Finding Text
2024-004 Housing Choice Voucher Waiting List: Special Tests and Provisions
Program: U.S. Department of HUD: Section 8 Housing Choice Vouchers (ALN #14.871)
Type of Finding: Significant Deficiency in Internal Control over Compliance, Other Matters
Statement of Condition: Out of a total population of approximately 258 applicants, 25 applicants were selected for testing, and the following errors were discovered.
• 1 applicant file had the following error:
o The applicant was incorrectly awarded local preference points. Removing these points would drop their waiting list rank from #54 to #258. However, this issue would have likely been identified and corrected during the routine verification of preference points, which occurs when an applicant is pulled from the waiting list.
• 1 applicant file had the following error:
o The applicant was incorrectly awarded working preference points. Removing these points would drop their waiting list rank from #64 to #245. However, this issue would have likely been identified and corrected during the routine verification of preference points, which occurs when an applicant is pulled from the waiting list.
• 1 applicant file had the following error:
o The applicant selected the local preference point, but was not awarded the local preference point. Correcting this issue would change the applicant’s ranking on the waiting list from #114 to #6. Nonetheless, it’s likely that the applicant would have been pulled from the waiting list at the correct time regardless of whether the applicant is ranked #114 or #6, since the Authority selects a large pool of applicants.
• 1 tenant file had the following error:
o The applicant selected the victim of domestic violence preference point, but was not awarded the preference point. Correcting this issue would change the applicant’s ranking on the waiting list from #124 to #2. Nonetheless, it’s likely that the applicant would have been pulled from the waiting list at the correct time regardless of whether the applicant is ranked #124 or #2, since the Authority selects a large pool of applicants.
• 1 tenant file had the following error:
o The applicant selected the local preference point, but was not awarded the local preference point. Correcting this issue would change the applicant’s ranking on the waiting list from #174 to #10. Nonetheless, it’s likely that the applicant would have been pulled from the waiting list at the correct time regardless of whether the applicant is ranked #174 or #10, since the Authority selects a large pool of applicants.
Criteria: The Public Housing Authority is required to maintain a current and accurate waiting list in accordance with 24 CFR § 982.204, "Waiting list: How to select families," which states that a PHA must establish and implement a written waiting list policy that includes its system for applying local preferences and the order of preferences.
Questioned Costs: None.
Effect: The identified errors in applying or not applying preference points, even if subsequently corrected during the verification process, indicates weaknesses in the initial processing and management of the HCV waiting list. Assigning or not assigning correct preference points leads to incorrect ranking of applicants on the waiting list, and the potential for management to vouch an applicant prematurely into the Section 8 program.
Cause: The cause of these errors is due to insufficient staff training or lack of a quality control review over the data entry process of assigning preference points to the applicants on the waiting list.
Recommendation: The Authority should provide ongoing staff training on accurate data entry and documentation requirements for preference points assigned to applicants on the waiting list. In addition, the Authority should implement a quality control review process to ensure preference points are appropriately assigned. This could involve a second staff member reviewing a sample of applicant entries for accuracy of preference point awarded.
Views of Responsible Officials of the Auditee: The Authority concurs with this finding. The Authority has an established review, oversight and training process for all of its staff and will continue to improve its review, oversight, and training process to ensure proper procedures are being followed.