Finding Text
Criteria - For the Housing Choice Voucher (HCV) program (Assistance Listing No. 14.871), 24 CFR §982.201(e)(2) specifically requires public housing agencies (PHAs) to maintain documentation to support the eligibility determination and selection of applicants from the waiting list. Additionally, 24 CFR §982.158(f)(6) mandates that PHAs retain a copy of the executed lease agreement for each assisted family. Condition - Out of 40 selections made, the Authority was missing one required signed lease agreement for an active HCV participant. The Authority also had one applicant that appeared on the waiting list, but there was no application or related documentation on file. There was also no evidence of removal of this persons waitlist status. Cause - Inadequate record retention. Effect - The absence of the missing documentation prevented verification of participant eligibility and compliance with HUD requirements. Additionally, missing or incomplete waitlist information can result in noncompliance with HUD fair housing and equal opportunity requirements, and may lead to improper allocation of housing vouchers. Questioned Costs - None identified. Repeat Finding - This is not a repeat finding. Statistical Sampling - The sample was not intended to be, and was not, a statistically valid sample. Recommendation - The Authority should strengthen its document retention procedures by implementing standardized checklists for required tenant and applicant files, conducting regular internal audits to ensure all documentation is properly maintained, and providing staff training on HUD recordkeeping requirements. Immediate corrective measures should be taken for the missing lease agreement and incomplete waitlist records, with documentation of remedial actions in accordance with HUD guidelines. Management’s Response - (a) Comments on the finding and recommendation - The Authority agrees with the finding. The Authority also agrees with the recommendations, please see below for action taken. (b) Action taken - The Authority will implement a training and review process for all documentations and immediately obtain the missing documentation. (c) Planned implementation date of corrective action - Completed by March 31, 2027.