Apache County, ArizonaLocal Government

Finding 2022-101 Single Audit Reporting Package Not Filed Timely (Repeat Finding) (Material Weakness, Compliance Finding) Assistance Listing Number: 21.027 Cluster Title: N/A Program Titles: Coronavirus State and Local Fiscal Recovery Fund Federal Agency: U.S. Department of the Treasury Award Year: 2021 Award Number: None Compliance Requirement: Reporting Question Costs: None Criteria: The terms of the County’s federally funded grants and contracts and the Uniform Guidance require the submission of a single audit reporting package to the Federal Audit Clearinghouse within nine months of the auditees’ fiscal year-end. Condition and context: The County’s single audit reporting package for the fiscal year ended June 30, 2022, was not submitted to the Federal Audit Clearinghouse within nine months after the County’s year-end. This finding is similar to prior year finding 2021-101. Cause: The cause was a continued lack of resources devoted to the accounting and year-end closing. Effect: The effect is the untimely submission of the single audit reporting package resulting in noncompliance with federal requirements. Recommendation: We recommend that the County evaluate its resources necessary to complete the year-end closing and financial reporting process and consider the need to devote additional resources to the financial reporting process. Doing so will improve the timeliness of the County’s submittal to the Federal Audit Clearinghouse. County’s Response: The County’s responsible officials’ views and planned corrective action are in its corrective action plan at the end of the report.

Finding 2021-102 Reporting (Material Weakness, Compliance Finding) Assistance Listing Number: 21.027 Cluster Title: N/A Program Titles: Coronavirus State and Local Fiscal Recovery Fund Federal Agency: U.S. Department of Treasury Award Year: 2021 Award Number: None Compliance Requirement: Reporting Question Costs: None Criteria: The Coronavirus State and Local Fiscal Recovery Fund requires the submission of quarterly expenditure reports. The amount should agree to the underlying accounting records. Condition and context: The cumulative expenditure amount reported on the quarterly reports did not agree to the underlying accounting records for the grant. The County reported that $12,363,513 was spent as of yearend. However, the accounting records showed expenditures totaling $4,597,076. Cause: The County does not have adequate policies and procedures in place to ensure that expenditures are reported properly. Effect: The County’s reports were overreported. Recommendation: The County should establish policies and procedures to ensure that the amounts reported are accurate and agree to the underlying accounting records. County’s Response: The County’s responsible officials’ views and planned corrective action are in its corrective action plan at the end of the report.

Finding 2022-103 Allocation of Forest Reserve Funds (Repeat Finding) (Material Weakness, Compliance Finding) Assistance Listing Number: 10.665 Cluster Title: Forest Service Schools and Roads Cluster Program Title: Schools and Roads – Grants to States Federal Agency: U.S. Department of Agriculture Award Year: 2021 Award Number: None Compliance Requirements: Special Tests and Provisions Question Costs: None Criteria: Arizona Revised Statutes (A.R.S.) 11-497 requires that the counties’ share of pass-through forest reserve monies from the United States be disbursed for the benefit of public schools and public roads at the direction of the board of supervisors. Further, a county may allocate a disproportionate amount of forest reserve monies between public schools and public roads as long as both categories receive a real benefit. Condition and context: Forest reserve monies for Apache County were not properly disbursed for the benefit of public schools and public roads in accordance with A.R.S. 11-497. The County instead disbursed the entire annual allocation of $644,597 to public school districts. This finding is similar to prior year finding 2021-103. Cause: The cause is that the Apache County Board of Supervisors decided that the County public schools had a greater need for funding than roads projects. Effect: The effect is that the County did not expend a portion of the grant monies on public roads and therefore knowingly continued to violate state statute. Recommendation: We recommend that the County stop violating state statute and distribute forest reserve monies in a manner that benefits both public schools and public roads as required by A.R.S. 11-497. County’s Response: The County’s responsible officials’ views and planned corrective action are in its corrective action plan at the end of the report.

