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Corrective Action Plans

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Finding 1153681 (2024-003)
Material Weakness 2024
Ridgecrest at Richfield
VA
HUD Housing Programs Allowable Costs / Cost Principles
Action plan for two missing leases For FY25, only 2 months exist. During this time, leases were signed and placed in physical files in the business office on the property. The property closed on 12/1/2024 so the new owners do have the signed leases. proposed completion date: Immediately.
Action plan for two missing leases For FY25, only 2 months exist. During this time, leases were signed and placed in physical files in the business office on the property. The property closed on 12/1/2024 so the new owners do have the signed leases. proposed completion date: Immediately.
View Audit 366834
Finding 1153680 (2024-002)
Material Weakness 2024
Ridgecrest at Richfield
VA
Cash Management HUD Housing Programs
Action plan to improve the filing process for Ridgecrest Surplus cash deposit. Per the corrective action plan for FY24, "Mary Clements, CFO, the only accounting professional left at Richfield, was set an annual reminder for 45 days after the end of the fiscal year. HUD form 93486 will be completed a...
Action plan to improve the filing process for Ridgecrest Surplus cash deposit. Per the corrective action plan for FY24, "Mary Clements, CFO, the only accounting professional left at Richfield, was set an annual reminder for 45 days after the end of the fiscal year. HUD form 93486 will be completed and funds will be sent to the reserve within 60 days after the end of the fiscal year. The FY22 deposit is combined with the FY23 deposit on form 93486. The deposit for FY23 is also late. I have notified Evangeline Hilboldt at Lument. When she receives the payment, she will mark both years as complying. The deposit is being sent today, 8/2/2024." However, several days after the transfer, the transfer was rejected. I booked the rejection and did not resend the funds. I set a reminder for FY24, so I was reminded on November 15th to send the funds and the form 93486 by 11/29/2024. However, by this date, we knew that the closing of the property was happening on 12/1/2024. No funds were sent in. The loan was paid off on 12/5/2024, and no future payments will be needed. The reserve was accounted for in the closing. proposed completion date: Immediately.
View Audit 366834
Finding 1153679 (2024-001)
Material Weakness 2024
Ridgecrest at Richfield
VA
Cash Management HUD Housing Programs
Action plan to improve the filing process for Ridgecrest Surplus cash deposit. Per the corrective action plan for FY24, "Mary Clements, CFO, the only accounting professional left at Richfield, was set an annual reminder for 45 days after the end of the fiscal year. HUD form 93486 will be completed a...
Action plan to improve the filing process for Ridgecrest Surplus cash deposit. Per the corrective action plan for FY24, "Mary Clements, CFO, the only accounting professional left at Richfield, was set an annual reminder for 45 days after the end of the fiscal year. HUD form 93486 will be completed and funds will be sent to the reserve within 60 days after the end of the fiscal year. The FY22 deposit is combined with the FY23 deposit on form 93486. The deposit for FY23 is also late. I have notified Evangeline Hilboldt at Lument. When she receives the payment, she will mark both years as complying. The deposit is being sent today, 8/2/2024." However, several days after the transfer, the transfer was rejected. I booked the rejection and did not resend the funds. I set a reminder for FY24, so I was reminded on November 15th to send the funds and the form 93486 by 11/29/2024. However, by this date, we knew that the closing of the property was happening on 12/1/2024. No funds were sent in. The loan was paid off on 12/5/2024, and no future payments will be needed. The reserve was accounted for in the closing. proposed completion date: Immediately.
View Audit 366834
Finding 1153653 (2024-003)
Material Weakness 2024
Corvallis Caring Place Project No. 126-22128
OR
Questioned Costs HUD Housing Programs Reporting
Unauthorized Change in Management Agent and Unauthorized Distribution We agree with this finding. During 2023, the Organization hired and transitioned the operational management to a management agent which is not approved by HUD. Subsequent to year end, the Organization has changed to a new property...
