EIN: 920042651
UEI: ELG4AV8F9JD6
Audited by: Jonathan Cushman CPA, LLC
Oversight agency: 93 [Department of Health and Human Services]
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Data as of August 28, 2026
Management decision deadline — for entities that funded this organization
The FAC accepted this audit on March 31, 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 1, 2026 (31 days from today).
What is a management decision? →FAC accepted this audit on December 11, 2025 — management decision was due June 11, 2026.
CCS’s fiscal year 2024 single audit package was not submitted within nine months after the end of the audit period. Statistical sampling was not relevant to this finding. Cause: CCS did not have appropriate internal control policies and procedures in place to ensure that the single audit package was submitted within nine months after year end. Effective: CCS was not in compliance with federal requirements related to the single audit report submission. Questioned costs: None. Perspective: CCS’s single audit package was not submitted within nine months after the end of the period under audit. Recommendation: To ensure compliance with the Uniform Guidance, CCS should ensure that the audit is performed in a timely manner to submit the single audit reporting package within nine months after the end of the audit period. View of responsible officials: Management concurs with this finding. See corrective action plan.
Show full finding ▾Hide full finding ▴FINDINGS AND QUESTIONED COSTS – MAJOR FEDERAL AWARD PROGRAMS AUDIT 2024-003 Material Weakness in Internal Controls over Compliance – Single Audit Report Submission Agency: U.S. Department of Health and Human Services Program(s) and Federal Award Identification Number(s): Special Programs for The Aging – Title III, Part B—Grants For Supportive Services And Senior Centers, CARES Act For Supportive Services Under Title III-B Of The Older Americans Act, And American Rescue Plan For Supportive Services Under Title III-B Of The Older Americans Act AL 93.044 Nutrition Services for Nutrition Services Under Title III-C Of The Older Americans Act, CARES Act For Nutrition Services Under Title III-C Of The Older Americans Act, And American Rescue Plan For Nutrition Services Under Title III-C Of The Older Americans Act AL 93.045 Nutrition Services Incentive Program AL 93.053 Special Programs for the Aging, Title VI, Part A, Grants to Indian Tribes AL 93.047 New or Repeat: Repeat Criteria: Per 2 CFR 200.512(a), the single audit reporting package must be submitted within nine months after the end of the audit period, unless approved by the oversight agency. Condition: CCS’s fiscal year 2024 single audit package was not submitted within nine months after the end of the audit period. Statistical sampling was not relevant to this finding. Cause: CCS did not have appropriate internal control policies and procedures in place to ensure that the single audit package was submitted within nine months after year end. Effective: CCS was not in compliance with federal requirements related to the single audit report submission. Questioned costs: None. Perspective: CCS’s single audit package was not submitted within nine months after the end of the period under audit. Recommendation: To ensure compliance with the Uniform Guidance, CCS should ensure that the audit is performed in a timely manner to submit the single audit reporting package within nine months after the end of the audit period. View of responsible officials: Management concurs with this finding. See corrective action plan.
Finding: 2024-003: Material Weakness in Internal Controls over Compliance - Single Audit Report Submission Name of Contact Person: Tray Miller Controller Catholic Community Service 1803 Glacier Highway Juneau, AK 99801 Corrective Action: CCS will work with its audit firm to ensure the audit is submitted in a timely manner. Proposed Completion Date: 6/30/25
2023-003
Regarding AL 93.047, support for one of the 40 participants tested could not provide evidence to show that they were eligible. Cause: Management oversite of eligible participants was ineffective. Effective: CCS was not in compliance with federal requirements related to the beneficiary eligibility requirements. Questioned costs: None. Perspective: Support for one of the 40 participants tested could not provide evidence to show that they were eligible.. Recommendation: To ensure compliance with the Uniform Guidance, CCS should ensure that participation forms are thoroughly reviewed. View of responsible officials: Management concurs with this finding. See corrective action plan
Show full finding ▾Hide full finding ▴FINDINGS AND QUESTIONED COSTS – MAJOR FEDERAL AWARD PROGRAMS AUDIT 2024-004 Significant Deficiency in Internal Controls over Compliance –Eligibility Agency: U.S. Department of Health and Human Services Program(s) and Federal Award Identification Number(s): Special Programs for the Aging, Title VI, Part A, Grants to Indian Tribes AL 93.047 New or Repeat: New Criteria: Per the Special Programs for the Aging, Title VI, Part A, Grants to Indian Tribes compliance supplement, eligible participants include Indians who are 60 years of age and older, and in the case of nutrition services, their spouses. Tribes also have authority to define Indians under 60 years of age as “older Indian” making them eligible for services. Condition: Regarding AL 93.047, support for one of the 40 participants tested could not provide evidence to show that they were eligible. Cause: Management oversite of eligible participants was ineffective. Effective: CCS was not in compliance with federal requirements related to the beneficiary eligibility requirements. Questioned costs: None. Perspective: Support for one of the 40 participants tested could not provide evidence to show that they were eligible.. Recommendation: To ensure compliance with the Uniform Guidance, CCS should ensure that participation forms are thoroughly reviewed. View of responsible officials: Management concurs with this finding. See corrective action plan
Finding: 2024-004: Significant Deficiency in Internal Controls over Compliance – Eligibility Name of Contact Person: Tray Miller Controller Catholic Community Service 1803 Glacier Highway Juneau, AK 99801 Corrective Action: Management will ensure eligibility forms are thoroughly reviewed. Proposed Completion Date: 6/30/25
FAC accepted this audit on February 11, 2025 — management decision was due August 11, 2025.
CCS’s fiscal year 2023 single audit package was not submitted within nine months after the end of the audit period. Statistical sampling was not relevant to this finding. Cause: CCS did not have appropriate internal control policies and procedures in place to ensure that the single audit package was submitted within nine months after year end. Effective: CCS was not in compliance with federal requirements related to the single audit report submission. Questioned costs: None. Perspective: CCS’s single audit package was not submitted within nine months after the end of the period under audit. Recommendation: To ensure compliance with the Uniform Guidance, CCS should ensure that the audit is performed in a timely manner to submit the single audit reporting package within nine months after the end of the audit period. View of responsible officials: Management concurs with this finding. See corrective action plan.
