United States Department of Agriculture Office of Inspector General

Transcription

1 United States Department of Agriculture Office of Inspector General

2 Agricultural Marketing Service Oversight of the Beef Research and Promotion Board's Activities Audit Report What Were OIG s Objectives Our objectives were to determine if AMS oversight efforts were adequate to ensure beef checkoff assessments were collected, distributed, and expended in accordance with legislation, and to verify that the relationships between the beef board and other beef industryrelated organizations were compliant with existing requirements. What OIG Reviewed OIG reviewed AMS and the beef board s policies and procedures, designed to monitor activities related to the beef checkoff program. OIG also examined 1,005 invoices that amounted to over $20.5 million in reimbursement payments from the beef checkoff fund. What OIG Recommends AMS needs to develop and implement oversight procedures specific to the beef board, perform management reviews of the beef program, and recommend that the beef board improve the transparency of its documents. OIG reviewed the oversight AMS provides to the beef research and promotion program to ensure beef checkoff funds are used in accordance with regulations. What OIG Found The Office of Inspector General (OIG) determined that the relationships between the Cattlemen s Beef Promotion and Research Board (beef board) and other industry-related organizations, including the beef board s primary contractor, the National Cattlemen s Beef Association (NCBA), complied with legislation. We also determined that the Agricultural Marketing Service (AMS) needs to strengthen its procedures for providing oversight to the beef research and promotion program. As part of our audit, we determined that assessed funds were collected, distributed, and expended in accordance with legislation. However, we found that AMS had not previously made these determinations itself because AMS had not conducted periodic management reviews of the beef board, and the agency s procedures for conducting these reviews could be improved. For example, AMS had not identified weaknesses in the beef board s internal controls over project implementation costs. Sensitivity to these controls is important because the costs are incurred by the national marketing body the beef board is required to use. Without AMS independent oversight, it may not be clear to beef producers, importers, and the public that beef checkoff funds are collected, dispersed, and expended in accordance with legislation. Our audit also addressed concerns and specific allegations that beef checkoff funds may have been misused. We found no evidence to support that the board s activities in those areas did not comply with legislation, and AMS guidelines and policies. AMS concurred with our two recommendations.

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4 United States Department of Agriculture Office of Inspector General Washington, D.C DATE: March 29, 2013 AUDIT NUMBER: TO: David Shipman Administrator Agricultural Marketing Service ATTN: Frank Woods Audit Liaison Officer Agricultural Marketing Service FROM: Gil H. Harden Assistant Inspector General for Audit SUBJECT: Agricultural Marketing Service Oversight of the Beef Research and Promotion Board's Activities This report presents the results of the subject audit. Your written response to the official draft report, dated March 12, 2013, is included in its entirety at the end of this report. Excerpts from your response and the Office of Inspector General s position are incorporated into the relevant sections of the report. Based on your responses to the official draft, we accept management decision on all recommendations, and no further response to this office is necessary. Please follow your agency s internal procedures in forwarding documentation for final action to the Office of the Chief Financial Officer. In accordance with Departmental Regulation , final action needs to be taken within 1 year of each management decision to prevent being listed in the Department s annual Agency Financial Report. We appreciate the courtesies and cooperation extended to us by members of your staff during our audit fieldwork and subsequent discussions.

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6 Table of Contents Background and Objectives... 1 Section 1: AMS Should Strengthen Oversight Controls... 5 Finding 1: AMS Should Strengthen Oversight Controls... 5 Scope and Methodology... 9 Abbreviations...11 Exhibit A: Summary of Allegations...12 Exhibit B: Sample Design and Results for Audit of Beef Research and Promotion Board Activities...14 Objective...14 Agency s Response...17