Unauthorized Change in Management Agent and Unauthorized Distribution We agree with this finding. During 2023, the Organization hired and transitioned the operational management to a management agent which is not approved by HUD. Subsequent to year end, the Organization has changed to a new property management company during 2025 which is approved by HUD.
View Audit 366819 Questioned Costs: $1
Finding 1153652 (2024-002)
Material Weakness 2024
Corvallis Caring Place Project No. 126-22128
OR
Reporting HUD Housing Programs
Late submission of the Single Audit Reporting Package and Data Collection Form to the Federal Audit Clearinghouse (FAC) We agree with this finding. The annual financial statement audit for the year ending December 31, 2023 was not completed and submitted to the Federal Audit Clearinghouse by the sta...
Late submission of the Single Audit Reporting Package and Data Collection Form to the Federal Audit Clearinghouse (FAC) We agree with this finding. The annual financial statement audit for the year ending December 31, 2023 was not completed and submitted to the Federal Audit Clearinghouse by the statutory due date of September 30, 2024 and the HUD REAC AFS was not submitted by September 30, 2024 as required. The prior property manager for 2024 was terminated effective March 31, 2025 and has been replaced by a new property management company. The new property management agent is familiar with HUD and federal reporting requirements and will submit future reports in a timely manner.
View Audit 366819
Finding 1153549 (2024-002)
Material Weakness 2024
Eau Claire County Housing Authority
WI
Allowable Costs / Cost Principles HUD Housing Programs Significant Deficiency
Time and Effort Documentation Corrective Action Plan (CAP): Recommendation: We recommend, the entity develop a method to track actual time spent on various programs to support time allocated to federal award programs. Explanation of disagreement with audit finding: There is no disagreement with the ...
Time and Effort Documentation Corrective Action Plan (CAP): Recommendation: We recommend, the entity develop a method to track actual time spent on various programs to support time allocated to federal award programs. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action planned/taken in response to finding: The Authority will verify that actual time is tracked to comply with the requirements. Name of the contact person responsible for corrective action: Nicole Benson Planned completion date for corrective action plan: December 31, 2025
View Audit 366813
Finding 1153547 (2024-001)
Material Weakness 2024
Eau Claire County Housing Authority
WI
HUD Housing Programs Significant Deficiency Internal Control / Segregation of Duties
Timely Rent Reasonableness Calculations Corrective Action Plan (CAP): Recommendation: We recommend, the Authority develop a process to ensure that rent reasonableness calculations are completed prior to becoming effective Explanation of disagreement with audit finding: There is no disagreement with ...
Timely Rent Reasonableness Calculations Corrective Action Plan (CAP): Recommendation: We recommend, the Authority develop a process to ensure that rent reasonableness calculations are completed prior to becoming effective Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action planned/taken in response to finding: The Authority will train individuals doing the calculations to ensure calculations are completed timely and enforce processes to verify rent reasonableness calculations are done. Name of the contact person responsible for corrective action: Nicole Benson Planned completion date for corrective action plan: December 31, 2025
View Audit 366813
Finding 1153479 (2024-001)
Material Weakness 2024
Ecostudies Institute
WA
Subrecipient Monitoring HUD Housing Programs Reporting § 200.329
Conservation and Rehabilitation of Natural Resources on Military Installations – Assistance Listing No. 12.005 Recommendation: CLA recommends for the Organization to place emphasis on stronger controls around the timely filing of required reports, such as retaining a monthly checklist of required re...
