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Neighborhood Centers Claimed Unallowable Head Start Costs HHS Oct 2013
BrowseInterestsBiography & MemoirBusiness & LeadershipFiction & LiteraturePolitics & EconomyHealth & WellnessSociety & CultureHappiness & Self-HelpMystery, Thriller & CrimeHistoryYoung AdultBrowse byBooksAudiobooksNews & MagazinesSheet MusicBrowse allUploadSign inJoinDepartment of Health and Human ServicesOFFICE OF INSPECTOR GENERAL NEIGHBORHOOD CENTERS, INC., CLAIMED UNALLOWABLE HEAD START COSTS Patricia Wheeler Regional Inspector General September 2013 A-06-11-00055 Inquiries about this report may be addressed to the Office of Public Affairs at Public.Affairs@oig.hhs.gov. Office of Inspector General https://oig.hhs.gov The mission of the Office of Inspector General (OIG), as mandated by Public Law 95-452, as amended, is to protect the integrity of the Department of Health and Human Services (HHS) programs, as well as the health and welfare of beneficiaries served by those programs. This statutory mission is carried out through a nationwide network of audits, investigations, and inspections conducted by the following operating components: Office of Audit Services The Office of Audit Services (OAS) provides auditing services for HHS, either by conducting audits with its own audit resources or by overseeing audit work done by others. Audits examine the performance of HHS programs and/or its grantees and contractors in carrying out their respective responsibilities and are intended to provide independent assessments of HHS programs and operations. These assessments help reduce waste, abuse, and mismanagement and promote economy and efficiency throughout HHS. Office of Evaluation and Inspections The Office of Evaluation and Inspections (OEI) conducts national evaluations to provide HHS, Congress, and the public with timely, useful, and reliable information on significant issues. These evaluations focus on preventing fraud, waste, or abuse and promoting economy, efficiency, and effectiveness of departmental programs. To promote impact, OEI reports also present practical recommendations for improving program operations. Office of Investigations The Office of Investigations (OI) conducts criminal, civil, and administrative investigations of fraud and misconduct related to HHS programs, operations, and beneficiaries. With investigators working in all 50 States and the District of Columbia, OI utilizes its resources by actively coordinating with the Department of J ustice and other Federal, State, and local law enforcement authorities. The investigative efforts of OI often lead to criminal convictions, administrative sanctions, and/or civil monetary penalties. Office of Counsel to the Inspector General The Office of Counsel to the Inspector General (OCIG) provides general legal services to OIG, rendering advice and opinions on HHS programs and operations and providing all legal support for OIG’s internal operations. OCIG represents OIG in all civil and administrative fraud and abuse cases involving HHS programs, including False Claims Act, program exclusion, and civil monetary penalty cases. In connection with these cases, OCIG also negotiates and monitors corporate integrity agreements. OCIG renders advisory opinions, issues compliance program guidance, publishes fraud alerts, and provides other guidance to the health care industry concerning the anti-kickback statute and other OIG enforcement authorities. Notices THIS REPORT IS AVAILABLE TO THE PUBLIC at https://oig.hhs.gov Section 8L of the Inspector General Act, 5 U.S.C. App., requires that OIG post its publicly available reports on the OIG Web site. OFFICE OF AUDIT SERVICES FINDINGS AND OPINIONS The designation of financial or management practices as questionable, a recommendation for the disallowance of costs incurred or claimed, and any other conclusions and recommendations in this report represent the findings and opinions of OAS. Authorized officials of the HHS operating divisions will make final determination on these matters. OFFICE OF AUDIT SERVICES, REGION VI 1100 COMMERCE STREET, ROOM 632 DALLAS, TX 75242 September 26, 2013 Report Number: A-06-11-00055 Ms. Angela Blanchard President and Chief Executive Officer Neighborhood Centers, Inc. 4500 Bissonnet, Suite 200 Bellaire, TX 77401 Dear Ms. Blanchard: Enclosed is the U.S. Department of Health and Human Services (HHS), Office of Inspector General (OIG), final report entitled Neighborhood Centers, Inc., Claimed Unallowable Head Start Costs. We will forward a copy of this report to the HHS action official noted on the following page for review and any action deemed necessary. The HHS action official will make final determination as to actions taken on all matters reported. We request that you respond to this official within 30 days from the date of this letter. Your response should present any comments or additional information that you believe may have a bearing on the final determination. Section 8L of the Inspector General Act, 5 U.S.C. App., requires that OIG post its publicly available reports on the OIG Web site. Accordingly, this report will be posted at https://oig.hhs.gov. If you have any questions or comments about this report, please do not hesitate to call me at (214) 767-8414, or contact Michelle Richards, Audit Manager, at (214) 767-9202 or through email at Michelle.Richards@oig.hhs.gov. Please refer to report number A-06-11-00055 in all correspondence. Sincerely, /Patricia Wheeler/ Regional Inspector General for Audit Services Enclosure Page 2 – Ms. Angela Blanchard Direct Reply to HHS Action Official: Ms. Kimberly Chalk Regional Program Manager, Region VI Office of Head Start Administration for Children and Families U.S. Department of Health and Human Services 1301 Young Street, Suite 937 West Dallas, TX 75202 cc: Ann Linehan Deputy Director Office of Head Start Ann.Linehan@acf.hhs.gov Yolanda Brown Head Start Program Specialist Office of Head Start Yolanda.Wise@acf.hhs.gov Head Start Costs Claimed by Neighborhood Centers, Inc., in Houston, Texas (A-06-11-00055) i EXECUTIVE SUMMARY WHY WE DID THIS REVIEW Because Office of Inspector General reviews have found that Head Start grantees claimed unallowable costs and had significant internal control weaknesses, we are reviewing Head Start grantees nationwide. Neighborhood Centers, Inc. (Neighborhood), received three Federal grants totaling $21.6 million for calendar year (CY) 2010 to fund its Head Start and Early Head Start programs: $16.6 million for its Head Start grant and a total of $5 million for two grants under the American Recovery and Reinvestment Act (Recovery Act). The objective of this review was to determine whether Neighborhood claimed Head Start grant costs that were allowable under applicable Federal regulations. BACKGROUND Title VI of the Omnibus Budget Reconciliation Act of 1981 established Head Start as a Federal discretionary grant program. For families who have incomes below the Federal poverty level, Head Start and Early Head Start together serve children from birth to age 5 and pregnant women. Federal regulations authorize Federal reimbursement to grantees for the cost of allowable Head Start services. Within the U.S. Department of Health and Human Services, the Administration for Children and Families, Office of Head Start (OHS), administers the Head Start program. In fiscal year (FY) 2010, Congress appropriated $7.2 billion to fund Head Start’s regular operations. The Recovery Act provided an additional $2.1 billion during FYs 2009 and 2010. Neighborhood is a nonprofit agency with Head Start locations in the Houston, Texas, area. Of the $16.6 million in Head Start grant costs claimed, we reviewed $1.2 million in costs. WHAT WE FOUND Neighborhood did not always claim allowable Head Start grant costs under applicable Federal regulations for CY 2010. Of the $1,161,863 in costs we reviewed, $874,292 was allowable; however, $287,571 was unallowable. Specifically, Neighborhood claimed $131,807 that was not allocable to the Head Start grant and $155,764 that was not adequately supported. As a result, Neighborhood received $287,571 in unallowable Federal reimbursement. Neighborhood claimed the unallowable costs because it did not maintain adequate internal controls. Neighborhood claimed $287,571 in unallowable Head Start grant costs for calendar year 2010. Head Start Costs Claimed by Neighborhood Centers, Inc., in Houston, Texas (A-06-11-00055) ii WHAT WE RECOMMEND We recommend that Neighborhood: • refund $287,571 in unallowable costs; • revise its existing policies and procedures to ensure that all entries in the Head Start expense accounts are adequately reviewed, including for allowability, prior to posting them to the accounts; and • develop written monitoring procedures to ensure that all expenses posted to the Head Start expense accounts are allowable. NEIGHBORHOOD COMMENTS AND OUR RESPONSE In written comments on our draft report, Neighborhood agreed that $108,491 should not have been charged to the Head Start grant but disagreed that the remaining $192,177 of the $300,668 originally determined not to be allowable should be refunded. After reviewing the additional documentation that Neighborhood provided, we determined that $13,097 in salary and fringe benefit costs was allowable. We revised our findings and recommendations accordingly. Nothing in Neighborhood’s comments caused us to change our other findings or recommendations. Head Start Costs Claimed by Neighborhood Centers, Inc., in Houston, Texas (A-06-11-00055) iii TABLE OF CONTENTS INTRODUCTION .......................................................................................................................1 Why We Did This Review ...............................................................................................1 Objective ..........................................................................................................................1 Background ......................................................................................................................1 Head Start Program ..............................................................................................1 Neighborhood Centers, Inc. .................................................................................1 How We Conducted This Review ....................................................................................2 FINDINGS ...................................................................................................................................2 Federal Requirements ......................................................................................................2 Neighborhood Claimed Unallowable Costs.....................................................................3 Costs Were Not Allocable to the Head Start Grant .............................................3 Costs Were Not Adequately Supported ...............................................................3 Neighborhood Lacked Adequate Internal Controls .........................................................4 RECOMMENDATIONS .............................................................................................................4 NEIGHBORHOOD COMMENTS AND OFFICE OF INSPECTOR GENERAL RESPONSE..............................................................................................................................5 Costs Were Not Allocable to the Head Start Grant .........................................................5 Transferred Costs ..................................................................................................5 Other Costs Not Allocable ....................................................................................5 Costs Were Not Adequately Supported ...........................................................................6 Administrative Rent Costs ....................................................................................6 Salary and Fringe Benefits Costs ..........................................................................6 Supply Costs .........................................................................................................7 Neighborhood Lacked Adequate Internal Controls .........................................................7 Internal Controls ...................................................................................................7 Monitoring Procedures..........................................................................................7 OTHER MATTERS.....................................................................................................................8 Head Start Costs Claimed by Neighborhood Centers, Inc., in Houston, Texas (A-06-11-00055) iv Personnel Action Forms Not Used To Initiate Pay Increases ..........................................8 Federal Cash Drawdown Procedures Not Followed ........................................................8 APPENDIXES A: Audit Scope and Methodology ..................................................................................9 B: Related Office of Inspector General Reports ........................................................... 10 C: Neighborhood Comments ........................................................................................ 11 Head Start Costs Claimed by Neighborhood Centers, Inc., in Houston, Texas (A-06-11-00055) 1 INTRODUCTION
WHY WE DID THIS REVIEW Because Office of Inspector General reviews have found that Head Start grantees claimed unallowable costs and had significant internal control weaknesses, we are reviewing Head Start grantees nationwide. Neighborhood Centers, Inc. (Neighborhood), received three Federal grants totaling $21.6 million for calendar year (CY) 2010 to fund its Head Start and Early Head Start programs: $16.6 million for its Head Start grant and a total of $5 million for two grants under the American Recovery and Reinvestment Act (Recovery Act), P.L. No. 111-5. OBJECTIVE Our objective was to determine whether Neighborhood claimed Head Start grant costs that were allowable under applicable Federal regulations. BACKGROUND Head Start Program Title VI of the Omnibus Budget Reconciliation Act of 1981 established Head Start as a Federal discretionary grant program. The major program objectives include promoting school readiness and enhancing the social and cognitive development of low-income children by providing educational, health, nutritional, and social services. In 1994, the Head Start program was expanded to establish Early Head Start, which serves children from birth to 3 years of age, to promote prenatal care, enhance the development of infants and toddlers, and promote the healthy functioning of families. Within the U.S. Department of Health and Human Services (HHS), the Administration for Children and Families, Office of Head Start (OHS), administers the Head Start program. In fiscal year (FY) 2010, Congress appropriated $7.2 billion to fund Head Start’s regular operations. The Recovery Act provided an additional $2.1 billion for the Head Start program during FYs 2009 and 2010. These funds were intended for activities such as expanding enrollment, funding cost-of-living wage increases for grantees, upgrading centers and classrooms, and bolstering training and technical assistance. Neighborhood Centers, Inc. Neighborhood is a private nonprofit human services organization founded in 1907; its mission is to bring resources, education, and connection to underserved neighborhoods. Neighborhood operates Early Head Start and Head Start programs at eight free-standing centers in the Houston, Texas, area. Additionally, Neighborhood offers home-based programs as well as programs at school and childcare-based sites. Head Start Costs Claimed by Neighborhood Centers, Inc., in Houston, Texas (A-06-11-00055) 2 Neighborhood is funded primarily through Federal and State Government grants. For CY 2010, OHS provided Head Start funds and Early Head Start funds to Neighborhood totaling $16,593,829. For the same period, OHS provided Recovery Act grants to Neighborhood totaling $4,993,962. HOW WE CONDUCTED THIS REVIEW For CY 2010, Neighborhood claimed $16,590,632 in Head Start grant costs. We limited our review to a nonstatistical sample of Head Start grant costs totaling $1,161,863. We conducted this performance audit in accordance with generally accepted government auditing standards. Those standards require that we plan and perform the audit to obtain sufficient, appropriate evidence to provide a reasonable basis for our findings and conclusions based on our audit objectives. We believe that the evidence obtained provides a reasonable basis for our findings and conclusions based on our audit objectives. See Appendix A for the details of our scope and methodology. Appendix B contains a list of related OIG reports on the Head Start and Early Head Start programs. FINDINGS Neighborhood did not always claim allowable Head Start grant costs under applicable Federal regulations for CY 2010. Of the $1,161,863 in costs we reviewed, $874,292 was allowable. However, $287,571 was unallowable. Specifically, Neighborhood claimed: • $131,807 that was not allocable to the Head Start grant, and • $155,764 that was not adequately supported. As a result, Neighborhood received $287,571 in unallowable Federal reimbursement. Neighborhood claimed the unallowable costs because it did not maintain adequate internal controls. FEDERAL REQUIREMENTS Federal regulations (45 CFR part 74) establish uniform administrative requirements governing HHS grants and agreements awarded to nonprofit organizations. As a nonprofit organization that receives Federal funds, Neighborhood must comply with the cost principles at 2 CFR part 230.
These cost principles specify the criteria that costs must meet to be allowable. The HHS awarding agency may include additional requirements that are considered necessary to attain the award’s objectives. 1
Cost Principles for Non-Profit Organizations (Office of Management and Budget Circular A-122), incorporated by reference at 45 CFR § 74.27(a). Head Start Costs Claimed by Neighborhood Centers, Inc., in Houston, Texas (A-06-11-00055) 3 NEIGHBORGHOOD CLAIMED UNALLOWABLE COSTS Costs Were Not Allocable to the Head Start Grant To be allowable under applicable Federal regulations, costs must be allocable to the award.
At the end of the grant year, Neighborhood staff transferred $102,418 in non-Head Start costs to a Head Start grant expense account. The costs were not allocable to the Head Start grant because they were for other programs that Neighborhood operated (e.g., charter schools). The transferred costs were for items and services such as textbooks, laptop computers, and printing for non-Head Start students. In addition, throughout the year, Neighborhood claimed $29,389 that was not allocable to the Head Start grant. The costs were for dance school classes for charter school students, business cards for charter school administration staff, rent related to the Recovery Act grant, electrical maintenance for a non-Head Start facility, management and general costs that were incorrectly allocated to the Head Start grant, and employee salary overpayments. As a result, Neighborhood received $131,807 of unallowable Federal reimbursement that did not benefit the Head Start program. Costs Were Not Adequately Supported Grantees’ accounting records should be supported by source documentation.