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8 Background and Objectives Background The Beef Research and Information Act (Act) of 1985 and the subsequent Beef Research and Promotion Order (Order) established and structured the Cattlemen s Beef Promotion and Research Board (beef board) to carry out a coordinated program of generic beef promotion and research. 1 The Beef Promotion and Research Program aids in advancing the commodity as a whole. The program was designed to strengthen the beef industry s position in the marketplace, as well as to maintain and expand domestic and foreign beef markets. The Beef, It s What s for Dinner advertising campaign is one of the projects that the beef board s operating committee determines it will carry out each year, and then contracts with other organizations to implement. Per the Act and the Order, the U.S. Department of Agriculture (USDA) provides oversight to the program through its component agency, Agricultural Marketing Service (AMS). AMS provides oversight for 20 research and promotion boards domestic activities, while the Foreign Agricultural Service, another agency within USDA, is responsible for oversight of international activities. Among research and promotion boards, the beef board has the lowest level of administrative expenses allowed 5 percent. 2 The beef board s authorizing legislation specifies its organizational and funding structure. Further, for certain activities, the beef board was required to contract with approved, industry-related organizations that were in existence when the industry voted to approve the program in Additionally, half of the beef promotion operating committee must consist of individuals from the Federation of State Beef Councils (federation). The federation predated the authorization of the beef board. It has since merged into the National Cattlemen s Beef Association (NCBA), which also operates as the board s primary contractor. AMS primary oversight objective is to ensure that research and promotion boards, such as the beef board, use funds in accordance with requirements. The Beef Program and Its Operations The Beef Promotion and Research Program is also known as the beef checkoff program because the beef industry funds the program with checkoff dollars. The beef checkoff program collects a $1 assessment for each head of domestic cattle sold, as well as assessments for imported cattle, beef, and beef products. Qualified State beef councils collect the domestic assessments and are 1 7 U.S.C authorized the beef industry to establish a national checkoff program if producers and importers approved the program through referendum. Beef producers and importers voted to approve the program in Beef Promotion and Research Order through further clarified the duties and powers of the beef promotion and research board, and assigned USDA responsibility to ensure provisions of the Order are carried out. The Order also defined and provided general procedures for budget approval, contractor approval and compliance, and other administrative procedures and requirements. 2 Legislation authorizing other commodity boards allows administrative expenses of, for instance, 15 percent of assessments and other income. 3 Specifically, except for producer communications and program evaluation, the beef board must work with qualified contracting organizations (i.e. established, industry-governed organizations) to carry out programs of promotion, research, consumer information, industry information, and foreign marketing. To qualify during our audit period, contracting organizations were required to have been in existence when the Act took effect. On August 20, 2012, a Beef Promotion and Research Amendment to the Order lifted the requirement that qualified contracting organizations must have existed at the time. AUDIT REPORT

9 responsible for forwarding half of the funds each month to the beef board, which manages the national program. 4 Beef producers and importers paid approximately $81 million in checkoff assessments each year during fiscal years 2008 through Assessments are used to support marketing promotions, research, consumer and industry information projects, and program administration that benefit the beef industry. However, beef checkoff funds may not be used for activities such as lobbying, as both the Act and the Order specifically prohibit the use of checkoff funds for influencing government action and policy. Each year, the beef board brings a total of approximately $36 million in producer assessments and $6 million in importer assessments forward from qualified State beef councils and the U.S. Customs and Border Protection Service, respectively, to the national program. 5 The beef board selects 10 of its members to serve on its Beef Promotion Operating Committee (BPOC). The BPOC s remaining 10 members are individuals from the federation, which provides approximately $10 million to the national program each year. The BPOC meets about four times a year. It receives an approved budget from the board that allocates funds among program areas. The BPOC may approve or amend activities within a project, as well as the cost of the program submitted by a potential contractor. As provided in the Act and Order, the BPOC, subject to USDA approval, can enter into contracts or agreements to carry out program activities. The federation merged into NCBA in NCBA has had annual contracts with the beef board for each of the last 26 years, and is the beef board s primary contractor. Within NCBA, the federation division, staffed with microbiologists, nutritionists, chefs, economists, marketing specialists, and food technologists, carries out a majority of the approved programs. The federation division receives 100 percent of its funds from beef checkoff contributions, which represents about 82.5 percent of NCBA s total funding. In addition to the federation division, NCBA also includes a policy division. The policy division provides about 17.5 percent of NCBA s funding through contributions received from individuals and supportive organizations. 6 Policy division funding is designated for NCBA s political activities, which may include lobbying. NCBA states that it manages the separation of funds within its two divisions through a firewall of codes, separate bank accounts, policies, and responsible officials. Other industry related organizations that contract with the beef board include the United States Meat Export Federation (USMEF), the American National Cattlewomen (ANCW), and the Meat Import Council of America (MICA). 4 Qualified State beef councils are beef promotion entities, authorized by State statute, that receive voluntary assessments or contributions; conduct beef promotion, research, and consumer and industry information programs; and are certified by the beef board. Currently, there are 45 individual qualified State beef councils. 5 Beef board membership is voluntary. Based on nominations from certified State organizations and importer groups, the Secretary of Agriculture appoints cattle producers and importers to serve as members of the beef board. The Secretary of Agriculture must certify the organizations, which consist of State cattle associations or general farm organizations comprised of a majority of cattle producers, as well as entities that promote the economic welfare of cattle producers. There were 106 beef board members during the scope of our audit ( ). 6 These organizations include livestock pharmaceutical, feed, and equipment companies. 2 AUDIT REPORT

