Finding 64081 (2022-001)

Item 2022-001 - Tenant Files Program: Public and Indian Housing Requirement: Proper tenant file maintenance is required by grant agreements and HUD regulations. Condition: Tenant files were not in compliance with HUD regulations. We examined 20 tenant files for Public and Indian Housing and found the following deficiencies: 2 files were using incorrect years to calculate rent 2 files were missing signed current 9886 forms 1 file was charging tenant more that stated on the rent roll for this fiscal year Questioned Costs: Not determinable. Cause: The Housing Authority is not maintaining proper tenant files. Effect: Rent calculations may not be correct and supporting documentation is missing. Prior Year Finding: N/A Information: Sampling was applicable to this finding and systematic problem. Recommendation: We recommend tenant files be maintained in accordance with HUD regulations. Management?s Response: HACF will continue to conduct its scheduled annual audit. Additionally, the organization will be consistent in its conduct of bi-annual file reviews. These reviews will sample of up to 20 files. Both annual and bi-annual audits will result in documentation of file errors and needed corrections. All audit files will be signed off by the operations manager and the staff. Property management staff will receive ongoing training on reviewing income, assets and rent calculations, tenant record keeping and recertification requirements.