Finding Text
2023-009. Tenant Files – Housing Choice Vouchers
Criteria:
HUD guidelines on tenant file documentation and maintenance must be followed at all times.
Condition:
During my review of fifteen tenant files, I noted the following deficiencies:
Four files did not contain proof of citizenship (Form 214) and the lease agreement signed.
No annual independent income verification was present in three tenant files.
None of the files contained determination of rent reasonableness form.
Two files did not have an re-inspection performed after the initial failed inspection.
Questioned Costs:
None noted.
Effect:
Tenant files are incomplete and could have incorrect rent calculation and documentation.
Cause :
Unknown, as the current administration is not aware of the prior administrations process of managing the
tenant files.
Recommendation:
I recommend that the Authority ensure that all tenant files are maintained properly, and supervisory reviews are performed to ensure completeness and accuracy.
Management’s Response:
The audit revealed missing critical documentation in Housing Choice Vouchers tenant files. Staff will be retrained on HUD’s file management requirements, and a standardized audit and review process has been introduced for both new tenant intakes and annual recertifications. Corrective efforts are underway to update and complete all current files.