Finding Text
S3800-010 Finding Reference Number – 2025-001 S3800-011 Title and CFDA Number of Federal Program – Section 202 Supportive Housing for the Elderly, Capital Advance and Project Rental Assistance Contract, ALN 14.157 S3800-015 Type of Finding – Federal Award Finding; Other Matters S3800-016 Finding Resolution Status – In Process S3800-017 Information on Universe Population Size – 19 PRAC units S3800-018 Sample Size Information – 5 tenant files. Errors were found on 3 out of the 5 tenants tested. S3800-019 Identification of Repeat Finding and Finding Reference Number – 2024-001 S3800-020 Criteria – Per HUD Handbook 4350.3 Rev-1: Owners are responsible for obtaining the original signature of the head of household, spouse, any individual listed as co-head and all other adult members of the household on the HUD model lease and required lease attachments and addendums. The lease attachments include: move-in inspection report signed by both the Owner and tenant. There are also the optional following documents Owners are responsible for providing applicants the opportunity to complete: form HUD-27061-H, Race and Ethnic Data Reporting Form. In addition, the Owners must keep the following document in the tenant’s file at the project site: a copy of the EIV Income Report, along with the HUD-50059. S3800-030 Statement of Condition – During our audit, we noted one instance where management did not obtain the following optional document signed by the head of household during the move-in process: Race and Ethnic Data Reporting Form HUD-27061-H. We noted one instance where management did not sign the move-in inspection form. In addition, there was one instance where the move-in inspection form could not be located. In addition, we noted one instance where management did not sign the Form HUD-50059 for initial move-in. S3800-032 Cause – Management failed to obtain the appropriate signatures and maintain the original signed forms in the tenant’s file at the project site. There was turnover in the Property Manager position during the year ended September 30, 2025. S3800-033 Effect or Potential Effect – The procedures for maintaining tenant lease files were not consistently applied in accordance with HUD Handbook 4350.3. This could result in units being rented to ineligible tenants or errors in rent subsidies paid by HUD. S3800-035 Auditor Non-Compliance Code – R (Section 8 Program Administration) S3800-037 FHA/Contract Number – 171-EE015 S3800-038 Questioned Costs – $0 S3800-040 Questioned Costs – $0 S3800-045 Reporting Views of Responsible Officials – Sessions Village 202 is in agreement with the findings, and the recommendations have been implemented. S3800-050 Context – A sample of 5 tenant files were selected for testing from a population of 19 PRAC units. 3 out of the 5 tenant files did not contain the required completed forms. This was not a statistically valid sample. S3800-080 Recommendation – We recommend Sessions Village 202 obtain the missing signed documents if the tenant still resides at the project. In addition, we recommend Sessions Village 202 review all tenant files to ensure all other records are complete. Also, we recommend staff involved in the tenant move-in process review the requirements and revise their current process and procedures as needed to ensure the appropriate forms are completed correctly and kept in the tenant files going forward. Additional controls could include completing a checklist of required signed forms obtained during the move-in process, and/ or having a second individual check the file for completeness. S3800-090 Auditor’s Summary of Auditee Comments on the Findings and Recommendations – In December 2025, the Property Manager obtained the missing signed documents for the tenants listed above. For one instance, the tenant had already moved out and no updated documentation could be obtained. The Property Manager will review the process and procedures in place, and implement controls to ensure the appropriate forms are completed correctly and kept in the tenant files going forward. S3800-130 Response Indicator – Agree S3800-140 Completion Date – September 30, 2026 S3800-150 Response – In December 2025, the Property Manager obtained the missing signed documents for the tenants listed above. For one instance, the tenant had already moved out and no updated documentation could be obtained. The Property Manager will review the process and procedures in place, and implement controls to ensure the appropriate forms are completed correctly and kept in the tenant files going forward.