10 AMS Oversight of Commodity Boards and Recent Reviews AMS primary oversight objective is to ensure that research and promotion boards use checkoff funds in accordance with legislative and regulatory requirements. AMS is not involved in making executive decisions; the executive leaders of a board are responsible for overseeing the financial management of checkoff funds. AMS monitors activities to ensure research and promotion boards decisions and operations are in accordance with applicable legislation. AMS also reviews annual financial audits that certified public accountants perform. AMS apportions its oversight responsibilities to four program areas. Each program area is represented in a functional committee, which include: Cotton and Tobacco Dairy Fruit and Vegetable Livestock, Poultry, and Seed. AMS assigned responsibility for beef board oversight to the Livestock, Poultry, and Seed Program. In addition, upon request by the Livestock, Poultry, and Seed Program, AMS Compliance and Analysis Program assists with performing management reviews of the boards. In June 2012, AMS updated its guidance document regarding oversight reviews of research and promotion boards and general prohibitions against using checkoff funds for expenses such as spousal travel, open bars, and payments for non-checkoff work. OIG had evaluated previous internal controls AMS established to oversee the research and promotion boards activities in a report, issued in March As part of its response to the audit, AMS developed its research and promotion board oversight procedures and guidance for conducting periodic internal reviews of its program area operations. In 2010, under its own authority, the beef board commissioned an independent accounting firm to perform an attestation engagement that included a review of expenses NCBA submitted to the beef board for reimbursement between fiscal years 2008 and The engagement disclosed findings related to contractor-submitted expenses, some of which were unrelated to checkoff activity. Following the engagement, NCBA officials admitted that they had mistakenly coded and submitted improper expenses to be reimbursed by the beef checkoff fund. AMS officials reviewed the findings of the engagement and concurred with the board executive committee s recommended corrective actions. Board and AMS officials met with NCBA officials to review the engagement findings and develop corrective actions. The final corrective action, reviewed and approved by AMS in September 2010, resulted in NCBA reimbursing $216,944 to the beef checkoff program. NCBA also hired a compliance manager to oversee and manage compliance with checkoff requirements and respond to beef board expense questions. 7 Agricultural Marketing Service s Oversight of Federally Authorized Research and Promotion Board Activities ( Hy, March 12, 2012). 8 This engagement was initiated by the beef board and was not part of the required annual audit. AUDIT REPORT

11 OIG received three allegations about the potential misuse of beef checkoff program funds during the course of this audit. OIG audit work to assess these allegations found no evidence to support that beef board and NCBA activities were non-compliant with the applicable legislative Act, Order, and current AMS guidelines and policies. We evaluated the following alleged activities or decisions: Whether the beef board had used checkoff funds to pay for a division of NCBA to attend USDA Grain Inspection and Packers Stockyard Administration (GIPSA) rulemaking information sessions; The propriety of the beef board s use of checkoff funds to gain membership in the U.S. Ranchers and Farmers Alliance; and A cattle association s use of the beef checkoff logo in a beef industry trade paper editorial, relative to a proposed GIPSA rule. See exhibit A for more information concerning these allegations. Objectives Our objective was to determine if AMS oversight procedures were adequate to ensure that beef checkoff assessments were collected, distributed, and expended in accordance with the Beef Research and Information Act (Act) and the Beef Promotion and Research Order (Order). Also, to determine if the relationship between the Cattlemen s Beef Promotion and Research Board and the National Cattlemen s Beef Association, as well as other beef industry-related organizations, complied with the Act and Order. 4 AUDIT REPORT

