Finding 496455 (2023-003)

Criteria: HUD guidelines on tenant file documentation and maintenance must be followed at all times. Condition: During my review of ten (10) HCV program tenant files, I noted the following deficiencies:  One file did not have HUD form 50058.  Six files did not contain independent income verification. Questioned Costs: None noted. Effect: Tenant files are incomplete and could have incorrect rent calculation. Cause: It appears that no supervisory review was performed to ensure completeness of the tenant files. Recommendation: I recommend that the Authority ensure that all tenant files are maintained properly, and supervisory reviews are performed to ensure completeness and accuracy. Management’s Response: Management hired a new Executive Director mid-October 2024. Management and the Executive Director will strive to conduct random tenant/participant file audits while meeting SEMAP guidelines on a monthly basis to ensure and verify compliance with HUD regulations. Documentation will be reviewed for accuracy and completeness and maintained monthly. The Housing Authority will document monthly audits completed until all files have been audited for accuracy and correct information.