Criteria - According to 2 CFR §200.512, non-federal entities must submit their audit reports, including financial information, to the Federal Audit Clearinghouse (FAC) within nine months after the end of the audit period. HUD-specific guidelines also require timely submission of financial data via the Financial Data Schedule (FDS) in the Real Estate Assessment Center (REAC) as part of the compliance requirements for entities receiving federal assistance.
Condition - The Authority did not submit its financial information for the fiscal year ended March 31, 2023, to the FAC or to HUD via the FDS by the required deadlines.
Cause - The Authority’s ongoing transition to the Yardi software platform has impacted its capacity to generate comprehensive financial information and adhere to the expected audit timelines.
Effect - The Authority is currently not meeting the reporting requirements mandated for federal awards.
Statistical Sampling - The sample was not intended to be, and was not, a statistically valid sample.
Questioned Costs - None identified.
Repeat Finding - This is not a repeat finding.
Recommendation - The Authority should work closely with Yardi representatives to address specific challenges and expedite the resolution of any system integration issues.
Management’s Response - (a) Comments on the finding and recommendation - The Authority agrees with the findings. However, the root of the issue is related to complications with the software conversion to Yardi.
(b) Action taken - The Authority has replaced Yardi with PHA-Web for its accounting software.
(c) Planned implementation date of corrective action - Completed on October 31, 2024.
Criteria - The Authority must prepare a SEFA for the period covered by the Authority’s financial statements which must include the total Federal awards expended by individual Assistance Listing number as determined in accordance with §200.502 Basis for determining Federal awards expended.
Condition - The Authority did not include $114,639 related to the Emergency Housing Vouchers (Assistance Listing No. 14.871) grant and $718,830 related to the Project-Based Rental Assistance (Assistance Listing No. 14.195) grant in its SEFA for the fiscal year ended March 31, 2023.
Cause - The Authority’s year-end closing and financial reporting procedures were not sufficient to ensure accurate financial reporting.
Effect - The total expenditures of federal awards were understated by $888,252.
Statistical Sampling - The sample was not intended to be, and was not, a statistically valid sample.
Questioned Costs - None identified.
Repeat Finding - This is not a repeat finding.
Recommendation - We recommend verifying the total amount of expenditures on an individual grant basis per review of the general ledger account balances prior to submitting the unaudited Financial Data Schedule (FDS).
Management’s Response - (a) Comments on the finding and recommendation - The Authority agrees with the finding. The Authority also agrees with the recommendations, please see below for action taken.
(b) Action taken - The Authority will continue to utilize Marcum LLP to provide ongoing fee accounting services to incorporate the recommendations listed above on a monthly basis. A comprehensive year-end checklist will continue to be utilized to ensure all general ledger activity is accurate to the underlying support.
(c) Planned implementation date of corrective action - Completed by March 31, 2025.
Criteria - According to 2 CFR §200.512, non-federal entities must submit their audit reports, including financial information, to the Federal Audit Clearinghouse (FAC) within nine months after the end of the audit period. HUD-specific guidelines also require timely submission of financial data via the Financial Data Schedule (FDS) in the Real Estate Assessment Center (REAC) as part of the compliance requirements for entities receiving federal assistance.
Condition - The Authority did not submit its financial information for the fiscal year ended March 31, 2023, to the FAC or to HUD via the FDS by the required deadlines.
Cause - The Authority’s ongoing transition to the Yardi software platform has impacted its capacity to generate comprehensive financial information and adhere to the expected audit timelines.
Effect - The Authority is currently not meeting the reporting requirements mandated for federal awards.
Statistical Sampling - The sample was not intended to be, and was not, a statistically valid sample.
Questioned Costs - None identified.
Repeat Finding - This is not a repeat finding.
Recommendation - The Authority should work closely with Yardi representatives to address specific challenges and expedite the resolution of any system integration issues.
Management’s Response - (a) Comments on the finding and recommendation - The Authority agrees with the findings. However, the root of the issue is related to complications with the software conversion to Yardi.
(b) Action taken - The Authority has replaced Yardi with PHA-Web for its accounting software.
(c) Planned implementation date of corrective action - Completed on October 31, 2024.
Criteria - According to 2 CFR §200.512, non-federal entities must submit their audit reports, including financial information, to the Federal Audit Clearinghouse (FAC) within nine months after the end of the audit period. HUD-specific guidelines also require timely submission of financial data via the Financial Data Schedule (FDS) in the Real Estate Assessment Center (REAC) as part of the compliance requirements for entities receiving federal assistance.
