Finding Text
2023-004 – Tenant File Review
U.S. Department of Housing and Urban Development
14.871 – Section 8 Housing Choice Vouchers/Housing Voucher Cluster
Condition: During review of tenant files, RBT noted that of the 25 tenant files tested, one file was missing a signature on form HUD-9886, one file was missing form HUD-9886 entirely, and one tenant file could not be located. For the file that could not be located, form HUD-9886, form HUD-50058, reasonable rent assessment, utility allowance determination, and HQS inspection was all missing. RBT also noted that the Authority
was not appropriately documenting the controls over Eligibility, Reasonable Rent, Utility Allowance, and HQS Inspections. Criteria: As a condition of admission or continued occupancy, PHAs must require the tenant and applicable family members to provide necessary information and releases for the PHA to verify income eligibility and obtain and document the family third-party verification of reported family income during the annual reexamination of family income or during move-in. Additionally, as a condition of receiving federal awards, the PHA agrees to comply with laws, regulations, and the provisions of grant agreements and contracts, and to also maintain internal controls to provide reasonable assurance of compliance with these requirements.
Cause: The Authority does not have a central, uniform location to document the controls in place over Eligibility, Reasonable Rent, Utility Allowance, and HQS Inspections.
Effect: Potential loss of funding due to noncompliance or additional noncompliance if a control is missed.
Questioned Costs: None identified.
Perspective: See Condition description above.
Repeat Finding: Not a repeat finding.
Recommendation: We recommend that the Authority establish a checklist for the Tenant Housing Representatives to use during the recertification process to ensure all compliance requirements are met. The checklist should be signed or initialed by the representative and maintained in the tenant’s file. This checklist will serve as documentation that all compliance requirements were verified for the tenant.
Auditee’s Response: See corrective action plan.