Finding 529778 (2024-002)

2024-002: Record Retention and Accuracy Housing Choice Vouchers - 14.871 Criteria or specific requirement (including statutory, regulatory, or other citation): Eligibility for program benefits should be supported by completed standardized forms. Such forms should be maintained and contain the necessary signatures indicating review and approval. Condition and context: Of 40 program benefits tested for 2024, the following exceptions were noted: 11 instances whereby the utility allowance calculated a different amount than the actual payment. Four instances whereby the utility allowance form was blank or missing, but a utility payment was still made. Four instances whereby required rent reasonableness documentation was missing. Four instances whereby documentation of rent increases was missing. One instance whereby rent utilized for the HAP calculation was too high. Variances between the HAP and utility calculations and amounts paid ranged from $3 to $336. Cause: Inconsistency in the application of established Village policies and procedures principally due to staffing challenges and the volume of transactions. Effect or potential effect: Without proper documentation to demonstrate the propriety of benefits issued, benefits may be issued to ineligible applicants or in amounts that are incorrect. Questioned costs: None. Identification as a repeat finding, if applicable: Repeated, see finding 2023-001. Recommendation: Management should enhance procedures to ensure that the required documentation is maintained in each case file and reconcile HAP and utility calculations to actual payments to ensure accuracy. View of responsible officials: As detailed in the Corrective Action Plan, management has agreed to the findings and recommendations above.