchase requisition/purchase order before goods and services are received or rendered. • The District does not account for grant expenditures separately in the general ledger. Additionally, the District should lock down months after cash is reconciled and all adjusting entries have been posted. • The District did not maintain all monthly supporting documentation for the reimbursements requested from FTA/TxDOT. • Based on an initial sample of 40 disbursements reviewed: o For 4 disbursements, the payment requisition form was not signed by the Executive Director. o For 1 disbursement, the coding was incorrect. o For 1 disbursement, the check was not signed in accordance with the District's policies. • Based on an additional sample of 3 disbursements reviewed: o For 1 disbursement, the disbursement was not supported by invoices or other documentation. o For 1 disbursement, the coding was incorrect. Recommendation: The District should put a purchase approval process in place before the District’s funds are obligated. The District should ensure the rationale for allocation of expenditures to grants is well documented. Alternatively, the District could record expenditures directly to the grants using a system of fund accounting. Adherence to District policies should be monitored. Noncompliance with policies and procedures should be addressed with employees through additional training. Invoices should be paid in a timely manner to ensure late fees are avoided. If late fees are incurred, they should not be charged to grant funds. Finally, the District should ensure all monthly reports are maintained to support reimbursement requests. Views Of Responsible Officials: The District agrees with the finding and has taken steps to address this issue as detailed in the Corrective Action Plan.
Show full finding ▾Hide full finding ▴Findings and Questioned Costs Related to Federal and State Awards Finding Number: 2023‐001 Repeat Finding: Yes; 2022‐001, 2021‐001 Federal Program Name/Assistance Listing Title: Federal Transit Cluster Federal Assistance Listing Number: 20.507, 20.526 Federal Agency: U.S. Department of Transportation Federal Award Number: 5339‐R‐2022‐GCTD‐00039, 5339‐R‐2022‐GCTD‐00039 Federal Pass‐Through Agency: Texas Department of Transportation State Program Name: State Urbanized Area Formula Program, State Formula Grants For Rural Areas State Agency: Texas Department of Transportation Type of Finding: Significant Deficiency in Internal Control Over Compliance Compliance Requirement: Activities Allowed or Unallowed; Allowable Costs/Cost Principles Questioned Costs: N/A Criteria: District management is responsible for establishing and maintaining effective internal controls over federal awards, and specifically, disbursements that are adequate to ensure that all financial activities are properly processed, supported, allowable, and allocable to federal grants in compliance with 2 CFR Part 200. Condition: The District lacked proper internal controls over disbursements. Cause: The District’s internal controls over federal awards, and specifically, disbursements were not adequate. Effect: The District was not in compliance with Federal regulations and guidelines and District policies related to federal awards, and specifically, disbursements. Context: The sample was not intended to be, and was not, a statistically valid sample. During our review of disbursements, we noted the following: • The District does not have a formal system of approval of purchases such as a purchase requisition/purchase order before goods and services are received or rendered. • The District does not account for grant expenditures separately in the general ledger. Additionally, the District should lock down months after cash is reconciled and all adjusting entries have been posted. • The District did not maintain all monthly supporting documentation for the reimbursements requested from FTA/TxDOT. • Based on an initial sample of 40 disbursements reviewed: o For 4 disbursements, the payment requisition form was not signed by the Executive Director. o For 1 disbursement, the coding was incorrect. o For 1 disbursement, the check was not signed in accordance with the District's policies. • Based on an additional sample of 3 disbursements reviewed: o For 1 disbursement, the disbursement was not supported by invoices or other documentation. o For 1 disbursement, the coding was incorrect. Recommendation: The District should put a purchase approval process in place before the District’s funds are obligated. The District should ensure the rationale for allocation of expenditures to grants is well documented. Alternatively, the District could record expenditures directly to the grants using a system of fund accounting. Adherence to District policies should be monitored. Noncompliance with policies and procedures should be addressed with employees through additional training. Invoices should be paid in a timely manner to ensure late fees are avoided. If late fees are incurred, they should not be charged to grant funds. Finally, the District should ensure all monthly reports are maintained to support reimbursement requests. Views Of Responsible Officials: The District agrees with the finding and has taken steps to address this issue as detailed in the Corrective Action Plan.