Condition - The Authority did not submit its financial information for the fiscal year ended March 31, 2023, to the FAC or to HUD via the FDS by the required deadlines.
Cause - The Authority’s ongoing transition to the Yardi software platform has impacted its capacity to generate comprehensive financial information and adhere to the expected audit timelines.
Effect - The Authority is currently not meeting the reporting requirements mandated for federal awards.
Statistical Sampling - The sample was not intended to be, and was not, a statistically valid sample.
Questioned Costs - None identified.
Repeat Finding - This is not a repeat finding.
Recommendation - The Authority should work closely with Yardi representatives to address specific challenges and expedite the resolution of any system integration issues.
Management’s Response - (a) Comments on the finding and recommendation - The Authority agrees with the findings. However, the root of the issue is related to complications with the software conversion to Yardi.
(b) Action taken - The Authority has replaced Yardi with PHA-Web for its accounting software.
(c) Planned implementation date of corrective action - Completed on October 31, 2024.
Criteria - In accordance with 24 CFR 982.158 (a), the Authority must maintain complete and accurate accounts and other records for the program in accordance with HUD requirements, in a manner that permits a speedy and effective audit. The records must be in the form required by HUD, including requirements governing computerized or electronic forms of record-keeping. The Authority must comply with the financial reporting requirements in 24 CFR Part 5, subpart H.
Condition - The information submitted to HUD in the Voucher Management System (VMS) for the Housing Voucher Cluster did not align with the underlying supporting documentation. Specifically, the unit months leased (UML) and housing assistance payments (HAP).
Cause - The discrepancies appear to be a result of software conversion.
Effect - This discrepancy may lead to inaccurate reporting to HUD, potentially affecting funding allocations and compliance with federal program requirements. It could also impact the credibility and reliability of the Authority's financial and programmatic reporting.
Statistical Sampling - The sample was not intended to be, and was not, a statistically valid sample.
Questioned Costs - None identified.
Repeat Finding - This is not a repeat finding.
Recommendation - To mitigate these discrepancies, it is recommended that the Authority implement enhanced internal controls over the VMS reporting process. This includes:
1) Conducting regular reconciliations between VMS submissions and underlying accounting records.
2) Providing additional training to staff responsible for the data entry and review process.
3) Introducing a secondary review process to detect and correct discrepancies before submission.
Management’s Response - (a) Comments on the finding and recommendation - The Authority agrees with the findings. The Authority also agrees with the recommendations, please see below for action taken.
(b) Action taken - The Authority will provide on-going training for finance and accounting personnel to expand their knowledge on HUD reporting requirements related to VMS. Additionally, the Authority will conduct a thorough review to identify the root cause of the discrepancies between the VMS data and the supporting documentation.
(c) Planned implementation date of corrective action - Completed by March 31, 2025.
Criteria - According to 2 CFR §200.512, non-federal entities must submit their audit reports, including financial information, to the Federal Audit Clearinghouse (FAC) within nine months after the end of the audit period. HUD-specific guidelines also require timely submission of financial data via the Financial Data Schedule (FDS) in the Real Estate Assessment Center (REAC) as part of the compliance requirements for entities receiving federal assistance.
Condition - The Authority did not submit its financial information for the fiscal year ended March 31, 2023, to the FAC or to HUD via the FDS by the required deadlines.
Cause - The Authority’s ongoing transition to the Yardi software platform has impacted its capacity to generate comprehensive financial information and adhere to the expected audit timelines.
Effect - The Authority is currently not meeting the reporting requirements mandated for federal awards.
Statistical Sampling - The sample was not intended to be, and was not, a statistically valid sample.
Questioned Costs - None identified.
Repeat Finding - This is not a repeat finding.
Recommendation - The Authority should work closely with Yardi representatives to address specific challenges and expedite the resolution of any system integration issues.
Management’s Response - (a) Comments on the finding and recommendation - The Authority agrees with the findings. However, the root of the issue is related to complications with the software conversion to Yardi.
(b) Action taken - The Authority has replaced Yardi with PHA-Web for its accounting software.
(c) Planned implementation date of corrective action - Completed on October 31, 2024.
Criteria - The Authority must prepare a SEFA for the period covered by the Authority’s financial statements which must include the total Federal awards expended by individual Assistance Listing number as determined in accordance with §200.502 Basis for determining Federal awards expended.