Conservation and Rehabilitation of Natural Resources on Military Installations – Assistance Listing No. 12.005 Recommendation: CLA recommends for the Organization to place emphasis on stronger controls around the timely filing of required reports, such as retaining a monthly checklist of required reconciliations and reports. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: Previous corrective actions were completed in October 2024 following FY 2022 & 2023 Audits, including creating a calendar of required reconciliations and reports for all agreements. We also updated our procedure for review, approval, and documentation of Federal Financial Reports. We intend to add an additional and stronger control by adding performance and financial report schedules as part of our internal project software (Asana). Name(s) of the contact person(s) responsible for corrective action: Gary Slater Planned completion date for corrective action plan: 10/1/2025
View Audit 366729
Finding 1153478 (2024-001)
Material Weakness 2024
Mississippi Regional Housing Authority II
MS
HUD Housing Programs Special Tests & Provisions Internal Control / Segregation of Duties
Corrective Action Plan: Upon assuming the role of Executive Director in July 2024, it became clear that rent reasonableness studies were not being conducted under the previous administration, as required. Recognizing the importance of compliance with HUD regulations, I initiated the implementation o...
Corrective Action Plan: Upon assuming the role of Executive Director in July 2024, it became clear that rent reasonableness studies were not being conducted under the previous administration, as required. Recognizing the importance of compliance with HUD regulations, I initiated the implementation of a rent reasonableness policy and process. To support this effort, we entered into a contract with MRI to provide us with the rent reasonableness software. Last year we supplied MRI with the necessary property addresses and zip codes to begin the analysis. Due to the complexity of the implementation and the volume of data required, the setup process took time. We are now actively incorporating rent reasonableness determinations into all tenant files during annual recertifications and interims. With nearly 700 families in our program, this is an ongoing process, but significant progress has been made. Our team is fully committed to ensuring full compliance with HUD regulations, and we continue to work diligently toward that goal. In addition, to ensure continued compliance and to maintain the integrity of our files, the HCV Supervisor will be conducting weekly audits. This internal quality control measure helps us identify and address any inconsistencies or issues in a timely manner.
View Audit 366728
Finding 1153455 (2024-001)
Material Weakness 2024
Bladenboro Housing Authority
NC
Eligibility HUD Housing Programs Reporting
Bladenboro Housing Authority Corrective Action Plan For the Year Ended December 31, 2024 Section II - Financial Statement Findings None Reported Section III - Federal Award Findings and Questioned Costs Finding 2024-001 Name of Contact Person: Becky Tatum Interim Director Corrective Action: Manageme...
Bladenboro Housing Authority Corrective Action Plan For the Year Ended December 31, 2024 Section II - Financial Statement Findings None Reported Section III - Federal Award Findings and Questioned Costs Finding 2024-001 Name of Contact Person: Becky Tatum Interim Director Corrective Action: Management will implement proper internal control procedures for the Public and Indian Housing program eligibility requirements. Proposed Completion Date: Immediately
View Audit 366705
Finding 1153325 (2024-006)
Material Weakness 2024
County of Trinity
CA
Questioned Costs Matching / Level of Effort / Earmarking Subrecipient Monitoring
Federal program title - U.S. Department of Housing and Urban Development – 14.239 Recommendation: CLA recommends the County develop procedures, such as including a compliance checklist in the receivables listing sent to the auditor’s office, to ensure that outstanding loan continuing compliance is p...
Federal program title - U.S. Department of Housing and Urban Development – 14.239 Recommendation: CLA recommends the County develop procedures, such as including a compliance checklist in the receivables listing sent to the auditor’s office, to ensure that outstanding loan continuing compliance is performed timely and documented in accordance with the HOME grant loan provision. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: The County will not be applying for any CDBG grants in the future unless there is adequate administrative cost allocation in the grant. The County will continue to make every effort to adequately close out CDBG grants and provide reports to the granting organization as staff and priorities allow. Name(s) of the contact person(s) responsible for corrective action: Under direction of the County Administrative Officer, the Senior Financial Analyst Suzie Hawkins. Planned completion date for correcting action plan: Completed and on-going.
View Audit 366553 Questioned Costs: $1
Finding 1153324 (2024-005)
Material Weakness 2024
County of Trinity
CA
Questioned Costs Subrecipient Monitoring HUD Housing Programs
Federal program title – Community Development Block Grant Recommendation: CLA recommends the County develop procedures, such as a checklist to ensure that special tests and provision requirements are tracked and met. Additionally, CLA recommends that the County perform cross training with employees ...
