Corrective Action Plan 1. Policy and Procedure Review and Update During the first quarter of 2025, GHA conducted a comprehensive review of its Housing Choice Voucher policies and since then, provided staff with ongoing standard operating procedures training related to tenant eligibility, annual rece...
Corrective Action Plan 1. Policy and Procedure Review and Update During the first quarter of 2025, GHA conducted a comprehensive review of its Housing Choice Voucher policies and since then, provided staff with ongoing standard operating procedures training related to tenant eligibility, annual recertifications, income calculations, utility allowance determinations, HUD Form 50058 submissions, and file retention. Policies were adopted and has since been amended as needed to clearly define documentation requirements, timelines, and staff responsibilities. Moving forward, supervisors will conduct 20 percent of active participant files annually, reviewed on a monthly basis, to verify that all required documentation is complete, accurate, and compliant with HUD and federal program requirements. Responsible Party: Housing Program Director / Assistant Director Anticipated Completion Date: March 31, 2027 2. Strengthening Internal Controls and File Management GHA implemented standardized file checklists for move-ins, unit transfers, port-ins, annual recertifications, interim reexaminations, and port-outs to ensure all required documents (including eligibility declarations, signed release forms, income verifications, utility allowance calculations, and HUD Form 50058s) are present and complete prior to file review. Supervisory reviews will be documented on 20 percent of active participant files to confirm compliance. In addition, corrective actions will be taken immediately when deficiencies are identified. Results will also be documented and used to guide additional training or process improvements. Responsible Party: Housing Program Director / Assistant Director Anticipated Completion Date: Monthly 3. Timely HUD Form 50058 Reporting GHA will reinforce reporting timelines and establish monitoring controls to ensure HUD Form 50058s are submitted accurately and timely in accordance with HUD requirements. Monthly reconciliation reports will be reviewed by supervisory staff to identify and correct late or missing submissions. Responsible Party: Housing Program Director / Assistant Director Anticipated Completion Date: Ongoing, with full implementation within 30 days 4. Staff Training and Technical Assistance All HCV staff will receive refresher training on eligibility determinations, income calculation, utility allowance application, documentation requirements, and HUD Form 50058 reporting. Training will emphasize regulatory compliance, record retention, and the importance of complete and accurate tenant files. Responsible Party: Housing Program Director / Assistant Director Anticipated Completion Date: Within 90 days 5. File Quality Control Reviews GHA will implement periodic internal quality control reviews of tenant files, by the Chief Operating Officer, to ensure ongoing compliance. A sample of 30 participant files will be reviewed quarterly, and corrective actions will be taken immediately when deficiencies are identified. Results will also be documented and used to guide additional training or process improvements. Responsible Party: Chief Operating Officer Anticipated Completion Date: Quarterly, beginning within 60 days Expected Results Implementation of this corrective action plan will strengthen internal controls, improve documentation accuracy and timeliness, ensure compliance with HUD and federal requirements, and reduce the risk of future audit findings related to tenant eligibility and reporting. Status of Finding: Open – Corrective actions in progress