Condition - The Authority did not include $114,639 related to the Emergency Housing Vouchers (Assistance Listing No. 14.871) grant and $718,830 related to the Project-Based Rental Assistance (Assistance Listing No. 14.195) grant in its SEFA for the fiscal year ended March 31, 2023.
Cause - The Authority’s year-end closing and financial reporting procedures were not sufficient to ensure accurate financial reporting.
Effect - The total expenditures of federal awards were understated by $888,252.
Statistical Sampling - The sample was not intended to be, and was not, a statistically valid sample.
Questioned Costs - None identified.
Repeat Finding - This is not a repeat finding.
Recommendation - We recommend verifying the total amount of expenditures on an individual grant basis per review of the general ledger account balances prior to submitting the unaudited Financial Data Schedule (FDS).
Management’s Response - (a) Comments on the finding and recommendation - The Authority agrees with the finding. The Authority also agrees with the recommendations, please see below for action taken.
(b) Action taken - The Authority will continue to utilize Marcum LLP to provide ongoing fee accounting services to incorporate the recommendations listed above on a monthly basis. A comprehensive year-end checklist will continue to be utilized to ensure all general ledger activity is accurate to the underlying support.
(c) Planned implementation date of corrective action - Completed by March 31, 2025.
Criteria - In accordance with 24 CFR 982.158 (a), the Authority must maintain complete and accurate accounts and other records for the program in accordance with HUD requirements, in a manner that permits a speedy and effective audit. The records must be in the form required by HUD, including requirements governing computerized or electronic forms of record-keeping. The Authority must comply with the financial reporting requirements in 24 CFR Part 5, subpart H.
Condition - The information submitted to HUD in the Voucher Management System (VMS) for the Housing Voucher Cluster did not align with the underlying supporting documentation. Specifically, the unit months leased (UML) and housing assistance payments (HAP).
Cause - The discrepancies appear to be a result of software conversion.
Effect - This discrepancy may lead to inaccurate reporting to HUD, potentially affecting funding allocations and compliance with federal program requirements. It could also impact the credibility and reliability of the Authority's financial and programmatic reporting.
Statistical Sampling - The sample was not intended to be, and was not, a statistically valid sample.
Questioned Costs - None identified.
Repeat Finding - This is not a repeat finding.
Recommendation - To mitigate these discrepancies, it is recommended that the Authority implement enhanced internal controls over the VMS reporting process. This includes:
1) Conducting regular reconciliations between VMS submissions and underlying accounting records.
2) Providing additional training to staff responsible for the data entry and review process.
3) Introducing a secondary review process to detect and correct discrepancies before submission.
Management’s Response - (a) Comments on the finding and recommendation - The Authority agrees with the findings. The Authority also agrees with the recommendations, please see below for action taken.
(b) Action taken - The Authority will provide on-going training for finance and accounting personnel to expand their knowledge on HUD reporting requirements related to VMS. Additionally, the Authority will conduct a thorough review to identify the root cause of the discrepancies between the VMS data and the supporting documentation.
(c) Planned implementation date of corrective action - Completed by March 31, 2025.
Criteria - According to 2 CFR §200.512, non-federal entities must submit their audit reports, including financial information, to the Federal Audit Clearinghouse (FAC) within nine months after the end of the audit period. HUD-specific guidelines also require timely submission of financial data via the Financial Data Schedule (FDS) in the Real Estate Assessment Center (REAC) as part of the compliance requirements for entities receiving federal assistance.
Condition - The Authority did not submit its financial information for the fiscal year ended March 31, 2023, to the FAC or to HUD via the FDS by the required deadlines.
Cause - The Authority’s ongoing transition to the Yardi software platform has impacted its capacity to generate comprehensive financial information and adhere to the expected audit timelines.
Effect - The Authority is currently not meeting the reporting requirements mandated for federal awards.
Statistical Sampling - The sample was not intended to be, and was not, a statistically valid sample.
Questioned Costs - None identified.
Repeat Finding - This is not a repeat finding.
Recommendation - The Authority should work closely with Yardi representatives to address specific challenges and expedite the resolution of any system integration issues.
Management’s Response - (a) Comments on the finding and recommendation - The Authority agrees with the findings. However, the root of the issue is related to complications with the software conversion to Yardi.
(b) Action taken - The Authority has replaced Yardi with PHA-Web for its accounting software.
(c) Planned implementation date of corrective action - Completed on October 31, 2024.
Criteria - The Authority must prepare a SEFA for the period covered by the Authority’s financial statements which must include the total Federal awards expended by individual Assistance Listing number as determined in accordance with §200.502 Basis for determining Federal awards expended.