Show full finding ▾Hide full finding ▴FINDINGS AND QUESTIONED COSTS – MAJOR FEDERAL AWARD PROGRAMS AUDIT 2023-003 Material Weakness in Internal Controls over Compliance – Single Audit Report Submission Agency: U.S. Department of Health and Human Services Program(s) and Federal Award Identification Number(s): Special Programs for The Aging – Title III, Part B—Grants For Supportive Services And Senior Centers, Cares Act For Supportive Services Under Title III-B Of The Older Americans Act, And American Rescue Plan For Supportive Services Under Title III-B Of The Older Americans Act AL 93.044 Nutrition Services for Nutrition Services Under Title III-C Of The Older Americans Act, Cares Act For Nutrition Services Under Title III-C Of The Older Americans Act, And American Rescue Plan For Nutrition Services Under Title III-C Of The Older Americans Act AL 93.045 Nutrition Services Incentive Program AL 93.053 Special Programs for the Aging, Title VI, Part A, Grants to Indian Tribes AL 93.047 New or Repeat: Repeat Criteria: Per 2 CFR 200.512(a), the single audit reporting package must be submitted within nine months after the end of the audit period, unless approved by the oversight agency. Condition: CCS’s fiscal year 2023 single audit package was not submitted within nine months after the end of the audit period. Statistical sampling was not relevant to this finding. Cause: CCS did not have appropriate internal control policies and procedures in place to ensure that the single audit package was submitted within nine months after year end. Effective: CCS was not in compliance with federal requirements related to the single audit report submission. Questioned costs: None. Perspective: CCS’s single audit package was not submitted within nine months after the end of the period under audit. Recommendation: To ensure compliance with the Uniform Guidance, CCS should ensure that the audit is performed in a timely manner to submit the single audit reporting package within nine months after the end of the audit period. View of responsible officials: Management concurs with this finding. See corrective action plan.
Finding: 2023-003: Material Weakness in Internal Controls over Compliance - Single Audit Report Submission Name of Contact Person: Shema Jones CFO Catholic Community Service 1803 Glacier Highway Juneau, AK 99801 Corrective Action: CCS will work with its audit firm to ensure the audit is submitted in a timely manner. Proposed Completion Date: 6/30/24
2022-004
FAC accepted this audit on April 3, 2024 — management decision was due October 3, 2024.
Internal controls were not sufficiently designed and implemented to ensure that quarterly and annual financial reports were accurate, submitted in a timely manner, and supported by expenditures. We noted certain annual reports were not submitted in a timely manner. Additionally, CCS was unable to provide some of the submitted reports that were selected for testing. Cause: Vacancies in key financial positions and lack of adequate resources in the finance department led to a breakdown of established controls and inadequate monitoring of reporting requirements. Effective: CCS was not in compliance with its grant reporting requirements because the reports were submitted late or unable to be provided. Questioned costs: None. Perspective: For AL 93.047, four of twenty-three reports tested were submitted after the required due date. CCS was not able to provide seven of twenty-three reports selected for testing. Regarding the Aging Cluster, CCS was not able to provide three of seven reports selected for testing. For AL 93.558 two of five reports tested were submitted after the required due date. View of responsible officials: Management concurs with this finding. See corrective action plan.
Show full finding ▾Hide full finding ▴FINDINGS AND QUESTIONED COSTS – MAJOR FEDERAL AWARD PROGRAMS AUDIT 2022-003 Significant Deficiency in Internal Controls over Compliance – Reporting Agency: U.S. Department of Health and Human Services Program(s) and Federal Award Identification Number(s): Special Programs for The Aging – Title III, Part B—Grants For Supportive Services And Senior Centers, Cares Act For Supportive Services Under Title III-B Of The Older Americans Act, And American Rescue Plan For Supportive Services Under Title III-B Of The Older Americans Act AL 93.044 Nutrition Services for Nutrition Services Under Title III-C Of The Older Americans Act, Cares Act For Nutrition Services Under Title III-C Of The Older Americans Act, And American Rescue Plan For Nutrition Services Under Title III-C Of The Older Americans Act AL 93.045 Nutrition Services Incentive Program AL 93.053 Special Programs for the Aging, Title VI, Part A, Grants to Indian Tribes AL 93.047 Children’s Advocacy Centers AL 93.558 New or Repeat: Repeat Criteria: Per 2 CFR 200.303, the non-Federal entity is responsible for maintaining effective internal controls over submissions of financial reports to comply with terms and conditions of Federal Awards. In addition, the grant awards require timely submission of reports. Additionally, per 2 CFR 200.334 “financial records, supporting documents … and all other non-Federal entity records pertinent to the Federal award must be retained for a period of three years from the date of submission of the final expenditure report.” Condition: Internal controls were not sufficiently designed and implemented to ensure that quarterly and annual financial reports were accurate, submitted in a timely manner, and supported by expenditures. We noted certain annual reports were not submitted in a timely manner. Additionally, CCS was unable to provide some of the submitted reports that were selected for testing. Cause: Vacancies in key financial positions and lack of adequate resources in the finance department led to a breakdown of established controls and inadequate monitoring of reporting requirements. Effective: CCS was not in compliance with its grant reporting requirements because the reports were submitted late or unable to be provided. Questioned costs: None. Perspective: For AL 93.047, four of twenty-three reports tested were submitted after the required due date. CCS was not able to provide seven of twenty-three reports selected for testing. Regarding the Aging Cluster, CCS was not able to provide three of seven reports selected for testing. For AL 93.558 two of five reports tested were submitted after the required due date. View of responsible officials: Management concurs with this finding. See corrective action plan.
FINDINGS AND QUESTIONED COSTS – MAJOR FEDERAL AWARD PROGRAMS AUDIT Finding: 2022-003: Significant Deficiency in Internal Controls over Compliance – Reporting Name of Contact Person: Shema Jones CFO Catholic Community Service 1803 Glacier Highway Juneau, AK 99801 Controller reviews and corrects reports received which includes backup by the Staff Accountant, then CFO reviews reports created by Controller prior to submission. Proposed Completion Date: 6/30/23
2021-006
CCS’s fiscal year 2022 single audit package was not submitted within nine months after the end of the audit period. Cause: CCS did not have appropriate internal control policies and procedures in place to ensure that the single audit package was submitted within nine months after year end. Effective: CCS was not in compliance with federal requirements related to the single audit report submission. Questioned costs: None. Perspective: CCS’s single audit package was not submitted within nine months after the end of the period under audit. Recommendation: To ensure compliance with the Uniform Guidance, CCS should ensure that the audit is performed in a timely manner to submit the single audit reporting package within nine months after the end of the audit period. View of responsible officials: Management concurs with this finding. See corrective action plan.
