Audit 405076

2025-001 ALN 14.871 – Housing Choice Voucher Program – Eligibility Condition and Criteria: During our testing of tenant files for the HCV Program, we identified multiple instances where required eligibility and program documentation was missing or inconsistent. Specifically, we identified 1 instance where files lacked required third-party income verification. 5 files did not contain a Declaration of Section 214 Status for one or more household members. 2 files contained utility allowance amounts that were not supported by the approved utility allowance schedule in effect at the time of certification. 4 files were missing proof of completed HSQ inspection. 2 files were missing proof of EIV being run in the last 12 months. 2 files were missing proof of new move-in tenants being pulled from of waiting lists. HUD regulations require Public Housing Authorities administering the Housing Choice Voucher Program to Obtain and document third‑party verification of income when available (24 CFR 5.236; HUD Handbook 4350.3). Maintain a signed Declaration of Section 214 Status for each assisted household member to establish eligibility for federal housing assistance (24 CFR 5.508). Ensure that utility allowance amounts used in rent calculations match the PHA’s current, HUD‑approved utility allowance schedule (24 CFR 982.517). Amount of Questioned Costs: None Context: The Authority's staff had inadequate internal controls over the Authority’s Housing Choice Voucher Program tenant eligibility process which has led to incomplete and inaccurate eligibility documentation. Specifically, we identified 1 instance where files lacked required third-party income verification. 5 files did not contain a Declaration of Section 214 Status for one or more household members. 2 files contained utility allowance amounts that were not supported by the approved utility allowance schedule in effect at the time of certification. 4 files were missing proof of completed HSQ inspection. 2 files were missing proof of EIV being run in the last 12 months. 2 files were missing proof of new move-in tenants being pulled from of waiting lists. Cause: These exceptions appear to result from insufficient internal controls over tenant file documentation, including inconsistent application of verification procedures and inadequate file review processes prior to certification and payment. Effect or Potential Effect: Failure to maintain complete and accurate tenant files increases the risk of improper eligibility determinations, incorrect rent and subsidy calculations, and noncompliance with HUD program requirements. Auditor‘s Recommendation: We recommend that the Authority strengthen its internal controls over tenant file documentation by implementing a standardized file review checklist as well as providing staff training on HUD verification and eligibility requirements. We also recommend conducting periodic supervisory reviews to ensure all required documentation is obtained, retained, and accurately reflected in HUD-50058 submissions. Grantee Response: Management acknowledges the findings and is following the auditor’s recommendation.