Condition - The Authority did not include $114,639 related to the Emergency Housing Vouchers (Assistance Listing No. 14.871) grant and $718,830 related to the Project-Based Rental Assistance (Assistance Listing No. 14.195) grant in its SEFA for the fiscal year ended March 31, 2023.
Cause - The Authority’s year-end closing and financial reporting procedures were not sufficient to ensure accurate financial reporting.
Effect - The total expenditures of federal awards were understated by $888,252.
Statistical Sampling - The sample was not intended to be, and was not, a statistically valid sample.
Questioned Costs - None identified.
Repeat Finding - This is not a repeat finding.
Recommendation - We recommend verifying the total amount of expenditures on an individual grant basis per review of the general ledger account balances prior to submitting the unaudited Financial Data Schedule (FDS).
Management’s Response - (a) Comments on the finding and recommendation - The Authority agrees with the finding. The Authority also agrees with the recommendations, please see below for action taken.
(b) Action taken - The Authority will continue to utilize Marcum LLP to provide ongoing fee accounting services to incorporate the recommendations listed above on a monthly basis. A comprehensive year-end checklist will continue to be utilized to ensure all general ledger activity is accurate to the underlying support.
(c) Planned implementation date of corrective action - Completed by March 31, 2025.
Criteria - In accordance with 24 CFR 982.158 (a), the Authority must maintain complete and accurate accounts and other records for the program in accordance with HUD requirements, in a manner that permits a speedy and effective audit. The records must be in the form required by HUD, including requirements governing computerized or electronic forms of record-keeping. The Authority must comply with the financial reporting requirements in 24 CFR Part 5, subpart H.
Condition - The information submitted to HUD in the Voucher Management System (VMS) for the Housing Voucher Cluster did not align with the underlying supporting documentation. Specifically, the unit months leased (UML) and housing assistance payments (HAP).
Cause - The discrepancies appear to be a result of software conversion.
Effect - This discrepancy may lead to inaccurate reporting to HUD, potentially affecting funding allocations and compliance with federal program requirements. It could also impact the credibility and reliability of the Authority's financial and programmatic reporting.
Statistical Sampling - The sample was not intended to be, and was not, a statistically valid sample.
Questioned Costs - None identified.
Repeat Finding - This is not a repeat finding.
Recommendation - To mitigate these discrepancies, it is recommended that the Authority implement enhanced internal controls over the VMS reporting process. This includes:
1) Conducting regular reconciliations between VMS submissions and underlying accounting records.
2) Providing additional training to staff responsible for the data entry and review process.
3) Introducing a secondary review process to detect and correct discrepancies before submission.
Management’s Response - (a) Comments on the finding and recommendation - The Authority agrees with the findings. The Authority also agrees with the recommendations, please see below for action taken.
(b) Action taken - The Authority will provide on-going training for finance and accounting personnel to expand their knowledge on HUD reporting requirements related to VMS. Additionally, the Authority will conduct a thorough review to identify the root cause of the discrepancies between the VMS data and the supporting documentation.
(c) Planned implementation date of corrective action - Completed by March 31, 2025.
Criteria - According to 2 CFR §200.512, non-federal entities must submit their audit reports, including financial information, to the Federal Audit Clearinghouse (FAC) within nine months after the end of the audit period. HUD-specific guidelines also require timely submission of financial data via the Financial Data Schedule (FDS) in the Real Estate Assessment Center (REAC) as part of the compliance requirements for entities receiving federal assistance.
Condition - The Authority did not submit its financial information for the fiscal year ended March 31, 2023, to the FAC or to HUD via the FDS by the required deadlines.
Cause - The Authority’s ongoing transition to the Yardi software platform has impacted its capacity to generate comprehensive financial information and adhere to the expected audit timelines.
Effect - The Authority is currently not meeting the reporting requirements mandated for federal awards.
Statistical Sampling - The sample was not intended to be, and was not, a statistically valid sample.
Questioned Costs - None identified.
Repeat Finding - This is not a repeat finding.
Recommendation - The Authority should work closely with Yardi representatives to address specific challenges and expedite the resolution of any system integration issues.
Management’s Response - (a) Comments on the finding and recommendation - The Authority agrees with the findings. However, the root of the issue is related to complications with the software conversion to Yardi.
(b) Action taken - The Authority has replaced Yardi with PHA-Web for its accounting software.
(c) Planned implementation date of corrective action - Completed on October 31, 2024.