Show full finding ▾Hide full finding ▴FINDINGS AND QUESTIONED COSTS – MAJOR FEDERAL AWARD PROGRAMS AUDIT 2022-004 Material Weakness in Internal Controls over Compliance – Single Audit Report Submission Agency: U.S. Department of Health and Human Services Program(s) and Federal Award Identification Number(s): Special Programs for The Aging – Title III, Part B—Grants For Supportive Services And Senior Centers, Cares Act For Supportive Services Under Title III-B Of The Older Americans Act, And American Rescue Plan For Supportive Services Under Title III-B Of The Older Americans Act AL 93.044 Nutrition Services for Nutrition Services Under Title III-C Of The Older Americans Act, Cares Act For Nutrition Services Under Title III-C Of The Older Americans Act, And American Rescue Plan For Nutrition Services Under Title III-C Of The Older Americans Act AL 93.045 Nutrition Services Incentive Program AL 93.053 Special Programs for the Aging, Title VI, Part A, Grants to Indian Tribes AL 93.047 New or Repeat: New Criteria: Per 2 CFR 200.512(a), the single audit reporting package must be submitted within nine months after the end of the audit period, unless approved by the oversight agency. Condition: CCS’s fiscal year 2022 single audit package was not submitted within nine months after the end of the audit period. Cause: CCS did not have appropriate internal control policies and procedures in place to ensure that the single audit package was submitted within nine months after year end. Effective: CCS was not in compliance with federal requirements related to the single audit report submission. Questioned costs: None. Perspective: CCS’s single audit package was not submitted within nine months after the end of the period under audit. Recommendation: To ensure compliance with the Uniform Guidance, CCS should ensure that the audit is performed in a timely manner to submit the single audit reporting package within nine months after the end of the audit period. View of responsible officials: Management concurs with this finding. See corrective action plan.
Finding: 2022-004: Material Weakness in Internal Controls over Compliance – Single Audit Report Submission Name of Contact Person: Shema Jones CFO Catholic Community Service 1803 Glacier Highway Juneau, AK 99801 CCS will work with its audit firm to ensure the audit is submitted in a timely manner. Proposed Completion Date: 6/30/24
Internal controls over payroll transactions were not properly designed or implemented to ensure that payroll transactions posted to the accounting system are accurate, allowable, and properly allocated. Cause: Vacancies in key financial positions and lack of adequate resources in the finance department lead to a breakdown of established controls and inadequate monitoring of account balances for compliance with requirements. Context: Audit procedures identified the following conditions: • Payroll-related journal entries were not reviewed or approved by an individual other than the preparer prior to posting. • During fiscal year 2022, CCS outsourced payroll services to an external service organization. CCS did not perform reviews or reconciliations of payroll journal entries generated by the external service organization, including entries to record payroll costs allocated to grant awards, prior to posting the payroll entries to the CCS accounting system. • CCS uses multiple allocation pools and the accounting system automatically allocates costs based on system configurations. During fiscal year 2022, CCS had been running the monthly system allocations before all month-end adjustments had been made. Consequently, the allocations were not capturing the system changes to costs that had been made after the allocations had been run. Through substantive procedures, we were able to conclude that costs that were eligible to be allocated to the federal major programs exceeded what was actually allocated and unallowable costs were not identified. Effect: Lack of review or approval of payroll journal entries, system cost pool allocations, and payroll amounts generated by the external payroll service organization could result in inaccurate or unallowable payroll costs charged to grant awards. Questioned costs: No questioned costs. Recommendation: We recommend management establish policies and procedures to ensure controls are properly designed and implemented to ensure that payroll costs charged to federal awards are accurate, allowable, and properly allocated. View of responsible officials: Management concurs with this finding, see corrective action plan.
Show full finding ▾Hide full finding ▴FINDINGS AND QUESTIONED COSTS – MAJOR FEDERAL AWARD PROGRAMS AUDIT 2022-005 Significant Deficiency in Internal Controls over Compliance – Allowability – Payroll Transactions Agency: U.S. Department of Health and Human Services Program(s) and Federal Award Identification Number(s): Special Programs for The Aging – Title III, Part B—Grants For Supportive Services And Senior Centers, Cares Act For Supportive Services Under Title III-B Of The Older Americans Act, And American Rescue Plan For Supportive Services Under Title III-B Of The Older Americans Act AL 93.044 Nutrition Services for Nutrition Services Under Title III-C Of The Older Americans Act, Cares Act For Nutrition Services Under Title III-C Of The Older Americans Act, And American Rescue Plan For Nutrition Services Under Title III-C Of The Older Americans Act AL 93.045 Nutrition Services Incentive Program AL 93.053 Special Programs for the Aging, Title VI, Part A, Grants to Indian Tribes AL 93.047 Children’s Advocacy Centers AL 93.558 New or Repeat: Repeat Criteria: Per 2 CFR 200.303, the non-Federal entity is responsible for maintaining effective internal control over federal awards that provides reasonable assurance that awards are being managed in compliance with the terms and conditions of the Federal award. Additionally, 2 CFR 200.430(i)(1) requires that charges to federal awards for salaries and wages must be based on records that accurately reflect the work being performed and are supported by a system of internal control which provides reasonable assurance that the charges are accurate, allowable, and properly allocated. Condition: Internal controls over payroll transactions were not properly designed or implemented to ensure that payroll transactions posted to the accounting system are accurate, allowable, and properly allocated. Cause: Vacancies in key financial positions and lack of adequate resources in the finance department lead to a breakdown of established controls and inadequate monitoring of account balances for compliance with requirements. Context: Audit procedures identified the following conditions: • Payroll-related journal entries were not reviewed or approved by an individual other than the preparer prior to posting. • During fiscal year 2022, CCS outsourced payroll services to an external service organization. CCS did not perform reviews or reconciliations of payroll journal entries generated by the external service organization, including entries to record payroll costs allocated to grant awards, prior to posting the payroll entries to the CCS accounting system. • CCS uses multiple allocation pools and the accounting system automatically allocates costs based on system configurations. During fiscal year 2022, CCS had been running the monthly system allocations before all month-end adjustments had been made. Consequently, the allocations were not capturing the system changes to costs that had been made after the allocations had been run. Through substantive procedures, we were able to conclude that costs that were eligible to be allocated to the federal major programs exceeded what was actually allocated and unallowable costs were not identified. Effect: Lack of review or approval of payroll journal entries, system cost pool allocations, and payroll amounts generated by the external payroll service organization could result in inaccurate or unallowable payroll costs charged to grant awards. Questioned costs: No questioned costs. Recommendation: We recommend management establish policies and procedures to ensure controls are properly designed and implemented to ensure that payroll costs charged to federal awards are accurate, allowable, and properly allocated. View of responsible officials: Management concurs with this finding, see corrective action plan.
