Serendipity Child Care, Inc.

Criteria Property records must be maintained that include a description of the property, a serial number or other identification number, the source of funding for the property (including the federal award identification number), who holds title, the acquisition date, cost of the property, percentage of federal participation in the project costs for the federal award under which the property was acquired, the location, use and condition of the property, and any ultimate disposition data including the date of disposal and sales price of the property (2 CFR section 200.313(d)(1)). Condition During our audit we noted a lack of required property records to support that compliance with equipment and real property management compliance requirements was being achieved. Cause Management was not aware of the governance compliance requirements specific to the Head Start Cluster, thus did not maintain a proper filing system for property records as required by equipment and real property management compliance requirements. Effect The effect of this condition is that equipment purchased with Head Start Cluster funds could be considered unallowed resulting in a request for the funds to be returned. Recommendation We recommend that a proper filing system that handles both hard copy and electronic supporting documents be implemented. We further recommend that document management software or application be utilized to help maintain supporting documentation of financial accounting records. Management Response See corrective action plan.

Criteria Per the Compliance Supplement for 2020 for the Head Start Cluster, an agency administering Head Start programs must have a governing body that includes not less than one member with a background and expertise in fiscal management or accounting and not less than one licensed attorney familiar with issues that come before the governing body or consultants with the requisite skills and experience to work with the governing body. Additionally, an agency administering Head Start programs must share accurate and regular financial information with its governing body and policy council, including monthly financial statements, including credit card expenditures and the financial audit (42 USC 9837(d)(2)(A) and (E)). Condition Monthly financial statements were not being prepared and the financial audit was not performed in a timely manner. Cause Management was not aware of the governance compliance requirements specific to the Head Start Cluster. Additionally, SCCC did not have a process in place to produce monthly financial statements on an accrual basis to be available for audit. Effect SCCC was out of compliance with governance requirements, financial reporting requirements, and audit requirements. Noncompliance with these requirements could result in the suspension of funding from the City of Chicago until compliance is met. Recommendation We recommend that SCCC implement policies and procedures to ensure that monthly accrual-based financial statements are prepared on a timely basis for review by management and the governing body. We further recommend that SCCC’s management implement a process of reviewing compliance requirements as detailed in the Compliance Supplement for each year to ensure that all compliance requirements are being met. Management Response See corrective action plan.

Criteria The City of Chicago requires that certain of its Head Start Cluster grantees submit financial and audit reports six (6) months after the end of their fiscal year during which the Head Start Cluster funding was received. During 2020 the deadline was extended by six (6) months to December 31, 2020 due to the effects of the COVID-19 pandemic. Condition SCCC did not submit its financial and single audit report package to the City of Chicago prior to the extended deadline. Cause This condition was due to management of SCCC lacking experience and knowledge of the financial reporting and compliance reporting requirements for the Head Start Cluster. As such, SCCC didn’t engage an auditor to perform its financial and compliance audits in time to meet its extended deadline. Effect Noncompliance with financial reporting and compliance reporting deadlines could cause in the suspension of funding from the City of Chicago until compliance is met. Questioned Costs None noted.