Federal program title – Community Development Block Grant Recommendation: CLA recommends the County develop procedures, such as a checklist to ensure that special tests and provision requirements are tracked and met. Additionally, CLA recommends that the County perform cross training with employees to ensure that knowledge is shared among the team members. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: The County will not be applying for any CDBG grants in the future unless there is adequate administrative cost allocation in the grant. The County will continue to make every effort to adequate close out CDBG grants and provide reports to the granting organization as staff and priorities allow. Name(s) of the contact person(s) responsible for corrective action: Under direction of the County Administrative Officer, the Senior Financial Analyst Suzie Hawkins. Planned completion date for correcting action plan: Completed and on-going.
View Audit 366553 Questioned Costs: $1
Finding 1153317 (2024-004)
Material Weakness 2024
County of Trinity
CA
Questioned Costs HUD Housing Programs Matching / Level of Effort / Earmarking
Federal program title – Community Development Block Grant – CDBG – CFDA 14.228 Recommendation: CLA recommends the County develop procedures, such as including a compliance checklist in the receivables listing sent to the auditor’s office, to ensure that outstanding loan continuing compliance is perf...
Federal program title – Community Development Block Grant – CDBG – CFDA 14.228 Recommendation: CLA recommends the County develop procedures, such as including a compliance checklist in the receivables listing sent to the auditor’s office, to ensure that outstanding loan continuing compliance is performed timely and documented in accordance with the CDBG grant loan provision. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: The County will not be applying for any CDBG grants in the future unless there is adequate administrative cost allocation in the grant. The County will continue to make every effort to adequately close out CDBG grants and provide reports to the granting organization as staff and priorities allow. Name(s) of the contact person(s) responsible for corrective action: Under direction of the County Administrative Officer, the Senior Financial Analyst Suzie Hawkins Planned completion date for correcting action plan: Completed and on-going.
View Audit 366553 Questioned Costs: $1
Finding 1153305 (2024-001)
Material Weakness 2024
Las Villas De Magnolia, Inc.
TX
Questioned Costs HUD Housing Programs Cash Management
CORRECTIVE ACTION PLAN: Name and Number of the Project: Las Villas de Magnolia, Inc. No. 447-EE123 Audit Firm: M Group, LLP Audit Period: The year ended December 31, 2024 Compliance Review: A. COMMENTS ON FINDINGS AND RECOMMENDATIONS: We concur with the findings and recommendations of our auditors r...
CORRECTIVE ACTION PLAN: Name and Number of the Project: Las Villas de Magnolia, Inc. No. 447-EE123 Audit Firm: M Group, LLP Audit Period: The year ended December 31, 2024 Compliance Review: A. COMMENTS ON FINDINGS AND RECOMMENDATIONS: We concur with the findings and recommendations of our auditors regarding our noncompliance as cited in the accompanying Schedule of Findings and Questioned Costs. ACTIONS TAKEN: FINDING I: Section 202 Capital Advance, CFDA 14: 157 CORRECTIVE ACTION TCOMPLETED: Cleared: On March 31, 2025, the Company transferred $2,000 to the residual receipts account. We have prepared the corrective action plan as required by the standards applicable to financial statements contained in Government Auditing Standards and by the audit requirements of Title 2 US. Code of Federal Regulations Part 200, Uniform Administrative Requirements, Cost Principals, and Audit Requirements for Federal Awards. Any questions regarding the above corrective action plan should be directed to Mr. Stewart Grounds, Chief Financial Officer.
View Audit 366528 Questioned Costs: $1
Finding 1153304 (2024-002)
Material Weakness 2024
Benet Place South
MN
HUD Housing Programs Material Weakness Reporting
Material Weakness: Internal Controls Over Compliance: The HUD approved budget for the 24-25 grant period, one replacement reserve withdrawal, and the bank reconciliations for August through December did not have documented review or approval. Recommendation: The Project should establish and follow a...