12 Section 1: AMS Should Strengthen Oversight Controls Finding 1: AMS Should Strengthen Oversight Controls We found that AMS oversight of beef checkoff funds should be strengthened to ensure the expenditure of funds complies with the Act and the Order. For example, AMS had not identified weaknesses in the beef board s internal controls over project implementation costs. Sensitivity to these controls is important because the costs are incurred by the national marketing body the beef board is required to use. This occurred due to inadequate AMS procedures for performing management reviews of beef board operations and AMS officials decision to perform these reviews of the beef board only if a complaint or concern arose. Without AMS independent oversight, it may not be clear to beef producers and the public that beef checkoff funds are collected, dispersed, and expended in accordance with the Act and Order. AMS is responsible for overseeing the implementation, administration, and operation of commodity research and promotion boards. 9 AMS responsibilities include performing management reviews and other administrative procedures and requirements. 10 Beef board guidelines require that all cost reimbursement payments to contractors be reasonable and necessary to achieve the objectives of the specific authorization request or contract. To meet our audit objective, we reviewed the collection, distribution, and expenditure of beef checkoff funds. We determined that the funds related to our randomly-selected sample were collected, distributed, and expended in accordance with the Act and Order. We also determined that the board s relationships with its primary contractor, the National Cattlemen s Beef Association (NCBA), as well as other industry-related organizations, complied with the Act and Order. However, we found that AMS had not previously made these determinations. Officials stated that they felt their daily monitoring of contracts, budget documents, and promotional material, among other monitoring procedures, was sufficient oversight. However, AMS had not performed management reviews of the beef board, as AMS officials interpreted the guidelines that were in effect during our audit to mean, Conduct a review when a complaint or issue arose. AMS oversight guidelines state that AMS must conduct management reviews at least once every 3 years. 11 AMS officials stated that the agency plans to conduct a management review of the beef program in the near future. We reviewed the standard operating procedures AMS personnel would use to conduct management reviews. We found that AMS has not developed its management review procedures to adequately make determinations that beef checkoff funds were collected, distributed, and expended in accordance with the Act and Order, and to ensure transparency. Our analysis of AMS guidance for conducting management reviews disclosed that the guidance in effect during our audit does not provide adequately specific procedures for reviewing records to ensure they support contract compliance in terms of the Act and Order. The guidance instructs the reviewer 9 Beef Promotion and Research Order Guidelines for AMS Oversight of Commodity Research and Promotion Programs, (May 2004), page SOP5. AMS clarified its guidelines for its oversight of commodity boards subsequent to the OIG audit report, Oversight of Federally Authorized Research and Promotion Board Activities ( Hy, March 12, 2012). AUDIT REPORT

13 to pull a representative sample of contracts and provides a checklist of questions for reviewers to use during reviews. As part of our work, we learned that the relationship between the beef board and its contractors is complex. Per the Act and Order, the beef board must contract with approved, industry-related organizations only. Further, during our audit, the beef board was required to contract with 12 organizations that were in existence when the Act and Order were signed in Additionally, the Act and Order require that half of the beef promotion operating committee s (BPOC) members be individuals from an organization that has become a component of the board s primary contractor, NCBA. 13 This committee is responsible for voting to approve contracts. Given these complicated and mandated relationships among the beef board and its contractors, it is crucial that AMS ensures its independent reviews of the board are designed to provide comprehensive assurance of contract compliance. AMS current guidance states that reviews will cover contract compliance; however, it does not provide detailed procedures for doing so. AMS is currently in the process of updating its procedures for periodic commodity board management reviews to clarify AMS role and responsibilities and to provide additional details about the process. AMS officials stated that the agency will issue new standard operating procedures following review of the findings and recommendations of our audit, and that they will use the new procedures to perform the initial management review after adoption. Without reviews and well-developed procedures to review contract compliance with the Act and Order, AMS may not identify whether, for example, the beef board s documentation standards are adequate. We noted during our audit that AMS did not identify whether the board received sufficient information about project implementation costs before it agreed to pay such costs. Specifically, the board did not ensure it received detailed information about, for instance, the hourly rate or estimated number of hours that contractors would charge to perform various administrative services to implement a given project. Frequently, with the type of contract that the board used, contractors provide a detailed cost schedule up front, such as the hourly rates at which the contractor would invoice the board for personnel hours. 14 However, the beef board received details only after costs were incurred, through the invoice from the contractor. While the accounting practice is technically acceptable, documents did not provide a high level of transparency that the costs were reasonable and compliant. Without detailed information about estimated costs up front, reviewers cannot confirm if estimated rates are reasonable and expenses 12 To qualify to contract with the beef board during our audit period, contracting organizations were required to have been in existence when the Act took effect. On August 20, 2012, a Beef Promotion and Research Amendment to the Order lifted the requirement that qualified organizations were required to have existed at that time. 13 The Order provides that producers from the successor organization of the Beef Industry Council, i.e., the federation division within NCBA, will serve on the BPOC section 5 (4)(A). 14 Through agreements known as cost-reimbursable contracts, the BPOC authorizes and the beef board agrees to pay checkoff funds to contractors for allowable costs the contractor incurred in order to administer and implement beef board projects. Once specified project milestones have been met, a cost-reimbursement agreement allows a contractor to submit all costs, whether direct or indirect, to the beef board and be reimbursed by the beef board. 6 AUDIT REPORT