Finding 2021-101 Single Audit Reporting Package Not Filed Timely (Repeat Finding) (Material Weakness, Compliance Finding) Assistance Listing Number: 21.019 Cluster Title: N/A Program Titles: Coronavirus Relief Funds Federal Agency: U.S. Department of Treasury Award Year: 2020 Award Number: None Compliance Requirement: Reporting Question Costs: None Criteria: The terms of the County’s federally funded grants and contracts and the Uniform Guidance require the submission of a single audit reporting package to the Federal Audit Clearinghouse within nine months of the auditees’ fiscal year-end. A six (6) month extension was provided due to the Covid-19 pandemic. Condition and context: The County’s single audit reporting package for the fiscal year ended June 30, 2021, was not submitted to the Federal Audit Clearinghouse within nine months after the County’s year-end or within the extended period. This finding is similar to prior year finding 2020- 101. Cause: The cause was a continued lack of resources devoted to the accounting and year-end closing. Effect: The effect is the untimely submission of the single audit reporting package resulting in noncompliance with federal requirements. Recommendation: We recommend that the County evaluate its resources necessary to complete the year-end closing and financial reporting process and consider the need to devote additional resources to the financial reporting process. Doing so will improve the timeliness of the County’s submittal to the Federal Audit Clearinghouse. County’s Response: The County’s responsible officials’ views and planned corrective action are in its corrective action plan at the end of the report.

Finding 2021-102 Preparation of Schedule of Expenditures of Federal Awards (Repeat Finding) (Material Weakness, Compliance Finding) Assistance Listing Number: 21.019 Cluster Title: N/A Program Titles: Coronavirus Relief Funds Federal Agency: U.S. Department of Treasury Award Year: 2020 Award Number: None Compliance Requirement: Reporting Question Costs: None Criteria: Uniform Guidance, requires that the County identify in its accounts all federal awards expended. This Circular also requires award identification to include, as applicable, the Assistance Listing title and number, the award number and years, the name of the federal granting agency, and the name of the pass-through entity. Condition and context: The Schedule of Expenditures of Federal Awards (SEFA) was not complete as it did not identify all federal grants and included the wrong expenditure amounts for some grants. Revisions to the SEFA were necessary that resulted in material grant expenditures that were reported inproperly on originally provided SEFA. This finding is similar to prior year finding 2020-102. Cause: The County does not have adequate policies and procedures in place to ensure that all federal grants are identified and included on the SEFA with the correct expenditure amount. Effect: The County’s initial SEFA was not prepared in accordance with Uniform Guidance. Recommendation: The County should establish a grants management department to identify all federal awards received and expended, as well as the federal programs under which they were received. Also, a thorough review of the general ledger should be performed to ensure that all federal awards are identified and reported on the SEFA. County’s Response: The County’s responsible officials’ views and planned corrective action are in its corrective action plan at the end of the report.

Finding 2021-103 Allocation of Forest Reserve Funds (Repeat Finding) (Material Weakness, Compliance Finding) Assistance Listing Number: 10.665 Cluster Title: Forest Service Schools and Roads Cluster Program Title: Schools and Roads – Grants to States Federal Agency: U.S. Department of Agriculture Award Year: 2021 Award Number: None Compliance Requirements: Special Tests and Provisions Question Costs: None Criteria: Arizona Revised Statutes (A.R.S.) 11-497 requires that the counties’ share of pass-through forest reserve monies from the United States be disbursed for the benefit of public schools and public roads at the direction of the board of supervisors. Further, a county may allocate a disproportionate amount of forest reserve monies between public schools and public roads as long as both categories receive a real benefit. Condition and context: Forest reserve monies for Apache County were not properly disbursed for the benefit of public schools and public roads in accordance with A.R.S. 11-497. The County instead disbursed the entire annual allocation of $558,547 to public school districts. This finding is similar to prior year finding 2020-103. Cause: The cause is that the Apache County Board of Supervisors decided that the County public schools had a greater need for funding than roads projects. Effect: The effect is that the County did not expend a portion of the grant monies on public roads and therefore knowingly continued to violate state statute. Recommendation: We recommend that the County stop violating state statute and distribute forest reserve monies in a manner that benefits both public schools and public roads as required by A.R.S. 11-497. County’s Response: The County’s responsible officials’ views and planned corrective action are in its corrective action plan at the end of the report.