Finding: 2022-005: Significant Deficiency in Internal Controls over Compliance – Allowability– Payroll Transactions Name of Contact Person: Shema Jones CFO Catholic Community Service 1803 Glacier Highway Juneau, AK 99801 Corrective Action: • All payroll journal entries will be reviewed and approved by program staff and the Controller since the Staff Accountant prepares the journal entries. • CCS will implement a process for Controller to review payroll entries after they are imported for accuracy between Paycor and the accounting system. • CCS will be looking into whether program staff should start direct charging their time. CCS will set up an after- payroll review to be done by program and finance/HR to review for any possible errors missed prior to running payroll. If errors are found, corrective entries will be made immediately. Also, we will be looking into whether an indirect rate would simply our very complicated allocation system we currently use. Additionally, program staff will review all new or adjusted allocations in Paycor. • Program staff will review all new or changed payroll allocations for employees they supervise. • Detailed allocation reports will be sent to program staff for review. • Program staff are to review preliminary and final reports monthly to check for any discrepancies. • The finance staff currently looks at reports monthly for discrepancies. Proposed Completion Date: 2/28/23
2021-004
Internal controls were not sufficiently designed and implemented to ensure that reimbursement requests were accurate and supported by expenditures incurred prior to the drawdown request. Monthly reimbursement requests were not reviewed by an individual, other than the preparer, to ensure the amount requested agreed to the supporting records. Additionally, the supporting records used to prepare the reimbursement requests were not retained. Reconciliation and monitoring activities were not in place to ensure amounts requested matched recalculated expenditure totals between periods. Cause: Vacancies in key financial positions and lack of adequate resources in the finance department lead to a breakdown of established controls and inadequate monitoring of cash management requirements and documentation. Context: See condition. Effect: Due to the condition of the supporting records and lack of an effective tracking system regarding expenditures already reimbursed, there is potential that CCS could have been reimbursed for the same expense twice or that drawdowns occurred before expenses are incurred. Records had to be recreated in order to complete our audit procedures. Questioned costs: No questioned costs. Recommendation: We recommend management establish policies and procedures to ensure controls are properly designed and implemented to ensure that reimbursement requests are accurate and supported by expenditures incurred. Further, we recommend management develop a tracking spreadsheet to record and monitor monthly reimbursement amounts, as well as the total amount drawndown, over the award’s period of performance. View of responsible officials: Management concurs with this finding, see corrective action plan.
Show full finding ▾Hide full finding ▴2022-006 Significant Deficiency in Internal Controls over Compliance – Cash Management Agency: U.S. Department of Health and Human Services Program(s) and Federal Award Identification Number(s): Special Programs for the Aging, Title VI, Part A, Grants to Indian Tribes AL 93.047 New or Repeat: Repeat Criteria: Per 2 CFR 200.303, the non-Federal entity is responsible for maintaining effective internal controls over cash management to comply with terms and conditions of the Federal award. Per CFR 200.305(b), for cost reimbursement awards, the timing of cash draws shall be as close as administratively feasible to the actual disbursements of program costs. Additionally, per 2 CFR 200.334, “financial records, supporting documents . . . and all other non-Federal entity records pertinent to the Federal award must be retained for a period of three years from the date of submission of the final expenditure report.” Condition: Internal controls were not sufficiently designed and implemented to ensure that reimbursement requests were accurate and supported by expenditures incurred prior to the drawdown request. Monthly reimbursement requests were not reviewed by an individual, other than the preparer, to ensure the amount requested agreed to the supporting records. Additionally, the supporting records used to prepare the reimbursement requests were not retained. Reconciliation and monitoring activities were not in place to ensure amounts requested matched recalculated expenditure totals between periods. Cause: Vacancies in key financial positions and lack of adequate resources in the finance department lead to a breakdown of established controls and inadequate monitoring of cash management requirements and documentation. Context: See condition. Effect: Due to the condition of the supporting records and lack of an effective tracking system regarding expenditures already reimbursed, there is potential that CCS could have been reimbursed for the same expense twice or that drawdowns occurred before expenses are incurred. Records had to be recreated in order to complete our audit procedures. Questioned costs: No questioned costs. Recommendation: We recommend management establish policies and procedures to ensure controls are properly designed and implemented to ensure that reimbursement requests are accurate and supported by expenditures incurred. Further, we recommend management develop a tracking spreadsheet to record and monitor monthly reimbursement amounts, as well as the total amount drawndown, over the award’s period of performance. View of responsible officials: Management concurs with this finding, see corrective action plan.
Finding: 2022-006: Significant Deficiency in Internal Controls over Compliance – Cash Management Name of Contact Person: Shema Jones CFO Catholic Community Service 1803 Glacier Highway Juneau, AK 99801 Corrective Action: Controller reviews and corrects billings received which includes backup by AR, then CFO reviews prior to submission to payment management system. Proposed Completion Date: 6/30/23
2021-005
FAC accepted this audit on February 23, 2023 — management decision was due August 23, 2023.
