May 28, 1998
Recommendation: We recommend that formal written policies and procedures be developed to include the various processes administered under the program (i.e., weekly/monthly reporting, contract administration, maintaining permanent account files, preparing requests for reimbursement, etc.) and that contracts be centralized in one area to ensure proper monitoring and execution. This will help ensure proper contract administration in compliance with TWC requirements.
 
Management’s Response:
We concur; a CORP Policy and Procedures Manual has been developed.
We concur; all Contracts are now sent to Jim Holt’s office for monitoring and execution. All originals are kept at the business office.
 
 
Recommendation: Although UTB has subsequently received a memorandum from TWC allowing these verbal agreements, we recommend that no verbal agreement be exercised that is contrary to the contract. If any verbal agreement is made, it should be properly documented and approved by authorized personnel to ensure compliance with the contract. Implementation of this procedure will help reduce the possibility that UTB/TSC will be required to reimburse funds to the contractor for noncompliance with the contract.
 
Management Response:
We concur; a letter has been received from the TWC confirming the following verbal agreements and assuring compliance in the following areas.
? Master Billing is allowable.
? Books can be billed when they are issued.
? The UTB/TSC refund policies will be upheld despite the contract’s prorating policy.
? No future verbal agreements differing from the contract will be allowed unless approved by proper administration with corresponding documentation from TWC.
 
Recommendation: We recommend that only authorized personnel, as stipulated in the HOOP, execute contracts for the Institution. If signature authority is to be delegated to the Program Director, supporting documentation must be obtained from person(s) granting such authority. Furthermore, the contracts previously signed by the Administrative Clerk should be amended to include proper signature authority. It is also recommended that participants should not be enrolled in the training program until an executed contract is on file. Failure to do this could result with unallowed expenditures for the TAA Program.
 
Management Response:
We concur; a letter has been drafted authorizing Program Director and Dean as Co-signer to all TAA-Contracts. Once authorization has been established, new contracts will be initiated to replace Administrative Clerk’s signature if needed.
 
 
Participant Eligibility
 
Management Response:
We concur: a notice and workshop was developed to inform all CORP academic and vocational students of the requirements for taking the COMP. Therefore, all CORP students are in compliance with the COMP test.
 
 
Recommendation: We recommend that the Dislocated Worker Program … (no changes in this section)
 
Management Response:
We concur; CORP has developed a completed attendance policy, which includes a new form developed to report academic and vocational absences. Absences have been monitored since the inception of the program and all absence reports have been mailed to TWC. The new attendance policy addresses exact days and hours required for satisfactory progress. All CORP staff, teachers, and students have been informed in writing of our new policy and procedures for addressing and reporting absences.
 
Recommendation: We recommend that the Dislocated Worker Program Director emphasize … (no changes in this section)
 
Management Response:
We concur; absence reports have been monitored since the inception of the program and all absence reports prior to January 1998 have been sent to TWC. CORP is currently working to inform all UTB/TSC professors of our need to monitor student progress. A new form is in use for the collection and reporting attendance of both
academic and vocational students.
 
Recommendation: We recommend that all billing reports … (no changes in this section)
 
Management Response:
We concur; a letter has been received from TWC and has met UTB/TSC compliance, which stipulates that books can be billed when they are issued to students. CORP has also been allowed to follow UTB/TSC billing timelines prior to each semester and quarter.
We concur; all reimbursements have been reviewed thoroughly and appropriate billing procedures have been established for all individual contracts. UTB/TSC reimbursements for overpayments will be refunded to TWC. Since some book and supply items are still pending purchase and dissemination, CORP will send periodic requests for reimbursements in bulk payments.
 
 
Recommendation: We recommend that procedures be developed to ensure that all requests … (no changes)
 
 
Management Response:
We concur; all reimbursements have been reviewed thoroughly and appropriate billing procedures have been established for all individual contracts.
We concur; CORP billing procedures have been changed to include a reconciliation of attendance reports. This process was simplified with an approved CORP attendance policy, which was recently implemented.
 
 
(Note: Management Response for Summary of Significant Findings has been deleted)