FAC Explorer

Finding 556051 (2024-002)

- Repeat Finding
Requirement
E
Questioned Costs
-
Year
2024
Accepted
2025-04-28
Audit: 354775
Organization: Newbury Elderly Housing, Inc. (NH)
Auditor: Leone McDonnell & Roberts P A

AI Summary

  • Core Issue: Missing required documentation due to expired EIV license and lack of oversight.
  • Impacted Requirements: HUD mandates that EIV forms must be run regularly (monthly, quarterly, annually).
  • Recommended Follow-up: Implement a system to ensure multiple staff members hold an EIV license and monitor license expiration.

Finding Text

Information on universe: Total population was 34 files. Sample Size: 7 files were selected for testing. Identification of repeat finding: Yes, 2023-001 Condition: Missing required documentation. Enterprise Income Verification (EIV) reports were not able to be run due to the license expiring and the person with the license no longer working at the organization. Criteria: HUD requires EIV forms to be run, monthly, quarterly and annually. Effect: Required documents were not in the files. Context: Auditor reviewed tenant files noting the form was not present in the tenant files. Cause: Lack of oversight by management agent. The one individual with the EIV license was no longer working at the Organization. Recommendation: A system should be in place requiring more than one individual to have an EIV license and ensure the license does not lapse.

Corrective Action Plan

We have reviewed the finding regarding the need for a system ensuring that more than one individual holds an EIV (Enterprise Income Verification) license and that the license does not lapse. We understand the importance of maintaining access to the EIV system and ensuring uninterrupted compliance with HUD requirements. In response to this finding, we have taken the following corrective actions: 1. Designating Multiple EIV Users: We have implemented a policy that ensures at least two staff members are trained and hold active EIV access. This provides continuity in the event that one staff member is unavailable or the license needs to be renewed. 2. Tracking License Expiration: We have established a system to track EIV license expiration dates and will proactively initiate renewal processes well in advance of any license lapsing. A reminder system has been set up to notify both the employee holding the license and the supervisor, ensuring that renewals are completed on time. 3. Backup Procedures: In addition, we have documented backup procedures to ensure that another individual with the appropriate access is available to perform EIV-related tasks in case of staff turnover or other absences. Anticipated Completion Date: 6/1/2024 Contact: Jackie Oliveira-Director of Affordable Housing

Categories

HUD Housing Programs Internal Control / Segregation of Duties

Other Findings in this Audit

  • 556052 2024-003
    - Repeat
  • 556053 2024-002
    - Repeat
  • 556054 2024-003
    - Repeat
  • 556055 2024-004
    - Repeat
  • 556056 2024-004
    - Repeat
  • 556057 2024-006
    Significant Deficiency Repeat
  • 556058 2024-006
    Significant Deficiency Repeat
  • 556059 2024-007
    Significant Deficiency Repeat
  • 556060 2024-007
    Significant Deficiency Repeat
  • 556061 2024-002
    - Repeat
  • 556062 2024-003
    - Repeat
  • 556063 2024-004
    - Repeat
  • 556064 2024-006
    Significant Deficiency Repeat
  • 556065 2024-007
    Significant Deficiency Repeat
  • 556066 2024-005
    Material Weakness
  • 556067 2024-005
    Material Weakness
  • 556068 2024-005
    Material Weakness
  • 1132493 2024-002
    - Repeat
  • 1132494 2024-003
    - Repeat
  • 1132495 2024-002
    - Repeat
  • 1132496 2024-003
    - Repeat
  • 1132497 2024-004
    - Repeat
  • 1132498 2024-004
    - Repeat
  • 1132499 2024-006
    Significant Deficiency Repeat
  • 1132500 2024-006
    Significant Deficiency Repeat
  • 1132501 2024-007
    Significant Deficiency Repeat
  • 1132502 2024-007
    Significant Deficiency Repeat
  • 1132503 2024-002
    - Repeat
  • 1132504 2024-003
    - Repeat
  • 1132505 2024-004
    - Repeat
  • 1132506 2024-006
    Significant Deficiency Repeat
  • 1132507 2024-007
    Significant Deficiency Repeat
  • 1132508 2024-005
    Material Weakness
  • 1132509 2024-005
    Material Weakness
  • 1132510 2024-005
    Material Weakness

Programs in Audit

ALN Program Name Expenditures
14.157 Supportive Housing for the Elderly $338,825