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Corrective Action Plans

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Finding 499151 (2024-001)
Significant Deficiency 2024
Sheridan Village, Inc.
KS
Questioned Costs HUD Housing Programs Reporting
2024-001 Finding Management did not properly calculate adjusted gross income on the annual recertification for one tenant based on information verified in the tenant's file. Adjusted gross income for the tenant was understated by $2,000 on the annual recertification, resulting in excess rental assis...
2024-001 Finding Management did not properly calculate adjusted gross income on the annual recertification for one tenant based on information verified in the tenant's file. Adjusted gross income for the tenant was understated by $2,000 on the annual recertification, resulting in excess rental assistance of $50 per month for the period affected. There are questioned costs of $200 associated with this finding. Comments on Finding and Recommendation Management agrees with the finding and recommendation. Management should process a corrected HUD-50059 certification and the PRAC should be adjusted for the overpayment. Management should review previous certifications for similar errors and process corrected certifications as necessary. Actions Taken A corrected certification was processed on August 14, 2024 and the PRAC was adjusted by $200. Previous certifications will be reviewed and corrected as necessary.
View Audit 321934 Questioned Costs: $1
Finding 498870 (2024-001)
Material Weakness 2024
Old Towne Square, Inc.
OK
Eligibility HUD Housing Programs Material Weakness
OLD TOWNE SQUARE, INC. CORRECTIVE ACTION PLAN YEAR ENDED JUNE 30, 2024 AND 2023 Old Towne Square, Inc 609 SW F Avenue Lawton, OK 73501 Telephone: (580) 353-7392 Fax: (580) 353-6111 Corrective Action Plan Finding: 2024-001-Lack of Adequate Quality Control Regarding Tenant Procedures- Eligibil...
OLD TOWNE SQUARE, INC. CORRECTIVE ACTION PLAN YEAR ENDED JUNE 30, 2024 AND 2023 Old Towne Square, Inc 609 SW F Avenue Lawton, OK 73501 Telephone: (580) 353-7392 Fax: (580) 353-6111 Corrective Action Plan Finding: 2024-001-Lack of Adequate Quality Control Regarding Tenant Procedures- Eligibility Condition: The quality of supervision over tenant file functions, such as calculating tenant rent and Housing Assistance Payments should be timely and sufficient to find errors in calculations or mis-application or mis-understanding of procedures. Corrective Action Planned: I am Rita Love, Executive Director. We will comply with the auditor’s recommendation. Person responsible for corrective action: Rita Love, Executive Director Telephone: (580) 353-7392 Old Towne Square, Inc. Fax: (580) 353-6111 609 SW F Avenue Lawton, OK 73501 Anticipated Completion Date: By November 30, 2024
View Audit 321636
Finding 498829 (2024-001)
Significant Deficiency 2024
Brescia University Inc.
KY
Student Financial Aid Special Tests & Provisions Matching / Level of Effort / Earmarking
Students’ information is submitted by the Clearinghouse to NSLDS based on a report generated from the University’s Student Information System database. Due to significant database software changes, the report no longer included all of the information required on a student who had withdrawn. The Un...
Students’ information is submitted by the Clearinghouse to NSLDS based on a report generated from the University’s Student Information System database. Due to significant database software changes, the report no longer included all of the information required on a student who had withdrawn. The University has identified the error with the report and has created a new database report that includes all of the required information, including for students who have withdrawn. The new database report will be submitted to the Clearinghouse and to NSLDS. Student information, including social security numbers, is submitted to the Clearinghouse based on reports from the University’s Student Information System database. To prevent submitting batches with incorrect social security numbers, the Registrar’s Office will provide a report of student information to the Financial Aid Office prior to submitting batches to the Clearinghouse. The Financial Aid Office will verify the SIS data with the Financial Aid database, and report any discrepancies to the Registrar’s Office for correction, prior to the batch submission.
View Audit 321580
Mission Housing Developmnet Property Iv, Inc.
CA
HUD Housing Programs Reporting
Management is working on requesting HUD to increase rents to increase cash flow and waive the replacement reserve funding requirements.
Management is working on requesting HUD to increase rents to increase cash flow and waive the replacement reserve funding requirements.
View Audit 321429
Finding 498664 (2024-002)
Significant Deficiency 2024
Ahepa 371 Ii, Inc.
MI
Questioned Costs HUD Housing Programs Subrecipient Monitoring
Finding 2024-002: During the year ended June 30, 2024, the Corporation made additional principal payments on the note payable of $33,799, which was in excess of surplus cash calculated at June 30, 2023 by $14,210. Recommendation: AHEPA 371, Inc. should reimburse the Property's operating account in t...