Finding Number: 2023‐001 Federal Program Name: Federal Transit Cluster Assistance Listing Numbers: 20.507, 20.526 State Program Names: State Urbanized Area Formula Program; State Formula Grants for Rural Areas Contact Person: Ted Ross, Executive Director Updated Corrective Action Plan: The District continues to strengthen its grant management framework through policy development and improved procedures. Actions to include: • Improved documentation of grant expense allocation • Updated purchasing procedures consistent with federal and state compliance expectations • Enhanced tracking of expenditures to specific programs and funding streams These measures have been incorporated into the district’s comprehensive Finance and Administration Policy, with staff training to be ongoing. Certification: The Gulf Coast Transit District affirms that all corrective actions noted above are actively corrected or are being addressed. Additional documentation or clarification will be provided to auditors upon request.
2022-001
The District did not meet the requirement to verify that covered transactions were only made to an entity that was not suspended or debarred or otherwise excluded. Additionally, the District did was unable to provide evidence that the federal guidelines for purchases exceeding the small purchases threshold. Cause: The District’s internal controls over procurement of goods and services were not adequate. Effect: The District was not in compliance with Federal regulations and guidelines related to suspension and debarment or procurement. Context: The sample was not intended to be, and was not, a statistically valid sample. During our review of purchasing, we noted the following: • For 7 out of 7 procurements reviewed, documentation demonstrating a vendor check for suspension and debarment was not retained. • For 3 out of 5 vendors reviewed with total expenditures below the Simplified Acquisition threshold, no documentation of quotes was maintained. • For 2 out of 2 vendors reviewed with total expenditures that exceeded the Simplified Acquisition threshold, no documentation of a sealed procurement issued in accordance with federal guidelines was maintained. Recommendation: The District should maintain documentation of procurement actions in the vendor file including sealed procurements issued, quotes and suspension and debarment checks. Review of procurement compliance should occur before the District’s funds are obligated. Views of Responsible Officials: The District agrees with the finding and has taken steps to address this issue as detailed in the Corrective Action Plan.
Show full finding ▾Hide full finding ▴Findings and Questioned Costs Related to Federal and State Awards (continued) Finding Number: 2023‐002 Repeat Finding: Yes; 2022‐002, 2021‐002 Federal Program Name/Assistance Listing Title: Federal Transit Cluster Federal Assistance Listing Number: 20.507, 20.526 Federal Agency: U.S. Department of Transportation Federal Award Number: 5339‐R‐2022‐GCTD‐00039, 5339‐R‐2022‐GCTD‐00039 Federal Pass‐Through Agency: Texas Department of Transportation State Program Name: State Urbanized Area Formula Program, State Formula Grants For Rural Areas State Agency: Texas Department of Transportation Type of Finding: Noncompliance Material to Financial Statements and Federal/State Major Programs, Material Weakness in Internal Control Over Compliance Compliance Requirement: Procurement, Suspension and Debarment Questioned Costs: N/A; In accordance with 2 CFR 200.516(b)(7), when there are known questioned costs but the dollar amount is undetermined or not reported, the audit findings must include a description of why the dollar amount was undetermined or otherwise could not be reported. Based on our description of the finding below, the District was unable to provide evidence that the federal guidelines were followed for purchases exceeding the small purchases threshold. Due to inadequate records being maintained by the District, we were unable to determine if proper procured occurred for each purchase, and could not be located, or proper procurement never occurred. Therefore, we were unable to differentiate transactions as questioned costs from transactions in question caused solely because of deficiencies in internal control. Criteria: Non‐federal entities other than states, including those operating federal programs as subrecipients of states, must follow the procurement standards set out at 2 CFR §§200.318 through 200.326. They must use their own documented procurement procedures, which reflect applicable State and local laws and regulations, provided that the procurements conform to applicable federal statutes and the procurement requirements identified in 2 CFR part 200. Additionally, non‐federal entities are prohibited from contracting with or making subawards under covered transactions to parties that are suspended or debarred. When a non‐federal entity enters into a covered transaction with an entity at a lower tier, the non‐federal entity must verify that the entity, as defined in 2 CFR §180.995 and agency adopting regulations, is not suspended or debarred or otherwise excluded from participating in the transaction. This verification may be accomplished by (1) checking the System of Award Management (SAM) maintained by the General Services Administration (GSA) or (2) collecting a certification from the entity, or (3) adding a clause or condition to the covered transaction with that entity (2 CFR §180.300). Condition: The District did not meet the requirement to verify that covered transactions were only made to an entity that was not suspended or debarred or otherwise excluded. Additionally, the District did was unable to provide evidence that the federal guidelines for purchases exceeding the small purchases threshold. Cause: The District’s internal controls over procurement of goods and services were not adequate. Effect: The District was not in compliance with Federal regulations and guidelines related to suspension and debarment or procurement. Context: The sample was not intended to be, and was not, a statistically valid sample. During our review of purchasing, we noted the following: • For 7 out of 7 procurements reviewed, documentation demonstrating a vendor check for suspension and debarment was not retained. • For 3 out of 5 vendors reviewed with total expenditures below the Simplified Acquisition threshold, no documentation of quotes was maintained. • For 2 out of 2 vendors reviewed with total expenditures that exceeded the Simplified Acquisition threshold, no documentation of a sealed procurement issued in accordance with federal guidelines was maintained. Recommendation: The District should maintain documentation of procurement actions in the vendor file including sealed procurements issued, quotes and suspension and debarment checks. Review of procurement compliance should occur before the District’s funds are obligated. Views of Responsible Officials: The District agrees with the finding and has taken steps to address this issue as detailed in the Corrective Action Plan.
