Finding 517661 (2024-009)

Department of Housing and Urban Development (HUD): Housing Voucher Cluster (14.871) Fiscal year finding initially occurred: 2024 CONDITION: In our sample of 51 tenant files tested: (a) criminal report release authorization forms were not available in 21 files, and (b) HUD Form 52646 Vouchers, were not available in 13 files. CRITERIA: Eligibility for the program requires that all HUD required forms be properly maintained by the public housing agency (PHA). CAUSE: Management did not have adequate procedures in place to ensure that required documentation was consistently maintained in tenant files. EFFECT: The absence of the forms compromises the PHA’s ability to demonstrate compliance with eligibility requirements. PERSPECTIVE INFORMATION: A sample of 51 tenant files was selected for audit from a population of 142 tenants. The test found that 21 tenant files did not have the criminal report release authorization form available and 13 files did not have HUD Form 52646 Vouchers in the file. RECOMMENDATION: We recommend that the PHA implement stronger internal controls to ensure that all required documentation is properly retained in tenant files. These controls should include: • Conducting periodic file reviews to verify completeness • Implementing a checklist for required documentation • Providing additional training to staff on recordkeeping requirements MANAGEMENT’S CORRECTIVE ACTION PLAN: Management acknowledges the finding and will take corrective action to address the issue and ensure that all required forms are maintained in the file.