Finding 1154118 (2024-003)

Material Weakness Repeat Finding
Requirement
N
Questioned Costs
-
Year
2024
Accepted
2025-09-23

AI Summary

  • Core Issue: The Housing Authority failed to properly fund the Reserve for Replacement account as required by the RAD Program.
  • Impacted Requirements: Compliance with annual contributions to the Reserve for Replacement from operating funds is mandatory.
  • Recommended Follow-Up: Strengthen internal controls to ensure timely contributions to the Reserve for Replacement account.

Finding Text

2024-003 RESERVE FOR REPLACEMENT: COMPLIANCE REQUIREMENT: Special Tests and Provisions. CONDITION AND CRITERIA: Housing Authorities, under the RAD Program, are required to make required annual contributions to the Reserve for Replacement account from their operating funds. ASSISTANCE LISTING NUMBER: 14.195, Section 8 Housing Assistance Payments Program TYPE OF FINDING: Material Weakness CAUSE: The internal control structure was not adequate to prevent these deficiencies. EFFECT: The Reserve for Replacement account was not properly funded. QUESTIONED COSTS: None known. AUDITORS' RECOMENDATION: We recommend that the Housing Authority strengthen its internal controls to ensure funds are placed into the Reserve for Replacement account on a timely basis.

Corrective Action Plan

We acknowledge the finding regarding the inadequate funding of the Reserve for Replacement account. The deficiency occurred due to lapses in internal controls over the timing and processing of required deposits, as managed by the independent accounting firm responsible for maintaining our books and preparing monthly financial statements. In accordance with HUD Handbook 350.1, Chapter 4, Paragraph 4-13, which requires owners to make monthly deposits into the Reserve for Replacement account as specified in the Regulatory Agreement, the Ownership Entity has taken the following corrective actions: 1. – The accounting firm has been formally instructed, in writing, to include verification of the monthly reserve deposit as a standing item in their month-end close process and to provide evidence of the completed transfer with each monthly financial package. 2. Management Oversight – Ownership will review and sign off on the monthly reserve funding documentation before approving the financial statements for submission to the Board of Commissioners. 3. Quarterly Compliance Review – In addition to monthly monitoring, management will conduct a quarterly compliance review to ensure full adherence to HUD Handbook4350.1 requirements and the property's Regulatory Agreement.

Categories

HUD Housing Programs Special Tests & Provisions Material Weakness Internal Control / Segregation of Duties

Other Findings in this Audit

  • 1154116 2024-001
    Material Weakness Repeat
  • 1154117 2024-002
    Material Weakness Repeat

Programs in Audit

ALN Program Name Expenditures
14.195 Section 8 Housing Assistance Payments Program $1.48M