Finding Text
2023-002 - Eligibility: Public Housing Operating Fund (FALN #14.850)
Criteria
HUD regulations of Annual Income (24 CFR § 5.609), Eligible Family Status (24 CFR § 5.403), Citizenship and Eligible Immigrant Status (24 CFR § 5.506) and Disclosure of Social Security Numbers (24 CFR § 5.216) require the collection and retention of certain tenant information to document the eligibility determination for each recipient.
Condition
The results of our testing indicated that certain items were unable to be located in the file, as follows:
• In two instances, the rent adjustment letter was not signed by tenant.
• In five instances, the rent adjustment letter for the audit year was missing.
• In four instances, the income verification form was missing.
Questioned Costs
Not determinable.
Context
We selected a sample of 60 files for review. Our sample was a statistically valid sample.
Effect or Possible Effect
The tenant file documentation was incomplete.
Cause
The cause is unknown.
Identification as a Repeat Finding
This finding is not a repeat finding.
Recommendation
We recommend that Park City improve its internal processes to ensure tenant files contain the required documentation.
Park City's Response
Rent Adjustment Letters
Park City has implemented the requirement that all residents are to complete and sign their annual recertification forms within thirty days of receipt. This policy aims to streamline our administrative processes and ensure that all resident information remains up to date. Also, as PCC transitions to Rent Café for recertifications, we anticipate this will make the process easier for residents and staff.
Income Verification Forms
Park City requires all income verification forms and re-examination documents to be scanned and securely stored in Yardi, our new digital management system. Storing documents digitally helps us maintain compliance with regulatory requirements by ensuring that all records are accurately maintained and readily available for audits and inspections.