Corrective Action Plans

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Finding 393338 (2023-001)
Significant Deficiency 2023
FEDERAL AWARD FINDINGS AND QUESTIONED COSTS: Finding 2023-001 The Organization does not have the required insurance coverage determined by HUD and exposes themselves to potential liability. Program Operating Assistance for Troubled Multifamily Housing Projects - 14.164 Description of Finding Tw...
FEDERAL AWARD FINDINGS AND QUESTIONED COSTS: Finding 2023-001 The Organization does not have the required insurance coverage determined by HUD and exposes themselves to potential liability. Program Operating Assistance for Troubled Multifamily Housing Projects - 14.164 Description of Finding Two months of gross potential receipts was in excess of the Fidelity Bond maintained by the Organization. Statement of Concurrence or Non-Concurrence Management concurs with this finding. Corrective Action Effective February 5, 2024, the Organization had increased their Fidelity Bond coverage for the 2024 fiscal year. Name of Contact Person Joseph Durand Projected Completion Date February 5, 2024
U.S. DEPARTMENT OF HEALTH AND HUMAN SERVICES 2023-002: Section 8 Housing Choice Voucher Program CFDA 14.871 Condition: The Organization did not maintain documentation on file that a redetermination of reasonable rent was completed prior to the contract anniversary. We noted the rent was reasonable...
U.S. DEPARTMENT OF HEALTH AND HUMAN SERVICES 2023-002: Section 8 Housing Choice Voucher Program CFDA 14.871 Condition: The Organization did not maintain documentation on file that a redetermination of reasonable rent was completed prior to the contract anniversary. We noted the rent was reasonable, however, there was no documentation of the Organization testing rent reasonableness in seven different tenant files. Criteria: The Organization must maintain records to document the basis for the determination that rent to owner is a reasonable rent (initially and during the term of the housing assistance payment contract). 24 CFR 982.507. Cause: The Organization failed to maintain documentation in the tenant file. Effect: There is potential of renewing rent to owner agreements in excess of Fair Market Rent. Recommendation: Management should document the redetermination of rent reasonableness in accordance with 24 CFR 982.507. Grantee Response: Management agrees with the finding and will properly document reasonable rent going forward.
U.S. DEPARTMENT OF HEALTH AND HUMAN SERVICES 2023-001: Section 8 Housing Choice Voucher Program – CFDA 14.871 Grant Period: Year ended September 30, 2023 Condition: The Organization did not complete the Housing Quality Control Inspection Test to properly implement all the requirements of 2 CFR Sec...
U.S. DEPARTMENT OF HEALTH AND HUMAN SERVICES 2023-001: Section 8 Housing Choice Voucher Program – CFDA 14.871 Grant Period: Year ended September 30, 2023 Condition: The Organization did not complete the Housing Quality Control Inspection Test to properly implement all the requirements of 2 CFR Section 982.405 of Title 2 U.S. Code of Federal Regulations Part 982, Section 8 Tenant-Based Assistance: Housing Voucher Program. Criteria: In accordance with 2 CFR Section 982.405(b), PHA’s must conduct supervisory quality control HQS (Housing Quality Standards) inspections. Cause: The Organization’s did not complete their internal review of the HQS standards as required by Section 982.405(b). Effect: An important component of internal controls is the existence of operating policies and procedures and that they are clearly understood and communicated. Without verifying these procedures, there is a higher risk of noncompliance with program compliance requirements. Recommendation: Management should perform a supervisory quality control over the HQS inspections. The inspection should follow the guidelines set forth in 24 CFR 985.2. Grantee Response: Management agrees with the finding and will complete the Quality Control Inspection going forward.
Finding 2023-001: Administration of the waiting list 24CFR 982.204 states "except for special admissions, participants must be selected from the PHA waiting r list. The PHA must select participants f om the waiting list in accordance with admission policies in the PHA administrative Plan. Management...