14 are compliant before the board authorizes to pay them. Further, reviewers cannot compare estimated and actual expenses. For example, the beef board authorized approximately $280,000 to be paid to a contractor to implement the program s advertising strategy for fiscal year The board based this authorization on a document that listed a manager who would implement the strategy and a completion date, but that did not list hourly rates at which the contractor would bill the board for the performance and supervision of the work. The document also did not list the estimated number of hours the program manager and any other personnel would spend to implement the project. The beef board has begun to develop a revised request form to ensure it receives such details before the board authorizes its contractors. AMS officials stated that they have reviewed the form. By recommending that the board ensures these details are documented, AMS can help to increase transparency over project implementation costs the beef board pays with beef checkoff funds. AMS oversight plays a significant role in the beef program environment and provides assurance to the beef industry and the public regarding the use of assessed funds. AMS can take additional steps to enhance assurance in the program by strengthening transparency over the use of funds overall. Recommendation 1 Develop and implement standard operating procedures for management reviews, specific to the beef board, that include procedures for reviewing the overall process of collecting, distributing, and expending assessment funds, and for reviews of the entire beef board contractor expenditure verification process. Then, perform a management review of the beef program. Agency Response AMS concurs with this recommendation and will implement supplemental management review procedures for the beef board to augment the current standard operating procedure (SOP) covering management reviews. While the SOPs are designed to promote consistency across all of the Research and Promotion programs, they also allow flexibility for the unique structure of each board and give latitude for customization when appropriate. AMS will develop this supplemental management review procedure by June Finally, AMS agrees to conduct a management review of the beef board by October 31, OIG Position We accept management decision for this recommendation. AUDIT REPORT

15 Recommendation 2 Recommend that the beef board require detailed estimates of project implementation costs, such as salaries, benefits, all applied overhead expenses, and other expenses, before it authorizes the projects. Agency Response AMS concurs with this recommendation. The beef board is in the process of revising the form contractors use to request funds to include additional information as recommended. The beef board s next fiscal year begins September 30, and contractors typically submit authorization requests to the beef board by July. AMS will ensure that the beef board implements this change prior to the BPOC meeting, which is scheduled for September OIG Position We accept management decision for this recommendation. 8 AUDIT REPORT

