Finding 2022-001 ? Internal Controls over Cash Reconciliations and Interfund reconciliations ? Significant Deficiency ? Noncompliance and Qualified at Single Audit Level ALN No. 14.850 & 14.871 Criteria: Uniform Administrative Guidance and Standards for Internal Control in the Federal Government requires adequate internal controls over financial reporting to ensure that transactions are properly recorded and accounted for to permit the preparation of reliable financial statements and demonstrate compliance with laws, regulations, and other compliance requirements. Additionally, the Uniform Financial Reporting Standards require adequate internal controls over reporting. Condition: The organization does not completely and accurately reconcile the cash accounts on a consistent basis. There were imbalances in the bank reconciliations during the year. Consequently, at year-end there was adjustments to interfund and to cash accounts that should have been corrected during the year. Additionally at the end of the year there was an imbalance in the interfund accounts of around $287,331.69. The PHA did not adequately record prior year audit adjustments but rather corrected the beginning equity and interfund entries. Together with these adjustments and the cash imbalances there was approximately $201,318.69 in prior period adjustments which could not be determined. Effect: The failure to reconcile the checking accounts and interfund accounts can result in misstating the financial operating results for any given period. Cause: The Authority does not properly maintain and perform bank reconciliations and interfund reconciliations on a consistent monthly basis. Recommendation: We recommend that the Authority reviews their current procedures for monthly reconciliations and the fiscal year close to ensure accuracy of financial reporting to include the items mentioned above. Questioned Costs: None Repeat Finding: Yes Was sampling statistically valid? Yes Views of responsible officials: The PHA agrees with the results of the audit and recommendations.
Finding 2022-002 ? Capital Assets are not properly maintained ? Internal Controls over Property, Plant & Equipment ? Significant Deficiency ? Qualified at Single Audit Level ALN No. 14.850 Criteria: Good internal control practices as provided in the Government Auditing Standards along with the common rule in Federal regulations require that the Capital Assets be supported with detailed capital asset records, and that these be supported by an inventory conducted at least every two years. The results of the inventory should be compared with the capital asset records to give assurance that the books and records of account are adequately supported. Additionally, depreciation should begin on assets as soon as they are placed into service, and old equipment items which have been disposed of should be removed from both the capital asset system and the general ledger. Condition: Upon review of the capital assets depreciation schedule, we noted several items which are being carried on the books are below the capitalization threshold and have been disposed of but are not written off the books of account. Consequently, there are numerous equipment items which are not physically present at the housing authority. Dispositions should be made annually and approved by the Board of Commissioners. Effect: The detailed capital asset schedule cannot be relied upon to give an accurate listing of equipment and assets owned by the Housing Authority. Consequently, both the cost on the general ledger and corresponding accumulated depreciation is overstated. Cause: The PHA has failed to adequately conduct a complete inventory of all nonexpendable equipment and reconcile this to the detailed property ledger and to the general ledger on a consistent annual basis. Recommendation: We recommend that the Housing Authority reconstruct the capital asset records and verify the equipment items which are physically in existence at PHA property. We also recommend that an annual inventory be conducted and used to reconcile to this property record. Additionally, all dispositions and write-offs of capital assets should be approved by the Board. Questioned Costs: None Repeat Finding: No Was sampling statistically valid? Yes Views of responsible officials: The PHA agrees with the results of the audit and recommendations.
Finding 2022-001 ? Internal Controls over Cash Reconciliations and Interfund reconciliations ? Significant Deficiency ? Noncompliance and Qualified at Single Audit Level ALN No. 14.850 & 14.871 Criteria: Uniform Administrative Guidance and Standards for Internal Control in the Federal Government requires adequate internal controls over financial reporting to ensure that transactions are properly recorded and accounted for to permit the preparation of reliable financial statements and demonstrate compliance with laws, regulations, and other compliance requirements. Additionally, the Uniform Financial Reporting Standards require adequate internal controls over reporting. Condition: The organization does not completely and accurately reconcile the cash accounts on a consistent basis. There were imbalances in the bank reconciliations during the year. Consequently, at year-end there was adjustments to interfund and to cash accounts that should have been corrected during the year. Additionally at the end of the year there was an imbalance in the interfund accounts of around $287,331.69. The PHA did not adequately record prior year audit adjustments but rather corrected the beginning equity and interfund entries. Together with these adjustments and the cash imbalances there was approximately $201,318.69 in prior period adjustments which could not be determined. Effect: The failure to reconcile the checking accounts and interfund accounts can result in misstating the financial operating results for any given period. Cause: The Authority does not properly maintain and perform bank reconciliations and interfund reconciliations on a consistent monthly basis. Recommendation: We recommend that the Authority reviews their current procedures for monthly reconciliations and the fiscal year close to ensure accuracy of financial reporting to include the items mentioned above. Questioned Costs: None Repeat Finding: Yes Was sampling statistically valid? Yes Views of responsible officials: The PHA agrees with the results of the audit and recommendations.