Finding Number: 2023‐002 Federal Program Name: Federal Transit Cluster Assistance Listing Numbers: 20.507, 20.526 State Program Names: State Urbanized Area Formula Program; State Formula Grants for Rural Areas Contact Person: Ted Ross, Executive Director Updated Corrective Action Plan: The District has revised its procurement procedures to meet Uniform Guidance requirements. Enhancements include: • Mandatory documentation of quotes for applicable procurements • Verification and documentation of suspension and debarment checks for all covered transactions • Centralization of procurement records in accordance with best practices Policy training and practices are already in place and are being followed. Certification: The Gulf Coast Transit District affirms that all corrective actions noted above are actively corrected or are being addressed. Additional documentation or clarification will be provided to auditors upon request.
2022-002
FAC accepted this audit on September 16, 2024 — management decision was due March 16, 2025.
Finding Number: 2022‐001 Repeat Finding: Yes, 2021‐001 Federal Program Name/Assistance Listing Title: COVID‐19 Federal Transit Cluster Federal Assistance Listing Number: 20.507 Federal Agency: U.S. Department of Transportation Federal Award Number: N/A Federal Pass‐Through Agency: N/A State Program Name: State Urbanized Area Formula Program, State Formula Grants For Rural Areas State Agency: Texas Department of Transportation Questioned Costs: N/A Type of Finding: Noncompliance, Significant Deficiency Compliance Requirement: Activities Allowed or Unallowed; Allowable Costs/Cost Principles Criteria Transit District management is responsible for establishing and maintaining effective internal controls over federal awards, and specifically, disbursements that are adequate to ensure that all financial activities are properly processed, supported, allowable, and allocable to federal grants in compliance with 2 CFR Part 200. Condition The Transit District lacked proper internal controls over disbursements. Cause The Transit District’s internal controls over federal awards, and specifically, disbursements were not adequate. Effect The Transit District was not in compliance with Federal regulations and guidelines and Transit District policies related to federal awards, and specifically, disbursements. Context The sample was not intended to be, and was not, a statistically valid sample. During our review of disbursements we noted the following: - The Transit District does not have a formal system of approval of purchases such as a purchase requisition/purchase order before goods and services are received or rendered. - The Transit District does not account for grant expenditures separately in the general ledger. Additionally, the Transit District should lock down months after cash is reconciled and all adjusting entries have been posted. - For one of 40 disbursements reviewed, the disbursement was not supported by invoices or other supporting documentation. - For two of 40 disbursements reviewed, the payment requisition form was not signed by the Executive Director. - For two of 40 disbursements reviewed, the coding was incorrect. - For two of 40 disbursements reviewed, the check was not signed in accordance with the Transit District's policies. - For one of 40 disbursements reviewed, the Transit District paid late fees on an invoice of $29.59. In reviewing this vendor's file there were numerous late fees paid. - For three of 15 credit card transactions reviewed, the disbursement was not supported by invoices or receipts. - For one of 15 credit card transactions reviewed, the disbursement did not have a payment requisition form. - For one of 15 credit card transactions reviewed, the purchase exceeded the $1,000 limit set in the Transit District’s credit card policy. Additionally, upon scanning the credit card statements for the fiscal year, several purchases exceeded the policy limit. - The Transit District did not maintain all monthly supporting documentation for the reimbursements requested from FTA/TxDOT. Recommendation The Transit District should put a purchase approval process in place before the Transit District’s funds are obligated. The Transit District should ensure the rationale for allocation of expenditures to grants is well documented. Alternatively, the Transit District could record expenditures directly to the grants using a system of fund accounting. Adherence to Transit District policies should be monitored. Noncompliance with policies and procedures should be addressed with employees through additional training. Invoices should be paid in a timely manner to ensure late fees are avoided. If late fees are incurred, they should not be charged to grant funds. Finally, the Transit District should ensure all monthly reports are maintained to support reimbursement requests. Views Of Responsible Officials See Corrective Action Plan.
