2022-002 Special Tests and Provisions: HCV Current Waiting List Section 8 Housing Voucher Cluster (Section 8): Section 8 Housing Choice Vouchers Program ? CFDA Number 14.871 Mainstream Vouchers ? CFDA Number 14.879 Material Weakness in Internal Control, Material Noncompliance Condition: Out of a ...
2022-002 Special Tests and Provisions: HCV Current Waiting List Section 8 Housing Voucher Cluster (Section 8): Section 8 Housing Choice Vouchers Program ? CFDA Number 14.871 Mainstream Vouchers ? CFDA Number 14.879 Material Weakness in Internal Control, Material Noncompliance Condition: Out of a total waiting list population of approximately 1300 applicants, 25 applicants were selected for testing. Exceptions were noted as follows: ? 1 preference point error where the applicant selected the involuntary displacement and homeless preference points on their pre-application, which agrees to the information in Yardi, but doesn?t agree to the generated waiting list. ? 7 preference point errors where the applicants? selected the residency preference points on their pre-applications, which agrees to the information in Yardi, but doesn?t agree to the generated waiting list. As a result of the above, applicants may not be ranked properly on the waiting list and applicants may be selected out of order. Auditor?s Recommendation: The Authority should review procedures and increase training to employees and reviewers to ensure that the Authority is in compliance with HUD rules for new admissions and waiting list maintenance. In addition, the Authority should implement a review procedure to make sure that all tenants are admitted in the proper order with proper supporting documentation Action Taken: The Authority transitioned its waiting list to Yardi in March 2020. All HCV staff were trained on the use of Yardi?s Wait List module and subsequently trained on wait list administration such as eligibility, preferences, selection, and file processing. Considering the recent audit findings, the following actions items will be implemented in the specified time frame: ? The Authority has fully implemented the use of an electronic system to maintain the waitlist activity. The Yardi system inherently, with proper usage, provides a more thorough approach to waitlist maintenance. As such, a 100% QC will be conducted by the HCV Manager for each existing applicant. Task will be completed on or before April 30, 2023. ? The Authority will review all applicants and assign the correct preference status for each. Task will be completed on or before May 15, 2023. ? Provide additional hands-on training for staff on the proper wait list procedures and protocol. Hands-on training will include the use of Yardi?s wait list module as well as HUDs rules on wait list administration coupled with the guidance outlined in the Administrative Plan. Task will be completed on or before May 31, 2023. ? Implement a 100% quality control review of all applicant files. Task will be completed by an outside specialized compliance consulting company. The consulting company will report initial findings to the Authority and deficiencies will be cured before the final completion of leasing activities. Thereby reducing any additional findings with waiting list. Task will begin March 1, 2023 and will continue for one year. ? Repeated noted errors will be reported to the HCV Manager and additional hand?s-on training will be completed as necessary. ? Standard Operating Procedures on waitlist management will be developed and implemented. All staff will receive training on the procedures and will be expected to adhere to the protocol and will be made accountable for such work.