Finding Text
Finding 2024 - 003 - Housing Choice Vouchers Tenant Files
Housing Choice Vouchers - CFDA No. 14.871; Grant period - year ended June 30, 2024
Criteria: The Code of Federal Regulations and HUD guidelines give the requirements for maintaining the
tenant files for the Public Housing and Housing Choice programs. Specifically, HUD regulations CFR Parts
982.305 and 982.405 require Authorities to inspect units leased under the HCV program at the time of initial
leasing and at least annually thereafter to ensure the units meet HQS. In addition, 24 CFR Part 960.253
gives the requirements for choice of rent and use of utility allowances. Also, the Authority’s policy and
procedure dictate full compliance with these regulations, as well as guidelines to be followed in maintaining
these files. Condition & Perspective: A current year review of 40 tenant files revealed a situation of continued errors and
omissions in most of the files that leads to incomplete tenant documentation. The results of the review are
as follows:
1. Of the 40 tenant files reviewed, 2 did not contain a signed HUD Form 9886.
2. Of the 40 tenant files reviewed, 3 did not have a HUD Form 52517.
3. Of the 40 tenant files reviewed, 4 did had not complied with HQS guidelines.
Cause: Lack of controls over compliance with HUD regulations and turnover of staff.
Effect: Non-compliance with HUD regulations.
Questioned Costs: None Identified
Repeat Finding: No
Recommendation: We recommend that the Authority utilize a standard filing system based upon a checklist
and issue this to all required personnel. We recommend that supervisors and managers review on a monthly
basis a random sample of all files to determine compliance with federal guidelines and the Authority’s policy.
Management’s Response to Finding:
The Authority will work on strengthening its internal controls to correct this situation and ensure that they will
be in compliance with the federal guidelines and the Authority’s policies.
Responsible Party: Matthew McClammey, Executive Director, (334)745-4171.
Anticipated Completion Date: June 30, 2025.