Neighborhood’s cost allocation plan requires that it prepare supporting schedules showing the allocation of rent costs for its administration buildings, which were shared by multiple programs. Neighborhood claimed rent and supply costs that were not adequately supported by source documentation, or the documentation did not clearly indicate whether the costs were for Head Start. Neighborhood claimed rent costs totaling $139,591 for one of its administrative buildings. For 9 months of the grant year, Neighborhood charged 100 percent of rent costs totaling $109,275 to the Head Start grant. However, documentation we reviewed showed that employees of non-
Head Start programs also worked in the building. For the remaining 3 months of the year, Neighborhood charged $30,316 to the Head Start grant, which represents 83 percent of the rent costs for those months. Neighborhood did not provide any support for the allocation. Neighborhood claimed $16,173 in supply costs that was not supported by any source documentation, or the supporting documentation did not clearly indicate whether the costs were 2
2 CFR, part 230, Appendix A, paragraph A.2.a. 3
45 CFR § 74.21(b)(7). Head Start Costs Claimed by Neighborhood Centers, Inc., in Houston, Texas (A-06-11-00055) 4 for Head Start. These costs, which Neighborhood originally charged to charter school expense accounts, were transferred to a Head Start grant expense account at the end of the grant year. As a result, Neighborhood received $155,764 in unallowable Federal reimbursement. NEIGHBORHOOD LACKED ADEQUATE INTERNAL CONTROLS Neighborhood claimed the unallowable costs because it did not maintain adequate internal controls to ensure that it claimed only allowable Head Start grant costs. Specifically, Neighborhood: • did not always follow its existing policies and procedures requiring that all entries to the accounting system be reviewed by the senior accounting manager or controller and • did not have adequate monitoring procedures to ensure that all expenses posted to the Head Start expense accounts were allowable. Neighborhood’s accounting policies and procedures manual specifies that each entry in the accounting system will be reviewed and approved by the senior accounting manager or the controller. The accounting manual also states that all general journal entries will be supported by general journal vouchers with supporting documentation attached and will be approved by the senior accounting manager or controller. Additionally, Neighborhood staff explained that budget analysts, as well as accounting staff, periodically monitor the expense accounts for each program to ensure accurate classification of program costs. For example, Neighborhood staff used a year-end journal entry to reclassify $118,591 in non-
Head Start costs as Head Start grant expenses.
The supporting documentation showed that a general ledger accountant prepared the journal entry. The entry was initialed and stamped “posted” by the controller. However the controller or senior accounting manager had not adequately reviewed the entry for allowability prior to it being posted in the accounting system. Additionally, Neighborhood’s expense account monitoring procedures did not identify the unallowable costs. Neighborhood could have prevented or detected the unallowable costs by ensuring that (1) all entries to the Head Start expense accounts were adequately reviewed for allowability prior to posting them to the accounts and (2) all expenses posted to Head Start expense accounts were adequately monitored for allowability. RECOMMENDATIONS We recommend that Neighborhood: • refund $287,571 in unallowable costs; 4
The $118,591 includes $102,418 in costs that were not allocable and $16,173 in costs that were not supported. Head Start Costs Claimed by Neighborhood Centers, Inc., in Houston, Texas (A-06-11-00055) 5 • revise its existing policies and procedures to ensure that all entries in the Head Start expense accounts are adequately reviewed, including for allowability, prior to posting them to the accounts; and • develop written monitoring procedures to ensure that all expenses posted to the Head Start expense accounts are allowable. NEIGHBORHOOD COMMENTS AND OFFICE OF INSPECTOR GENERAL RESPONSE In written comments on our draft report, Neighborhood agreed that $108,491 should not have been charged to the Head Start grant but disagreed that the remaining $192,177 of the $300,668 originally determined not to be allowable, should be refunded. Neighborhood’s comments, along with additional documents Neighborhood supplied, are included as Appendix C. We did not include two of the documents because they contain personally identifiable information. COSTS WERE NOT ALLOCABLE TO THE HEAD START GRANT Transferred Costs Neighborhood Comments Neighborhood agreed that $86,083 of the $102,418 in costs was not allocable. Neighborhood stated that the error occurred because a journal entry was misclassified and that it was an isolated incident. For the remaining $16,335, Neighborhood asserted that these costs were solely allocable to the Head Start grant ($565) or funded dual enrollment classrooms of charter school and Head Start children ($15,770). Neighborhood provided Exhibits A and C with a list of transactions that they contend were allocable. Additionally, Neighborhood stated that supplies were included in the approved budget, as noted in Exhibit B. Office of Inspector General Response During the audit, we reviewed the supporting invoices and documentation for the transactions listed in the exhibits to make the determination that they were not allocable to the program. Neighborhood’s response did not change our determination. Additionally, the funding document provided in Exhibit B is not for the grant we reviewed. We reviewed grant award number 06CH6999, which covers CY 2010; the exhibit grant award number is 06SH6999, a Recovery Act grant covering September 2010 through September 2011. Other Costs Not Allocable Neighborhood Comments Neighborhood agreed that $9,636 of the $29,389 in costs was not allocable. For the remaining $19,753 in rent costs, Neighborhood stated that the costs were appropriate Early Head Start expenses. Neighborhood provided Exhibit D to support the rent costs. Head Start Costs Claimed by Neighborhood Centers, Inc., in Houston, Texas (A-06-11-00055) 6 Office of Inspector General Response During the audit period (CY 2010), Neighborhood received a Recovery Act grant award that also included Early Head Start funding. The rent for the building increased $4,938 starting in April 2010. Neighborhood charged the first 4 months of the rent increase (April through J uly 2010), totaling $19,753, to the Head Start grant we reviewed. When we asked Neighborhood about the increase in cost for those months, Neighborhood officials responded in writing that the increase should have been charged to the Recovery Act grant, not the grant we reviewed. Additionally, the rent increase was not charged to the Head Start grant for the remaining months of the year. Neighborhood’s response did not change our determination. COSTS WERE NOT ADEQUATELY SUPPORTED Administrative Rent Costs Neighborhood Comments Neighborhood disagreed that the $139,591 in rent costs related to the administrative building was not adequately supported. Neighborhood maintains that all employees housed in the administrative building worked solely for the Head Start program with the exception of instructional coaches who were on site one time per week working with dually enrolled Head Start and charter school children. Neighborhood provided Exhibit E,
which lists all of the 56 Head Start employees who worked in the administrative building in 2010. Neighborhood stated that it had allocated rent costs based on the percentage of staff that worked for Head Start and Early Head Start Expansion. Office of Inspector General Response During the period that Neighborhood states that the building housed only Head Start staff, Neighborhood allocated telephone costs for that building to other programs. The supporting documentation provided for the telephone allocation included personnel who worked for other programs. Additionally, Neighborhood’s allocation policy requires that facility costs be based on square feet, not percentage of staff. Neighborhood’s response did not change our determination. Salary and Fringe Benefits Costs Neighborhood Comments Neighborhood disagreed with the finding regarding the $13,097 in salary and fringe benefit costs. Neighborhood provided Exhibit F,
which includes an electronic submission of the employee’s time and a signed affidavit by the employee. 5
We did not include Exhibit E because it contains personally identifiable information. 6