16 Scope and Methodology We performed our fieldwork at AMS Livestock, Poultry, and Seed branch office in Washington, D.C.; beef board, NCBA, and American National Cattlewomen offices, all located in Centennial, Colorado; the U.S. Meat Export Federation office in Denver, Colorado; the Meat Import Council of America office in Reston, Virginia; and at State council offices in Kansas, Nebraska, Pennsylvania, and Texas. The scope of our audit was from fiscal years 2008 through Our field work enabled us to gain an understanding of how these organizations are involved in collecting, distributing, and expending beef checkoff assessment funds. Our review of financial data was instrumental in determining whether these organizations were in compliance with the Act and Order. We developed a sampling methodology to determine the appropriate approval processes and uses of checkoff assessment funds. See exhibit B for further information regarding our sample methodology. To accomplish our objectives we also performed the following steps: To examine the propriety of the total amount paid to the beef board, we selected a random sample of $20,520,855 in checkoff fund expenditures from the universe of $126,628,692 in assessments the beef board received for fiscal years 2008, 2009, and We also examined 107 authorization requests for compliance with the Act and Order. To determine if controls existed and if they met the requirements of the Act and Order, we completed an overall assessment of established internal controls AMS Livestock, Poultry, and Seed program area officials used for oversight of the beef board. Visited three of the largest assessment collecting States (Kansas, Nebraska, and Texas) to gain an understanding of the State councils involvement in the collection, distribution, and expenditure of beef checkoff assessments. We conducted tests to verify that qualified State beef councils properly accounted for assessment collections and distribution to the beef board. To determine each State s assessment collection value, assessments paid to the beef board, contributions to the federation, and funding of State programs, we reviewed the financial statements of all 45 qualified State councils and annual reports by independent public accountants for compliance with the Act and Order. In addition, we determined the total value of beef board-approved national programs and reviewed the federation s use of and request for checkoff funding for national and non-national programs. Interviewed beef board officials to evaluate processes used for the collection of assessments, oversight of contracted industry-governed organizations, and issuance of policies and guidance. Reviewed the beef board s methods for contract monitoring; communicating and handling deficiencies; handling requests, complaints and/or concerns; assessing internal controls; selection of BPOC members; and key official roles and responsibilities. We also tested and evaluated the beef board s debt management, budgets and budget amendments, financial statements, financial audits, administrative expenses, investments, travel expenses, direct and overhead costs, and USDA costs. AUDIT REPORT

17 During the course of our audit, we did not verify information in any AMS electronic information system and we make no representation regarding the adequacy of any agency computer systems or the information generated from them. We conducted our audit in accordance with generally accepted government auditing standards. These standards require that we plan and perform the audit to obtain sufficient and appropriate evidence to provide a reasonable basis for our findings and conclusions based on our objectives. We believe that the evidence obtained provides a reasonable basis for our findings. 10 AUDIT REPORT

18 Abbreviations Act. Beef Research and Information Act of 1985 AMS.. Agricultural Marketing Service beef board.. Cattlemen s Beef Promotion and Research Board BPOC. Beef Promotion Operating Committee GIPSA Grain Inspection and Packers Stockyard Administration NCBA.National Cattlemen s Beef Association OIG Office of Inspector General Order.. Beef Research and Promotion Order AUDIT REPORT

19 Exhibit A: Summary of Allegations Evaluation of Allegations During the course of our audit, we received three complaints directed towards the beef board and NCBA. The complaints alleged the misuse of beef checkoff funds and the misuse of the beef checkoff logo. We examined accounting and management records, where appropriate, and discussed the complaints with applicable parties, including AMS officials. Overall, we concluded that the beef board and NCBA took appropriate action to correct the matters, or that there was no impropriety related to the allegation. The specific allegations, as well as the work we performed and the conclusions we made, were as follows: NCBA Allegedly Charged Prohibited Expenses to the Checkoff Fund A beef industry organization alleged that NCBA knowingly and deliberately submitted expenses for a policy-related event, an activity that is specifically prohibited by legislation. We examined the beef board s reimbursement records and NCBA s travel expense records for fiscal years 2008 through 2010, and found that the beef board audit staff, as part of their duties to review federation expenses, requested that NCBA reclassify $400 in travel expenses pertaining to a policy-related event. NCBA did reclassify those expenses. Beef board officials informed us that since they did not pay NCBA s request, they took no action against NCBA. AMS officials were aware of, and supported, the beef board s actions. The beef board had the authority to take administrative action against NCBA for submitting the request for reimbursement; we concluded that its action was appropriate for the circumstances. The Board Allegedly Used Checkoff Funds to Become Affiliated with a Private Industry Association A beef industry organization alleged that the beef board improperly used checkoff funds to join the U.S. Farmers and Ranchers Alliance, a private industry association. We discussed the matter with AMS officials, who provided us with a determination from the USDA Office of the General Counsel that stated the beef board could take the cited action, as long as: (1) the activity or project was consistent with specific authorizing legislation, implementing regulation, and USDA policy; (2) the beef board approved the activity or project; and (3) AMS approved the activity or project. Based on the Office of the General Counsel s determination and documentation that supported the beef board and AMS approval of the activity, we concluded that the beef board s use of checkoff funds for the alleged action met legislative requirements. 12 AUDIT REPORT