Finding 2021-104 Allocation of Coronavirus Relief Funds Funds (Material Weakness, Compliance Finding) Assistance Listing Number: 21.019 Cluster Title: N/A Program Titles: Coronavirus Relief Funds Federal Agency: U.S. Department of Treasury Award Year: 2020 Award Number: None Compliance Requirement: Allowable Costs Question Costs: $2,460,485 Criteria: Coronavirus Relief Fund Guidance for State, Territorial, Local and Tribal Governments as provided by the Department of Treasury indicates that grant expenditures should be used for expenditures not accounted for in the budget most recently approved. The funds may be used for payroll and related expenses of public employees that are not substantially dedicated to mitigating or responding to the Covid-19 public health emergency. However, the County should allocate expenses consistently within the County’s policies using timesheets or other means of tracking actual time spent on the activities related to responding to the Covid-19 public health emergency. Condition and context: The County used overall accounting data when allocating payroll and related expenses to the Coronavirus relief grant. The County first applied the grant funds to departments that met the definition of substantially dedicated employees. As there was remaining funds awarded the County applied the remaining funds to departments that would not meet the definition of substantially dedicated. These departments included the County attorney, constables, clerk of the court, probation and justice of the peace courts. The County did not maintain sufficient documentation to substantiate that employees within these departments were providing services relating to responding to the Covid-19 public health emergency. Expenses were not adequately defined by actual employee or pay period. Instead general payroll expenses were allocated from the departments identified. The total expenses allocated to the grant that did not meet the definition of substantially dedicated were $2,460,485. Cause: The County received guidance from the pass-through agency indicating that they could apply grant funds to the departments indicated. The County relied on this guidance when determining how to use the remaining funds, without first obtaining an understanding of the U.S. Department of Treasury requirements for the program. Effect: The effect is that the County did not expend a portion of the grant monies in accordance with the Treasury department guidance. There was not adequate documentation maintained to ensure that expenses were used for allowable purposes as intended by the grant. Recommendation: We recommend that the County establish policies and procedures to ensure that grant funds are used in accordance with grant agreements and other guidance. Adequate documentation should be maintained to ensure that expenses are substantiated and supported. County’s Response: The County’s responsible officials’ views and planned corrective action are in its corrective action plan at the end of the report.

Finding 2020-101 Single Audit Reporting Package Not Filed Timely (Repeat Finding) (Material Weakness, Compliance Finding) Assistance Listing Number: 21.019 Cluster Title: N/A Program Titles: Coronavirus Relief Funds Federal Agency: U.S. Department of Treasury Award Year: 2020 Award Number: None Compliance Requirement: Reporting Question Costs: None Criteria: The terms of the County?s federally funded grants and contracts and the Uniform Guidance require the submission of a single audit reporting package to the Federal Audit Clearinghouse within nine months of the auditees? fiscal year-end. A six (6) month extension was provided due to the Covid-19 pandemic. Condition and context: The County?s single audit reporting package for the fiscal year ended June 30, 2020, was not submitted to the Federal Audit Clearinghouse within nine months after the County?s year-end or within the extended period. This finding is similar to prior year finding 2019- 101. Cause: The cause was a continued lack of resources devoted to the accounting and year-end closing. Effect: The effect is the untimely submission of the single audit reporting package resulting in noncompliance with federal requirements. Recommendation: We recommend that the County evaluate its resources necessary to complete the year-end closing and financial reporting process and consider the need to devote additional resources to the financial reporting process. Doing so will improve the timeliness of the County?s submittal to the Federal Audit Clearinghouse.

Finding 2020-102 Preparation of Schedule of Expenditures of Federal Awards (Material Weakness, Compliance Finding) Assistance Listing Number: 21.019 Cluster Title: N/A Program Titles: Coronavirus Relief Funds Federal Agency: U.S. Department of Treasury Award Year: 2020 Award Number: None Compliance Requirement: Reporting Question Costs: None Criteria: Uniform Guidance, requires that the County identify in its accounts all federal awards expended. This Circular also requires award identification to include, as applicable, the Assistance Listing title and number, the award number and years, the name of the federal granting agency, and the name of the pass-through entity. Condition and context: The Schedule of Expenditures of Federal Awards (SEFA) was not complete as it did not identify all federal grants and included the wrong expenditure amounts for some grants. Revisions to the SEFA were necessary that resulted in an additional $365,587 of grant expenditures that were added to the originally provided SEFA. Cause: The County does not have adequate policies and procedures in place to ensure that all federal grants are identified and included on the SEFA with the correct expenditure amount. Effect: The County?s initial SEFA was not prepared in accordance with Uniform Guidance. Recommendation: The County should establish a grants management department to identify all federal awards received and expended, as well as the federal programs under which they were received. Also, a thorough review of the general ledger should be performed to ensure that all federal awards are identified and reported on the SEFA.

