2022-6 Lack of Proper Documentation Grantor: Department of Housing and Urban Development (HUD) Program Name: Section 8 Housing Choice Vouchers CFDA number: 14.871 Criteria: HUD and Four Square?s Administration Plan require proper documentation to support eligibility, proper maintance of a waiting list and understanding of responsibilities by tenants and landlords. Condition: Documentation was insufficient to show priority points calculated and how people are chosen from the waiting list, some discrepancies on income verification documents were not properly explained; changes to utilities provided where not properly corrected on several leases; and instances when a landlord gave notice of termination, documentation didn?t show the offer of a new voucher to tenants. Effect: Currently there are more vouchers than people on the waiting list and all questioned items could be resolved after further review or discussed with client; however, the failure to document compliance with policies and procedure increases the risk of noncompliance with federal agency and organizational requirements. Cause: Lack of retaining required documentation in tenant files. Recommendation: Staff meetings and random internal audits of tenant files should continue, focusing on proper training of the Administrative Plan, HUD notices and proper documentation. Lack of proper documentation is a repeat finding for this program. Views of responsible officials and planned corrective actions: Four Square agrees with this finding and will adhere to the correction action plan beginning on page 50 in this audit report.
2022-7 Noncompliance with Inspection Requirements Grantor: Department of Housing and Urban Development (HUD) Program Name: Section 8 Housing Choice Vouchers CFDA number: 14.871 Criteria: HUD and Four Square?s Administration Plan require timely resolution to life threatening or other Health Quality Standards (HQS) deficiencies found during inspection of units. Condition: Found an Owner Notification form did not list the date repairs to be completed or when abatement would occur if not corrected, and the landlord was given 60 days to correct failed inspection without an exception to the 30-day deadline documented. Found a failed inspection where abatement did not occur until two months after required time allowed for corrections. Found an instance of allowing more than 24 hours to correct life threatening deficiencies. Effect: Noncompliance. Cause: Lack of understanding of responses to HQS deficiencies. Recommendation: I recommend overall improved documentation of and responses to inspections, failed inspections and enforcement of family obligations. Views of responsible officials and planned corrective actions: Four Square agrees with this finding and will adhere to the correction action plan beginning on page 50 in this audit report.
2022-6 Lack of Proper Documentation Grantor: Department of Housing and Urban Development (HUD) Program Name: Section 8 Housing Choice Vouchers CFDA number: 14.871 Criteria: HUD and Four Square?s Administration Plan require proper documentation to support eligibility, proper maintance of a waiting list and understanding of responsibilities by tenants and landlords. Condition: Documentation was insufficient to show priority points calculated and how people are chosen from the waiting list, some discrepancies on income verification documents were not properly explained; changes to utilities provided where not properly corrected on several leases; and instances when a landlord gave notice of termination, documentation didn?t show the offer of a new voucher to tenants. Effect: Currently there are more vouchers than people on the waiting list and all questioned items could be resolved after further review or discussed with client; however, the failure to document compliance with policies and procedure increases the risk of noncompliance with federal agency and organizational requirements. Cause: Lack of retaining required documentation in tenant files. Recommendation: Staff meetings and random internal audits of tenant files should continue, focusing on proper training of the Administrative Plan, HUD notices and proper documentation. Lack of proper documentation is a repeat finding for this program. Views of responsible officials and planned corrective actions: Four Square agrees with this finding and will adhere to the correction action plan beginning on page 50 in this audit report.
2022-7 Noncompliance with Inspection Requirements Grantor: Department of Housing and Urban Development (HUD) Program Name: Section 8 Housing Choice Vouchers CFDA number: 14.871 Criteria: HUD and Four Square?s Administration Plan require timely resolution to life threatening or other Health Quality Standards (HQS) deficiencies found during inspection of units. Condition: Found an Owner Notification form did not list the date repairs to be completed or when abatement would occur if not corrected, and the landlord was given 60 days to correct failed inspection without an exception to the 30-day deadline documented. Found a failed inspection where abatement did not occur until two months after required time allowed for corrections. Found an instance of allowing more than 24 hours to correct life threatening deficiencies. Effect: Noncompliance. Cause: Lack of understanding of responses to HQS deficiencies. Recommendation: I recommend overall improved documentation of and responses to inspections, failed inspections and enforcement of family obligations. Views of responsible officials and planned corrective actions: Four Square agrees with this finding and will adhere to the correction action plan beginning on page 50 in this audit report.