Show full finding ▾Hide full finding ▴Finding Number: 2022‐001 Repeat Finding: Yes, 2021‐001 Federal Program Name/Assistance Listing Title: COVID‐19 Federal Transit Cluster Federal Assistance Listing Number: 20.507 Federal Agency: U.S. Department of Transportation Federal Award Number: N/A Federal Pass‐Through Agency: N/A State Program Name: State Urbanized Area Formula Program, State Formula Grants For Rural Areas State Agency: Texas Department of Transportation Questioned Costs: N/A Type of Finding: Noncompliance, Significant Deficiency Compliance Requirement: Activities Allowed or Unallowed; Allowable Costs/Cost Principles Criteria Transit District management is responsible for establishing and maintaining effective internal controls over federal awards, and specifically, disbursements that are adequate to ensure that all financial activities are properly processed, supported, allowable, and allocable to federal grants in compliance with 2 CFR Part 200. Condition The Transit District lacked proper internal controls over disbursements. Cause The Transit District’s internal controls over federal awards, and specifically, disbursements were not adequate. Effect The Transit District was not in compliance with Federal regulations and guidelines and Transit District policies related to federal awards, and specifically, disbursements. Context The sample was not intended to be, and was not, a statistically valid sample. During our review of disbursements we noted the following: - The Transit District does not have a formal system of approval of purchases such as a purchase requisition/purchase order before goods and services are received or rendered. - The Transit District does not account for grant expenditures separately in the general ledger. Additionally, the Transit District should lock down months after cash is reconciled and all adjusting entries have been posted. - For one of 40 disbursements reviewed, the disbursement was not supported by invoices or other supporting documentation. - For two of 40 disbursements reviewed, the payment requisition form was not signed by the Executive Director. - For two of 40 disbursements reviewed, the coding was incorrect. - For two of 40 disbursements reviewed, the check was not signed in accordance with the Transit District's policies. - For one of 40 disbursements reviewed, the Transit District paid late fees on an invoice of $29.59. In reviewing this vendor's file there were numerous late fees paid. - For three of 15 credit card transactions reviewed, the disbursement was not supported by invoices or receipts. - For one of 15 credit card transactions reviewed, the disbursement did not have a payment requisition form. - For one of 15 credit card transactions reviewed, the purchase exceeded the $1,000 limit set in the Transit District’s credit card policy. Additionally, upon scanning the credit card statements for the fiscal year, several purchases exceeded the policy limit. - The Transit District did not maintain all monthly supporting documentation for the reimbursements requested from FTA/TxDOT. Recommendation The Transit District should put a purchase approval process in place before the Transit District’s funds are obligated. The Transit District should ensure the rationale for allocation of expenditures to grants is well documented. Alternatively, the Transit District could record expenditures directly to the grants using a system of fund accounting. Adherence to Transit District policies should be monitored. Noncompliance with policies and procedures should be addressed with employees through additional training. Invoices should be paid in a timely manner to ensure late fees are avoided. If late fees are incurred, they should not be charged to grant funds. Finally, the Transit District should ensure all monthly reports are maintained to support reimbursement requests. Views Of Responsible Officials See Corrective Action Plan.
Federal Program Name/Assistance Listing Title: Federal Transit Cluster Federal Assistance Listing Number: 20.507 State Program Name: State Urbanized Area Formula Program, State Formula Grants For Rural Areas Contact Person: Ted Ross, Acting Executive Director Anticipated Completion Date: 1/1/2025 Planned Corrective Action: The Transit District has changed most of the personnel in Finance and Administration, which improved expertise and performance. The Transit District is also working on a new comprehensive Finance and Administration policy which will include all new controls implemented. The new policy will contain a purchase policy (which has already begun implementation), training expectations, grant use policies (including late fees policy), and payroll. The Transit District has better documented rationale for expense allocation for grants and continues to improve on this through improved expense tracking and assignment to programs for grants.