Material Weakness: Internal Controls Over Compliance: The HUD approved budget for the 24-25 grant period, one replacement reserve withdrawal, and the bank reconciliations for August through December did not have documented review or approval. Recommendation: The Project should establish and follow a consistent review process for budgets, replacement reserve withdrawals, and bank reconciliations. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: Management continues to review and establish monthly processes related to review and approval of budgets, replacement reserve withdrawals, and bank reconciliations.
View Audit 366520
Finding 1153303 (2024-004)
Material Weakness 2024
Benet Place
MN
Questioned Costs HUD Housing Programs Significant Deficiency
Significant Deficiency: Missing one deposit to the replacement reserve. $11,422 Recommendation: The Project should establish and follow a consistent monthly review process to ensure all deposits to the replacement reserve are made on a timely basis. Explanation of disagreement with audit finding: Th...
Significant Deficiency: Missing one deposit to the replacement reserve. $11,422 Recommendation: The Project should establish and follow a consistent monthly review process to ensure all deposits to the replacement reserve are made on a timely basis. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: Management continues to review and establish processes related to review and approval to ensure monthly replacement reserve deposits are made.
View Audit 366519 Questioned Costs: $1
Finding 1153302 (2024-003)
Material Weakness 2024
Benet Place
MN
HUD Housing Programs Material Weakness Reporting
Material Weakness: Internal Controls Over Compliance: The HUD approved budget for the 24-25 grant period, one replacement reserve withdrawal, and the bank reconciliations for August through December did not have documented review or approval. Recommendation: The Project should establish and follow a...
Material Weakness: Internal Controls Over Compliance: The HUD approved budget for the 24-25 grant period, one replacement reserve withdrawal, and the bank reconciliations for August through December did not have documented review or approval. Recommendation: The Project should establish and follow a consistent review process for budgets, replacement reserve withdrawals, and bank reconciliations. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: Management continues to review and establish monthly processes related to review and approval of budgets, replacement reserve withdrawals, and bank reconciliations.
View Audit 366519
Finding 1153301 (2024-002)
Material Weakness 2024
Benet Place
MN
Questioned Costs Allowable Costs / Cost Principles HUD Housing Programs
Material Weakness: Unauthorized Loan Recommendation: Management should implement a monthly review process to ensure that management fees are billed in accordance with the terms of the management agreement. Additionally, payroll allocations should be reviewed monthly to confirm that only the appropri...
Material Weakness: Unauthorized Loan Recommendation: Management should implement a monthly review process to ensure that management fees are billed in accordance with the terms of the management agreement. Additionally, payroll allocations should be reviewed monthly to confirm that only the appropriate share of expenses is charged to the Project. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: Management continues to review and establish month end and year end procedures to properly record management fees accordance with HUD approved rate. The payroll allocation issue arose due to a salary allocation being missed during the property management transition. Management continues to review and establish procedures related to payroll allocations to ensure correct expenses are allocated to the Project.
View Audit 366519 Questioned Costs: $1
Finding 1153300 (2024-002)
Material Weakness 2024
St Croix Valley Supportive Housing for the Elderly, Inc.
WI
Questioned Costs Allowable Costs / Cost Principles HUD Housing Programs
Federal Agency: U.S. Dept. of Housing and Urban Development Federal Program: Section 202 Capital Advance Assistance Listing Number: 14.157 Federal Award Identification Number and Year: WI39S971003-23Z-2023 2024-002 Material Weakness: Unauthorized Loan Recommendation: Payroll allocations should be re...
