FAC Explorer

Finding 572630 (2024-002)

Significant Deficiency Repeat Finding
Requirement
C
Questioned Costs
$1
Year
2024
Accepted
2025-08-05
Audit: 363741
Organization: Housing Authority of the City of Tampa, Florida (FL)
Auditor: Berman Hopkins Wright & Laham CPAS and Associates

AI Summary

  • Core Issue: Three out of 15 tested grant drawdowns were made before invoices were paid, violating the 72-hour requirement.
  • Impacted Requirements: Non-compliance with U.S. Treasury regulations (2 CFR section 200.305) and HUD documentation standards (24 CFR 905.326).
  • Recommended Follow-Up: Strengthen internal controls over grant management to align fund draws with invoice payment timing.

Finding Text

Condition: Out of the 36 grant drawdowns during the year, of the 15 drawdowns that were tested, 3 of the drawdowns were made in advance of the supporting invoices being paid and subsequently the invoices were not paid within the 72-hours, as required. Context: The auditor haphazardly selected 15 grant drawdowns from the population, which we consider to be a statistically valid sample size. The auditor reviewed the drawdowns and supporting documentation to ensure proper procedures are being followed and that the Authority is in compliance with HUD requirements. Criteria: The U.S. Treasury per 2 CFR section 200.305 (2 CFR section 200.302(b)(6)) requires grant funds received by the Authority to be properly spent within 72 hours of receipt. HUD regulations require that proper documentation be maintained for all Capital Fund Program per 24 CFR 905.326. Cause: The Authority experienced staff turnover in the finance department as well as difficulty replacing personnel knowledgeable with HUD and grant reporting requirements. Effect: The Authority did not disburse the capital funds in a timely manner for some of the draws made during the year. Questioned Costs: $379,570 Auditor’s Recommendations: The Authority should continue to develop and implement internal controls over grant management to coordinate capital fund draws with the timing of invoice payments. View of Responsible Officials: See Corrective Action Plan

Corrective Action Plan

Action Taken: Management agrees with the finding noted above. Management will also note that as a repeated finding we do not so much offer a corrective action plan as we do a summarization of steps already taken to close this finding for fiscal 2025. A new and highly qualified Chief Financial Officer with over 30 years of public housing experience was hired by the agency in April of 2024. The CFO has fully staffed the department with competent and qualified individuals including a new and fully qualified Controller and Director of Finance. All individuals hired have received targeted training from both internal and external sources. In June 2024 the new financial management team implemented a policy/procedure for the records requirement and payment timeframes for all capital fund draw downs. This policy requires the hand signing of eLOCCS forms and reconciliation of individual draws at the time of drawdown. During fiscal 2025 the entire Finance staff was trained extensively on all matters related to HUD accounting. Specific training was directed to the Capital Fund program, its eligibility standards, accounting processes, and drawdown procedures. This training was conducted by a nationally recognized HUD-specific trainer. The Authority has hired a qualified, experienced internal auditor. The internal auditor has completed a 100% testing sample on capital fund draws made in fiscal 2025. His observations were rectified, and the policy revised where needed. The sampling assured that supporting documentation was sufficient for audit, that it matched the amounts drawn, and that invoices were paid within HUD dictate s timeframes. Management feels that with this policy and enhanced testing in place the finding will not be repeated in 2025. Management expects closure of this finding, under the direction of the Chief Financial Officer, for the Fiscal 2025 audit.

Categories

Questioned Costs HUD Housing Programs Cash Management Reporting Internal Control / Segregation of Duties

Other Findings in this Audit

Programs in Audit

ALN Program Name Expenditures
14.871 Section 8 Housing Choice Vouchers $4.17M
14.872 Public Housing Capital Fund $4.01M
14.879 Mainstream Vouchers $3.01M
14.850 Public and Indian Housing $1.09M
14.241 Housing Opportunities for Persons with Aids $832,321
14.238 Shelter Plus Care $574,477
17.274 Youthbuild $571,426
14.870 Resident Opportunity and Supportive Services - Service Coordinators $561,831
93.137 Minority Community Health Coalition Demonstration $188,803