Finding 2024-002: During the year ended June 30, 2024, the Corporation made additional principal payments on the note payable of $33,799, which was in excess of surplus cash calculated at June 30, 2023 by $14,210. Recommendation: AHEPA 371, Inc. should reimburse the Property's operating account in the amount of $14,210. Action(s) taken or planned on the finding: Agree. AHEPA 371, Inc. will reimburse the Property's operating account.
View Audit 321380 Questioned Costs: $1
Finding 498662 (2024-001)
Significant Deficiency 2024
Ahepa 371 Ii, Inc.
MI
Questioned Costs Subrecipient Monitoring HUD Housing Programs
Finding 2024-001: At June 30, 2024, deposits to the reserve for replacements account of $14,357 had not been made. Recommendation: Management should transfer $14,357 to the reserve for replacements. Action(s) taken or planned on the finding: Agree. Management will transfer $14,357 to the reserve for...
Finding 2024-001: At June 30, 2024, deposits to the reserve for replacements account of $14,357 had not been made. Recommendation: Management should transfer $14,357 to the reserve for replacements. Action(s) taken or planned on the finding: Agree. Management will transfer $14,357 to the reserve for replacements once the Property has sufficient operating cash to make the required transfer.
View Audit 321380 Questioned Costs: $1
Finding 498647 (2024-001)
Significant Deficiency 2024
Community Health Clinics INC Dba Terry Reilly Health Services
ID
Special Tests & Provisions
TERRY REILLY HEALTH SERVICES (TRHS) REVIEWED THE AUDIT EXCEPTION AND DETERMINED THAT IN THIS ONE INSTANCE, WE DID NOT PROPERLY APPLY THE SLIDING FEE SCALE TO THE PATIENT’S SERVICE WHERE IT SHOULD HAVE BEEN APPLIED, AND THE BILLING TEAM IS CORRECTING THIS ACCOUNT TO ISSUE A REFUND FOR THE ADDITIONAL ...
TERRY REILLY HEALTH SERVICES (TRHS) REVIEWED THE AUDIT EXCEPTION AND DETERMINED THAT IN THIS ONE INSTANCE, WE DID NOT PROPERLY APPLY THE SLIDING FEE SCALE TO THE PATIENT’S SERVICE WHERE IT SHOULD HAVE BEEN APPLIED, AND THE BILLING TEAM IS CORRECTING THIS ACCOUNT TO ISSUE A REFUND FOR THE ADDITIONAL DISCOUNT. TRHS BELIEVES THE SIGNIFICANT DEFICIENCY NOTED IN THE SCHEDULE OF FINDINGS AND QUESTIONED COSTS WAS ATTRIBUTABLE TO HUMAN ERROR EXACERBATED BY A MISTAKE IN COMMUNICATION BETWEEN TWO STAFF MEMBERS. TO ADDRESS THE ISSUES TRHS TRAINING MATERIALS HAVE BEEN REWRITTEN TO ENSURE STAFF UNDERSTAND HOW TO ENTER AND VERIFY THE DATA IN THE ELECTRONIC HEALTH RECORD SYSTEM (EPIC) AND FRONT DESK STAFF WHO ASSIST PATIENTS WITH THE COMPLETION OF THE SLIDING FEE DISCOUNT APPLICATION WERE RETRAINED TO ENSURE THAT THEY UNDERSTAND HOW TO INPUT DATA AND THE IMPORTANCE OF DATA ACCURACY. IN ADDITION, WE ARE CREATING A REPORT GENERATED FROM THE EPIC SYSTEM TO IDENTIFY CHANGED PATIENT SLIDE DISCOUNT INFORMATION AND ASSIGNING PATIENT FINANCIAL SERVICES STAFF TO AUDIT, REVIEW, AND ADDRESS ANY ISSUES. WE ARE REVISING AN INTERNAL AUDIT PROCESS OF THE SLIDING FEE DISCOUNTS. THE FRONT OFFICE SUPERVISORS, OR DESIGNEES, HAVE STARTED AN AUDIT PROCESS TO VERIFY NEW SLIDING FEE DISCOUNT APPLICATIONS AND DATA ENTRY FOR COMPLETENESS AND ACCURACY. IN ADDITION, THE PATIENT FINANCIAL SERVICES (PFS) DEPARTMENT WILL AUDIT A STATISTICALLY MEANINGFUL NUMBER OF PATIENT ACCOUNTS WHERE A SLIDING FEE DISCOUNT WAS TAKEN TO ENSURE THE ACCURACY OF THE CALCULATION. TRHS TAKES THIS ISSUE VERY SERIOUSLY AND HAS ALREADY STARTED TO IMPLEMENT CORRECTIVE ACTIONS.
