Finding Text
2023-005 Supporting Documentation in Tenant Files - Authorization for Release of Information
Federal Agency: U.S. Department of Housing and Urban Development
Federal Program Name: Section 8 Housing Choice Vouchers
Assistance Listing Number: 14.871
Federal Award Identification Number and Year: Passthrough Funds
Pass-Through Agency: BCHA and WHEDA
Pass-Through Number(s): BCHA – WI 186; WHEDA – WI 901
Award Period: January 1, 2023 – December 31, 2023
Compliance Requirement: Eligibility
Type of Finding: Significant Deficiency in Internal Control over Compliance, Other Matter
Criteria or specific requirement: Per 24 CFR 5.212 and 5.230, the Organization is required to retain a signed privacy notice from all tenants. The Authorization for Release of Information/ Privacy Act Notice Form HUD-9886 is expected to be signed by all in the household over the age of 18.
Condition: During our testing, we noted that one file did not have the Form HUD-9886 in the file.
Questioned costs: None
Context: From a sample of 60 program participant files selected for testing, one tenant was missing the signed Form HUD-9886.
Cause: The Housing Specialist did not obtain or retain the HUD-9886 in the file.
Effect: File did not contain required information per 24 CFR 5.213 and 5.230. No effect on Housing Assistance payment.
Repeat Finding: No
Recommendation: We recommend that Management creates an internal monitoring system to ensure that tenant files are scanned/saved appropriately, and the documentation meets all program guidelines.
Views of responsible officials: There is no disagreement with the audit finding. Refer to the Organization’s Corrective Action Plan for more information.