2021-001
Finding Number: 2022‐002 Repeat Finding: Yes, 2021‐002 Federal Program Name/Assistance Listing Title: COVID‐19 Federal Transit Cluster Federal Assistance Listing Number: 20.507 Federal Agency: U.S. Department of Transportation Federal Award Number: N/A Federal Pass‐Through Agency: N/A State Program Name: State Urbanized Area Formula Program, State Formula Grants For Rural Areas State Agency: Texas Department of Transportation Questioned Costs: N/A Type of Finding: Noncompliance, Material Weakness Compliance Requirement: Procurement, Suspension and Debarment Criteria Non‐federal entities other than states, including those operating federal programs as subrecipients of states, must follow the procurement standards set out at 2 CFR §§200.318 through 200.326. They must use their own documented procurement procedures, which reflect applicable State and local laws and regulations, provided that the procurements conform to applicable federal statutes and the procurement requirements identified in 2 CFR part 200. Additionally, non‐federal entities are prohibited from contracting with or making subawards under covered transactions to parties that are suspended or debarred. When a non‐federal entity enters into a covered transaction with an entity at a lower tier, the non‐federal entity must verify that the entity, as defined in 2 CFR §180.995 and agency adopting regulations, is not suspended or debarred or otherwise excluded from participating in the transaction. This verification may be accomplished by (1) checking the System of Award Management (SAM) maintained by the General Services Administration (GSA) or (2) collecting a certification from the entity, or (3) adding a clause or condition to the covered transaction with that entity (2 CFR §180.300). Condition The Transit District did not meet the requirement to verify that covered transactions were only made to an entity that was not suspended or debarred or otherwise excluded. Additionally, the Transit District did not follow federal guidelines for purchases exceeding the small purchases threshold. Cause The Transit District’s internal controls over procurement of goods and services were not adequate. Effect The Transit District was not in compliance with Federal regulations and guidelines related to suspension and debarment or procurement. Context The sample was not intended to be, and was not, a statistically valid sample. During our review of purchasing, we noted the following: - For seven procurements over $25,000 reviewed, documentation demonstrating a vendor check for suspension and debarment was not retained. - For five vendors reviewed with total expenditures below the Simplified Acquisition threshold, no documentation of quotes was maintained. - For three vendors reviewed with total expenditures that exceeded the Simplified Acquisition threshold, no documentation of a sealed procurement issued in accordance with federal guidelines was maintained. Recommendation The Transit District should maintain documentation of procurement actions in the vendor file including sealed procurements issued, quotes and suspension and debarment checks. Review of procurement compliance should occur before the Transit District’s funds are obligated. Views of Responsible Officials See Corrective Action Plan.
Show full finding ▾Hide full finding ▴Finding Number: 2022‐002 Repeat Finding: Yes, 2021‐002 Federal Program Name/Assistance Listing Title: COVID‐19 Federal Transit Cluster Federal Assistance Listing Number: 20.507 Federal Agency: U.S. Department of Transportation Federal Award Number: N/A Federal Pass‐Through Agency: N/A State Program Name: State Urbanized Area Formula Program, State Formula Grants For Rural Areas State Agency: Texas Department of Transportation Questioned Costs: N/A Type of Finding: Noncompliance, Material Weakness Compliance Requirement: Procurement, Suspension and Debarment Criteria Non‐federal entities other than states, including those operating federal programs as subrecipients of states, must follow the procurement standards set out at 2 CFR §§200.318 through 200.326. They must use their own documented procurement procedures, which reflect applicable State and local laws and regulations, provided that the procurements conform to applicable federal statutes and the procurement requirements identified in 2 CFR part 200. Additionally, non‐federal entities are prohibited from contracting with or making subawards under covered transactions to parties that are suspended or debarred. When a non‐federal entity enters into a covered transaction with an entity at a lower tier, the non‐federal entity must verify that the entity, as defined in 2 CFR §180.995 and agency adopting regulations, is not suspended or debarred or otherwise excluded from participating in the transaction. This verification may be accomplished by (1) checking the System of Award Management (SAM) maintained by the General Services Administration (GSA) or (2) collecting a certification from the entity, or (3) adding a clause or condition to the covered transaction with that entity (2 CFR §180.300). Condition The Transit District did not meet the requirement to verify that covered transactions were only made to an entity that was not suspended or debarred or otherwise excluded. Additionally, the Transit District did not follow federal guidelines for purchases exceeding the small purchases threshold. Cause The Transit District’s internal controls over procurement of goods and services were not adequate. Effect The Transit District was not in compliance with Federal regulations and guidelines related to suspension and debarment or procurement. Context The sample was not intended to be, and was not, a statistically valid sample. During our review of purchasing, we noted the following: - For seven procurements over $25,000 reviewed, documentation demonstrating a vendor check for suspension and debarment was not retained. - For five vendors reviewed with total expenditures below the Simplified Acquisition threshold, no documentation of quotes was maintained. - For three vendors reviewed with total expenditures that exceeded the Simplified Acquisition threshold, no documentation of a sealed procurement issued in accordance with federal guidelines was maintained. Recommendation The Transit District should maintain documentation of procurement actions in the vendor file including sealed procurements issued, quotes and suspension and debarment checks. Review of procurement compliance should occur before the Transit District’s funds are obligated. Views of Responsible Officials See Corrective Action Plan.
