Housing Voucher Cluster – Assistance Listing No. 14.871/14.879/14.EHV – HAP
Register and PIC Submissions
Recommendation: We recommend that the Authority review its internal controls over the HAP process to ensure the correct amounts are paid each month. We recommend that the Authority review its process for uploading data to PIC to ensure each recertification gets submitted.
Explanation of disagreement with audit finding: There is no disagreement with the audit finding.
Action taken in response to finding: Virginia Housing is committed to ensuring
accurate and timely data submission to HUD’s Public and Indian Housing Information Center (PIC) system. Virginia Housing acknowledges that staffing challenges, at Virginia Housing and HUD Field Offices, including the turnover of key personnel, contributed to gaps in the PIC data submission process.
To address this issue, Virginia Housing has hired new systems staff to restore capacity and strengthen internal controls over data management. The new staff will focus on improving data management procedures, enhancing system oversight, and ensuring timely submission of all required recertifications.
Of the files not located in PIC, six (6) have since been submitted in PIC as of March 11, 2025. Virginia Housing will continue to work toward a resolution for the seventh file.
Additionally, Virginia Housing will implement quality control measures to verify that all recertifications are properly uploaded to PIC. This will include the development of clear protocols for tracking submission status, conducting regular audits of uploaded data, and ensuring staff are trained on updated procedures.
Name(s) of the contact person(s) responsible for corrective action: Yilla Smith,
Director, Housing Opportunity Programs and Initiatives
Planned completion date for corrective action plan: September 30, 2025