Finding 2023-001: Administration of the waiting list 24CFR 982.204 states "except for special admissions, participants must be selected from the PHA waiting r list. The PHA must select participants f om the waiting list in accordance with admission policies in the PHA administrative Plan. Management did not keep a stagnant copy of the waiting list. The list in the software is perpetual, removing tenants as they are housed. There is no way to test new move-ins were pulled in accordance with the PHA Administrative Plan. Corrective Action Plan: The Johnson City Housing Authority will keep a copy of the waiting list for each program as participants are pulled to lease or receive a voucher. Each list will contain notations concerning tenants that did not lease or attend a briefing. Anticipated Completion Date: Currently in progress and we have contacted our software vendor to see if they can help with a report for this.
b. Finding 2023-2; Section 202 Capital Advance, CFDA 14.157 i. Comments on the Finding a. Management concurs with the finding that the Corporation should make monthly deposits to its replacement reserve in accordance with program documents with HUD. ii. Planned Corrective Action a. Management funde...
b. Finding 2023-2; Section 202 Capital Advance, CFDA 14.157 i. Comments on the Finding a. Management concurs with the finding that the Corporation should make monthly deposits to its replacement reserve in accordance with program documents with HUD. ii. Planned Corrective Action a. Management funded the $2,963 shortfall on February 16, 2024. In addition, management has communicated with the staff the importance of timely replacement reserve deposits and compliance with this requirement to ensure that all required deposits are made as established by HUD. In addition, management will implement a process to transfer the funds via an ACH process to ensure time funding of the reserve. iii. Anticipated Completion Date a. Corrective actions are in process.
View Audit 303580 Questioned Costs: $1
a. Finding 2023-1; Section 202 Capital Advance, CFDA 14.157 i. Comments on the Finding a. Management concurs with the finding that the Corporation should ensure the EIVs are run timely up to 120 days prior to the annual recertification date. ii. Planned Corrective Action a. Management has communicat...
a. Finding 2023-1; Section 202 Capital Advance, CFDA 14.157 i. Comments on the Finding a. Management concurs with the finding that the Corporation should ensure the EIVs are run timely up to 120 days prior to the annual recertification date. ii. Planned Corrective Action a. Management has communicated with the staff, the importance of timely EIV reporting. On a going forward basis, management will enhance its monitoring of compliance with this requirement to ensure EIVs are run within an appropriate time frame. iii. Anticipated Completion Date a. Corrective actions have been completed.
Statement of condition #2023-001: During the year ended September 30, 2023, 1 of 2 resident files selected for testing under the HUD Consolidated Audit Guide was unable to be located by the Agent. Recommendation: The current Management Agent should ensure that all resident files are maintained at ...
Statement of condition #2023-001: During the year ended September 30, 2023, 1 of 2 resident files selected for testing under the HUD Consolidated Audit Guide was unable to be located by the Agent. Recommendation: The current Management Agent should ensure that all resident files are maintained at the site for each resident of the Property, and the Management Agent should ensure that the resident files include all properly executed and documented resident eligibility forms. Action(s) taken or planned on the finding: Management intends to update all resident files as needed to include all resident eligibility forms to ensure the Property is in compliance during the year ended September 30, 2024.
Management agrees with the finding. Since the project does not have the funds to repay the account, the management agent will loan the funds to the property.
Management agrees with the finding. Since the project does not have the funds to repay the account, the management agent will loan the funds to the property.
View Audit 303535 Questioned Costs: $1
Unauthorized disbursements from the reserve fund were made. Recommendation: CLA recommends the Project return the withdrawn funds back to the reserve funds when the funds allow. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action planned in resp...
Unauthorized disbursements from the reserve fund were made. Recommendation: CLA recommends the Project return the withdrawn funds back to the reserve funds when the funds allow. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action planned in response to finding: Management has received the delayed rental income payments and is working to return the funds. Name of the contact person responsible for corrective action: Matthew Fontaine, Controller DeMarco Management Corp. Planned completion date for corrective action plan: April 1, 2024
View Audit 303527 Questioned Costs: $1
Deposits required by HUD were not made during fiscal year 2023 to the reserve fund. Recommendation: CLA Recommends the Project make all fiscal year 2023 deposits as soon as funds allow. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action planned...
Deposits required by HUD were not made during fiscal year 2023 to the reserve fund. Recommendation: CLA Recommends the Project make all fiscal year 2023 deposits as soon as funds allow. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action planned in response to finding: Management has received the delayed rental income payments and is working to make the back deposits. Name of the contact person responsible for corrective action: Matthew Fontaine, Controller DeMarco Management Corp. Planned completion date for corrective action plan: April 1, 2024
View Audit 303527 Questioned Costs: $1
Finding 393194 (2023-004)
Significant Deficiency 2023
The Department of Labor and Workforce Development (DLWD) continues to monitor all first payment and non-monetary time lapse figures in order to meet the established USDOL Acceptable Levels of Performance (ALP). As workloads return to normal levels after the increased activity from the COVID-19 pand...
