Finding Text
2024-004 Tenant Files – Missing Documentation
Criteria:
Under the terms of the Annual Contribution Contract, PHAs must maintain a file for each program applicant/participant. Files may be maintained in paper or electronic format. These files are subject to audit and review by HUD, or Independent Public Accountants (IPAs), or HUD’s designee upon proper notification to the PHA. The file should include (but is not limited to): housing application and supporting documents, income executed lease(s), unit inspection reports, verifications, leases, supplements to lease, notices and letters, income and rent determinations and a summary of PHA interactions with the tenant. The PHA must maintain these files in an area that is secure and private. The PHA must also have record retention and destruction policies.
Condition:
We noted that tenant files were missing some, if not all, of the document required by HUD for it’s tenant files.
Question Cost:
Cannot be determined, due to incomplete information.
Effect:
Tenant files are incomplete.
Cause:
Lack of oversight by Housing Authority Management.
Recommendation:
The Housing Authority need to review all tenant files and ensure that tenant files contain all required HUD documentation. We also recommend that the Housing Authority set up a system to ensure that all required documentation in included in the tenant file for each recertification of the tenant.