We did not include Exhibit F because it contains personally identifiable information. Head Start Costs Claimed by Neighborhood Centers, Inc., in Houston, Texas (A-06-11-00055) 7 Office of Inspector General Response After reviewing the additional documentation provided, we allowed the $13,097 in salary and fringe benefit costs. We revised our findings and recommendations accordingly. Supply Costs Neighborhood Comments Neighborhood agreed that $12,772 of the $16,173 in supply costs was unsupported. For the remaining $3,401 Neighborhood asserted that these costs were solely allocable to the Head Start grant ($852) or funded dual enrollment classrooms of charter school and Head Start children ($2,549). Neighborhood provided Exhibit G, which lists transactions that it contends were allocable. Additionally, Neighborhood stated that supplies were included in the approved budget, as noted in Exhibit B. Office of Inspector General Response During the audit, we were not provided with supporting documentation for the transactions listed in the exhibit. Without invoices or other supporting documentation, we are unable to make a determination that the costs are allowable. Neighborhood’s response did not change our determination. Additionally, the funding document provided in Exhibit B is not for the grant we reviewed. We reviewed grant award number 06CH6999, which covers CY 2010; the exhibit grant award number is 06SH6999, a Recovery Act grant covering September 2010 through September 2011. NEIGHBORHOOD LACKED ADEQUATE INTERNAL CONTROLS Internal Controls Neighborhood Comments Although Neighborhood disagreed that it lacked adequate internal controls, Neighborhood stated that since 2010, it has taken measures to improve its internal control structure. These measures include increasing its staff resources, assessing segregation of duties and existing controls, revising policies and procedures, and implementing a new accounting system to allow for more effective reporting. Monitoring Procedures Neighborhood Comments Neighborhood agreed that written monitoring procedures should be developed. Neighborhood stated that it has compliance staff working with accounting staff to develop and improve internal control processes through workflow analysis and process improvement. Head Start Costs Claimed by Neighborhood Centers, Inc., in Houston, Texas (A-06-11-00055) 8 OTHER MATTERS PERSONNEL ACTION FORMS NOT USED TO INITIATE PAY INCREASES Grantees’ accounting records should be supported by source documentation (45 CFR § 74.21(b)(7)). In addition, grantees must establish and maintain efficient and effective record-
keeping systems to provide accurate and timely information regarding staff (45 CFR § 1304.51 (g)). According to Neighborhood’s accounting policies and procedures, pay rate changes should be initiated with Personnel Action Forms and authorized by the director of human resources. Neighborhood did not prepare Personnel Action Forms in a timely manner to support pay rate increases. Neighborhood processed annual pay increases for 2008 through 2010 that affected the salaries in our audit period. Neighborhood provided Personnel Action Forms for the 139 employees whose salary costs we reviewed; however, 75 of these forms were created and approved after we requested them (approvals dated in December 2011). The 75 forms reflected pay increases totaling $137,662 annually. Therefore, Neighborhood did not maintain payroll records that were adequately documented in a timely manner. FEDERAL CASH DRAWDOWN PROCEDURES NOT FOLLOWED Guidance issued by the HHS Program Support Center, Division of Payment Management, required Neighborhood to draw down funds from a specific Payment Management System (PMS) account to fund Head Start grant expenditures. Similarly, Neighborhood was required to draw down funds from another PMS account to fund Recovery Act grant expenditures. Regulations state that cash advances must be timed in accordance with the actual, immediate cash requirements of the recipient organization in carrying out the purpose of the approved program or project (45 CFR § 74.22). Twice during CY 2010, Neighborhood incorrectly drew down funds totaling $291,257 from the Head Start grant’s PMS account that should have been drawn from the Recovery Act grants’ PMS account ($122,647 in J une and $168,610 in September). The supporting documentation in the drawdown files indicated that Neighborhood withdrew the funds for Recovery Act grant expenditures rather than Head Start grant expenditures. As a result, at times during the year, Neighborhood may have had more Head Start grant funds on hand than it needed for grant purposes. Neighborhood officials stated that the funds were drawn down from the wrong account due to a clerical error and that funds were available to support all Recovery Act expenditures. Neighborhood officials further explained that, after discovering that these errors had occurred, Neighborhood corrected the errors by drawing down less funds from the Head Start grant’s PMS account (and more funds from the Recovery Act’s PMS account) for the remainder of the grant period. Head Start Costs Claimed by Neighborhood Centers, Inc., in Houston, Texas (A-06-11-00055) 9 APPENDIX A: AUDIT SCOPE AND METHODOLOGY SCOPE For CY 2010, Neighborhood claimed $16,590,632 in Head Start grant costs. We limited our review to a nonstatistical sample of Head Start grant costs totaling $1,161,863. We did not perform an overall assessment of Neighborhood’s internal control structure. Rather, we reviewed only the internal controls that pertained directly to our objectives. Our review period was CY 2010. We performed our fieldwork at Neighborhood’s administrative offices in Houston, Texas. METHODOLOGY To accomplish our objective, we: • reviewed relevant Federal laws, regulations, and guidance; • reviewed grant award documentation to determine Neighborhood’s Federal funding; • reviewed Neighborhood’s written internal control procedures related to accounting, procurement, property, personnel, consultants, and budgeting; • interviewed Neighborhood’s management to gain an understanding of Neighborhood’s internal control procedures related to accounting, procurement, property, and personnel; • reconciled the costs Neighborhood claimed on its final Federal Financial Status Report to its general ledger; and • selected a nonstatistical sample of costs claimed and tested them for allowability. We conducted this performance audit in accordance with generally accepted government auditing standards. Those standards require that we plan and perform the audit to obtain sufficient, appropriate evidence to provide a reasonable basis for our findings and conclusions based on our audit objectives. We believe that the evidence obtained provides a reasonable basis for our findings and conclusions based on our audit objectives.
Head Start Costs Claimed by Neighborhood Centers, Inc., in Houston, Texas (A-06-11-00055) 10 APPENDIX B: RELATED OFFICE OF INSPECTOR GENERAL REPORTS Report Title Report Number Date Issued Center for Community and Family Services, Inc., Did Not Expend Head Start Funds in Accordance With Federal Requirements A-09-11-01006 06/19/13 Not All of the Young Women’s Christian Association of Metropolitan St. Louis Head Start Expenditures Were Allowable A-07-11-02762 04/25/13 Southeastern Tidewater Opportunity Project, Inc., Head Start Program Claimed Unallowable Costs for Grant Year April 1, 2010, Through March 31, 2011 A-03-11-00501 02/28/13 Neighborhood House Association Claimed Allowable Head Start Costs but Did Not Maintain Adequate Internal Controls Related to Personnel, Facilities, and Subcontracts A-09-11-01015 02/20/13 The Child Development Council of Acadiana, Inc.’s, Financial Management Practices and Systems Did Not Always Meet Federal Requirements A-06-11-00031 09/27/12 Economic Opportunities Development Corporation of Atascosa, Karnes, and Wilson Counties’ Financial Management Practices and Systems Did Not Always Meet Federal Requirements A-06-11-00034 09/06/12 The Columbus Urban League Claimed Some Unallowable Costs to Head Start A-05-11-00053 09/05/12 Cenla Community Action Committee’s Financial Management Practices and Systems Did Not Always Meet Federal Requirements A-06-11-00032 08/15/12 William Smith, Sr., Tri-County Child Development Council, Inc.’s, Financial Management Practices and Systems Did Not Always Meet Federal Requirements A-06-11-00036 08/01/12 Lake County Family YMCA Claimed Unallowable Early Head Start Costs A-05-11-00055 07/17/12 First A.M.E. Child Development Center’s Head Start Program Governance Was Not Fully in Accordance With Federal Requirements A-09-11-01003 06/13/12 APPENDIX C: NEIGHBORHOOD COMMENTS September 6, 2013 Patricia Wheeler Regional Inspector Genera l for Audit Services Office of Aud it Services, Region VI 1100 Commerce Street, Room 632 Dallas, Texas 75242 Report Number: A-06-11-00055 August 2013 Dear Ms. Wheeler: Enclosed is the Neighborhood Centers' response to the Office of Inspector General (OIG) draft repor t entitled Neighborhood Centers, Inc. Claimed Unallowable Head Start Costs. If you have any questions or comments regarding this report, please contact me by phone at (713) 669-5371 