View Audit 321353
Opendoors Housing LLC
RI
HUD Housing Programs
Review the current status of the security deposit account to confirm the underfunding amount and document findings. Initiate a transfer of $336 from the operating account to the security deposit account to rectify the underfunding issue. Document the transfer process and update financial records t...
Review the current status of the security deposit account to confirm the underfunding amount and document findings. Initiate a transfer of $336 from the operating account to the security deposit account to rectify the underfunding issue. Document the transfer process and update financial records to reflect the corrected funding status. Provide a report to management confirming the action taken. Conduct a review of existing procedures related to security deposit funding to identify potential areas for improvement and prevent future underfunding. Develop and implement a monitoring system to regularly check funding levels in the security deposit account, ensuring compliance with HUD regulations. Organize a training session for relevant staff on HUD requirements regarding security deposits and the importance of maintaining proper funding levels.
View Audit 321126
Roland M Boucher Apartments, Inc.
RI
HUD Housing Programs
Conduct a detailed review of tenant certification files to identify errors, particularly regarding the initial EIV forms and elderly/disabled exemptions. Amend the certification files that contain errors (1 of 7 files tested with missing EIV forms and 1 of 7 with no proof of exemption). Ensure tha...
Conduct a detailed review of tenant certification files to identify errors, particularly regarding the initial EIV forms and elderly/disabled exemptions. Amend the certification files that contain errors (1 of 7 files tested with missing EIV forms and 1 of 7 with no proof of exemption). Ensure that all corrections are documented. Provide training to management and staff on the HUD occupancy handbook requirements and the importance of the initial EIV process. Develop a standard operating procedure (SOP) for handling tenant certifications and EIV forms. Implement a quality control process to verify the accuracy of tenant certifications moving forward. Schedule periodic audits of tenant files to ensure compliance with HUD regulations.
View Audit 321108
Roland M Boucher Apartments, Inc.
RI
Questioned Costs HUD Housing Programs
Offset the unpaid invoices due to the management company by the amount overcharged. Document the offset process for financial records. Establish clear guidelines for calculating management fees, excluding replacement reserve withdrawals and cash transfers. Provide training to staff on the revised ...
Offset the unpaid invoices due to the management company by the amount overcharged. Document the offset process for financial records. Establish clear guidelines for calculating management fees, excluding replacement reserve withdrawals and cash transfers. Provide training to staff on the revised calculation methods. Schedule regular audits of management fees to prevent future overcharges. Create a checklist for fee calculations to ensure compliance with HUD regulations.
View Audit 321108 Questioned Costs: $1
Housing Partners for Positive Living, Inc.
RI
HUD Housing Programs
Correct Existing Files: Review and update the tenant file identified with the error, and ensure the initial EIV form is completed and filed. Extend this review to other recent move-ins to correct any similar issues. Create a Checklist: Develop and implement a checklist for tenant file certifications...
Correct Existing Files: Review and update the tenant file identified with the error, and ensure the initial EIV form is completed and filed. Extend this review to other recent move-ins to correct any similar issues. Create a Checklist: Develop and implement a checklist for tenant file certifications to include mandatory steps such as completing the initial EIV form. Ensure the checklist is used for every new move-in. Conduct Training: Provide training to all relevant staff on the importance of the initial EIV form and the updated certification process. Reinforce the need for accuracy and completeness in tenant file documentation. Record Keeping: Maintain records of corrective actions taken, including updated tenant files, training sessions conducted, and audit results. Ensure these records are available for future reference and compliance checks.
View Audit 321106
Housing Partners for Positive Living, Inc.
RI
HUD Housing Programs
Examine the calculations and criteria used to determine the replacement reserve amount to confirm the overfunding. Adjust the reserve account balance to correct the overfunding of $299. Update financial records to reflect the accurate amount.
Examine the calculations and criteria used to determine the replacement reserve amount to confirm the overfunding. Adjust the reserve account balance to correct the overfunding of $299. Update financial records to reflect the accurate amount.
View Audit 321106
Russo Street Apartments, Inc.
RI
HUD Housing Programs
Conduct a detailed review of the replacement reserve account to confirm the total excess deposits of $683. Identify the transactions that led to these excess deposits. Adjust the accounting records to reflect the accurate balance in the replacement reserve account. Document all adjustments for tr...
