Eligibility - Qualified Opinion Section 8 Housing Choice Vouchers Program -AL No. 14.871 Material Weakness in Internal Control Material Noncompliance Condition: Out of an approximate population of 2,200 tenants, a total of 37 tenant files were selected for testing and the following deficiencies were noted: • Thirteen files were missing rent reasonableness documentation, • Eleven files were missing 214 forms, • Eleven files were missing income support or had an income calculation error, • Eleven files were missing recertifications that agreed to the rent roll month tested, • Eight files were missing annual inspections, • Eight files had incorrect utility allowances, • Six files did not have a valid 9886 release of information form within 15 months of the annual recertification , • Five files were missing identification for tenants, • Four files had the incorrect payment standard used, and • One file had an annual recertification completed over 12 months after the previous recertification. Auditor Recommendations: The Authority should continue to train staff on the established procedures and controls in place to ensure full compliance in regard to eligibility. The Authority needs to correct the deficiencies noted in the tested files and consider the impact to the rest of the population of tenant files that were not selected as part of the auditor's sample. Action Taken: HCV department will implement the recommendation as presented. The department does recognize that this is a repeat finding and leadership adjustments have been made, appointing a new program director. Transition to paperless function results in adjustment to regular quality checks. A few of the functions to enhance performance during the next fiscal year will be: • Establish and enforce Standard operating procedures • Quantitative metrics added to performance evaluation for all staff, including errorrate. • Periodic one-on-one check-ins from supervisors • Enforce mandatory, individual staff, QC forms to ensure files are maintained in order • Weekly staff meetings to review and discuss regulations, administrative policies, PIC issues, QC errors and required protocols • Enforce internal QC procedures at a minimum of 10% annually • Use QC data to assign additional review duties to staff with high error-rates • Enforce electronic files for every customer • In an effort to exceed expectations staff will attend trainings to update and trach staff requirements and protocols on pending HACFM changes to include PBV, HOTMA, NSPIRE and HCV Specialist training for newer staff.