or by ema il at krummel@neighborhood-centers.org. Respectfully, Kirk Rummel Chief Financial Officer Neighborhood Centers Inc. Enclosures cc Angela Blanchard Neighborhood centers Inc. A Uni ted Way Agency People Transforming Communities. FOR GOOD. Head Start Costs Claimed by Neighborhood Centers, Inc., in Houston, Texas (A-06-11-00055) 11 Neighborhood Centers Inc. Response to OIG Findings and Recommendations Report Number: A-06-11-00055 ·August 2013 This communication is in response to the Office of Inspector General (O IG ) draft report entitled Neighborhood Centers, Inc. Claimed Unallowable Head Start Costs dated August 8, 2013. The following statements reflect t he concurrence or non-concurrence with the OIG findings and recomme ndations: I. Recommendation One: Refund $300,668 in unallowable costs A. Neighborhood Centers Inc. (NCI) claimed unallowable costs which were not allocable to the Head Start grant 1.) NCI does not concur with the finding regardi ng the transfer of $102,418 in non-Head Sta rt costs to a Head Start grant expense accou nt. Upon thorough review of the supporting documentation, the following was determined as summarized below: (a) As noted in Exhibit A, $564.43 of consumables purchased solely for the Head Start program are allowable. Supplies are included in the approved budget for FY2010 as noted in Exhibit B. (b) As noted i n Exhibit C, $15,770.12 of consumables p urchased for classrooms that have a dual enrollment of Promise Community School and Head Start children are allowable costs. This dual enroll ment leverages fund ing to allow Neighbor hood Centers to offer a seven-hour day at its Head Start centers and also ensures that all children in t he center-based program are taught by a degreed and certified teacher. Additionally, dual enrollment allows longitudinal tracking of academic progress into elementary school through the assignment of unique numerical identifiers used by the state educationa l agency. For the core Head Start program, supplies are necessary for day-to-day activities and would be pu rchased f or Head Start regardless of organizational structure. Supplies are i ncluded in the approved budget for FY 2010 as noted in Exhibit B. All expenses charged to Head Start benefit childrenenrolled in the Head Start program. Account codes document the locat ion of the purchase requestor, rathe r than the location at which the p urchase will be used . For example, a Head Start administration staff assigned to central services may place an office supply ord er for mul tiple centers where duall y-enrolled children are located ; the account code may reflect t he central services location rather than the d ual-enrollment location. NCI asserts tha t $16,334.SS of the $102,418 are al lowable costs which are allocable to the Head Sta rt gra nt. NCI concu rs that $86,083 of consumables purchased for classrooms that were not for Head Start or dual enrollment classrooms should not have been supported by Head Start funds. NCI professes that the misclassification of the journal entry which t ransferred expenses was an isolated incident whereby the staff responsible for reviewing the docu me ntation for the expenses overlooked the description deta il. NCI Response to OIG Report A-06-11-00055- August 2013 Page 1 Head Start Costs Claimed by Neighborhood Centers, Inc., in Houston, Texas (A-06-11-00055) 12 2.) NCI does not concur with the finding that $29,389 in costs (throughout the year) were not allocable to the Head Start gra nt. Of the mont hly renta l fee of $12,438 for the Kingdom Builders property, $7,500 is for Head Start and the $4,938 is the portion o f the rent related to Early Head St art. Exhibit D is a listing of monthly rent payments which includes Kingdom Builders. The $4,938 portion for the four months of April 2010 to July 2010 to taling $19,753 is appropriate as it is an Early Head Sta rt expense. The remaining $9,636 of the $29,389 represents disputed costs that shou ld not have been supported by Head Start funds. Corrective Action: NCI has taken measures to prevent and detect unallowable costs by ensuring that all expenses posted to Head Start expense accounts are adequately monitored for allowability. Furthermore, all entries to Head Start expense account s are reviewed by the Controll er or Senior Accounting staff prior to posting to the general ledger. Budget versus actua l reports are reviewed wi th the Head Start Di rect o r monthly and any inconsistencies and materia l variances are identified and addressed. B. Neighborhood Centers Inc. (NCI) claimed una llowable costs which w ere not adequately supported 1.) NCI does not concur tha t rent costs related to an administration building were not adequately supported. Regarding the $139,591 of rent claimed for the Aramco Building, NCI has charged rent costs to Head Start as this site served as the Head Start/Early Head Start Administrative office prior to the move to the Savoy location. NCI maintains that all employees housed in the Aramco Building worked solely for the Head Start program w ith the except ion of inst ructional coaches who were on site one time per week. These i nstructional coaches worked with dually enrolled students who were either enrolled solely in Head Start or Charter School Without Walls. At no time did the instructors work with stude nts not in the Head Start or Charter School Without Walls programs. Exhibit E lists all employees w ho worked in the Administratio n build ing in 2010. Therefore, NCI maintains that it was reasonable to allocate one hundred percent o f the rent charges for the Aramco Building to the Head Start program for nine months of the year (January 2010 toSept ember 2010). The allocation of only eighty-three percent of t he rent charged to the Head Start program for the remaining three months of the year (October 2010 t o December 2010) is also appropriate since the seventeen percent was supported by carryover funds awarded for expansion of Head Start and Early Head Start programs. NCI began allocating central staff to t he ARRA expansion grant in October of 2010. This is when Early Head Start expansion began. NCI's efforts were to appropria tely allocate funds to proper funding streams. The basis for the allocatio n is noted below and is based on staffing for Head Start and Early Head Start Expansion: Budgeted Staffing # of Employees % Allocation HS Base Staffing 264 , 83% r
HS Expansion Staffing .,.--__;5:..4.:......_ _,,.--1:...:7....: o/c.:.o--. 318 100% Head Start administ rative staffs were collectively moved into four locations between 2009 and 2012. These staff was not comingled with other staff and all we re moved together as a tea m. Due to the frequency of the moves during this period, not all locatio n codes for each staff were immediately updated. However, these staff performed d ut ies solely for Head Start and their salaries and related fringes were properly charged to Head St art regardless of their location code. Promise Community Charter School and Early Child Development administrative staffs in NCI's education division are charged t o t he campus/location where t hey have oversight responsibilities. These staff did not move with o r share offices w ith Head Start administrative staffs. NCI Response to OIG Report A-06-11-00055- August 2013 Page 2 Head Start Costs Claimed by Neighborhood Centers, Inc., in Houston, Texas (A-06-11-00055) 13 2.) NCI does not concur with the finding regarding the $13,097 in salary and fringe benefit costs. The employee documented the time she wo rked o n the Head Start grant as noted in Exhibit F which is an electron ic submission of her time referred to as a Timecard View and Report with Supervisor Approval. This employee' s ti me is charged 100% to Head Start as evidenced by Exhibit F which includes a signed affidavit by the emplo yee . Therefore, the salary and fringe be nef it costs charged to Head Start is appropriate and NCI should not refund these costs. 