20 Alleged Unauthorized Use of the Beef Checkoff Logo A beef industry organization alleged that the editor of a beef industry trade journal improperly used the beef checkoff program logo in an editorial commentary on a proposed policy rule. The organization also alleged that NCBA s influence contributed to the editor s use of the logo. The cattle association president that submitted the article told OIG that the submission he sent to the journal did not contain the checkoff logo. Our interview with the publisher of the trade journal disclosed that the cattle association did not include the checkoff program logo. Also, the editor (who is no longer with the publication) had unknowingly used the logo in the editorial without permission or knowledge of the cattle association or the beef board. The article was removed from the website. We concluded that neither the cattle association nor the trade journal intentionally misused the checkoff program logo. AUDIT REPORT

21 Exhibit B: Sample Design and Results for Audit of Beef Research and Promotion Board Activities Objective The audit objective was to determine if AMS oversight procedures were adequate to ensure that beef checkoff assessments were collected, distributed, and expended in accordance with the Beef Research and Information Act and the Beef Promotion and Research Order. In order to verify that beef board expenditures were properly used, we developed a sampling methodology. We designed the sample to provide projected error rates associated with journal entries in the beef board and its contractors accounting databases. Where a journal entry consisted of multiple transactions, we reviewed all transactions. We used a stratified sample of journal entries; each journal entry was a cluster of multiple transactions. All transactions within a selected journal entry were examined. Audit Universe The audit universe comprised a variety of databases pertaining to beef board expenditures for fiscal years 2008, 2009, and We determined the set of databases to test; therefore, the audit universe is limited to that set of databases. In addition, we excluded records with low dollar amounts from consideration. Projections, therefore, apply only to the records that had a possibility of being selected: a total of 3,291 records that included 980 transactions. The universe list was extracted from the beef board and the following beef board contractors: NCBA, U.S. Meat Export Federation, and the American National Cattle Women. Sample Design and Modifications The composite sample design included eight strata, using records from six databases: Three strata came from the NCBA travel file, with a minimum record value of $300 and stratification at $10,000 and at $100,000. Two strata came from the beef board Admin/ProdCom/ProgEval file, with a minimum record value $10,000 and stratification at $100,000. Three additional strata came from three separate databases: o Korea o Japan o NCBA Non Travel (Other 10) Sample sizes within each stratum were chosen to provide a composite upper error limit of about 10 percent, if no exceptions were found, for a 5 percent risk of over-reliance. An individual assessment of the files would also generally satisfy these same conditions. The resulting composite sample contained 980 records selected for review. 14 AUDIT REPORT

22 The resulting sample design is indicated in the table below, which shows the universe size and sample size for each stratum. Results No exceptions were found. Based on our sample results, we project there are no exceptions in the universe from which the sample was drawn. There is a 5 percent risk that more than 10.6 of the records contain an error; there is a 95 percent probability that fewer than 10.6 percent of the records contain an error. Criteria: Expenses In Compliance with Applicable Legislation Beef board sampling We used a stratified random sample of 48 financial transactions, with a combined value of $1,657,995 for fiscal years 2008, 2009, and Our sampling process allowed us to verify financial documentation for 48 financial transactions. All sampled invoices were properly documented and in compliance with applicable legislation. Stratum Number of transactions with exceptions Number of sampled Transactions File identifier and thresholds Greater than $100, Greater than $10,000 and less than $100,000. Total 0 48 NCBA sampling Stratum 1 was composed of 261 non travel (other 10) sampled transactions, for a total of $5,110,753. Strata 2, 3, and 4 were composed of 63 travel sampled transactions, for a total of $2,259,422. Our sampling process allowed us to verify financial documentation of 324 financial transactions, with a combined total of $7,370,176 for fiscal years 2008, 2009, and All invoices were properly documented and approved. Stratum Number of transactions with exceptions Number of sampled Transactions File identifier and thresholds NCBA Other NCBA travel greater than $100, NCBA travel greater than $10,000 and less than $100, NCBA travel greater than $300 and less than $10,000 Total U.S. Meat Export Federation sampling Stratum 1 Japan and stratum 2 Korea were selected, due to the volume of financial transactions. Japan s sampling consisted of 41 sampled transactions, AUDIT REPORT