Internal controls over payroll transactions were not properly designed or implemented to ensure that payroll transactions posted to the accounting system are accurate, allowable, and properly allocated. Cause: Vacancies in key financial positions and lack of adequate resources in the finance department lead to a breakdown of established controls and inadequate monitoring of account balances for compliance with requirements. Context: Audit procedures identified the following conditions: ? Payroll-related journal entries were not reviewed or approved by an individual other than the preparer prior to posting. ? During fiscal year 2021, CCS outsourced payroll services to an external service organization. CCS did not perform reviews or reconciliations of payroll journal entries generated by the external service organization, including entries to record payroll costs allocated to grant awards, prior to posting the payroll entries to the CCS accounting system. ? CCS uses multiple allocation pools and the accounting system automatically allocates costs based on system configurations. During fiscal year 2021, CCS had been running the monthly system allocations before all month-end adjustments had been made. Consequently, the allocations were not capturing the system changes to costs that had been made after the allocations had been run. Through substantive procedures, we were able to conclude that costs that were eligible to be allocated to the federal major programs exceeded what was actually allocated and unallowable costs were not identified. Effect: Lack of review or approval of payroll journal entries, system cost pool allocations, and payroll amounts generated by the external payroll service organization could result in inaccurate or unallowable payroll costs charged to grant awards. Questioned costs: No questioned costs. Recommendation: We recommend management establish policies and procedures to ensure controls are properly designed and implemented to ensure that payroll costs charged to federal awards are accurate, allowable, and properly allocated. View of responsible officials: Management concurs with this finding, see corrective action plan.
Show full finding ▾Hide full finding ▴2021-004 Significant Deficiency in Internal Controls over Compliance ? Allowability ? Payroll Transactions Agency: U.S. Department of Health and Human Services Program(s) and Federal Award Identification Number(s): Special Programs for the Aging, Title VI, Part A, Grants to Indian Tribes CFDA 93.047 FAIN: See Table 1 below for listing of FAINs Children?s Advocacy Centers Passed through State of Alaska Department of Health and Social Services CFDA 93.558 FAIN: 603-241-21002 New or Repeat: New Criteria: Per 2 CFR 200.303, the non-Federal entity is responsible for maintaining effective internal control over federal awards that provides reasonable assurance that awards are being managed in compliance with the terms and conditions of the Federal award. Additionally, 2 CFR 200.430(i)(1) requires that charges to federal awards for salaries and wages must be based on records that accurately reflect the work being performed and are supported by a system of internal control which provides reasonable assurance that the charges are accurate, allowable, and properly allocated. Condition: Internal controls over payroll transactions were not properly designed or implemented to ensure that payroll transactions posted to the accounting system are accurate, allowable, and properly allocated. Cause: Vacancies in key financial positions and lack of adequate resources in the finance department lead to a breakdown of established controls and inadequate monitoring of account balances for compliance with requirements. Context: Audit procedures identified the following conditions: ? Payroll-related journal entries were not reviewed or approved by an individual other than the preparer prior to posting. ? During fiscal year 2021, CCS outsourced payroll services to an external service organization. CCS did not perform reviews or reconciliations of payroll journal entries generated by the external service organization, including entries to record payroll costs allocated to grant awards, prior to posting the payroll entries to the CCS accounting system. ? CCS uses multiple allocation pools and the accounting system automatically allocates costs based on system configurations. During fiscal year 2021, CCS had been running the monthly system allocations before all month-end adjustments had been made. Consequently, the allocations were not capturing the system changes to costs that had been made after the allocations had been run. Through substantive procedures, we were able to conclude that costs that were eligible to be allocated to the federal major programs exceeded what was actually allocated and unallowable costs were not identified. Effect: Lack of review or approval of payroll journal entries, system cost pool allocations, and payroll amounts generated by the external payroll service organization could result in inaccurate or unallowable payroll costs charged to grant awards. Questioned costs: No questioned costs. Recommendation: We recommend management establish policies and procedures to ensure controls are properly designed and implemented to ensure that payroll costs charged to federal awards are accurate, allowable, and properly allocated. View of responsible officials: Management concurs with this finding, see corrective action plan.
All payroll journal entries will be reviewed and approved by program staff and the Controller since the Staff Accountant prepares the journal entries. ? CCS will implement a process for Controller to review payroll entries after they are imported for accuracy between Paycor and the accounting system. ? CCS will be looking into whether program staff should start direct charging their time. CCS will set up an afterpayroll review to be done by program and finance/HR to review for any possible errors missed prior to running payroll. If errors are found, corrective entries will be made immediately. Also, we will be looking into whether an indirect rate would simply our very complicated allocation system we currently use. Additionally, program staff will review all new or adjusted allocations in Paycor. ? Program staff will review all new or changed payroll allocations for employees they supervise. ? Detailed allocation reports will be sent to program staff for review. ? Program staff are to review preliminary and final reports monthly to check for any discrepancies. ? The finance staff currently looks at reports monthly for discrepancies.