3.) NCI does not concur with the all of t he findings t hat $16,173 of supply costs were not supported by source document at ion. Exhibit G lists supply costs o f $852.08 purchased sole ly for Head Start as well as $2,549.41 of expenses for dual e nrollment in Charter School and Head Start. As noted previously, items purchased for classrooms that have a dual enrollment of Promise Community School and Head Start children leverage funding to allo w Neighborhood Centers t o offer a seven-hour day at it s Head Start centers. It also ensures t hat all children in the cent er-based program are taught by a degreed and certified teacher. For the core Head Start program, supp lies are necessa ry for day to day activities and would be pu rc hased whether or not the Head Start ch ildren were benefi tting from d ual enroll me nt. Supplies are included in t he approved budget for FY2010 as noted in Exhibit B. NCI asserts tha t $3,401.49 of the $16,173 are allowable costs supported by source documentation which are allocable to the Head Start grant. Corrective Action: NCI has taken measures to prevent and detect unallowable costs by ensuring that all expenses posted to Head Start expense accounts are adequately monit ored for allowability. Fu rthermore, all entries to Head Start expense accounts are reviewed by the Controller o r Senior Accounting staff prior to posting to the general ledger. Budget to act ual repo rts are reviewed w ith the Head Start Director monthly and any inconsistencies and material variances are identified and addressed. NCI has already addressed the personnel activity report issue by implementing an electronic time and a ttendance program which capt u res each department/program in which an employee works in. NCI has also increased resources in infrastructu re and i mplemented efficiencies in processes to ensure that all costs are supported by adequate documentation. This includes human resource staf f dedicated to Head Start staffing compliance and additional Payroll, Billing, Accounts Payable and Treasury staff. II. Recommendation Two: Revise existing policies and procedures to ensu re t hat all entries in the Head Start expense accounts are adequately reviewed, including for allowability, prior to posting them to the accounts. A. Neighborhood Centers In c. (NCI) lacked adequate internal controls 1.) NCI does not concur t hat it lacked adequate int ernal controls. An independent audit o f NCI's financial statements for 2010, 2011 and 2012 did not identify any deficiencies in internal control that are considered to be mate rial weaknesses. Since 2010, NCI has taken measures to improve its internal control structure by increasing its sta ffing resources, assessing segregation of du t ies and existing controls, re vising policies and procedures, and imp lementing a new accounting syst em to allow for more effective reporting. NCI has aggressively mainta ined good internal control systems and endeavors to comply w ith laws and regu lations and accurately report fina ncial results. NCI Response to OIG Repor t A-06-11-00055- August 2013 Page 3 Head Start Costs Claimed by Neighborhood Centers, Inc., in Houston, Texas (A-06-11-00055) 14 Ill . Recommendation Three: Develop written monitoring procedures to ensure that all expenses posted to the Head Start expense accounts are allowable. NCI concurs that written mo nitoring procedures shou ld be developed to ensure all expenses posted to the Head Start expense accounts are all owable . NCI continuously works to improve internal controls. In total, NCI has approximately 130 accounting policies and procedures. In 2013 al one, fort y o f t hese policies and procedures have been revised and four were newly created. In addition, Compliance staff work with Account ing staff to develop and improve internal control processes through workflow ana lysis and process improvement. NCI strives to administer Head Start programs w ith effective interna l controls and has taken measures to enhance work per formance through training and technical assistance via conferences and webinars. For example, NCI employees from Head Start, Accounting, Budget, Compliance and Procureme nt departments attended a tw o day traini ng in 2013. This t raining was an In -Depth Review o f the OMB Circulars. The content covered the following: Day 1: OMB Administrative Requirements - 2 CFR Part 215 (OMB Circular A-110, and the Common Rule) including f inancial management system req uirements and controls, equ ipment, budgeting, and procurement. Day 2: OMB Cost Principles- 2 CFR Part 230 and 2 CFRPart 225 (OMB Circular's A-122 and A-87) including general criteria for al l cost s, allowable and unallowable costs, and cost allocation. IV. OTHER MATTERS 1.) OIG states t hat personnel action forms were not used to initiate pay increases. In 2010, an agency wide salary increase was given to employees as part o f a cost of living adjustment which Human Resources prepared o n one docum ent rather than reflecting t hese changes on 75 individual personnel action forms. These pay increases were approved by Human Resources and the Board of Directors. NCI believed that the salary approvals by Human Resources and the Board of Directors were adequate documentation of the pay rate cha nges. Per the request o f t he OIG auditors during their visit, NCI docu men ted these increases o n personnel action forms. In June 2013, NCI bega n ut ilizi ng an aut omated system to reflect all personne l changes. All personnel changes init iated by supervisors and approved by Human Resources w ill be reflected electronically. 2.) OIG states that federal cash drawdow n procedures were not followed. At no time did NCI have additional funds on ha nd. Funds were drawn down inadvertently f rom the Head Start account instead o f from the Head Start funds provided by the Recovery Act PMS account. NCI subsequently correct ed t he drawdown errors by requesting fewer f unds from the Head Start grant. NCI has a three day cash process which is used as a tool to m onit or cash advances and minimize excess cash. NCI's management and billing staff coordinate with program staff to accurately project the cash needs to minimize the time lapse between the receipt of fu nds and the disbursal o f those funds. As a result of t he excess cash ana lysis and compar ison of amounts advanced with actual expendit ures, NCI effectively controls cash-on -ha nd levels. NCI Response to OIG Report A-06-11-00055- August 2013 Page 4 Head Start Costs Claimed by Neighborhood Centers, Inc., in Houston, Texas (A-06-11-00055) 15 V. Closing Remarks Neighborhood Centers Inc. has consistently operated w ith a commitment to compliance w ith laws, regulations, and program requirements. Since 95% of the Agency's $266 million of revenue is derived from fede ral/state programs, the Agency is highly regulated. Neighborhood Centers has inves ted in infrastructure that supports this commitment, with hig hly quali fied individuals who understand their ro les in p ro tecting f under and donor interests. Neighborhood Centers' f inancial statements are audited each year by an independent audit firm and have consistently resul ted in an unqualified report. Similarly, A-133 audits are conducted f or all major programs. Neighborhood Centers' Board o f Directors (and Board Committees) ope rates with the same conviction to excell ence and compliance in their ro les as management. The Board (and Com m ittees) is "hands on" in terms of overseeing management's compliance approach and monitoring results for the Agency. Frequent and focused monitoring efforts are keys to maintaining proper and effective internal controls. Each month the Finance and Adm inistration Committee and the Choices in Education Committee (which oversees Head Start) review monthly financial results, actual to budget variance explanatio ns, key program metrics, and program performance measures that go beyond statutory requirements. Parents w ho have volunteered t o serve on the Head Start Policy Council and the members of the Finance Subcommit tee also provide monthly ove rsight and have a key role in deciding how funds are spent (wit hin the regulations). Each prog ram has monthly staff accountability meetings, led by program directors, w hich includes review of all measu reable outcomes . Before monthly reports are prepared, the Controller, CFO, Accounting, and Budgeting staff review actual t o budget reports and ide ntify/va lidate the business reason for all mate ria l variances. This review is conducted for each program. As part of the process, all invoices and purchase orders are reviewed by Budget Analysts assigned to each program t o ensure all items coded to a program are properly approved, within budget, and are coded and all ocated properly. NCI will continue to work diligently to maintain strong controls and affirm our commitment to sound fina ncial practices and accountability. Response submitted by Neighbor hood Centers Inc. on Friday, September 6, 2013 NCI Response t o OIG Report A-06-11-00055- August 2013 Page 5 Head Start Costs Claimed by Neighborhood Centers, Inc., in Houston, Texas (A-06-11-00055) 16 ~ ~ EXHIBIT A · referenced on Page 1 of NCI Response on I.A.1 .(a) ~ .... Neighborhood Centers, Inc.
g Breakdown of Questioned Costs - NCI deems A ll owab le as Head Start expense
~ A-06-11-00055
NOTE: Of the $102,418 in non-Head Start costs, $564.43 are consumables purchased solely for the Head Start grant. "' ~ ~ c!Q•
i5: [ Q
i _t;;
G/L Account Posting Date TRANSACTIONS/PAYROLL DESCRIPTION Expense Amount Program Description 117-110-1-10-6415 12/31 /2010 Crystal Chi ldren & Teacher Supplies $ 197.61 Head Start Pre-K School Supplies 117-110-1-10-6415 12/31 /2010 Lakeshore Learning Materials $ 166.82 Head Start Classroom supplies 117-110-1-10-6415 12/31 /2010 Lakeshore Learning Materials $ 200.00 Head Start Classroom supplies $ 564.43
t· sr a _§ ~ ~ ~ I ~ ......
~ ~ NCI Response to OIG Report A-06-11 -00055 August 2013 Page 1 of 1 ......
