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Northeast Texas Council on Alcohol and Drug Abuse, Inc. Schedule of Findings and Questioned Costs For the Year Ended Augast 31, 2002 Program Description Schedule Reference # 02-4 Program Name Organization Wide Project Number N/A CFDA # N/A :r/teria: For federal granting purposes, money must be expended before a reimbursement can be requested from the funding agencies. Furthermore, money for the 2002 contract must be expended within the dates of the contract (by August 31). Condition Found: In an effort to maximize the grants to their fullest potential, NETCADA had $73,000 in accounts payable and $33,000 in outstanding checks at August 31, 2002. Questioned Costs: Unknown Instances: N/A Effect: Grants and contracts were not closely monitored throughout the year and a massive paying of expenses and ordering of items occurred close to year-end. This massive number of transactions made it difficult to reconcile grants and contracts receivable, revenue, and expenses. Recommendation: We recommend that NETCADA closely monitor contracts and grants throughout the year. Schedule Reference # 02-5 Program Nme Organization Wide Project Number N/A CFDA # N/A Criteria: The minutes of the meeting of the Board of Directors should be kept and should contain documentation of approval of ~urchases of fixed assets (a. ssets over $1,000). Condition Found: No approval was documented in the Board of Directors minutes for the purchases of the labtop computers. Questioned Costs: None Instances: Twenty-Two computers Effect: The approval of the Board of Directors should be obtained and documented to support the actions of management. Recommendation: We recommend the minutes of the meeting contain approval for purchases of fixed assets. 26