The Department of Labor and Workforce Development (DLWD) continues to monitor all first payment and non-monetary time lapse figures in order to meet the established USDOL Acceptable Levels of Performance (ALP). As workloads return to normal levels after the increased activity from the COVID-19 pandemic related claims, greater emphasis will continue to be placed on meeting all ALPs. Specifically relating to first payments and the previously discussed issues with claimants verifying their identity before any payments can be made, the DLWD has made some internal changes to how returned verified IDs from our ID verification partner (ID.me) are handled. These modifications to the internal process used to clear verified IDs are expected to have a positive impact on overall time lapse numbers as verified claimants will not be delayed longer than they previously were under the old process. The month of April starts the new reporting year for these figures to USDOL and New Jersey expects to see significant increases to first payment and non-monetary time lapse figures by the third quarter of calendar year 2024. COMPLETION DATE/ CONTACT PERSON September 2023 Theresa Vallely (609) 984-1779 Theresa.Vallely@dol.nj.gov
The Department of Labor and Workforce Development (DLWD) has controls in place to only allow an FPUC payment to be made when an underlying Unemployment Insurance (UI) payment has also been processed. FPUC payments should not be issued to any claim without the underlying UI payment being made for th...
The Department of Labor and Workforce Development (DLWD) has controls in place to only allow an FPUC payment to be made when an underlying Unemployment Insurance (UI) payment has also been processed. FPUC payments should not be issued to any claim without the underlying UI payment being made for the same week. The FPUC payments issued and noted as exceptions during eligibility testing will be reviewed independently by DLWD to determine if the payments issued were to eligible recipients or not. For the PUA exceptions noted during Eligibility testing, overall the DLWD issued PUA payments to over 680,000 claimants during the COVID-19 pandemic. DLWD had controls in place to require a COVID related reason to make the claim PUA eligible and the weekly PUA certification required claimants to choose a COVID related reason for why they were out of work before they could get paid. The PUA payments in question will be reviewed independently by the DLWD to determine if the payments issued under PUA were appropriate or if they should have been paid instead under the regular UI program. DLWD corrective actions related to FPUC and PUA payments were fully implemented as of September 2023. COMPLETION DATE/ CONTACT PERSON September 2023 Theresa Vallely (609) 984-1779 Theresa.Vallely@dol.nj.gov
View Audit 303516 Questioned Costs: $1
Recommendation: The design of the current controls should be reviewed to ensure tenant files are accurate, complete, and orderly and include a checklist of required documentation and retention guidelines. Procedures should also be established to ensure that the Form 50059 is completed timely and pr...
Recommendation: The design of the current controls should be reviewed to ensure tenant files are accurate, complete, and orderly and include a checklist of required documentation and retention guidelines. Procedures should also be established to ensure that the Form 50059 is completed timely and properly executed. The documentation in the files should support the data used in preparing the Form 50059 and calculating the tenant’s share of the rent. Action Taken: Management has started the process of reviewing, revising, streamlining and educating all staff on the HUD guidelines related to tenant file documentation requirements and proper completion of the Form 50059, including the documentation required to support the rent calculations.
Recommendation: Procedures should be established to properly track requests, approvals and withdrawals form the reserve for replacements account. Action Taken: Management has started the process of reviewing, revising, streamlining and educating all staff on the HUD guidelines related to the reserv...
Recommendation: Procedures should be established to properly track requests, approvals and withdrawals form the reserve for replacements account. Action Taken: Management has started the process of reviewing, revising, streamlining and educating all staff on the HUD guidelines related to the reserve for replacements account.
Recommendation: The design of the current controls should be reviewed to ensure tenant files are accurate, complete, and orderly and include a checklist of required documentation and retention guidelines. Procedures should also be established to ensure that the Form 50059 is completed timely and pr...
