Calculation of Participant Portion of Rent Review
Planned Corrective Action: The weaknesses in the rent calculation process had already been identified by Heading Home’s management team and addressed. As a result, new procedures were put in place during the FY 2024 recertification process (March-June 2024) and include the following:
All completed recertification packets are stored under the client page in AppFolio (property management software) with a copy given to the Case Manager to file in the client’s binder. The Real Estate Property Manager (Director of Real Estate) is responsible for uploading the packet to AppFolio. Packet includes the new Rent Letter, new Lease, TIC, and Verification Documents
1. A newly implemented checklist and tracking spreadsheet show each client’s progress through the annual recertification process. It includes completed rent calculation, client signature, Heading Home signature, correct storage of recert packet, and update of rent in property management software. The Property Manager (Director of Real Estate) is responsible for maintaining this sheet.
2. The checklist and tracking sheet are reviewed by Senior Director of Real Estate on a weekly basis with Property Manager, Senior Director of Contracts and Compliance, and applicable Programs team members.
Person Responsible for Corrective Action Plan: Jaclyn Manchester, Senior Director of Real Estate and Facilities
Anticipated Date of Completion: The above actions have been implemented for FY 2024 annual recertifications with a draft policy and procedure in place. The finalized annual recertification policy and procedure will be completed by 08/31/2024.