Finding Text
2024-002 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 and Special Provisions
Criteria: HUD requires Public Housing Authorities (PHA) to properly document the eligibility of tenants, properly calculate benefits based on tenant income and determine rent is reasonable.
Condition: During our testing of compliance with Section 8 requirements, we noted several errors while reviewing 40 tenant files. These include the following:
• Three instances in which the income utilized to calculate benefits did not agree to documentation in the tenant file.
• One instance in which a tenant was accepted due to homeless status, but documentation of homelessness was not included in the tenant file.
• Rent Reasonableness Form with no conclusion as to whether rent was reasonable.
Effect and Questioned Costs: Noncompliance with HUD requirements.
Repeat Finding: Yes
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.