Finding Text
2025-002 – Incomplete Documentation for Tenant Eligibility ALN#14.157 - Significant Deficiency Criteria for Specific Requirements: The program requires the auditee to maintain adequate documentation supporting tenant eligibility determinations, including required application/eligibility support, lease documentation, background verification records, and other required tenant file documentation. Condition: During our testing of tenant eligibility for ALN #14.157, we selected 10 tenant files for review. We noted that background verification support was not provided for 3 out of the 10 samples tested. As a result, the auditee was unable to provide complete documentation to support compliance with the eligibility requirements for those tenants. Questioned Cost: There were no questioned costs associated with the condition identified. Cause: Management indicated that the supporting documentation could not be located due to changes in staff and file retention/maintenance practices. Effect: Without complete background verification documentation, the auditee cannot fully demonstrate that all tenants tested met applicable eligibility requirements. This increases the risk of noncompliance with program eligibility requirements. Auditor's Recommendation: We recommend that management implement a standardized tenant file checklist and centralized document retention process to ensure all required eligibility documentation, including background verification support, is obtained, reviewed, and retained. Management should also review existing tenant files and obtain or reconstruct missing documentation where possible.