'I EXHIBIT 8 - referenced on Page 1 o f NCI Respon se in I.A. I .(a), I.A.I .(b), a nd Page 3 1.8.3. 1.RECIPIENT Department of Health and Human Services . Administration for Children e n d Families Financial AS$Istance Award IFAAI SAl NUMBER; PMS DOCUMENT NUMBER: 06SH099902 1. AWARDING Ofl'ICE: OA/OGM/Aegion VI 2. ASSISTANCE TYPE: Disctedonarv Grant I
3. AWARD NO.: 14. AMEND; NO.: 06SH6999/02 5. TYPE OF AWARD: ,6. TYPE OF ACTION: 17. AWARD AVTHORITY: SERVICE Revision (•) Amotlcan Recovery and Reinvestment Act of 2009 8. BUDGET PERIOD: 19. PROJECT PERIOD: 110. CAT NO./CFDA: 09/30/2010 THRU 09/29/2011 09/30/2009 THRU 09/29/2011 93.708 ... 11. RECIPIENT ORGANIZATION: 12. PROJECT I PROGRAM TIT1..E; Neighborhood Centers. inc. Head Start ARRA Expansion 4500 Bissonnet, Suite 200 Bellaire TX 77277 1389 Vicki Birenbaum, Boord Chair 13.COUNTY: 114. CONGR. DIST: 15. PRiftCIPAL INVESTIGATOR OR PROGRAM DIRECTOR: J HARRIS Angela B"'nchard , President end CEO
25 16. APPROVED BUDGET: 11. AWARD COMPUTATION: Personnel ....................... $ 615,242 A . NON-FEDERAL SHARE........... $ 313,159 20.00% Fringe Benefits................ $ 151,198 B. FEDERAL SHARE................... $ 1,252,834 80.00% Travel ............................ $ 2,500 18. FEDERAL SHARE C()MPUTATION: Equipment ...................... $ 0 A. TOTAL FEDERAL SHARE......... ............ ............. $ 1. 252,634 Supplies......................... $ 173,995 B. UNOBUGATED BALANCE FEDERAL SHARE........$ 158,174 Contractual.................... $ 27.333 C. FED. SHARE AWARDED THIS BUDGET PERIOD.. $ 1,094,460 Facilities/Construction...... $ 0 19. AMOUNT AWARDED THIS ACTION: $ 0 Other............................. Direct Costs................... $ $ 119.328 1,089,596 20. FEDERAL $AWARDED THIS PROJECT PERIOO: $ 2.017,305 Indirect Costs................. $ 163,038 21 . AVTHORIZED TREATMENT OF PROGRAM INCOME: AI %of$ In Kind Contributions....... $ Total Aooroved BudQet( .. l$ Q 1,252,634 DEDUCTIVE 22. APPIJCAI'IT EIN: 1·237062976-A1 I23. PAYEE EIN: 1-237062976-A1 124. OBJECT CLASS: 41.51 25. FINANCIAL INFORMATION: DUNS: 073032765 ORGN DOCUMENT NO. APPROPRIATION CAN NO. NEWAMT. UNOBUG. NONFED % OGM 06SH699901 75-9/0·1637 2009 G06R023 J$158.1741 OGM 06SH699902 75-9/0· 1537 2009 G06R023 $158,174 26. REMARKS: (Continued on separal& shee!s) Client Pop"latlon: 120. Numbat of Delegates; 1. Paid by DHHS Paymem Management System (PMSI, see attached for payment information. This oward is subject to Tatms and Condi1ions specilic to the Ameri can Recovery and Reinvestment Act of 2009. All recipients of funding "nder the Am&rican Recovery and Reinvestment Act of 2009 are tequirad to s"bmit quarterly rapons on the ute o f tunds. Information on recipient reporting can be found at FaderaiReporting.gov. This sward is s"bjectto the requirements ol Scalon 106 tg) of the Trafficking Victims Protection Act of 2000, as iSHl 1 o f2 28. SIGNATUREIS) CERTIFYING FUND AI/AILABILITY Maugarra A . Walker DGCM·3·786 (Rev. 86) NCI Response to OIG Report A -06-11-00055 August 2013 Head Start Costs Claimed by Neighborhood Centers, Inc., in Houston, Texas (A-06-11-00055) 18 !.RECIPIENT SAl NUMBER: DEPARTMENT OF HEALTH AND HUMAN SERVICES ·ADMINISTRATION FOR CHILDREN AND FAMIUES PMS DOCUMENT NUMBER: FINANCIAL ASSISTANCE AWARD 06SH699902 1. AWARDING OFFICE: 4. AMEMl. NO. OA/OGM/Reglon Vl 5. TYPE OF AWARD: SERVICE 8. BUDGET PERIOD: 10. CAT NOJCFDA: 09/3012010 THRU 93.708 3. AWARD NO.: 06SH6999/02 Ameri.,.n Recovery and Reinvestment Act of 2009 9. PROJECT PERIOD: 0913012009 THRU 09/29/2011 EXHIBIT 8 - referenced on Pa ge 1 o f NCI Respon se in I.A. I .(a), I.A.1.(b), a nd Page 3 1.8.3 . 11. RECI'IENT ORGANIZATION: NeighborhOOd Cente<s, inc. 26. REMARKS: !Tom previous page! amended 122 U.S.C. 71041. For rho fuP text of the award term, 90 to hnp://www.act.tms.gov/grants/award_tetm.html. This grant Is subject to the req uirements as set forth in 45 CFR Part 87. (" •) Reflects only ledoral shore of opprovad budget. AD prevfou$ terms and conditions r ema in in effect.("! Other (see foUowing Client Population: 120 Numbar of Delegates: 0 This action authorlzas the csrrv·lorwsrd of $158,174 from 06SH6999/01 to currsnr program year 06SH8999/02 lor !he following, per the grantee's 3jll)lication. Supplies PA·R023. These l unda incr ease the Total Federal Approvad Budget. ISHI Page 2 of 2
DGCM-3- 785 (Rev. 661 NCI Response to OIG Report A -06-11-00055 August 2013 2of2 Head Start Costs Claimed by Neighborhood Centers, Inc., in Houston, Texas (A-06-11-00055) 19 ~ ~ EXHIBIT C- referenced on Page 1 of NCI Response in l A 1 .(b ) ~ .... Neighborhood Centers, Inc. g Breakdown of Questioned Costs - NCI deems Allowable as Head Start expense
NOTE: Of the $102,418 in non -Head Start costs, $15,770.12 are consumables purchased for classrooms for dual enrollment "' Charter School and Head Start. ~ ~ c!Q•
GIL Account Posting Date TRANSACTION S/ PAYROLL DESCRIPTION Expense Amount Prog ram Description 117-110-1-10-6415 12/31/2010 Network Interstate $ 446.46 Charter School & Head Start Staff Aprons 117-110-1-10-6415 12/31/2010 Office Depot $ 68.09 Charter School & Head Start School Supplies 117-110-1-10-6415 12/31/2010 Office Depot $ 329.78 Charter School & Head Start Office Supplies 117-110-1-10-6415 12/31/2010 Office Depot $ 4139.23 Charter School & Head Start Office Supplies 117-110-1-10-6415 12/31/2010 Office Depot $ 6628.56 Charter School & Head Start Suppli es for Pre-K programs for CS and HS 117-110-1-10-6415 12/31/2010 Office Depot $ 27.90 Charter School & Head Start Office Supplies 117-110-1-10-6415 12/31/2010 Office Depot $ 49.49 Charter School & Head Start Office Supplies 117-110-1-10-6415 12/31/2010 Office Depot $ 49.49 Charter School & Head Start Office Supplies 117-110-1-10-6415 12/31/2010 Office Depot $ 80.63 Charter School & Head Start Office Supplies 117-110-1-10-6415 12/31/2010 Office Depot $ 90.75 Charter School & Head Start Office Supplies 117-110-1-10-6415 12/31/2010 Office Depot $ 129.94 Charter School & Head Start Office Supplies 117-110-1 -1 0-6415 12/31/2010 Office Depot $ 166.60 Charter School & Head Start Office Supplies 117-110-1-10-6415 12/31/2010 Office Depot $ 195.34 Charter School & Head Start Office Supplies 117-110-1-10-6415 12/31/2010 Office Depot $ 333.03 Charter School & Head Start Office Supplies 117-110-1-10-6415 12/31/2010 Office Depot $ 335.90 Charter School & Head Start Office Supplies 117-110-1-10-6415 12/31/2010 Office Depot $ 470.56 Charter School & Head Start Office Supplies 117-110-1-10-6415 12/31/2010 Office Depot $ 505.93 Charter School & Head Start Office Supplies 117-110-1-10-6415 12/31/2010 Office Depot $ 1 722.44 Charter School & Head Start Office SLIQPIIes $ 15,770.12 ~ ~ NCI Response toOIG Report A -06-1 1· 00055 August 2013 Page 1 of 1 N c EXHIBIT D- referenced on Page 2 of NCI Response in I.A.2. MONTHLY.RENT PAYMENTS MONTH: tviAY A-pr-10 Head Start Facilities • Pay to: 1 Sercorp of Houston, Inc. c/o David Casares I 0700 Richmond Avenue. Suite 203 Houston, TX 77042 2 Sercorp of Houston, Inc. clo David Casares 10700 Richmond Avenue, Suite 203 Houston, TX 77042 3 GAR ASSOCIATES XIII, LLC c/o Oak Leaf Managem ent 9555 W Sam Houston Prkwy St# 250 Houston, TX 77099 4 Childcare Council of Greater Houston PO BOX 572043 Houston, TX 77257 Capital Management Services 716 Exchange Street, Suite 700 Buffalo, NY 14210 5
• 6 Houston Business Development, Inc c/ o Central Management Inc 820 Gessner, Suite 1525 Houston, TX 77024 7 Kingdom Builders 6011 West Orem Street Houston, TX 7 Kingdom Builders 12401 South Post Oak, Suite 100 Houston, TX 77045 ' .