Finding 2020-103 Allocation of Forest Reserve Funds (Repeat Finding) (Material Weakness, Compliance Finding) Assistance Listing Number: 10.665 Cluster Title: Forest Service Schools and Roads Cluster Program Title: Schools and Roads ? Grants to States Federal Agency: U.S. Department of Agriculture Award Year: 2020 Award Number: None Compliance Requirements: Special Tests and Provisions Question Costs: None Criteria: Arizona Revised Statutes (A.R.S.) 11-497 requires that the counties? share of pass-through forest reserve monies from the United States be disbursed for the benefit of public schools and public roads at the direction of the board of supervisors. Further, a county may allocate a disproportionate amount of forest reserve monies between public schools and public roads as long as both categories receive a real benefit. Condition and context: Forest reserve monies for Apache County were not properly disbursed for the benefit of public schools and public roads in accordance with A.R.S. 11-497. The County instead disbursed the entire annual allocation of $601,211 to public school districts. This finding is similar to prior year finding 2019-102. Cause: The cause is that the Apache County Board of Supervisors decided that the County public schools had a greater need for funding than roads projects. Effect: The effect is that the County did not expend a portion of the grant monies on public roads and therefore knowingly continued to violate state statute. Recommendation: We recommend that the County stop violating state statute and distribute forest reserve monies in a manner that benefits both public schools and public roads as required by A.R.S. 11-497.

Finding 2019-101 Single Audit Reporting Package Not Filed Timely (Repeat Finding) (Material Weakness) CFDA Number: 10.665 and 93.069 Cluster Title: Forest Service Schools and Roads Cluster Program Titles: Schools and Roads ? Grants to States; and Public Health Emergency Preparedness Federal Agency: U.S. Department of Agriculture; and U.S. Department of Health and Human Services Award Year: 2019 Award Number: None Compliance Requirement: Reporting Question Costs: None Criteria: The terms of the County?s federally funded grants and contracts and the Uniform Guidance require the submission of a single audit reporting package to the Federal Audit Clearinghouse within nine months of the auditees? fiscal year-end. Condition and context: The County?s single audit reporting package for the fiscal year ended June 30, 2019, was not submitted to the Federal Audit Clearinghouse within nine months after the County?s year-end. This finding is similar to prior year finding 2018-101. Cause: The cause was a continued lack of resources devoted to the accounting and year-end closing. Effect: The effect is the untimely submission of the single audit reporting package resulting in noncompliance with federal requirements. Recommendation: We recommend that the County evaluate its resources necessary to complete the year-end closing and financial reporting process and consider the need to devote additional resources to the financial reporting process. Doing so will improve the timeliness of the County?s submittal to the Federal Audit Clearinghouse.

Finding 2019-102 Allocation of Forest Reserve Funds (Repeat Finding) (Material Weakness) CFDA Number: 10.665 Cluster Title: Forest Service Schools and Roads Cluster Program Title: Schools and Roads ? Grants to States Federal Agency: U.S. Department of Agriculture Award Year: 2019 Award Number: None Compliance Requirements: Special Tests and Provisions Question Costs: None Criteria: Arizona Revised Statutes (A.R.S.) 11-497 requires that the counties? share of pass-through forest reserve monies from the United States be disbursed for the benefit of public schools and public roads at the direction of the board of supervisors. Further, a county may allocate a disproportionate amount of forest reserve monies between public schools and public roads as long as both categories receive a real benefit. Condition and context: Forest reserve monies for Apache County were not properly disbursed for the benefit of public schools and public roads in accordance with A.R.S. 11-497. The County instead disbursed the entire annual allocation of $634,139 to public school districts. This finding is similar to prior year finding 2018-102. Cause: The cause is that the Apache County Board of Supervisors decided that the County public schools had a greater need for funding than roads projects. Effect: The effect is that the County did not expend a portion of the grant monies on public roads and therefore knowingly continued to violate state statute. Recommendation: We recommend that the County stop violating state statute and distribute forest reserve monies in a manner that benefits both public schools and public roads as required by A.R.S. 11-497.

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