Conduct a detailed review of the replacement reserve account to confirm the total excess deposits of $683. Identify the transactions that led to these excess deposits. Adjust the accounting records to reflect the accurate balance in the replacement reserve account. Document all adjustments for transparency and future reference. Review the funding guidelines for the replacement reserve to prevent future excess deposits. Ensure that all stakeholders understand the criteria for deposits into the reserve.
View Audit 321103
Russo Street Apartments, Inc.
RI
HUD Housing Programs
Correct Existing Files: Review and update the tenant file identified with the error, and ensure the initial EIV form is completed and filed. Extend this review to other recent move-ins to correct any similar issues. Create a Checklist: Develop and implement a checklist for tenant file certification...
Correct Existing Files: Review and update the tenant file identified with the error, and ensure the initial EIV form is completed and filed. Extend this review to other recent move-ins to correct any similar issues. Create a Checklist: Develop and implement a checklist for tenant file certifications to include mandatory steps such as completing the initial EIV form. Ensure the checklist is used for every new move-in. Conduct Training: Provide training to all relevant staff on the importance of the initial EIV form and the updated certification process. Reinforce the need for accuracy and completeness in tenant file documentation. Record Keeping: Maintain records of corrective actions taken, including updated tenant files, training sessions conducted, and audit results. Ensure these records are available for future reference and compliance checks.
View Audit 321103
Allies Homes 2009, Inc.
NJ
Management reached out to Fulton Bank to move these funds into a federally insured interest-bearing account.
Management reached out to Fulton Bank to move these funds into a federally insured interest-bearing account.
View Audit 321000
Finding 498233 (2024-002)
Material Weakness 2024
Denmark Technical College
SC
Student Financial Aid Matching / Level of Effort / Earmarking Reporting
Enrollment Reporting Corrective Action Plan: The Office of the Registrar will lead the implementation of new internal controls to ensure all enrollment status changes are reviewed and submitted in a timely manner in accordance with federal requirements. Specifically, measures will be taken to me...
Enrollment Reporting Corrective Action Plan: The Office of the Registrar will lead the implementation of new internal controls to ensure all enrollment status changes are reviewed and submitted in a timely manner in accordance with federal requirements. Specifically, measures will be taken to meet the Title IV requirement that the College completes and reports within a minimum of 60 days all student status changes to the National Student Loan Data System (NSLDS). Anticipated Completion Date: Fiscal Year 2025. Name of Contact Person Responsible for the Corrective Action Plan: Rashad Rogers
View Audit 320975
Finding 498228 (2024-001)
Material Weakness 2024
Denmark Technical College
SC
Student Financial Aid Allowable Costs / Cost Principles
Return of Title IV Funds Corrective Action Plan: The College Financial Aid Office and Business Office will implement new internal controls and procedures to ensure all student Title IV calculations are calculated correctly, reviewed in a timely manner, and ensure funds are returned promptly. Dea...
Return of Title IV Funds Corrective Action Plan: The College Financial Aid Office and Business Office will implement new internal controls and procedures to ensure all student Title IV calculations are calculated correctly, reviewed in a timely manner, and ensure funds are returned promptly. Deadlines have been created to submit student withdrawals timely to the Financial Aid Department. A monthly reconciliation between the Registrar and Financial Aid Office will ensure withdrawals and correct withdrawal dates are reported to the Financial Aid Office in a timely manner. The Business Office will review the Financial Aid Office's calculation of funds for accuracy to ensure the correct amount is returned to the Department of Education. Anticipated Completion Date: Fiscal year 2025. Name of Contact Person Responsible for the Corrective Action Plan: Rashad Rogers
View Audit 320975
Finding 498175 (2024-002)
Significant Deficiency 2024
Sullivan Housing Authority
IN
HUD Housing Programs Reporting Internal Control / Segregation of Duties
Corrective action planned: Review all of the general ledger accounts instead of just a select few accounts monthly so if there are errors, they can be corrected right away. Will contact the fee accountant about possibly adding additional services to our contract. Contact person: Erica Crawley, Inte...
Corrective action planned: Review all of the general ledger accounts instead of just a select few accounts monthly so if there are errors, they can be corrected right away. Will contact the fee accountant about possibly adding additional services to our contract. Contact person: Erica Crawley, Interim Executive Director Anticipated completion date: 10/31/2024
View Audit 320917
Venable Apartments Ii, Inc.
MD
Reporting Internal Control / Segregation of Duties
Comments on Finding and Recommendations - Timely submission of Required Reporting Packages ...