Federal Program Name/Assistance Listing Title: Federal Transit Cluster Federal Assistance Listing Number: 20.507 State Program Name: State Urbanized Area Formula Program, State Formula Grants For Rural Areas Contact Person: Ted Ross, Acting Executive Director Anticipated Completion Date: 1/1/2025 Planned Corrective Action: The Transit District has changed most of the personnel in Finance and Administration, which improved expertise and performance. The Transit District is also working on a new comprehensive Finance and Administration policy which will include all new controls implemented. Procurement procedures will be updated and strengthened in the new policy including ensuring documentation of quotes and suspension and disbarment are checked, reviewed, and documented in the procurement file.
2021-002
FAC accepted this audit on August 7, 2023 — management decision was due February 7, 2024.
Finding Number: 2021-001 Repeat Finding: No Program Name/Assistance Listing Title: COVID-19 Federal Transit Cluster Assistance Listing Number: 20.507 Federal Agency: U.S. Department of Transportation Federal Award Number: N/A Pass-Through Agency: N/A Questioned Costs: $13,119 Type of Finding: Noncompliance, Significant Deficiency Compliance Requirement: Activities Allowed or Unallowed; Allowable Costs/Cost Principles Criteria Transit District management is responsible for establishing and maintaining effective internal controls over federal awards, and specifically, disbursements that are adequate to ensure that all financial activities are properly processed, supported, allowable, and allocable to federal grants in compliance with 2 CFR Part 200. Condition The Transit District lacked proper internal controls over disbursements. Cause The Transit District?s internal controls over federal awards, and specifically, disbursements were not adequate. Effect The Transit District was not in compliance with Federal regulations and guidelines and Transit District policies related to federal awards, and specifically, disbursements. Context The sample was not intended to be, and was not, a statistically valid sample. During our review of disbursements we noted the following: - The Transit District does not have a formal system of approval of purchases such as a purchase requisition/purchase order before goods and services are received or rendered. - The Transit District does not account for grant expenditures separately in the general ledger. Additionally, the Transit District should lock down months after cash is reconciled and all adjusting entries have been posted. Furthermore, the Transit District was unable to provide support for the percentage allocation of transit expenditures between urban and rural as well as why the allocation changed during the fiscal year. - The Transit District made an error when recording the transfer of staff laptops from Gulf Coast Center valued at $13,051, resulting in the overstatement of expenditures, which was charged to the Federal Transit Cluster. - For two of 40 disbursements reviewed, the payment requisition form was not signed by the Executive Director, additionally one disbursement did not have a payment requisition form. - For seven of 40 disbursements reviewed, the coding was incorrect. - For four of 40 disbursements reviewed, the check was not signed in accordance with the Transit District's policies. - For one of 40 disbursements reviewed, the Transit District paid late fees on an invoice of $29.59. In reviewing this vendor's file there were numerous late fees paid. The $29.59 late fee reviewed was partially allocated to the Federal Transit Cluster in the amount of $22.78. - For two of five credit card transactions reviewed, the purchases exceeded the $1,000 limit set in the Transit District?s credit card policy. Additionally, upon scanning the credit card statements for the fiscal year, two additional purchases exceeded the policy limit. - For one of 38 payroll disbursements reviewed, the Transit District could not locate a contract/offer sheet. Additionally, for one of 38 payroll disbursements reviewed, the hourly rate paid to an employee did not agree to their contract resulting in an overpayment of $45.24. Recommendation The Transit District should put a purchase approval process in place before the Transit District?s funds are obligated. The Transit District should ensure the rationale for allocation of expenditures to grants is well documented. Alternatively, the Transit District could record expenditures directly to the grants using a system of fund accounting. Adherence to Transit District policies should be monitored. Noncompliance with policies and procedures should be addressed with employees through additional training. Invoices should be paid in a timely manner to ensure late fees are avoided. If late fees are incurred, they should not be charged to grant funds. Finally, all payroll expenditures should be well supported by contracts/work agreements. Views Of Responsible Officials See Corrective Action Plan.