Recommendation: The design of the current controls should be reviewed to ensure tenant files are accurate, complete, and orderly and include a checklist of required documentation and retention guidelines. Procedures should also be established to ensure that the Form 50059 is completed timely and properly executed. The documentation in the files should support the data used in preparing the Form 50059 and calculating the tenant’s share of the rent. Action Taken: Management has started the process of reviewing, revising, streamlining and educating all staff on the HUD guidelines related to tenant file documentation requirements and proper completion of the Form 50059, including the documentation required to support the rent calculations.
Recommendation: The design of the current controls should be reviewed to ensure tenant files are accurate, complete, and orderly and include a checklist of required documentation and retention guidelines. Procedures should also be established to ensure that the Form 50059 is completed timely and pr...
Recommendation: The design of the current controls should be reviewed to ensure tenant files are accurate, complete, and orderly and include a checklist of required documentation and retention guidelines. Procedures should also be established to ensure that the Form 50059 is completed timely and properly executed. The documentation in the files should support the data used in preparing the Form 50059 and calculating the tenant’s share of the rent. Action Taken: Management has started the process of reviewing, revising, streamlining and educating all staff on the HUD guidelines related to tenant file documentation requirements and proper completion of the Form 50059, including the documentation required to support the rent calculations.
Finding 2023-001: Comments on the Finding and Each Recommendation: Management fees of $2,383 were prepaid at December 31, 2023. The Agent should reimburse $2,383 to the Community. Action(s) taken or planned on the finding: Agree. On March 26, 2024, the Agent reimbursed $2,383 to the Community...
Finding 2023-001: Comments on the Finding and Each Recommendation: Management fees of $2,383 were prepaid at December 31, 2023. The Agent should reimburse $2,383 to the Community. Action(s) taken or planned on the finding: Agree. On March 26, 2024, the Agent reimbursed $2,383 to the Community.
View Audit 303483 Questioned Costs: $1
During the audit of the 2023 financials, it was noted as a finding that a transfer was done from Residual Receipts to the Operating Account without HUD approval. This was to pay for damage done to unit #19 until the insurance funds were received; the Residual Receipts Account was reimburse as soon a...
During the audit of the 2023 financials, it was noted as a finding that a transfer was done from Residual Receipts to the Operating Account without HUD approval. This was to pay for damage done to unit #19 until the insurance funds were received; the Residual Receipts Account was reimburse as soon as the insurance check was received. There was no authorization from HUD for the transfer. In the future, this will not be done unless we have approval from HUD to do the transfer.
View Audit 303422 Questioned Costs: $1
During the audit of the 2023 financials, it was noted as a finding that a transfer was done from Residual Receipts to the Operating Account without HUD approval. This was to pay for the repairs done before the REAC inspection; the Residual Receipts Account was reimburse as soon as we received the ap...
During the audit of the 2023 financials, it was noted as a finding that a transfer was done from Residual Receipts to the Operating Account without HUD approval. This was to pay for the repairs done before the REAC inspection; the Residual Receipts Account was reimburse as soon as we received the approval to transfer the funds from the Reserve account. There was no authorization from HUD for the transfer (Residual Receipts to Operating) but there is approval from HUD for Reserve to Operating. In the future, this will not be done unless we have approval from HUD to do the transfer.
View Audit 303421 Questioned Costs: $1
Views of Responsible Officials: IW is utilizing a procedure to ensure that procured units are compliant with rent reasonableness standards. Currently, the Housing Locator identifies rental units of similar size and within a similar geographic region. The asking rental cost for each unit is compared ...
Views of Responsible Officials: IW is utilizing a procedure to ensure that procured units are compliant with rent reasonableness standards. Currently, the Housing Locator identifies rental units of similar size and within a similar geographic region. The asking rental cost for each unit is compared to the daily FMR rate. Based on the audit results we have revised this procedure to include documentation of this process in a spreadsheet. The unit once chosen by the client will be clearly indicated. The rent reasonableness rate during the selection period will also be indicated on the spreadsheet.
UNDEFUNDING OF THE RESERVE RECOMMENDATION: WE RECOMMEND THAT MANAGEMENT TAKE THE NECESSARY STEPS TO ENSURE THAT FUTURE DEPOSITS ARE MADE IN ACCORDANCE WITH HUD REGULATION. PAYMENTS SHOULD BE MADE MONTHLY INTO THE REPLACEMENNT RESERVE. THERE IS NO DISAGREEMENT WITH THE AUDIT FINDING. ACTION PLANNE...