Criteria - According to 2 CFR §200.512, non-federal entities must submit their audit reports, including financial information, to the Federal Audit Clearinghouse (FAC) within nine months after the end of the audit period. HUD-specific guidelines also require timely submission of financial data via the Financial Data Schedule (FDS) in the Real Estate Assessment Center (REAC) as part of the compliance requirements for entities receiving federal assistance.
Condition - The Authority did not submit its financial information for the fiscal year ended March 31, 2023, to the FAC or to HUD via the FDS by the required deadlines.
Cause - The Authority’s ongoing transition to the Yardi software platform has impacted its capacity to generate comprehensive financial information and adhere to the expected audit timelines.
Effect - The Authority is currently not meeting the reporting requirements mandated for federal awards.
Statistical Sampling - The sample was not intended to be, and was not, a statistically valid sample.
Questioned Costs - None identified.
Repeat Finding - This is not a repeat finding.
Recommendation - The Authority should work closely with Yardi representatives to address specific challenges and expedite the resolution of any system integration issues.
Management’s Response - (a) Comments on the finding and recommendation - The Authority agrees with the findings. However, the root of the issue is related to complications with the software conversion to Yardi.
(b) Action taken - The Authority has replaced Yardi with PHA-Web for its accounting software.
(c) Planned implementation date of corrective action - Completed on October 31, 2024.
Criteria - The Authority must prepare a SEFA for the period covered by the Authority’s financial statements which must include the total Federal awards expended by individual Assistance Listing number as determined in accordance with §200.502 Basis for determining Federal awards expended.
Condition - The Authority did not include $114,639 related to the Emergency Housing Vouchers (Assistance Listing No. 14.871) grant and $718,830 related to the Project-Based Rental Assistance (Assistance Listing No. 14.195) grant in its SEFA for the fiscal year ended March 31, 2023.
Cause - The Authority’s year-end closing and financial reporting procedures were not sufficient to ensure accurate financial reporting.
Effect - The total expenditures of federal awards were understated by $888,252.
Statistical Sampling - The sample was not intended to be, and was not, a statistically valid sample.
Questioned Costs - None identified.
Repeat Finding - This is not a repeat finding.
Recommendation - We recommend verifying the total amount of expenditures on an individual grant basis per review of the general ledger account balances prior to submitting the unaudited Financial Data Schedule (FDS).
Management’s Response - (a) Comments on the finding and recommendation - The Authority agrees with the finding. The Authority also agrees with the recommendations, please see below for action taken.
(b) Action taken - The Authority will continue to utilize Marcum LLP to provide ongoing fee accounting services to incorporate the recommendations listed above on a monthly basis. A comprehensive year-end checklist will continue to be utilized to ensure all general ledger activity is accurate to the underlying support.
(c) Planned implementation date of corrective action - Completed by March 31, 2025.
Criteria - According to 2 CFR §200.512, non-federal entities must submit their audit reports, including financial information, to the Federal Audit Clearinghouse (FAC) within nine months after the end of the audit period. HUD-specific guidelines also require timely submission of financial data via the Financial Data Schedule (FDS) in the Real Estate Assessment Center (REAC) as part of the compliance requirements for entities receiving federal assistance.
Condition - The Authority did not submit its financial information for the fiscal year ended March 31, 2023, to the FAC or to HUD via the FDS by the required deadlines.
Cause - The Authority’s ongoing transition to the Yardi software platform has impacted its capacity to generate comprehensive financial information and adhere to the expected audit timelines.
Effect - The Authority is currently not meeting the reporting requirements mandated for federal awards.
Statistical Sampling - The sample was not intended to be, and was not, a statistically valid sample.
Questioned Costs - None identified.
Repeat Finding - This is not a repeat finding.
Recommendation - The Authority should work closely with Yardi representatives to address specific challenges and expedite the resolution of any system integration issues.
Management’s Response - (a) Comments on the finding and recommendation - The Authority agrees with the findings. However, the root of the issue is related to complications with the software conversion to Yardi.
(b) Action taken - The Authority has replaced Yardi with PHA-Web for its accounting software.
(c) Planned implementation date of corrective action - Completed on October 31, 2024.
Criteria - According to 2 CFR §200.512, non-federal entities must submit their audit reports, including financial information, to the Federal Audit Clearinghouse (FAC) within nine months after the end of the audit period. HUD-specific guidelines also require timely submission of financial data via the Financial Data Schedule (FDS) in the Real Estate Assessment Center (REAC) as part of the compliance requirements for entities receiving federal assistance.