Comments on Finding and Recommendations - Timely submission of Required Reporting Packages Management understands the need to be in compliance with the filing requirements and will ensure that these reports are filed timely. Unexpected delays were encountered due to the change in the Managing Agent at the end of the fiscal year and the transition took longer than expected. Action Taken or Planned The filings have been subsequently completed with the new FAC system.
View Audit 320912
Venable Apartments I, Inc.
MD
Reporting Internal Control / Segregation of Duties
Comments on Finding and Recommendation: Timely submission of Required Reporting Packages ...
Comments on Finding and Recommendation: Timely submission of Required Reporting Packages Management understands the need to be in compliance with the filing requirements and will ensure that these reports are filed timely. Unexpected delays were encountered due to the change in the Managing Agent at the end of the fiscal year and the transition took longer than expected. Action Taken or Planned: The filings have been subsequently completed with the new FAC system.
View Audit 320911
Finding 498169 (2024-001)
Significant Deficiency 2024
Clover Commons, Inc.
SC
Questioned Costs Subrecipient Monitoring HUD Housing Programs
Finding #2024-001: Comments on the Finding and Each Recommendation: During the year ended June 30, 2024, the Corporation did not make the HUD required number of deposits to the reserve for replacements. Management should transfer $4,110 from the operating account to the reserve for replacements acco...
Finding #2024-001: Comments on the Finding and Each Recommendation: During the year ended June 30, 2024, the Corporation did not make the HUD required number of deposits to the reserve for replacements. Management should transfer $4,110 from the operating account to the reserve for replacements account. Action(s) taken or planned on the finding: Management concurs with the finding and recommendation. Management deposited $4,110 to the reserve for replacements account on August 7, 2024. No further action is required.
View Audit 320908 Questioned Costs: $1
Finding 498167 (2024-001)
Significant Deficiency 2024
Lancaster Landing, Inc.
SC
Questioned Costs Subrecipient Monitoring HUD Housing Programs
Finding #2024-001: Comments on the Finding and Each Recommendation: During the year ended June 30, 2024, the Corporation did not make the HUD required number of deposits to the reserve for replacements. Management should transfer $1,000 from the operating account to the reserve for replacements acco...
Finding #2024-001: Comments on the Finding and Each Recommendation: During the year ended June 30, 2024, the Corporation did not make the HUD required number of deposits to the reserve for replacements. Management should transfer $1,000 from the operating account to the reserve for replacements account. Action(s) taken or planned on the finding: Management concurs with the finding and recommendation. Management deposited $1,000 to the reserve for replacements account on August 28, 2024. No further action is required.
View Audit 320905 Questioned Costs: $1
Finding 498165 (2024-001)
Significant Deficiency 2024
Ipock, Inc.
SC
Questioned Costs Subrecipient Monitoring HUD Housing Programs
Finding #2024-001: Comments on the Finding and Each Recommendation: During the year ended June 30, 2024, the Corporation did not make the HUD required number of deposits to the reserve for replacements. Management should transfer $548 from the operating account to the reserve for replacements accoun...
Finding #2024-001: Comments on the Finding and Each Recommendation: During the year ended June 30, 2024, the Corporation did not make the HUD required number of deposits to the reserve for replacements. Management should transfer $548 from the operating account to the reserve for replacements account. Action(s) taken or planned on the finding: Management concurs with the finding and recommendation. On August 28, 2024, management transferred $548 to the reserve for replacements account. No further action is required.
View Audit 320903 Questioned Costs: $1
People's Health and Supportive Services
LA
HUD Housing Programs Cash Management
MANAGEMENT AGREES WITH THE FINDING. THE EXCESS FUNDS WERE ACCRUED TO SUBMIT TO HUD.
MANAGEMENT AGREES WITH THE FINDING. THE EXCESS FUNDS WERE ACCRUED TO SUBMIT TO HUD.
View Audit 320838
People's Health and Supportive Services
LA
Questioned Costs
MANAGEMENT AGREES WITH THE FINDING. THE MANAGEMENT AGENT WILL ISSUE A CREDIT AND IMPLEMENT A NEW SYSTEM TO ENSURE THERE ARE NO FUTURE OVERPAYMENTS.
MANAGEMENT AGREES WITH THE FINDING. THE MANAGEMENT AGENT WILL ISSUE A CREDIT AND IMPLEMENT A NEW SYSTEM TO ENSURE THERE ARE NO FUTURE OVERPAYMENTS.
View Audit 320838 Questioned Costs: $1
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