Finding Text
Tenant Files – Housing Choice Vouchers
Criteria:
HUD guidelines on tenant file documentation and maintenance must be followed at all times.
Condition:
During my review of fifteen tenant files, I noted the following deficiencies:
Four files did not contain proof of citizenship (Form 214) and signed lease agreement.
No annual independent income verification was present in seven tenant files.
Three files did not contain authorization for the release of information form.
None of the files contained determination of rent reasonableness form.
Eight files either did not have an inspection form or failed an inspection without any follow-up.
Questioned Costs:
None noted.
Effect:
Tenant files are incomplete and could have incorrect rent calculation.
Cause:
Unknown, as the current administration is not aware of the prior administrations process of managing the tenant files.
Recommendation:
I recommend that the Authority ensure that all tenant files are maintained properly, and supervisory reviews are performed to ensure completeness and accuracy.
Management’s Response:
The audit revealed missing critical documentation in Housing Choice Vouchers tenant files. Staff will be retrained on HUD’s file management requirements, and a standardized audit and review process has been introduced for both new tenant intakes and annual recertifications. Corrective efforts are underway to update and complete all current files.