Condition - The Authority did not submit its financial information for the fiscal year ended March 31, 2023, to the FAC or to HUD via the FDS by the required deadlines.
Cause - The Authority’s ongoing transition to the Yardi software platform has impacted its capacity to generate comprehensive financial information and adhere to the expected audit timelines.
Effect - The Authority is currently not meeting the reporting requirements mandated for federal awards.
Statistical Sampling - The sample was not intended to be, and was not, a statistically valid sample.
Questioned Costs - None identified.
Repeat Finding - This is not a repeat finding.
Recommendation - The Authority should work closely with Yardi representatives to address specific challenges and expedite the resolution of any system integration issues.
Management’s Response - (a) Comments on the finding and recommendation - The Authority agrees with the findings. However, the root of the issue is related to complications with the software conversion to Yardi.
(b) Action taken - The Authority has replaced Yardi with PHA-Web for its accounting software.
(c) Planned implementation date of corrective action - Completed on October 31, 2024.
Criteria - In accordance with 24 CFR 982.158 (a), the Authority must maintain complete and accurate accounts and other records for the program in accordance with HUD requirements, in a manner that permits a speedy and effective audit. The records must be in the form required by HUD, including requirements governing computerized or electronic forms of record-keeping. The Authority must comply with the financial reporting requirements in 24 CFR Part 5, subpart H.
Condition - The information submitted to HUD in the Voucher Management System (VMS) for the Housing Voucher Cluster did not align with the underlying supporting documentation. Specifically, the unit months leased (UML) and housing assistance payments (HAP).
Cause - The discrepancies appear to be a result of software conversion.
Effect - This discrepancy may lead to inaccurate reporting to HUD, potentially affecting funding allocations and compliance with federal program requirements. It could also impact the credibility and reliability of the Authority's financial and programmatic reporting.
Statistical Sampling - The sample was not intended to be, and was not, a statistically valid sample.
Questioned Costs - None identified.
Repeat Finding - This is not a repeat finding.
Recommendation - To mitigate these discrepancies, it is recommended that the Authority implement enhanced internal controls over the VMS reporting process. This includes:
1) Conducting regular reconciliations between VMS submissions and underlying accounting records.
2) Providing additional training to staff responsible for the data entry and review process.
3) Introducing a secondary review process to detect and correct discrepancies before submission.
Management’s Response - (a) Comments on the finding and recommendation - The Authority agrees with the findings. The Authority also agrees with the recommendations, please see below for action taken.
(b) Action taken - The Authority will provide on-going training for finance and accounting personnel to expand their knowledge on HUD reporting requirements related to VMS. Additionally, the Authority will conduct a thorough review to identify the root cause of the discrepancies between the VMS data and the supporting documentation.
(c) Planned implementation date of corrective action - Completed by March 31, 2025.
Criteria - According to 2 CFR §200.512, non-federal entities must submit their audit reports, including financial information, to the Federal Audit Clearinghouse (FAC) within nine months after the end of the audit period. HUD-specific guidelines also require timely submission of financial data via the Financial Data Schedule (FDS) in the Real Estate Assessment Center (REAC) as part of the compliance requirements for entities receiving federal assistance.
Condition - The Authority did not submit its financial information for the fiscal year ended March 31, 2023, to the FAC or to HUD via the FDS by the required deadlines.
Cause - The Authority’s ongoing transition to the Yardi software platform has impacted its capacity to generate comprehensive financial information and adhere to the expected audit timelines.
Effect - The Authority is currently not meeting the reporting requirements mandated for federal awards.
Statistical Sampling - The sample was not intended to be, and was not, a statistically valid sample.
Questioned Costs - None identified.
Repeat Finding - This is not a repeat finding.
Recommendation - The Authority should work closely with Yardi representatives to address specific challenges and expedite the resolution of any system integration issues.
Management’s Response - (a) Comments on the finding and recommendation - The Authority agrees with the findings. However, the root of the issue is related to complications with the software conversion to Yardi.
(b) Action taken - The Authority has replaced Yardi with PHA-Web for its accounting software.
(c) Planned implementation date of corrective action - Completed on October 31, 2024.
Criteria - The Authority must prepare a SEFA for the period covered by the Authority’s financial statements which must include the total Federal awards expended by individual Assistance Listing number as determined in accordance with §200.502 Basis for determining Federal awards expended.