Finding 2022-003 ? Housing Choice Voucher Tenant File deficiencies ? Significant Deficiency and Noncompliance with Eligibility ? Qualified at Single Audit Level ALN No. 14.871 Criteria: The Code of Federal Regulations, the Housing Authority?s Admin Plan, and specific HUD guidelines in documenting and maintaining the Housing Choice Voucher tenant files. Condition & Cause: Our review of one hundred (100) Housing Choice Voucher tenant files revealed that there was a total of twelve (12) income-related errors, which represent 12% of the total files examined. We were able to numerically extrapolate ten (10) of these errors to the Housing Choice Voucher population. These consisted mainly of improper deductions, miscalculations, the use of outdated benefit information, and improper annualization of income. The remaining two (2) file errors were a result of lack of verification of income. Based on our extrapolation, we feel that the Housing Authority has a significant deficiency in this area of compliance. The Housing Authority has experienced high employee turnover and there are multiple vacancies in the Housing Choice Voucher department, which contributed to the deficiencies. Effect: The failure to properly calculate Housing Assistance Payments can result in a misstatement of HAP expense and corresponding operating subsidy earned by the Housing Authority, as well as undue financial burden on the tenant. Recommendation: We recommend that the Agency conduct a thorough tenant file audit of existing tenants in the Housing Choice Voucher program to determine whether there are any misstatements of HAP expense. We also recommend that the Agency increase their monitoring and review of the Housing Choice Voucher program files to determine whether occupancy specialists need additional training or procedures added to ensure compliance. Questioned Costs: None Repeat Finding: No Was sampling statistically valid? Yes Views of responsible officials: The PHA agrees with the results of the audit and recommendations.
Finding 2022-001 ? Internal Controls over Cash Reconciliations and Interfund reconciliations ? Significant Deficiency ? Noncompliance and Qualified at Single Audit Level ALN No. 14.850 & 14.871 Criteria: Uniform Administrative Guidance and Standards for Internal Control in the Federal Government requires adequate internal controls over financial reporting to ensure that transactions are properly recorded and accounted for to permit the preparation of reliable financial statements and demonstrate compliance with laws, regulations, and other compliance requirements. Additionally, the Uniform Financial Reporting Standards require adequate internal controls over reporting. Condition: The organization does not completely and accurately reconcile the cash accounts on a consistent basis. There were imbalances in the bank reconciliations during the year. Consequently, at year-end there was adjustments to interfund and to cash accounts that should have been corrected during the year. Additionally at the end of the year there was an imbalance in the interfund accounts of around $287,331.69. The PHA did not adequately record prior year audit adjustments but rather corrected the beginning equity and interfund entries. Together with these adjustments and the cash imbalances there was approximately $201,318.69 in prior period adjustments which could not be determined. Effect: The failure to reconcile the checking accounts and interfund accounts can result in misstating the financial operating results for any given period. Cause: The Authority does not properly maintain and perform bank reconciliations and interfund reconciliations on a consistent monthly basis. Recommendation: We recommend that the Authority reviews their current procedures for monthly reconciliations and the fiscal year close to ensure accuracy of financial reporting to include the items mentioned above. Questioned Costs: None Repeat Finding: Yes Was sampling statistically valid? Yes Views of responsible officials: The PHA agrees with the results of the audit and recommendations.