Internal controls were not sufficiently designed and implemented to ensure that reimbursement requests were accurate and supported by expenditures incurred prior to the drawdown request. Monthly reimbursement requests were not reviewed by an individual, other than the preparer, to ensure the amount requested agreed to the supporting records. Additionally, the supporting records used to prepare the reimbursement requests were not retained. Reconciliation and monitoring activities were not in place to ensure amounts requested matched recalculated expenditure totals between periods. Cause: Vacancies in key financial positions and lack of adequate resources in the finance department lead to a breakdown of established controls and inadequate monitoring of cash management requirements and documentation. Context: See condition. Effect: Due to the condition of the supporting records and lack of an effective tracking system regarding expenditures already reimbursed, there is potential that CCS could have been reimbursed for the same expense twice or that drawdowns occurred before expenses are incurred. Records had to be recreated in order to complete our audit procedures. Questioned costs: No questioned costs. Recommendation: We recommend management establish policies and procedures to ensure controls are properly designed and implemented to ensure that reimbursement requests are accurate and supported by expenditures incurred. Further, we recommend management develop a tracking spreadsheet to record and monitor monthly reimbursement amounts, as well as the total amount drawndown, over the award?s period of performance. View of responsible officials: Management concurs with this finding, see corrective action plan. TABLE 1 - Special Programs for the Aging, Title VI, Part A, Grants to Indian Tribes FAINs 2007AKOATA 2007AKNAC2 2007AKNAC3 2024AKOATA 2024AKNAC2 2024AKNAC3 2025AKOATA 2025AKNAC2 2025AKNAC3 2041AKOATA 2041AKNAC2 2041AKNAC3 2030AKOATA 2030AKNAC2 2030AKNAC3 2037AKOATA 2037AKNAC2 2037AKNAC3 2049AKOATA 2049AKNAC2 2049AKNAC3 2047AKOATA 2047AKNAC2 2047AKNAC3 2050AKOATA 2050AKNAC2 2050AKNAC3 2051AKOATA 2051AKNAC2 2051AKNAC3
Show full finding ▾Hide full finding ▴2021-005 Significant Deficiency in Internal Controls over Compliance ? Cash Management Agency: U.S. Department of Health and Human Services Program(s) and Federal Award Identification Number(s): Special Programs for the Aging, Title VI, Part A, Grants to Indian Tribes CFDA 93.047 FAIN: See Table 1 below for listing of FAINs New or Repeat: Repeat Criteria: Per 2 CFR 200.303, the non-Federal entity is responsible for maintaining effective internal controls over cash management to comply with terms and conditions of the Federal award. Per CFR 200.305(b), for cost reimbursement awards, the timing of cash draws shall be as close as administratively feasible to the actual disbursements of program costs. Additionally, per 2 CFR 200.334, ?financial records, supporting documents . . . and all other non-Federal entity records pertinent to the Federal award must be retained for a period of three years from the date of submission of the final expenditure report.? Condition: Internal controls were not sufficiently designed and implemented to ensure that reimbursement requests were accurate and supported by expenditures incurred prior to the drawdown request. Monthly reimbursement requests were not reviewed by an individual, other than the preparer, to ensure the amount requested agreed to the supporting records. Additionally, the supporting records used to prepare the reimbursement requests were not retained. Reconciliation and monitoring activities were not in place to ensure amounts requested matched recalculated expenditure totals between periods. Cause: Vacancies in key financial positions and lack of adequate resources in the finance department lead to a breakdown of established controls and inadequate monitoring of cash management requirements and documentation. Context: See condition. Effect: Due to the condition of the supporting records and lack of an effective tracking system regarding expenditures already reimbursed, there is potential that CCS could have been reimbursed for the same expense twice or that drawdowns occurred before expenses are incurred. Records had to be recreated in order to complete our audit procedures. Questioned costs: No questioned costs. Recommendation: We recommend management establish policies and procedures to ensure controls are properly designed and implemented to ensure that reimbursement requests are accurate and supported by expenditures incurred. Further, we recommend management develop a tracking spreadsheet to record and monitor monthly reimbursement amounts, as well as the total amount drawndown, over the award?s period of performance. View of responsible officials: Management concurs with this finding, see corrective action plan. TABLE 1 - Special Programs for the Aging, Title VI, Part A, Grants to Indian Tribes FAINs 2007AKOATA 2007AKNAC2 2007AKNAC3 2024AKOATA 2024AKNAC2 2024AKNAC3 2025AKOATA 2025AKNAC2 2025AKNAC3 2041AKOATA 2041AKNAC2 2041AKNAC3 2030AKOATA 2030AKNAC2 2030AKNAC3 2037AKOATA 2037AKNAC2 2037AKNAC3 2049AKOATA 2049AKNAC2 2049AKNAC3 2047AKOATA 2047AKNAC2 2047AKNAC3 2050AKOATA 2050AKNAC2 2050AKNAC3 2051AKOATA 2051AKNAC2 2051AKNAC3
Controller reviews and corrects billings received which includes backup by AR, then CFO reviews prior to submission to payment management system.
2020-003
Internal controls are not sufficiently designed and implemented to ensure that quarterly and annual financial reports are accurate, timely, and supported by expenditures incurred. Quarterly and annual financial reports were not consistently reviewed by an individual, other than the preparer, to ensure the data on the report agreed to the supporting records. Additionally, the supporting records used to prepare the reports were not retained. Reconciliation and monitoring activities were not in place to ensure the amounts reported in quarterly and annual financial reports appropriately matched or reconciled to the general ledger. Also, financial and performance reports were not submitted timely. Cause: Vacancies in key financial positions and lack of adequate resources in the finance department lead to a breakdown of established controls and inadequate monitoring of reporting requirements and documentation retention. Context: For Title VI awards, the second quarter financial reports were not filed timely and one performance report was not submitted timely. For the Children?s Advocacy Centers award, the second quarter financial report and program report was not submitted timely. Effect: Because support used to prepare the financial reports was not retained and financial reports were not consistently reviewed by an individual other than the preparer, there is potential that information submitted to the granting agency in the quarterly and annual financial reports may be incomplete or inaccurate. Questioned costs: No questioned costs. Recommendation: We recommend management establish policies and procedures to ensure controls are properly designed and implemented over reporting to ensure required quarterly and annual reports are accurate, timely and supported by expenditures incurred. View of responsible officials: Management concurs with this finding, see corrective action plan.
Show full finding ▾Hide full finding ▴2021-006 Significant Deficiency in Internal Controls over Compliance and Compliance (Other Matter) ? Reporting Agency: U.S. Department of Health and Human Services Program(s) and Federal Award Identification Number(s): Special Programs for the Aging, Title VI, Part A, Grants to Indian Tribes CFDA 93.047 FAIN: See Table 1 below for listing of FAINs Children?s Advocacy Centers Passed through State of Alaska Department of Health and Social Services CFDA 93.558 FAIN: 603-241-21002 New or Repeat: Repeat Criteria: Per 2 CFR 200.303, the non-Federal entity is responsible for maintaining effective internal controls over submissions of financial reports to comply with terms and conditions of the Federal award. In addition, the grant awards require reports to be submitted timely. Additionally, per 2 CFR 200.334, ?financial records, supporting documents . . . and all other non-Federal entity records pertinent to the Federal award must be retained for a period of three years from the date of submission of the final expenditure report.? Condition: Internal controls are not sufficiently designed and implemented to ensure that quarterly and annual financial reports are accurate, timely, and supported by expenditures incurred. Quarterly and annual financial reports were not consistently reviewed by an individual, other than the preparer, to ensure the data on the report agreed to the supporting records. Additionally, the supporting records used to prepare the reports were not retained. Reconciliation and monitoring activities were not in place to ensure the amounts reported in quarterly and annual financial reports appropriately matched or reconciled to the general ledger. Also, financial and performance reports were not submitted timely. Cause: Vacancies in key financial positions and lack of adequate resources in the finance department lead to a breakdown of established controls and inadequate monitoring of reporting requirements and documentation retention. Context: For Title VI awards, the second quarter financial reports were not filed timely and one performance report was not submitted timely. For the Children?s Advocacy Centers award, the second quarter financial report and program report was not submitted timely. Effect: Because support used to prepare the financial reports was not retained and financial reports were not consistently reviewed by an individual other than the preparer, there is potential that information submitted to the granting agency in the quarterly and annual financial reports may be incomplete or inaccurate. Questioned costs: No questioned costs. Recommendation: We recommend management establish policies and procedures to ensure controls are properly designed and implemented over reporting to ensure required quarterly and annual reports are accurate, timely and supported by expenditures incurred. View of responsible officials: Management concurs with this finding, see corrective action plan.