Condition - The Authority did not include $114,639 related to the Emergency Housing Vouchers (Assistance Listing No. 14.871) grant and $718,830 related to the Project-Based Rental Assistance (Assistance Listing No. 14.195) grant in its SEFA for the fiscal year ended March 31, 2023.
Cause - The Authority’s year-end closing and financial reporting procedures were not sufficient to ensure accurate financial reporting.
Effect - The total expenditures of federal awards were understated by $888,252.
Statistical Sampling - The sample was not intended to be, and was not, a statistically valid sample.
Questioned Costs - None identified.
Repeat Finding - This is not a repeat finding.
Recommendation - We recommend verifying the total amount of expenditures on an individual grant basis per review of the general ledger account balances prior to submitting the unaudited Financial Data Schedule (FDS).
Management’s Response - (a) Comments on the finding and recommendation - The Authority agrees with the finding. The Authority also agrees with the recommendations, please see below for action taken.
(b) Action taken - The Authority will continue to utilize Marcum LLP to provide ongoing fee accounting services to incorporate the recommendations listed above on a monthly basis. A comprehensive year-end checklist will continue to be utilized to ensure all general ledger activity is accurate to the underlying support.
(c) Planned implementation date of corrective action - Completed by March 31, 2025.
Criteria - In accordance with 24 CFR 982.158 (a), the Authority must maintain complete and accurate accounts and other records for the program in accordance with HUD requirements, in a manner that permits a speedy and effective audit. The records must be in the form required by HUD, including requirements governing computerized or electronic forms of record-keeping. The Authority must comply with the financial reporting requirements in 24 CFR Part 5, subpart H.
Condition - The information submitted to HUD in the Voucher Management System (VMS) for the Housing Voucher Cluster did not align with the underlying supporting documentation. Specifically, the unit months leased (UML) and housing assistance payments (HAP).
Cause - The discrepancies appear to be a result of software conversion.
Effect - This discrepancy may lead to inaccurate reporting to HUD, potentially affecting funding allocations and compliance with federal program requirements. It could also impact the credibility and reliability of the Authority's financial and programmatic reporting.
Statistical Sampling - The sample was not intended to be, and was not, a statistically valid sample.
Questioned Costs - None identified.
Repeat Finding - This is not a repeat finding.
Recommendation - To mitigate these discrepancies, it is recommended that the Authority implement enhanced internal controls over the VMS reporting process. This includes:
1) Conducting regular reconciliations between VMS submissions and underlying accounting records.
2) Providing additional training to staff responsible for the data entry and review process.
3) Introducing a secondary review process to detect and correct discrepancies before submission.
Management’s Response - (a) Comments on the finding and recommendation - The Authority agrees with the findings. The Authority also agrees with the recommendations, please see below for action taken.
(b) Action taken - The Authority will provide on-going training for finance and accounting personnel to expand their knowledge on HUD reporting requirements related to VMS. Additionally, the Authority will conduct a thorough review to identify the root cause of the discrepancies between the VMS data and the supporting documentation.
(c) Planned implementation date of corrective action - Completed by March 31, 2025.
Criteria - According to 2 CFR §200.512, non-federal entities must submit their audit reports, including financial information, to the Federal Audit Clearinghouse (FAC) within nine months after the end of the audit period. HUD-specific guidelines also require timely submission of financial data via the Financial Data Schedule (FDS) in the Real Estate Assessment Center (REAC) as part of the compliance requirements for entities receiving federal assistance.
Condition - The Authority did not submit its financial information for the fiscal year ended March 31, 2023, to the FAC or to HUD via the FDS by the required deadlines.
Cause - The Authority’s ongoing transition to the Yardi software platform has impacted its capacity to generate comprehensive financial information and adhere to the expected audit timelines.
Effect - The Authority is currently not meeting the reporting requirements mandated for federal awards.
Statistical Sampling - The sample was not intended to be, and was not, a statistically valid sample.
Questioned Costs - None identified.
Repeat Finding - This is not a repeat finding.
Recommendation - The Authority should work closely with Yardi representatives to address specific challenges and expedite the resolution of any system integration issues.
Management’s Response - (a) Comments on the finding and recommendation - The Authority agrees with the findings. However, the root of the issue is related to complications with the software conversion to Yardi.
(b) Action taken - The Authority has replaced Yardi with PHA-Web for its accounting software.
(c) Planned implementation date of corrective action - Completed on October 31, 2024.
Criteria - The Authority must prepare a SEFA for the period covered by the Authority’s financial statements which must include the total Federal awards expended by individual Assistance Listing number as determined in accordance with §200.502 Basis for determining Federal awards expended.
