Finding 370515 (2023-001)

Criteria or specific requirement (including statutory, regulatory, or other citation): Eligibility for program benefits should be supported by completed standardized forms. Such forms should be maintained and contain the necessary signatures indicating review and approval. Condition and context: Of forty program benefits tested for 2023, the following exceptions were noted: • One instance where the HAP contract was not signed at the time of completion. • One instance were the HAP contract was not signed. • One instance whereby the rent payment did not reconcile to the lease agreement. • Eight instances whereby the utility allowance calculated a different amount than the actual payment. • One instance whereby required documentation was missing. • One instance whereby no documentation was provided for a participant • Two instances whereby the Village did not follow up to ensure repairs were properly made. • Two instances where the HAP calculation did not match the actual payment.Variances between HAP and utility calculations and amounts paid ranged from $4 to $185. Cause: Consistency of application of established Village policies and procedures principally due to staffing challenges and the volume of transactions. Effect or potential: Without proper documentation to demonstrate the propriety of benefits issued, benefits may be issued to ineligible applicants or in amounts that are incorrect. Questioned Costs: None Identification as a repeat finding, if applicable: Not applicable. Recommendation: Management should enhance procedures to ensure the required documentation is maintained in each case file and reconcile HAP and Utility calculations to actual payments to ensure accuracy. Views of responsible officials: As detailed in the Correction Action Plan, management has agreed to the findings and recommendations above.