Monitoring & Auditing

Third Party Partners are subject to auditing by SCCSSA and/or FNS in order to ensure all appropriate laws, rules and procedures are followed. This may involve auditing of databases, client case files on-site and surveying of participants. 

SCCSSA staff will conduct annual monitoring visits to providers (including subcontractors and vendors). Monitoring visits will occur on-site at some or all sites where client services are provided. Upon completion of the monitoring visit, any findings by SCCSSA will need to be addressed with a corrective action plan. SCCSSA will ensure that the corrective action steps are completed, and that continued compliance occurs. This may involve continued monitoring after the on-site visit or remote monitoring. 

Third Party Partners must monitor the participant’s progress in CFET and document it in VSAS and the Third Party Partner’s database on a monthly basis. Expected documentation includes the following: 

 

  • Participation Progress,
  • Changes to an IEP,
  • Changes in activities and/or schooling,
  • All participant reimbursements with a brief description and amount of the reimbursement, and
  • Job [search/application] Logs must include what activities were completed to further job search and reach goals, including jobs a participant applied for. 

 

Third Party Partners must maintain case files for all CFET participants. SCCSSA will review files as part of the annual CFET program and fiscal monitoring. The Third Party Partner is responsible for keeping case files that include the following documentation:

 

  • Intake Information, including Emergency Contact,
  • CFET Consent to Release Information,
  • Signed CFET Informing Notice,
  • All participant documents with the CFET funding language,
  • Assessment Information,
  • All Standardized Tests, 
  • Copy of IEP,
  • Components Provided,
  • Component Dates and Hours Spent, 
  • Support Services Documentation,
  • Employment Outcomes, and
  • Case Notes.

 

Information entered into participants’ VSAS records will be also used during the monitoring and audit. Additional information may be required, on an as-needed basis, regarding the type of components offered and the characteristics of persons served, depending on the contents of the approved CFET plan.

 

Related Topics

Overview