Controller reviews and corrects reports received which includes backup by the Staff Accountant, then CFO reviews reports created by Controller prior to submission.
2020-004
FAC accepted this audit on August 31, 2021 — management decision was due March 3, 2022.
During fiscal year 2020, monthly reimbursement requests were not reviewed by an individual other than the preparer to ensure the amount requested agreed to the supporting records. Additionally, the supporting records used to prepare the reimbursement requests were not retained and reconciliation and monitoring activities were not in place to ensure amounts requested matched recalculated expenditure totals between periods. Cause: Due to turnover in the finance department, properly designed controls were not executed. Context and effect: Due to the condition of the records, we were not able to confirm that the amounts requested in the monthly drawdowns were supported by expenditures that had been incurred at the time. Drawdowns could occur before expenses are incurred. Questioned costs: No questioned costs. Recommendation: We recommend management devise a policy and plan that ensures properly designed controls are implemented into operations and that controls be designed to ensure turnover does not cause a breakdown in controls. View of responsible officials: Management concurs with this finding, see corrective action plan. SEE SCHEDULE OF FINDINGS AND QUESTIONED COSTS FOR CHART/TABLE
Show full finding ▾Hide full finding ▴2020-003 Significant Deficiency in Internal Controls over Compliance and Major Program Noncompliance ? Cash Management Agency: U.S. Department of Health and Human Services Program(s) and Federal Award Identification Number(s): Special Programs for the Aging, Title VI, Part A, Grants to Indian Tribes CFDA 93.047 FAIN: See Table 1 below for listing of FAINs New or Repeat: New Criteria: Per 2 CFR 200.303, the non-Federal entity is responsible for maintaining effective internal controls over cash management to comply with terms and conditions of the Federal award. Per CFR 200.305(b), for cost reimbursement awards, the timing of cash draws shall be as close as administratively feasible to the actual disbursements of program costs. Additionally, per 2 CFR 200.334, ?financial records, supporting documents. . and all other non-Federal entity records pertinent to the Federal award must be retained for a period of three years from the date of submission of the final expenditure report.? Condition: During fiscal year 2020, monthly reimbursement requests were not reviewed by an individual other than the preparer to ensure the amount requested agreed to the supporting records. Additionally, the supporting records used to prepare the reimbursement requests were not retained and reconciliation and monitoring activities were not in place to ensure amounts requested matched recalculated expenditure totals between periods. Cause: Due to turnover in the finance department, properly designed controls were not executed. Context and effect: Due to the condition of the records, we were not able to confirm that the amounts requested in the monthly drawdowns were supported by expenditures that had been incurred at the time. Drawdowns could occur before expenses are incurred. Questioned costs: No questioned costs. Recommendation: We recommend management devise a policy and plan that ensures properly designed controls are implemented into operations and that controls be designed to ensure turnover does not cause a breakdown in controls. View of responsible officials: Management concurs with this finding, see corrective action plan. SEE SCHEDULE OF FINDINGS AND QUESTIONED COSTS FOR CHART/TABLE
Finding: 2020-003: Significant Deficiency in Internal Controls over Compliance and Major Program Noncompliance ? Cash Management Name of Contact Person: Shema Jones CFO Catholic Community Service 1803 Glacier Highway Juneau, AK 99801 Corrective Action: CCS has implemented a system where the preparer creates the billings then sends it to another team member to review. Once that is checked for accuracy it is given back to the other teammate to enter into the Payment Management System. Once he enters the billing into the system he prints out the billing in the system and gives back to the other team member to double check what was billed in the system was accurate. If there is a discrepancy, it will be given back to the team member to correct in the payment management system. Proposed Completion Date: 07/01/21
During fiscal year 2020, quarterly and annual financial reports were not reviewed by an individual other than the preparer to ensure the data on the report agreed to the supporting records. Additionally, the supporting records used to prepare the reports were not retained and reconciliation and monitoring activities were not in place to ensure the amounts reported in quarterly and annual financial reports appropriately matched or reconciled to the general ledger. We also noted that financial reports were not submitted timely. Cause: Due to turnover in the finance department, properly designed controls were not executed. Context and effect: For Title VI awards, due to the condition of the records, we were not able to confirm the expenditures reported in the financial reports were expenditures that had been incurred at the time of the reports. Additionally, we noted quarterly and annual financial reports were not submitted timely. We were unable to verify the timely submission of annual program performance reports because records of submission had not been retained and CCS was unable to access the reporting platform used for those reports. Information submitted to the granting agency in the quarterly and annual financial reports may have been incomplete or inaccurate and reports were not submitted timely as required by the granting agency. For the Children?s Advocacy Center award, adjustments were made to the general ledger expenditures as a result of audit procedures in order to agree general ledger expenditures to the amount reported. Additionally, we noted one quarterly financial report that was not submitted timely. Questioned costs: Special Programs for the Aging, Title VI, Part A, Grants to Indian Tribes CFDA 93.047 FAIN: See Table 1 below for listing of FAINs No questioned costs. Children?s Advocacy Centers Passed through State of Alaska Department of Health and Social Services CFDA 93.558 FAIN: 603-241-20002 No questioned costs. Recommendation: We recommend management devise a policy and plan that ensures properly designed controls are implemented into operations and that controls be designed to ensure turnover does not cause a breakdown in controls. View of responsible officials: Management concurs with this finding, see corrective action plan. SEE SCHEDULE OF FINDINGS AND QUESTIONED COSTS FOR CHART/TABLE