Condition - The Authority did not include $114,639 related to the Emergency Housing Vouchers (Assistance Listing No. 14.871) grant and $718,830 related to the Project-Based Rental Assistance (Assistance Listing No. 14.195) grant in its SEFA for the fiscal year ended March 31, 2023.
Cause - The Authority’s year-end closing and financial reporting procedures were not sufficient to ensure accurate financial reporting.
Effect - The total expenditures of federal awards were understated by $888,252.
Statistical Sampling - The sample was not intended to be, and was not, a statistically valid sample.
Questioned Costs - None identified.
Repeat Finding - This is not a repeat finding.
Recommendation - We recommend verifying the total amount of expenditures on an individual grant basis per review of the general ledger account balances prior to submitting the unaudited Financial Data Schedule (FDS).
Management’s Response - (a) Comments on the finding and recommendation - The Authority agrees with the finding. The Authority also agrees with the recommendations, please see below for action taken.
(b) Action taken - The Authority will continue to utilize Marcum LLP to provide ongoing fee accounting services to incorporate the recommendations listed above on a monthly basis. A comprehensive year-end checklist will continue to be utilized to ensure all general ledger activity is accurate to the underlying support.
(c) Planned implementation date of corrective action - Completed by March 31, 2025.
Criteria - In accordance with 24 CFR 982.158 (a), the Authority must maintain complete and accurate accounts and other records for the program in accordance with HUD requirements, in a manner that permits a speedy and effective audit. The records must be in the form required by HUD, including requirements governing computerized or electronic forms of record-keeping. The Authority must comply with the financial reporting requirements in 24 CFR Part 5, subpart H.
Condition - The information submitted to HUD in the Voucher Management System (VMS) for the Housing Voucher Cluster did not align with the underlying supporting documentation. Specifically, the unit months leased (UML) and housing assistance payments (HAP).
Cause - The discrepancies appear to be a result of software conversion.
Effect - This discrepancy may lead to inaccurate reporting to HUD, potentially affecting funding allocations and compliance with federal program requirements. It could also impact the credibility and reliability of the Authority's financial and programmatic reporting.
Statistical Sampling - The sample was not intended to be, and was not, a statistically valid sample.
Questioned Costs - None identified.
Repeat Finding - This is not a repeat finding.
Recommendation - To mitigate these discrepancies, it is recommended that the Authority implement enhanced internal controls over the VMS reporting process. This includes:
1) Conducting regular reconciliations between VMS submissions and underlying accounting records.
2) Providing additional training to staff responsible for the data entry and review process.
3) Introducing a secondary review process to detect and correct discrepancies before submission.
Management’s Response - (a) Comments on the finding and recommendation - The Authority agrees with the findings. The Authority also agrees with the recommendations, please see below for action taken.
(b) Action taken - The Authority will provide on-going training for finance and accounting personnel to expand their knowledge on HUD reporting requirements related to VMS. Additionally, the Authority will conduct a thorough review to identify the root cause of the discrepancies between the VMS data and the supporting documentation.
(c) Planned implementation date of corrective action - Completed by March 31, 2025.
Criteria - According to 2 CFR §200.512, non-federal entities must submit their audit reports, including financial information, to the Federal Audit Clearinghouse (FAC) within nine months after the end of the audit period. HUD-specific guidelines also require timely submission of financial data via the Financial Data Schedule (FDS) in the Real Estate Assessment Center (REAC) as part of the compliance requirements for entities receiving federal assistance.
Condition - The Authority did not submit its financial information for the fiscal year ended March 31, 2023, to the FAC or to HUD via the FDS by the required deadlines.
Cause - The Authority’s ongoing transition to the Yardi software platform has impacted its capacity to generate comprehensive financial information and adhere to the expected audit timelines.
Effect - The Authority is currently not meeting the reporting requirements mandated for federal awards.
Statistical Sampling - The sample was not intended to be, and was not, a statistically valid sample.
Questioned Costs - None identified.
Repeat Finding - This is not a repeat finding.
Recommendation - The Authority should work closely with Yardi representatives to address specific challenges and expedite the resolution of any system integration issues.
Management’s Response - (a) Comments on the finding and recommendation - The Authority agrees with the findings. However, the root of the issue is related to complications with the software conversion to Yardi.
(b) Action taken - The Authority has replaced Yardi with PHA-Web for its accounting software.
(c) Planned implementation date of corrective action - Completed on October 31, 2024.