Finding 500116 (2023-002)

Currently the Columbus Housing Authority is responding to your findings as it relates to the fiscal year December 2023. We are addressing the audit findings related to financial statement missed FDS submission deadline for the unaudited financials and the Authority interfund receivables and payables balance that have not been repaid as of the fiscal year end. The following corrective actions will be implemented as it relates to the findings: The following steps will be taken regarding the financial statement FDS submission and interfund repayment: Financial Statements 1. Understand Deadlines: Become familiar with the submission deadlines for both unaudited and audited financial data. 2. Create a Timeline: Develop a detailed timeline that includes all key dates and milestones leading up to the submission deadline. This will include internal review periods and time for corrections. 3. Assign Responsibilities: Clearly define roles and responsibilities within our team to ensure that each part of the submission process is covered. 4. Regular Check-ins: Schedule regular check-ins to monitor progress and address any issues that may arise early on. 5. Use HUD Tools: Utilize HUD’s FDS Submission Upload Tool and other resources to streamline the data entry and submission process. 6. Perform Completeness Checks: Before submitting, perform a submission completeness check to ensure all required data is accurate and complete. 7. Request Extensions if Needed: If we encounter unusual circumstances that may delay our submission, request an extension as early as possible. 8. Backup and Documentation: Keep backups of all submitted data and maintain thorough documentation of the submission process for future reference. Interfund Repayment 1. Identify Interfund Transaction: List all interfund transactions, this includes payables, payroll, reimbursements, and etc. 37 2. Record Transaction: Ensure all interfund transactions are recorded in the general ledger. 3. Reconcile Balances: Reconcile the balances of all interfund accounts between each fund. 4. Investigate Discrepancies: Investigate and resolve any discrepancies found during the reconciliation process. Make the necessary adjusting entries to correct any errors or discrepancies identified. 5. Documentation: Maintain thorough documentation for all interfund transactions. Additionally, regular monitoring and periodic review of the effectiveness of the implemented controls will be conducted to ensure ongoing compliance and continuous improvement.