2024-003 U.S. Department of Housing and Urban Development Housing Voucher Cluster - 14.871 Section 8 Housing Choice Vouchers and 14.879 Mainstream Vouchers
Condition and Criteria: The Agency is to retain supporting documentation for individuals served by the program to support assistance payments made to these individuals. The Agency was unable to retrieve some of their scanned documentation for part of the year audited (four tenants in the sample).
Cause: The Agency relies solely on an outside vendor to back-up their data. The Agency switched vendors for part of the year audited and upon terminating the agreement with that vendor, some scanned documentation was lost and is irretrievable. The Agency did not maintain paper files.
Effect: There is a possibility rental assistance payments could be considered disallowed expenditures due to lack of supporting documentation identified.
Context: The Agency identified the issue and recreated lost documentation to the best of their ability. A sample of grants totaling $33,038 was selected for audit from a population of
$6,470,217. The test found questioned costs totaling $1,962. Our sample was a statistically valid sample.
CORRECTIVE ACTION PLAN RESPONSE: The agency recreated what we could and uploaded to the current housing software. Housing counselors are instructed to keep the paper versions of household transactions for two years and verify that the electronic copy is clear before shredding.
Anticipated completion date: 9/30/25
Responsible party: Michelle Worthington, Section 8 Housing Director
Please contact Vicky Pritchett, Finance Director at 573-213-4811 extension #10102 with questions regarding this plan.