MONTEZUMA HOUSING INVESTMENTS LLC

Criteria: The PHA is required to maintain support of eligibility determinations that were made so support the individual program participants were determined to be eligible, and that only eligible individuals or groups of individuals participated in the program. Condition: During the year, 40 housing choice voucher participant files were tested to determine if proper eligibility was determined for the program. Of the forty (40) tenant files reviewed, one (1) tenant file was missing the annual recertification and supporting documentation and six (6) additional tenant files lacked the various supporting documentation. Questioned Costs: Not Determinable cause: Staffing changes and overall turnover at the Authority was the reason for disorganization of the tenant files and the misplacement of the file selected for testing. Effect: The Authority does not have proper support to verify tenant is properly eligible for the program. Recommendation: The Authority should provide additional training to Housing Choice Voucher staff to make sure the importance of tenant files and the related supporting documents related to the eligibility of program participants is readily available. Also, the Authority should consider if an electronic filing system would be to the benefit of the authority. Recommendation: We recommend the Authority provide training to Housing Choice Voucher program staff emphasizing the importance of maintaining complete and accurate eligibility documentation. Additionally, the Authority should evaluate the implementation of an electronic document management system to improve file organization, reduce the risk of misplacement, and ensure timely access to required records for compliance and audit purposes. Response: The Authority concurs with the finding.