Finding Text
Finding No. 2023-001: CFDA 14.181 – Section 811 Capital Advance and Section 811 Project Rental Assistance - Significant Deficiency: Criteria: The Corporation’s tenant files are required to be maintained in accordance with HUD guidelines to ensure eligibility and accurate calculations of tenant rent and rental subsidy. Statement of Condition: The tenant files are incomplete and lacking required documentation indicating verification of eligibility and resident rights. Form 50059 to calculate tenant rent and reported to HUD was not completed timely in accordance with HUD guidelines. In addition, one file requested for review related to a move-out could not be located. Cause of Condition: The Corporation’s internal controls to ensure tenant files are complete and that the calculation of tenant rent is completed timely, and that the required documentation for tenant eligibility screening is maintained, were not effective. Effect of Condition: In the tenant file sampled, documentation was missing to include 1) EIV Existing Tenant Search; 2) acknowledgement of receipt of the Resident Rights and Responsibilities brochure, EIV & You brochure and Fact Sheet on How Your Rent is Determined; 3) EIV reports for income verification or social security validation; 4) verification of student status and age of tenant; 5) evidence of criminal background and sex offender registry checks and 6) initial notice sent at time of certification. It was also noted that the Form 50059 and lease agreement were not completed and signed before move-in and were actually completed almost a month late. Due to relocation of the management office, former tenant files were moved to storage and upon inquiry, the move-out file selected for testing could not be located within storage. Recommendation: The design of the current controls should be reviewed to ensure tenant files are accurate, complete, and orderly and include a checklist of required documentation and retention guidelines. Procedures should also be established to ensure that the Form 50059 are completed timely and properly executed. The documentation in the files should support the data used in preparing the Form 50059 and calculating the tenant’s share of the rent. Views of Responsible Officials: Management agrees with the findings and will implement procedures to ensure tenant files are maintained in accordance with HUD guidelines.