Federal Agency: U.S. Dept. of Housing and Urban Development Federal Program: Section 202 Capital Advance Assistance Listing Number: 14.157 Federal Award Identification Number and Year: WI39S971003-23Z-2023 2024-002 Material Weakness: Unauthorized Loan Recommendation: Payroll allocations should be reviewed monthly to confirm that only the appropriate share of expenses is charged to the Project. Explanation of disagreement with audit finding: There is no disagreement with the audit finding. Action taken in response to finding: The issue arose due to a salary allocation being missed during the general ledger conversion. Management continues to review and establish procedures related to payroll allocations to ensure correct expenses are allocated to the Project. Names of the contact persons responsible for corrective action: Tom Krolak Planned completion date for corrective action plan: December 31, 2025
View Audit 366518 Questioned Costs: $1
Finding 1153297 (2024-001)
Material Weakness 2024
Dunn Housing Authority
NC
Eligibility HUD Housing Programs Reporting
Corrective Action Plan Section II - Financial Statement Findings None Reported Section III - Federal Award Findings and Questioned Costs Finding 2024-001 Name of Contact Person: Felicia Chester, Executive Director Corrective Action: We will implement proper internal control procedures for the Public...
Corrective Action Plan Section II - Financial Statement Findings None Reported Section III - Federal Award Findings and Questioned Costs Finding 2024-001 Name of Contact Person: Felicia Chester, Executive Director Corrective Action: We will implement proper internal control procedures for the Public and Indian Housing program elegibility requirements. Mangement has established a checklist for applications and will establish checklists for move-ins and move-outs. Proposed Completion Date: Immediately
View Audit 366512
Finding 1153274 (2024-003)
Material Weakness 2024
Housing Authority of the City of Lafayette
LA
HUD Housing Programs
The Project will strengthen controls over timely performance and appropriate documentation of all required inspections and re-inspections in accordance with quality control standards. Contact: Latweeta Smyers, Executive Director Anticipated Completion Date: 10/31/25
The Project will strengthen controls over timely performance and appropriate documentation of all required inspections and re-inspections in accordance with quality control standards. Contact: Latweeta Smyers, Executive Director Anticipated Completion Date: 10/31/25
View Audit 366467
Finding 1153271 (2024-002)
Material Weakness 2024
Housing Authority of the City of Lafayette
LA
HUD Housing Programs
The Project will strengthen controls over record keeping and maintenance of tenant files with an increased emphasis on timely and appropriate documentation ensuring compliance with all HUD requirements. Contact: Latweeta Smyers, Executive Director Anticipated Completion Date: 10/31/25
The Project will strengthen controls over record keeping and maintenance of tenant files with an increased emphasis on timely and appropriate documentation ensuring compliance with all HUD requirements. Contact: Latweeta Smyers, Executive Director Anticipated Completion Date: 10/31/25
View Audit 366467
Finding 1153143 (2024-002)
Material Weakness 2024
Economic Improvement Council INC
NC
HUD Housing Programs Reporting Subrecipient Monitoring
The agency did not complete the Fiscal Year 2023 and Fiscal Year 2024 Financial Data Schedule (FDS) submissions in accordance with HUD deadlines. To correct this, EIC has engaged the services of a Fee Accountant with extensive HUD FDS reporting experience. The Fee Accountant will coordinate with the...
The agency did not complete the Fiscal Year 2023 and Fiscal Year 2024 Financial Data Schedule (FDS) submissions in accordance with HUD deadlines. To correct this, EIC has engaged the services of a Fee Accountant with extensive HUD FDS reporting experience. The Fee Accountant will coordinate with the CEO, CFO, and HCV Director to ensure that all required FDS submissions are prepared, reviewed, and submitted by HUD’s established deadlines. Procedures are being implemented to track deadlines and monitor submission progress to avoid future delays. The FY 2023 audited FDS will be coordinated and submitted by September 26, 2025. EIC will also coordinate with Aprio to complete and file the FY 2024 audited FDS submission upon completion of the FY 2024 audit. FY 2023 Audited FDS: To be filed by September 26, 2025. FY 2024 Audited FDS: To be completed in coordination with Aprio. FY 2025 Unaudited FDS: Due August 30, 2025. FY 2025 Audited FDS: Due March 31, 2026. All future FDS submissions will be completed by the required HUD deadlines. Mrs. Marisa Stanley, Fee Accountant, Dr. Landon B. Mason, Executive Director, Ms. Jose Taylor, CFO, Mr. Ernest Hines, HCV Director.
