Audit 334878

Finding 2024-001 Eligibility: Public and Indian Housing (CFDA 14.850): Criteria: The PHA is required to maintain support of eligibility determinations that were made so support the individual program participants were determined to be eligible, and that only eligible individuals or groups of individuals participated in the program. Condition: During the year, 40 of the 5,225 tenant receipts that were received by the Authority were tested to determine if proper eligibility was determined for the program. Of the forty (40) tenant files reviewed, one (1) tenant file was not able to be provided for review and one (1) additional tenant file lacked the proper tenant identification in the form of a State Issued ID or Birth Certificate. Questioned Costs: Not Determinable Cause: Staffing changes and overall turnover at the Authority was the reason for disorganization of the tenant files and the misplacement of the file selected for testing. Effect: The Authority does not have proper support to verify tenant is properly eligible for the program. Recommendation: The Authority should provide additional training to Public Housing staff to make sure the importance of tenant files and the related supporting documents related to the eligibility of program participants is readily available. Also, the Authority should consider if an electronic filing system would be to the benefit of the authority. Reporting Views of Responsible Officials: VHA management will print a tenant register and the Executive Director and CFP will go through all files to ensure they are present and accounted for within the Authority.

Finding 2024-002 Special Tests and Provisions: Public and Indian Housing (CFDA 14.850): Criteria: The PHA must establish and adopt written policies for admission of tenants. The PHA tenant selection policies must include requirements for applications and waiting lists, description of the policies for selection of applicants from the waiting lists, and policies for verification and documentation of information relevant to acceptance or rejections of an applicant (24 CFR sections 960.202 through 960.206). Condition: During the year, 9 of 54 move-ins were selected for testing. Of the 9 move-in's tested it was noted that the tenant selection policy was not followed for 2 of the move-in's selected. Questioned Costs: Not Determinable Cause: Staffing changes and overall turnover at the Authority was the reason for the oversight in the tenant selection plan. Effect: The Authority is not properly following move-in selection policies which could result in improper move-in's based on the established tenant selection policy. Recommendation: The Authority should provide additional training to Public Housing staff to make sure they are fully aware of the tenant selection policy and provide additional oversight to tenants being selected off the wait list. Reporting Views of Responsible Officials: VHA will review the ACOP with the public housing staff, thoroughly review waiting list management. VHA will print the waiting list weekly to identify applicants at the top of the list. VHA will create an excel spreadsheet to correspond with the waiting list to track the progress of applicants and any pertinent notes necessary.

Finding 2024-001 Eligibility: Public and Indian Housing (CFDA 14.850): Criteria: The PHA is required to maintain support of eligibility determinations that were made so support the individual program participants were determined to be eligible, and that only eligible individuals or groups of individuals participated in the program. Condition: During the year, 40 of the 5,225 tenant receipts that were received by the Authority were tested to determine if proper eligibility was determined for the program. Of the forty (40) tenant files reviewed, one (1) tenant file was not able to be provided for review and one (1) additional tenant file lacked the proper tenant identification in the form of a State Issued ID or Birth Certificate. Questioned Costs: Not Determinable Cause: Staffing changes and overall turnover at the Authority was the reason for disorganization of the tenant files and the misplacement of the file selected for testing. Effect: The Authority does not have proper support to verify tenant is properly eligible for the program. Recommendation: The Authority should provide additional training to Public Housing staff to make sure the importance of tenant files and the related supporting documents related to the eligibility of program participants is readily available. Also, the Authority should consider if an electronic filing system would be to the benefit of the authority. Reporting Views of Responsible Officials: VHA management will print a tenant register and the Executive Director and CFP will go through all files to ensure they are present and accounted for within the Authority.

Finding 2024-002 Special Tests and Provisions: Public and Indian Housing (CFDA 14.850): Criteria: The PHA must establish and adopt written policies for admission of tenants. The PHA tenant selection policies must include requirements for applications and waiting lists, description of the policies for selection of applicants from the waiting lists, and policies for verification and documentation of information relevant to acceptance or rejections of an applicant (24 CFR sections 960.202 through 960.206). Condition: During the year, 9 of 54 move-ins were selected for testing. Of the 9 move-in's tested it was noted that the tenant selection policy was not followed for 2 of the move-in's selected. Questioned Costs: Not Determinable Cause: Staffing changes and overall turnover at the Authority was the reason for the oversight in the tenant selection plan. Effect: The Authority is not properly following move-in selection policies which could result in improper move-in's based on the established tenant selection policy. Recommendation: The Authority should provide additional training to Public Housing staff to make sure they are fully aware of the tenant selection policy and provide additional oversight to tenants being selected off the wait list. Reporting Views of Responsible Officials: VHA will review the ACOP with the public housing staff, thoroughly review waiting list management. VHA will print the waiting list weekly to identify applicants at the top of the list. VHA will create an excel spreadsheet to correspond with the waiting list to track the progress of applicants and any pertinent notes necessary.