UNDEFUNDING OF THE RESERVE RECOMMENDATION: WE RECOMMEND THAT MANAGEMENT TAKE THE NECESSARY STEPS TO ENSURE THAT FUTURE DEPOSITS ARE MADE IN ACCORDANCE WITH HUD REGULATION. PAYMENTS SHOULD BE MADE MONTHLY INTO THE REPLACEMENNT RESERVE. THERE IS NO DISAGREEMENT WITH THE AUDIT FINDING. ACTION PLANNED IN RESPONSE TO FINDING: THE PROJECT'S OPERATING SYSTEM AND ANNUAL PROCEDURES ARE BEING ADDRESSED TO COMPLY WITH HUD. NAME OF THE CONTACT PERSON RESPONSIBLE FOR CORRECTIVE ACTION: JOHN WESTERVELT, PRESIDENT PLANNED COMPLETION DATE FOR CORRECTIVE ACTION PLAN: JANUARY 31, 2024
Cleveland County Senior Citizens Housing, Inc. Shelby, North Carolina CORRECTIVE ACTION PLAN ...
Cleveland County Senior Citizens Housing, Inc. Shelby, North Carolina CORRECTIVE ACTION PLAN March 18, 2024 U.S. Department of Housing and Urban Development Five Points Plaza Building 40 Marietta Street Atlanta, Georgia 30303 Cleveland County Senior Citizens Housing, Inc. respectfully submits the following Corrective Action Plan for the year ended December 31, 2023. Bernard Robinson & Company, L.L.P. 1501 Highwoods Blvd., Suite 300 Greensboro, North Carolina 27410 The finding from the December 31, 2023 Schedule of Findings and Questioned Costs is discussed below. The finding is numbered consistently with the number assigned in the schedule. FINDINGS - Financial Statement and Federal Award Program Audit Finding 2023-001: Recommendation: We recommend management continue to maintain strong internal controls at the site to effectively catch any employee theft that may occur. Action Taken: We agree with Finding 2023-001 and the recommendation described in the accompanying schedule of findings and questioned costs. Management will continue to ensure that strong internal controls are maintained at the site to effectively catch any employee theft that may occur. If HUD has questions regarding this action plan, please call Joe Ward at (336)724-1110. Sincerely yours, Joe Ward NC Asset Manager Residential Properties Management, Inc. Managing Agent
View Audit 303325 Questioned Costs: $1
Corrected action has been completed. The financial statements were submitted on May 2, 2023.
Corrected action has been completed. The financial statements were submitted on May 2, 2023.
Finding #2023-001 Comments on Findings and Recommendation: The Corporation's required deposit into the residual receipts account per the December 31, 2022 Computation of Surplus Cash, Distributions and Residual Receipts of $10,490 was not deposited within 90 days of the fiscal year end. Management s...
Finding #2023-001 Comments on Findings and Recommendation: The Corporation's required deposit into the residual receipts account per the December 31, 2022 Computation of Surplus Cash, Distributions and Residual Receipts of $10,490 was not deposited within 90 days of the fiscal year end. Management should make all required residual receipts deposits per the annual Computation of Surplus Cash, Distributions and Residual Receipts within 90 days after the fiscal year end. Action(s) taken or planned on the finding: Management concurs with the finding and recommendation. Management deposited $10,490 into the residual receipts fund on May 23, 2023. No further action is required.
View Audit 303230 Questioned Costs: $1
Finding #2023-002 Comments on Findings and Recommendation: At December 31, 2023, management has only made $16,583 of the required $60,829 deposit to the residual receipts account base on the December 31, 2022 Computation of Surplus Cash Distributions and Residual Receipts. Management should transfer...
Finding #2023-002 Comments on Findings and Recommendation: At December 31, 2023, management has only made $16,583 of the required $60,829 deposit to the residual receipts account base on the December 31, 2022 Computation of Surplus Cash Distributions and Residual Receipts. Management should transfer the deficient amount of $44,246 to the residual receipts account. Action(s) taken or planned on the finding: Management concurs with the finding and recommendation. Management deposited $44,246 to the residual receipts account on February 1, 2024. No further action is required.
View Audit 303229 Questioned Costs: $1
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