View Audit 366372
Finding 1153092 (2024-004)
Material Weakness 2024
City of Montebello
CA
Subrecipient Monitoring Internal Control / Segregation of Duties HUD Housing Programs
Management endeavors to submit all required reports by required deadlines. While acknowledging that this does not always occur, the City has made vast improvements on timeliness of reports, especially PR29’s for CDBG and HOME. The year-end reports (June 30) due by July 30 can be difficult to submit ...
Management endeavors to submit all required reports by required deadlines. While acknowledging that this does not always occur, the City has made vast improvements on timeliness of reports, especially PR29’s for CDBG and HOME. The year-end reports (June 30) due by July 30 can be difficult to submit timely if year-end close has not been completed. Regardless management is committed to ensuring all reports are filed within the 30 day timeframe.
View Audit 366333
Finding 1152932 (2024-002)
Material Weakness 2024
Springfield Housing Authority
IL
HUD Housing Programs Subrecipient Monitoring Eligibility
FINDING 2024-002 "Housing Choice Voucher Tenant Files - Eligibility - Internal Control over Tenant Files - Noncompliance & Significant Deficiency 11 SHA RESPONSE The Springfield Housing Authority acknowledges the seven (7) errors as delineated in the full 2024 FYE audit report. In 2024, the Springfi...
FINDING 2024-002 "Housing Choice Voucher Tenant Files - Eligibility - Internal Control over Tenant Files - Noncompliance & Significant Deficiency 11 SHA RESPONSE The Springfield Housing Authority acknowledges the seven (7) errors as delineated in the full 2024 FYE audit report. In 2024, the Springfield Housing Authority Housing Choice Voucher program delineated the following positions to undertake income and rent calculations: one (1) Special Programs Coordinator, four (4) HCV Specialists and one (1) Program Integrity Specialist. Of those six (6) employees, only one had a tenure longer than 12 months. Due to continuing post COVID-19 turnover and lack of qualified workers in the local workforce, the SHA experienced a higher than usual turnover rate in the HCV positions that conduct rent calculations during the majority of FY2024. The Springfield Housing Authority hired third party consultants to assist with annual recertifications in the 3rd Quarter of 2023 that continued through December 31, 2024. The primary function of the Program Integrity Specialist position is to audit and quality control tenant files and rent calculations conducted by HCV Specialists. The HCV Director and/or HCV Manager is responsible for reviewing 3% of recertifications audited by the Program Integrity Specialist position as an additional quality control measure. This error rate was directly attributable to the unprecedented turnover rate of HCV Specialists during the 2024 fiscal year. The Director of HCV, HCV Manager, HCV Specialists, HCV Special Programs Coordinator and Program Integrity Specialist were provided additional internal and external training opportunities in HCV rent calculations and program integrity in June 2025. The SHA will take the following corrective actions to correct the errors and/or prevent the errors moving forward: • The Program Integrity Specialist will conduct reviews of 100% of annual and interim recertifications for HCV program participants by December 31, 2025. • The Program Integrity Specialist will ensure 100% audited file corrections are completed by the HCV Specialists, monthly. • The HCV Director and/or Manager will review 10% of the recertifications audited by the Program Integrity Specialist as an additional quality control measure by December 31, 2025. • Any newly hired HCV Director, HCV Manager, HCV Specialists and Program Integrity Specialist will be provided with additional external training opportunities in Housing Choice Voucher program income and rent calculations and program integrity within sixty (60) days of employment. • The HCV Director and/or Manager will re-review the files identified with errors during the independent audit and resolve the errors in accordance with the SHA Administrative Plan and HUD rules and regulations by December 31, 2025. Person Responsible: Melissa Huffstedtler Anticipated Completion Date: December 31, 2025
View Audit 366267
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