Show full finding ▾Hide full finding ▴Finding Number: 2021-001 Repeat Finding: No Program Name/Assistance Listing Title: COVID-19 Federal Transit Cluster Assistance Listing Number: 20.507 Federal Agency: U.S. Department of Transportation Federal Award Number: N/A Pass-Through Agency: N/A Questioned Costs: $13,119 Type of Finding: Noncompliance, Significant Deficiency Compliance Requirement: Activities Allowed or Unallowed; Allowable Costs/Cost Principles Criteria Transit District management is responsible for establishing and maintaining effective internal controls over federal awards, and specifically, disbursements that are adequate to ensure that all financial activities are properly processed, supported, allowable, and allocable to federal grants in compliance with 2 CFR Part 200. Condition The Transit District lacked proper internal controls over disbursements. Cause The Transit District?s internal controls over federal awards, and specifically, disbursements were not adequate. Effect The Transit District was not in compliance with Federal regulations and guidelines and Transit District policies related to federal awards, and specifically, disbursements. Context The sample was not intended to be, and was not, a statistically valid sample. During our review of disbursements we noted the following: - The Transit District does not have a formal system of approval of purchases such as a purchase requisition/purchase order before goods and services are received or rendered. - The Transit District does not account for grant expenditures separately in the general ledger. Additionally, the Transit District should lock down months after cash is reconciled and all adjusting entries have been posted. Furthermore, the Transit District was unable to provide support for the percentage allocation of transit expenditures between urban and rural as well as why the allocation changed during the fiscal year. - The Transit District made an error when recording the transfer of staff laptops from Gulf Coast Center valued at $13,051, resulting in the overstatement of expenditures, which was charged to the Federal Transit Cluster. - For two of 40 disbursements reviewed, the payment requisition form was not signed by the Executive Director, additionally one disbursement did not have a payment requisition form. - For seven of 40 disbursements reviewed, the coding was incorrect. - For four of 40 disbursements reviewed, the check was not signed in accordance with the Transit District's policies. - For one of 40 disbursements reviewed, the Transit District paid late fees on an invoice of $29.59. In reviewing this vendor's file there were numerous late fees paid. The $29.59 late fee reviewed was partially allocated to the Federal Transit Cluster in the amount of $22.78. - For two of five credit card transactions reviewed, the purchases exceeded the $1,000 limit set in the Transit District?s credit card policy. Additionally, upon scanning the credit card statements for the fiscal year, two additional purchases exceeded the policy limit. - For one of 38 payroll disbursements reviewed, the Transit District could not locate a contract/offer sheet. Additionally, for one of 38 payroll disbursements reviewed, the hourly rate paid to an employee did not agree to their contract resulting in an overpayment of $45.24. Recommendation The Transit District should put a purchase approval process in place before the Transit District?s funds are obligated. The Transit District should ensure the rationale for allocation of expenditures to grants is well documented. Alternatively, the Transit District could record expenditures directly to the grants using a system of fund accounting. Adherence to Transit District policies should be monitored. Noncompliance with policies and procedures should be addressed with employees through additional training. Invoices should be paid in a timely manner to ensure late fees are avoided. If late fees are incurred, they should not be charged to grant funds. Finally, all payroll expenditures should be well supported by contracts/work agreements. Views Of Responsible Officials See Corrective Action Plan.
Finding Number: 2021-001 Program Name/Assistance Listing Title: Federal Transit Cluster Assistance Listing Number: 20.507 Contact Person: Worth Ferguson, Director of Finance and Administration Anticipated Completion Date: 1/1/2024 Planned Corrective Action: The Transit District has changed most of the personnel in Finance and Administration, which improved expertise and performance. The Transit District is also working on a new comprehensive Finance and Administration policy which will include all new controls implemented. The new policy will contain a purchase policy (which has already begun implementation), training expectations, grant use policies (including late fees policy), and payroll. The Transit District has better documented rationale for expense allocation for grants and continues to improve on this through improved expense tracking and assignment to programs for grants.
