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EAP Policy Manual FFY24 Chapter 12 Communication, Information and Reports Page 10 Service Provider’s Other Reportable Conditions Reportable conditions involve matters coming to the Service Provider’s attention relating to deficiencies in the design or operation of the internal control structure that, in an outside judgment, could adversely affect the organization. These are conditions disclosed to the Service Provider that may include waste, fraud, and/or abuse by clients, energy vendors and/or staff within the organization. These conditions may impact the organization’s ability to record, process, summarize, and report programmatic and financial data consistent with the assertions of management in its programmatic and financial statements. If a Service Provider becomes aware of the existence (or apparent existence) of fraud, waste, or abuse related to the organization’s activities, grants or use of grant funds including non-Commerce grants, it must report this information to Commerce. Change in EAP Coordinator, Fiscal Director, or Fiscal Contact Status Service Providers must maintain EAP service through staffing disruptions. Staffing must always include an EAP Coordinator, a Fiscal Director, and a fiscal contact, either in a permanent or interim position. Changes to the EAP Coordinator’s, Fiscal Director’s, or fiscal contact’s employment status must be reported to Commerce as soon as changes are known. Key changes to the EAP Coordinator’s, Fiscal Director’s, or fiscal contact’s employment status include: • Extended absence. • Change from full to part time. • Leave of absence. • Resignation, layoff, or termination. Who reports: Service Provider’s Executive Director. How to report: Email sent to the Commerce EAP Director, the Program Performance Auditor, and eap.mail@state.mn.us. What to report about the EAP Coordinator’s, Fiscal Director’s, or fiscal contact’s status change: 1. Timing of the change: • Last date of employment OR • First date of extended absence OR • Last date (if known) of extended absence OR • Effective start date of part time employment.