Views of responsible officials and planned corrective action: The Authority has recognized the deficiencies in the Section 8 Housing Choice Vouchers program and has implemented internal control procedures that will ensure compliance of federal regulations. Prepared by: Ana Mejia – HC...
Views of responsible officials and planned corrective action: The Authority has recognized the deficiencies in the Section 8 Housing Choice Vouchers program and has implemented internal control procedures that will ensure compliance of federal regulations. Prepared by: Ana Mejia – HCV Director
Description Problem #1: The HCV department has had an Audit’s finding in the inspections department due to inspections not completed within the required timeframe.
Description Problem #2: The HCV department has had an Audit finding in the inspection department due to not placing units on abatement after failing two inspections.
Cause Analysis:
When the inspector completes an inspection, the Case Managers receive a notification from PHAWEB. These notifications were missed due to the case managers receiving several notifications for different reasons, and the notifications did not specify to a second failed inspection. Therefore, these were easy to miss. 1. The inspector was not required to copy Director alerting of upcoming abatement; therefore, providing a copy of the 2nd failed letter to anyone as a form of check and balances.
2. The Inspector was given the task of scheduling his own inspections and sending notifications to both participants and owners without proper training. This task is very time-consuming and requires ample time to be able to process and schedule inspections, this caused the inspector to miss and not schedule some of the units. Corrective Action Steps: • Print the following reports monthly:
▪ PHA-WEB: Annual/Biennial/ Triennial Inspection Status Report.
▪ REAC: SEMAP Indicators report for Indicator 12 (Annual Inspections).
▪ PIC Reports.
• The HCV inspector will no longer schedule and send inspection letters. That has been assigned to another HCV employee.
• Review these reports and investigate any late inspections to determine the reason inspection (s) has not been completed, (example: participant is moving, participant has moved, participant has ported out of jurisdiction, or participant is terminated from the program).
• Schedule inspections that are due if not scheduled already.
• The Inspector will provide the HCV Director and the assigned Case Manager with a copy of the 2nd Failed letter.
• The Case Manager will place payment on hold.
• The HCV Director will inform the Landlord Liaison to contact owners to discuss the upcoming abatement.
• The HCV Director placed a reminder under tasks for end of month to follow up and verify hold is placed and/or inspection has not passed. Person responsible: HCV Director and any staff assigned by the HCV Director. William Russell, Chief Executive Officer, will be responsible to implement this corrective action by March 31, 2025.