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2022-003 FEDERAL COMPLIANCE ? TENANT DOCUMENTATION Federal Program Name: Housing Choice Voucher Program Catalog of Federal Domestic Assistance Number: 14.871 Federal Agency: U.S. Department of Housing and Urban Development Compliance Requirement: Eligibility Criteria: 24 CFR ? 982.158 states "during the term of each assisted lease, and for at least three years thereafter, the PHA must keep (1) a copy of the executed lease; (2) the HAP contract; and (3) the application from the family. Condition: During our testing of tenant files, we noted two instances in which the PHA was not able to provide the family application, income verification documentation, and executed lease and HAP contract. Additionally, we noted two instances in which the documentation for interim recertifications due to a loss of income was not included in the tenant files. Effect and Questioned Costs: Noncompliance with HUD requirements. Repeat Finding: No Recommendation: We recommend that procedures be implemented to ensure that documentation is maintained in accordance with HUD requirements. Management?s Response: Our agency has implemented a scanning system which prints bar codes on each document that automatically goes to the correct tenant file. After documents have been signed they are scanned in. This will help alleviate misplaced documents/files. Staff has also been instructed to always put any type of correspondence with tenants in the electronic tenant file.