Finding Text
2024-008. 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:
- Three files did not contain proof of citizenship (Form 214)
- None of the files contained determination of rent reasonableness form.
- One file was not certified on an annual basis.
- Signed dwelling lease was not present in eight tenant files.
Questioned Costs:
None noted.
Effect:
Tenant files are incomplete and could have incorrect rent calculation.
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.