' . -- / ..-.
I't·I;;(/(.((( / (j/:. / •-
;_ -' Date Vendor No. Amount 2254 $1,743.38 / 2254 $3,546.34 1176 $1 0,734.75 CAM $31.81 $10,766.56 / 301 $2,733.33 ?}§ I
6608 ·.\ -:z_;::., L 1?. -- [X(' 'L,
Y- \ I 9989 $2,989.00 CAM $747.25 $3,736.25 I 4775 $7,500.00 / 6083 $4,538.75 CAM $399.41 $4,938.16/ Description New Hori zon Head Start
6565 Rookjn 1 ·, 1-0-000-100-900-0-90-1450 Term 711 /2000-6/30/2020 SER Chaner School 6615 Rookin 420-ll-6269-1 06-0-11 Term 7/ 1/2000-6/30/2020 Savoy " . ' ' .'i j ...; l '·' ·- · 6200 Savoy Ste 1200 1-0-000-100-900-0-90-1450 Tenn 2/ l/ 2006-6/ 30/201 1 \ 1 ;' 0 iJ Angelita Fraga Day Care Center 209 North York Street 420-11-6269-102-0-1 J Term 7/ 1/2008-7/ 31/ 2011 Stay Connected 1·, . 0 1 J , 9700 Bissonnet. Suite 2000 1-0-000-100-900-11-90-1450 1211/2008-4/30/2010 t¥ ' ...., r )
Healthy Start .i . v i 5280 Griggs Road 1-0-000-100-900-0-90-1450 08/6/2009-8/31120 J4 1. .. I IJ Kingdom Builders Head Start 1-0-000-100-9110-0-90-1450 8/ 1/08-5/ 31/20I 0 Kingdom Builders Early Head Start 1-0-000-1 00-900-0-90-1450 04/0 1/ 10-04/01 /2013 ;, ' ,.1 •; Y-z ,/_;t:' NCI Response to OIG Report A-0&-11-00055 August 2013 Page 1 of 1 Office of lnSJ)ector General We did not include Exhibits E and F because they contain personally identifiable infmmation. Head Start Costs Claimed by Neighborhood Centers, Inc., in Houston, Texas (A-06-11-00055) 21 -------------- ------------------- - ------ ----------------- -------------------------
EXHIBIT G- referenced on Page 3 of NCI Response in 1.8.3 . .... g Neighborhood Centers, Inc. Breakdown of Uns upported Costs • NCI deems Allowable
Q A-06-11-00055 NOTE 1: Of the $16,173 of supp ly costs not supported by source documentation, $852.08 are supplies "' purchased solely for Head Start. c!Q•
G/L Account Posting Date TRANSACTIONS/PAYROLL DESCRIPTION DEBIT Expense Amount Progra m Description 117-110-1-10-6415 12/31/2010 Lakeshore Learning Materials $0.85 0.85 Head Start Classroom suppl ies 117-110-1-10-6415 12/31 /2010 Lakeshore Learning Materials $200.00 200.00 Head Start Classroom supplies 117-110-1-10-6415 12/31 /2010 Lakeshore Learning Materials $200.00 200.00 Head Start Classroom supplies 117-110-1 -10-6415 12/31 /2010 Lakeshore Learning Materials $204.83 204.83 Head Start Classroom supplies 117-110-1-10-6415 12/31 /2010 Office Depot $13.61 13.61 Head Start School Suppl ies 117-110-1-10-6415 12/31 /2010 Office Depot $232 .79 232.79 Head Start School Supplies $ 852.08
t· sr NOTE 2: Of the $16,173 of supp ly costs not supported by source documentation, $2,549.41 are consumables for dual enroll ment a of Charter School and Head Start programs. _§ I ......
$ 2,549.41 G/L Account Posting Date TRANSACTIONS/PAYROLL DESCRIPTION DEBIT Ex pense Amount Program Description 117-110-1-10-6415 12/31/2010 Ace Mart Restaurant Supply $883.49 883.49 Charter School & Head Start Food Service Equip 117-1 10-1-10-6415 12/31 /2010 Network Interstate $446.50 446.46 Charter School & Head Start Staff Aprons 117-110-1-10-6415 12/31 /2010 Office Depot $1 ,1 39.48 1,139.48 Charter School & Head Start School Supplies 117-1 10-1-10-6415 12/31 /2010 Qfficer Depot __ 79.98 Charter School & Head Start __ $ 3,401.49 Allowable N NCI Response to OIG Report A-06-11-00055 .AI.Igust 2013 Page 1 of 1 N More From This UserSkip carouselOrange County Grand Jury Fostering a Better Foster Care System 2016Walker v City of Calhoun US Amicus BriefJustice Denied The Crisis In Legal Representation Of Birth Parents In Child Protective ProceedingsComments on the Five Year Anniversary of the Administration for Children’s ServicesElisa W v NYC Foster Care Suit Consent Decree 10-20-15Tinsley v Flanagan AZ DES Class Action Complaint 2015Elisa W v City of New York Class Action ComplaintJones-et-al-v-Interim-Care-Foster-Family-Agency-Oct-27-2014.pdfAR v Interim Care Foster Family Agency Civil Complaint June 25 2015Draft Foster Care Legislation Sen Ron Wyden 2015Senators Hatch and Wyden Letter to MENTOR Holdings re Foster CarePolk County Grand Jury Report Highlands Youth Academy 2015Proposed Commission to Inquire Into Mother and Baby Homes Submission of the IHRCCommission of Investigation Mother and Baby Homes Order Jan 2015Report of the Inter-Departmental Group on Mother and Baby Homes-June 2014Report on Symphysiotomy in Ireland 1944-1984 [May 2013]Lovill v State 13th Court Appeal TX 2008Ex Parte Amber Lovill Tex App 13th Dist Opinion Dec 22 20081991-92 San Diego Grand Jury The Crisis In Foster CareCA Senate Foster Care Psychotropic Hearing Background Paper 2015Tulare County Grand Jury Final Report 2013 2014Maryland DHR Pre Proposal Conference Child Support RevMax 2013Maryland DHR Pre Proposal Conference SSI Foster Care RevMax Oct 2014HHS DOJ Mass DCF Letter Sara Gordon Ada Inevtigation Jan 2015San Diego Grand Jury, Transitional Age Youth, 2010
Sign up to vote on this titleUsefulNot usefulNeighborhood Centers Claimed Unallowable Head Start Costs HHS Oct 2013 by Rick Thoma0.0 (0)EmbedDownloadDescriptionNeighborhood Centers Inc. Claimed Unallowable Head Start Costs Sept 2013 HHS Office of Inspector General Rep: A-06-11-00055 October 26, 2013 Neighborhood did not always claim allowable Head S...Neighborhood Centers Inc. Claimed Unallowable Head Start Costs Sept 2013HHS Office of Inspector GeneralRep: A-06-11-00055October 26, 2013Neighborhood did not always claim allowable Head Start grant costs under applicable Federal regulations for CY 2010. Of the $1,161,863 in costs we reviewed, $874,292 was allowable; however, $287,571 was unallowable. Specifically, Neighborhood claimed $131,807 that was not allocable to the Head Start grant and $155,764 that was not adequately supported. As a result, Neighborhood received $287,571 in unallowable Federal reimbursement. Neighborhood claimed the unallowable costs because it did not maintain adequate internal controls.Read on Scribd mobile: iPhone, iPad and Android.Copyright: Attribution Non-Commercial (BY-NC)Download as PDF, TXT or read online from ScribdFlag for inappropriate contentShow moreShow less
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