23 with 387 invoices, for a total of $8,631,852. Korea s sampling consisted of 36 sampled transactions, with 221 invoices, for total of $2,629,633. Our sampling process allowed us to verify 608 financial documents, with a combined total of $11,261,485 for fiscal years 2008, 2009, and All invoices were properly documented and approved. Stratum Number of transactions with exceptions Number of sampled transaction records File identifier and thresholds Japan Korea Total 0 77 American National Cattle Women Stratum 1 was composed of 25 financial transactions, with a combined value of $231,197.52, for fiscal years 2008, 2009, and Our sampling process allowed us to verify financial documentation for 25 financial transactions. All sampled invoices were properly documented and in compliance with applicable legislation. Stratum Number of transactions with exceptions Number of sampled transaction records File identifier and thresholds Selected the month of August each year due to the amount of invoice activity. Total AUDIT REPORT

24 Agency s Response USDA'S AMS RESPONSE TO AUDIT REPORT AUDIT REPORT

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26 1400 Independence Avenue, SW. Room 3071-S, STOP 0201 Washington, DC DATE: March 12, 2013 TO: FROM: SUBJECT: Gil H. Harden Assistant Inspector General for Audit Office of Inspector General David Shipman /s/ Administrator Agricultural Marketing Service AMS Response to OIG Audit # : Oversight of the Beef Research and Promotion Board We have reviewed the subject audit report and agree with the recommendations. Our detailed response, including actions to be taken to address the recommendations, is attached. If you have any questions or need further information, please contact Frank Woods, Internal Audits Branch Chief, at Attachment

27 AMS Response to Office of Inspector General (OIG) Audit: Beef Research and Promotion Activities AUDIT REPORT Finding 1: AMS Should Strengthen Oversight Controls Recommendation 1 Develop and implement standard operating procedures for management reviews, specific to the beef board, that include procedures for reviewing the overall process of collecting, distributing, and expending of assessment funds, and for reviews of the entire beef board contractor expenditure verification process. Then, perform a management review of the beef program. Agency response: AMS concurs with this recommendation and will implement supplemental management review procedures for the Beef Board to augment the current standard operating procedure (SOP) covering management reviews. While the SOPs are designed to promote consistency across all of the R&P programs, they also allow flexibility for the unique structure of each board and give latitude for customization when appropriate. AMS will develop this supplemental management review procedure by June Finally, AMS agrees to conduct a management review of the Beef Board by October 31, Recommendation 2 Recommend that the beef board require detailed estimates of project implementation costs, such as salaries, benefits, all applied overhead expenses, and other expenses, before it authorizes the projects. Agency response: AMS concurs with this recommendation. The Beef Board is in the process of revising the form contractors use to request funds to include additional information as recommended. The Beef Board s next fiscal year begins September 30, and contractors typically submit authorization requests to the Beef Board by July. AMS will ensure that the Beef Board implements this change prior to the Beef Promotion Operating Committee meeting, which is scheduled for September 2013.

28 Informational copies of this report have been distributed to: Administrator, Agricultural Marketing Service Government Accountability Office Office of Management and Budget Office of the Chief Financial Officer

29 To learn more about OIG, visit our website at How To Report Suspected Wrongdoing in USDA Programs Fraud, Waste and Abuse phone: fax: Bribes or Gratuities (24 hours a day) The U.S. Department of Agriculture (USDA) prohibits discrimination in all of its programs and activities on the basis of race, color, national origin, age, disability, and where applicable, sex (including gender identity and expression), marital status, familial status, parental status, religion, sexual orientation, political beliefs, genetic information, reprisal, or because all or part of an individual s income is derived from any public assistance program. (Not all prohibited bases apply to all programs.) Persons with disabilities who require alternative means for communication of program information (Braille, large print, audiotape, etc.) should contact USDA s TARGET Center at (202) (voice and TDD). To file a complaint of discrimination, write to USDA, Assistant Secretary for Civil Rights, Office of the Assistant Secretary for Civil Rights, 1400 Independence Avenue, S.W., Stop 9410, Washington, DC , or call toll-free at (866) (English) or (800) (TDD) or (866) (English Federal-relay) or (800) (Spanish Federal relay).usda is an equal opportunity provider and employer.