2022-6 Lack of Proper Documentation Grantor: Department of Housing and Urban Development (HUD) Program Name: Section 8 Housing Choice Vouchers CFDA number: 14.871 Criteria: HUD and Four Square?s Administration Plan require proper documentation to support eligibility, proper maintance of a waiting list and understanding of responsibilities by tenants and landlords. Condition: Documentation was insufficient to show priority points calculated and how people are chosen from the waiting list, some discrepancies on income verification documents were not properly explained; changes to utilities provided where not properly corrected on several leases; and instances when a landlord gave notice of termination, documentation didn?t show the offer of a new voucher to tenants. Effect: Currently there are more vouchers than people on the waiting list and all questioned items could be resolved after further review or discussed with client; however, the failure to document compliance with policies and procedure increases the risk of noncompliance with federal agency and organizational requirements. Cause: Lack of retaining required documentation in tenant files. Recommendation: Staff meetings and random internal audits of tenant files should continue, focusing on proper training of the Administrative Plan, HUD notices and proper documentation. Lack of proper documentation is a repeat finding for this program. Views of responsible officials and planned corrective actions: Four Square agrees with this finding and will adhere to the correction action plan beginning on page 50 in this audit report.
2022-7 Noncompliance with Inspection Requirements Grantor: Department of Housing and Urban Development (HUD) Program Name: Section 8 Housing Choice Vouchers CFDA number: 14.871 Criteria: HUD and Four Square?s Administration Plan require timely resolution to life threatening or other Health Quality Standards (HQS) deficiencies found during inspection of units. Condition: Found an Owner Notification form did not list the date repairs to be completed or when abatement would occur if not corrected, and the landlord was given 60 days to correct failed inspection without an exception to the 30-day deadline documented. Found a failed inspection where abatement did not occur until two months after required time allowed for corrections. Found an instance of allowing more than 24 hours to correct life threatening deficiencies. Effect: Noncompliance. Cause: Lack of understanding of responses to HQS deficiencies. Recommendation: I recommend overall improved documentation of and responses to inspections, failed inspections and enforcement of family obligations. Views of responsible officials and planned corrective actions: Four Square agrees with this finding and will adhere to the correction action plan beginning on page 50 in this audit report.
2022-6 Lack of Proper Documentation Grantor: Department of Housing and Urban Development (HUD) Program Name: Section 8 Housing Choice Vouchers CFDA number: 14.871 Criteria: HUD and Four Square?s Administration Plan require proper documentation to support eligibility, proper maintance of a waiting list and understanding of responsibilities by tenants and landlords. Condition: Documentation was insufficient to show priority points calculated and how people are chosen from the waiting list, some discrepancies on income verification documents were not properly explained; changes to utilities provided where not properly corrected on several leases; and instances when a landlord gave notice of termination, documentation didn?t show the offer of a new voucher to tenants. Effect: Currently there are more vouchers than people on the waiting list and all questioned items could be resolved after further review or discussed with client; however, the failure to document compliance with policies and procedure increases the risk of noncompliance with federal agency and organizational requirements. Cause: Lack of retaining required documentation in tenant files. Recommendation: Staff meetings and random internal audits of tenant files should continue, focusing on proper training of the Administrative Plan, HUD notices and proper documentation. Lack of proper documentation is a repeat finding for this program. Views of responsible officials and planned corrective actions: Four Square agrees with this finding and will adhere to the correction action plan beginning on page 50 in this audit report.
2022-7 Noncompliance with Inspection Requirements Grantor: Department of Housing and Urban Development (HUD) Program Name: Section 8 Housing Choice Vouchers CFDA number: 14.871 Criteria: HUD and Four Square?s Administration Plan require timely resolution to life threatening or other Health Quality Standards (HQS) deficiencies found during inspection of units. Condition: Found an Owner Notification form did not list the date repairs to be completed or when abatement would occur if not corrected, and the landlord was given 60 days to correct failed inspection without an exception to the 30-day deadline documented. Found a failed inspection where abatement did not occur until two months after required time allowed for corrections. Found an instance of allowing more than 24 hours to correct life threatening deficiencies. Effect: Noncompliance. Cause: Lack of understanding of responses to HQS deficiencies. Recommendation: I recommend overall improved documentation of and responses to inspections, failed inspections and enforcement of family obligations. Views of responsible officials and planned corrective actions: Four Square agrees with this finding and will adhere to the correction action plan beginning on page 50 in this audit report.