Finding Number: 2021-002 Repeat Finding: No Program Name/Assistance Listing Title: COVID-19 Federal Transit Cluster Assistance Listing Number: 20.507 Federal Agency: U.S. Department of Transportation Federal Award Number: N/A Pass-Through Agency: N/A Questioned Costs: N/A Type of Finding: Noncompliance, Significant Deficiency Compliance Requirement: Procurement, Suspension and Debarment Criteria Non-federal entities other than states, including those operating federal programs as subrecipients of states, must follow the procurement standards set out at 2 CFR ??200.318 through 200.326. They must use their own documented procurement procedures, which reflect applicable State and local laws and regulations, provided that the procurements conform to applicable federal statutes and the procurement requirements identified in 2 CFR part 200. Additionally, non-federal entities are prohibited from contracting with or making subawards under covered transactions to parties that are suspended or debarred. When a non-federal entity enters into a covered transaction with an entity at a lower tier, the non-federal entity must verify that the entity, as defined in 2 CFR ?180.995 and agency adopting regulations, is not suspended or debarred or otherwise excluded from participating in the transaction. This verification may be accomplished by (1) checking the System of Award Management (SAM) maintained by the General Services Administration (GSA) or (2) collecting a certification from the entity, or (3) adding a clause or condition to the covered transaction with that entity (2 CFR ?180.300). Condition The Transit District did not meet the requirement to verify that covered transactions were only made to an entity that was not suspended or debarred or otherwise excluded. Additionally, the Transit District did not follow federal guidelines for a purchase exceeding the small purchases threshold. Cause The Transit District?s internal controls over procurement of goods and services were not adequate. Effect The Transit District was not in compliance with Federal regulations and guidelines related to suspension and debarment or procurement. Context The sample was not intended to be, and was not, a statistically valid sample. During our review of purchasing, we noted the following: - For four of six procurements over $25,000 reviewed, documentation demonstrating a vendor check for suspension and debarment was not retained. - For one of five vendors reviewed with total expenditures below the Simplified Acquisition threshold, no documentation of quotes was maintained. Recommendation The Transit District should maintain documentation of procurement actions in the vendor file including quotes and suspension and debarment checks. Review of procurement compliance should occur before the Transit District?s funds are obligated. Views of Responsible Officials See Corrective Action Plan.
Show full finding ▾Hide full finding ▴Finding Number: 2021-002 Repeat Finding: No Program Name/Assistance Listing Title: COVID-19 Federal Transit Cluster Assistance Listing Number: 20.507 Federal Agency: U.S. Department of Transportation Federal Award Number: N/A Pass-Through Agency: N/A Questioned Costs: N/A Type of Finding: Noncompliance, Significant Deficiency Compliance Requirement: Procurement, Suspension and Debarment Criteria Non-federal entities other than states, including those operating federal programs as subrecipients of states, must follow the procurement standards set out at 2 CFR ??200.318 through 200.326. They must use their own documented procurement procedures, which reflect applicable State and local laws and regulations, provided that the procurements conform to applicable federal statutes and the procurement requirements identified in 2 CFR part 200. Additionally, non-federal entities are prohibited from contracting with or making subawards under covered transactions to parties that are suspended or debarred. When a non-federal entity enters into a covered transaction with an entity at a lower tier, the non-federal entity must verify that the entity, as defined in 2 CFR ?180.995 and agency adopting regulations, is not suspended or debarred or otherwise excluded from participating in the transaction. This verification may be accomplished by (1) checking the System of Award Management (SAM) maintained by the General Services Administration (GSA) or (2) collecting a certification from the entity, or (3) adding a clause or condition to the covered transaction with that entity (2 CFR ?180.300). Condition The Transit District did not meet the requirement to verify that covered transactions were only made to an entity that was not suspended or debarred or otherwise excluded. Additionally, the Transit District did not follow federal guidelines for a purchase exceeding the small purchases threshold. Cause The Transit District?s internal controls over procurement of goods and services were not adequate. Effect The Transit District was not in compliance with Federal regulations and guidelines related to suspension and debarment or procurement. Context The sample was not intended to be, and was not, a statistically valid sample. During our review of purchasing, we noted the following: - For four of six procurements over $25,000 reviewed, documentation demonstrating a vendor check for suspension and debarment was not retained. - For one of five vendors reviewed with total expenditures below the Simplified Acquisition threshold, no documentation of quotes was maintained. Recommendation The Transit District should maintain documentation of procurement actions in the vendor file including quotes and suspension and debarment checks. Review of procurement compliance should occur before the Transit District?s funds are obligated. Views of Responsible Officials See Corrective Action Plan.
Finding Number: 2021-002 Program Name/Assistance Listing Title: Federal Transit Cluster Assistance Listing Number: 20.507 Contact Person: Worth Ferguson, Director of Finance and Administration Anticipated Completion Date: 1/1/2024 Planned Corrective Action: The Transit District has changed most of the personnel in Finance and Administration, which improved expertise and performance. The Transit District is also working on a new comprehensive Finance and Administration policy which will include all new controls implemented. Procurement procedures will be updated and strengthened in the new policy including ensuring documentation of quotes and suspension and disbarment are checked, reviewed, and documented in the procurement file.
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