Finding 2022-002 ? Capital Assets are not properly maintained ? Internal Controls over Property, Plant & Equipment ? Significant Deficiency ? Qualified at Single Audit Level ALN No. 14.850 Criteria: Good internal control practices as provided in the Government Auditing Standards along with the common rule in Federal regulations require that the Capital Assets be supported with detailed capital asset records, and that these be supported by an inventory conducted at least every two years. The results of the inventory should be compared with the capital asset records to give assurance that the books and records of account are adequately supported. Additionally, depreciation should begin on assets as soon as they are placed into service, and old equipment items which have been disposed of should be removed from both the capital asset system and the general ledger. Condition: Upon review of the capital assets depreciation schedule, we noted several items which are being carried on the books are below the capitalization threshold and have been disposed of but are not written off the books of account. Consequently, there are numerous equipment items which are not physically present at the housing authority. Dispositions should be made annually and approved by the Board of Commissioners. Effect: The detailed capital asset schedule cannot be relied upon to give an accurate listing of equipment and assets owned by the Housing Authority. Consequently, both the cost on the general ledger and corresponding accumulated depreciation is overstated. Cause: The PHA has failed to adequately conduct a complete inventory of all nonexpendable equipment and reconcile this to the detailed property ledger and to the general ledger on a consistent annual basis. Recommendation: We recommend that the Housing Authority reconstruct the capital asset records and verify the equipment items which are physically in existence at PHA property. We also recommend that an annual inventory be conducted and used to reconcile to this property record. Additionally, all dispositions and write-offs of capital assets should be approved by the Board. Questioned Costs: None Repeat Finding: No Was sampling statistically valid? Yes Views of responsible officials: The PHA agrees with the results of the audit and recommendations.
Finding 2022-001 ? Internal Controls over Cash Reconciliations and Interfund reconciliations ? Significant Deficiency ? Noncompliance and Qualified at Single Audit Level ALN No. 14.850 & 14.871 Criteria: Uniform Administrative Guidance and Standards for Internal Control in the Federal Government requires adequate internal controls over financial reporting to ensure that transactions are properly recorded and accounted for to permit the preparation of reliable financial statements and demonstrate compliance with laws, regulations, and other compliance requirements. Additionally, the Uniform Financial Reporting Standards require adequate internal controls over reporting. Condition: The organization does not completely and accurately reconcile the cash accounts on a consistent basis. There were imbalances in the bank reconciliations during the year. Consequently, at year-end there was adjustments to interfund and to cash accounts that should have been corrected during the year. Additionally at the end of the year there was an imbalance in the interfund accounts of around $287,331.69. The PHA did not adequately record prior year audit adjustments but rather corrected the beginning equity and interfund entries. Together with these adjustments and the cash imbalances there was approximately $201,318.69 in prior period adjustments which could not be determined. Effect: The failure to reconcile the checking accounts and interfund accounts can result in misstating the financial operating results for any given period. Cause: The Authority does not properly maintain and perform bank reconciliations and interfund reconciliations on a consistent monthly basis. Recommendation: We recommend that the Authority reviews their current procedures for monthly reconciliations and the fiscal year close to ensure accuracy of financial reporting to include the items mentioned above. Questioned Costs: None Repeat Finding: Yes Was sampling statistically valid? Yes Views of responsible officials: The PHA agrees with the results of the audit and recommendations.
Finding 2022-003 ? Housing Choice Voucher Tenant File deficiencies ? Significant Deficiency and Noncompliance with Eligibility ? Qualified at Single Audit Level ALN No. 14.871 Criteria: The Code of Federal Regulations, the Housing Authority?s Admin Plan, and specific HUD guidelines in documenting and maintaining the Housing Choice Voucher tenant files. Condition & Cause: Our review of one hundred (100) Housing Choice Voucher tenant files revealed that there was a total of twelve (12) income-related errors, which represent 12% of the total files examined. We were able to numerically extrapolate ten (10) of these errors to the Housing Choice Voucher population. These consisted mainly of improper deductions, miscalculations, the use of outdated benefit information, and improper annualization of income. The remaining two (2) file errors were a result of lack of verification of income. Based on our extrapolation, we feel that the Housing Authority has a significant deficiency in this area of compliance. The Housing Authority has experienced high employee turnover and there are multiple vacancies in the Housing Choice Voucher department, which contributed to the deficiencies. Effect: The failure to properly calculate Housing Assistance Payments can result in a misstatement of HAP expense and corresponding operating subsidy earned by the Housing Authority, as well as undue financial burden on the tenant. Recommendation: We recommend that the Agency conduct a thorough tenant file audit of existing tenants in the Housing Choice Voucher program to determine whether there are any misstatements of HAP expense. We also recommend that the Agency increase their monitoring and review of the Housing Choice Voucher program files to determine whether occupancy specialists need additional training or procedures added to ensure compliance. Questioned Costs: None Repeat Finding: No Was sampling statistically valid? Yes Views of responsible officials: The PHA agrees with the results of the audit and recommendations.