Finding Text
Eligibility: Public Housing Operating Fund (FALN #14.850)
Federal Award Identification Number and Year: CT00100004424D
Criteria
HUD regulations of Annual Income (24 CFR § 5.609), Eligible Family Status (24 CFR § 5.403), Citizenship and Eligible Immigrant Status (24 CFR § 5.506) and Disclosure of Social Security Numbers (24 CFR § 5.216) require the collection and retention of certain tenant information to document the eligibility determination for each recipient.
Condition
The results of our testing indicated that certain items were not completed in a timely matter as follows:
• In twenty instances, the income verification form was not performed timely.
Questioned Costs
Not determinable.
Context
We selected a sample of 60 files for review. Our sample was a statistically valid sample.
Effect or Possible Effect
The tenant income verification was not performed timely.
Cause
The cause is unknown.
Identification as a Repeat Finding
This finding is a repeat finding (see prior year finding number: 2023-002).
Recommendation
We recommend that Park City continue to improve its internal processes to ensure tenant income verification is performed timely.
Park City's Response
Park City has implemented a secure, digital document management protocol requiring that all income verification forms and re-examination documents be scanned and stored within Yardi, the newly adopted digital management system. This transition ensures that all records are accurately maintained, securely stored, and readily accessible for audits and inspections.
By digitizing these critical documents, Park City is enhancing regulatory compliance, reducing administrative inefficiencies, and strengthening data integrity. This approach aligns with best practices for record retention and enables swift retrieval of documentation to meet oversight and inspection requirements.