Show full finding ▾Hide full finding ▴2020-004 Significant Deficiency in Internal Controls over Compliance and Major Program Noncompliance ? Reporting Agency: U.S. Department of Health and Human Services Program(s) and Federal Award Identification Number(s): Special Programs for the Aging, Title VI, Part A, Grants to Indian Tribes CFDA 93.047 FAIN: See Table 1 below for listing of FAINs Children?s Advocacy Centers Passed through State of Alaska Department of Health and Social Services CFDA 93.558 FAIN: 603-241-20002 New or Repeat: New Criteria: Per 2 CFR 200.303, the non-Federal entity is responsible for maintaining effective internal controls over submissions of financial reports to comply with terms and conditions of the Federal award. In addition, the grant awards require reports to be submitted timely. Additionally, per 2 CFR 200.334, ?financial records, supporting documents . . . and all other non-Federal entity records pertinent to the Federal award must be retained for a period of three years from the date of submission of the final expenditure report.? Condition: During fiscal year 2020, quarterly and annual financial reports were not reviewed by an individual other than the preparer to ensure the data on the report agreed to the supporting records. Additionally, the supporting records used to prepare the reports were not retained and reconciliation and monitoring activities were not in place to ensure the amounts reported in quarterly and annual financial reports appropriately matched or reconciled to the general ledger. We also noted that financial reports were not submitted timely. Cause: Due to turnover in the finance department, properly designed controls were not executed. Context and effect: For Title VI awards, due to the condition of the records, we were not able to confirm the expenditures reported in the financial reports were expenditures that had been incurred at the time of the reports. Additionally, we noted quarterly and annual financial reports were not submitted timely. We were unable to verify the timely submission of annual program performance reports because records of submission had not been retained and CCS was unable to access the reporting platform used for those reports. Information submitted to the granting agency in the quarterly and annual financial reports may have been incomplete or inaccurate and reports were not submitted timely as required by the granting agency. For the Children?s Advocacy Center award, adjustments were made to the general ledger expenditures as a result of audit procedures in order to agree general ledger expenditures to the amount reported. Additionally, we noted one quarterly financial report that was not submitted timely. Questioned costs: Special Programs for the Aging, Title VI, Part A, Grants to Indian Tribes CFDA 93.047 FAIN: See Table 1 below for listing of FAINs No questioned costs. Children?s Advocacy Centers Passed through State of Alaska Department of Health and Social Services CFDA 93.558 FAIN: 603-241-20002 No questioned costs. Recommendation: We recommend management devise a policy and plan that ensures properly designed controls are implemented into operations and that controls be designed to ensure turnover does not cause a breakdown in controls. View of responsible officials: Management concurs with this finding, see corrective action plan. SEE SCHEDULE OF FINDINGS AND QUESTIONED COSTS FOR CHART/TABLE
Finding: 2020-004: Significant Deficiency in Internal Controls over Compliance and Major Program Noncompliance ? Reporting Name of Contact Person: Shema Jones CFO Catholic Community Service 1803 Glacier Highway Juneau, AK 99801 Corrective Action: CCS has implemented a grant report tracking list to ensure reports are filed in a timely manner, which is reviewed by the Executive Director during the reporting times along with a follow up meeting with the CFO to address any reporting issues that may have occurred. A grant technician will complete the reports or other finance individual and the CFO will review for accuracy before the reports are submitted. Proposed Completion Date: 07/01/21
During fiscal year 2020, documentation evidencing that vendors were checked for suspension or debarment was not retained. Cause: Due to turnover in the finance department, properly designed controls were not executed. Context and effect: Documentation was not retained to evidence that vendors were checked for suspension or debarment prior to entering into a contract with them. CCS could have contracted with a suspended or debarred contractor which could have resulted in unallowed costs. Questioned costs: No questioned costs. Recommendation: We recommend management devise a policy and plan that ensures properly designed controls are implemented into operations and that controls be designed to ensure turnover does not cause a breakdown in controls. View of responsible officials: Management concurs with this finding, see corrective action plan. SEE SCHEDULE OF FINDINGS AND QUESTIONED COSTS FOR CHART/TABLE
Show full finding ▾Hide full finding ▴2020-005 Significant Deficiency in Internal Controls over Compliance ? Procurement; Suspension and Debarment Agency: U.S. Department of Health and Human Services Program(s) and Federal Award Identification Number(s): Special Programs for the Aging, Title VI, Part A, Grants to Indian Tribes CFDA 93.047 FAIN: See Table 1 below for listing of FAINs New or Repeat: New Criteria: Per auditee requirements of the Title 2 U.S. Code of Federal Regulations Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance), Subpart C ? Pre-Federal Award Requirements and Contents of Federal Awards - ?200.213 (Suspension and debarment) ?Non-federal entities are subject to the non-procurement debarment and suspension regulations implementing Executive Orders 12549 and 12689, 2 CFR part 180. These regulations restrict awards, subawards, and contracts with certain parties that are debarred, suspended, or otherwise excluded from or ineligible for participation in Federal assistance programs or activities.? Condition: During fiscal year 2020, documentation evidencing that vendors were checked for suspension or debarment was not retained. Cause: Due to turnover in the finance department, properly designed controls were not executed. Context and effect: Documentation was not retained to evidence that vendors were checked for suspension or debarment prior to entering into a contract with them. CCS could have contracted with a suspended or debarred contractor which could have resulted in unallowed costs. Questioned costs: No questioned costs. Recommendation: We recommend management devise a policy and plan that ensures properly designed controls are implemented into operations and that controls be designed to ensure turnover does not cause a breakdown in controls. View of responsible officials: Management concurs with this finding, see corrective action plan. SEE SCHEDULE OF FINDINGS AND QUESTIONED COSTS FOR CHART/TABLE
Finding: 2020-005: Significant Deficiency in Internal Controls over Compliance ? Procurement; Suspension and Debarment Name of Contact Person: Shema Jones CFO Catholic Community Service 1803 Glacier Highway Juneau, AK 99801 Corrective Action: CCS has a system of approving new vendors in which AP fills out a form to request to add a new vendor, with this form CCS will add a box on the form for the CFO to check for debarment or suspension prior to approving new vendors. Proposed Completion Date: 08/30/21
FAC accepted this audit on November 19, 2019 — management decision was due May 19, 2020.
FAC accepted this audit on December 26, 2018 — management decision was due June 26, 2019.
FAC accepted this audit on January 3, 2018 — management decision was due July 3, 2018.
FAC accepted this audit on December 30, 2016 — management decision was due June 30, 2017.
GSA_MIGRATION
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