Housing Authority of the Town of Mansfield

2021-2 Eligibility (Compliance) Condition: A random sample of 51 tenant files were selected and tested for income eligibility, 3rd party verification, recalculating tenant?s rent, selection from waiting list, reexamination once every 12 months, family report, and trace calculated rent to rental registry. 6 of the tenant files were not updated or reexamined within a 12 month period. 2 of the tenant files showed the calculated rent did not agree with rent charged to the tenant. Criteria: The Housing Authority must do the following: 1. As a condition of admission or continued occupancy, require the tenant and other family members to provide necessary information, documentation, and releases for the Housing Authority to verify income eligibility (24 CFP sections 5.230, 5.609, and 960.259). 2. For both family income examinations and reexaminations, obtain and document in the family file third party verification of: (1) reported family annual income; (2) the value of assets; (3) expenses related to deductions from annual income; and (4) other factors that affect the determination of adjusted income or income-based rent (24 CFR section 960.59). 3. Determine income eligibility and calculate the tenant?s rent payment using the documentation from third party verification in accordance with 24 CFR part 5 subpart F (24 CFR section 5.601 et seq., and 24 CFR sections 960.253, 960.255, and 960.259). 4. Select tenants from the public housing waiting list (see III.N.1. `Special Tests and Provisions ? Public Housing Waiting List?) (24 CFR sections 960.206 and 960.208). 5. Reexamine family income and composition at least once every 12 months and adjust the tenant rent and housing assistance payment as necessary using the documentation from third party verification (24 CFR sections 960.253, 960.257, and 960.259). HUD-50058, Family Report (OMB No. 2577-0083) ? The PHA is required to submit this form electronically to HUD each time the PHA completes an admission, annual reexamination, interim reexamination, portability move-in, or other change of unit for a family. The PHA must also submit the Family Report when a family ends participation in the program or moves out of the PHA?s jurisdiction under portability. Cause of Condition: Not documenting reexamination of tenant eligibility once every 12 months in the tenant files. Effect of Condition: Compliance violation. Recommendation: The Housing Authority should document in the tenant files the performance of compliance requirements outlined in ?criteria? above and perform a reexamination of tenant eligibility once every 12 months. Client Response: The Housing Authority has been in the process of reworking all of its tenant files.

2020-2 Eligibility (Compliance) (Internal Control) Condition: A random sample of 51 tenant files were selected and tested for income eligibility, 3rd party verification, recalculating tenant?s rent, selection from waiting list, reexamination once every 12 months, family report, and trace calculated rent to rental registry. 39 of the tenant files were not updated or reexamined within a 12 month period. The other 12 tenant files were new tenants. Criteria: The Housing Authority must do the following: 1. As a condition of admission or continued occupancy, require the tenant and other family members to provide necessary information, documentation, and releases for the Housing Authority to verify income eligibility (24 CFP sections 5.230, 5.609, and 960.259). 2. For both family income examinations and reexaminations, obtain and document in the family file third party verification of: (1) reported family annual income; (2) the value of assets; (3) expenses related to deductions from annual income; and (4) other factors that affect the determination of adjusted income or income-based rent (24 CFR section 960.59). 3. Determine income eligibility and calculate the tenant?s rent payment using the documentation from third party verification in accordance with 24 CFR part 5 subpart F (24 CFR section 5.601 et seq., and 24 CFR sections 960.253, 960.255, and 960.259). 4. Select tenants from the public housing waiting list (see III.N.1. `Special Tests and Provisions ? Public Housing Waiting List?) (24 CFR sections 960.206 and 960.208). 5. Reexamine family income and composition at least once every 12 months and adjust the tenant rent and housing assistance payment as necessary using the documentation from third party verification (24 CFR sections 960.253, 960.257, and 960.259). HUD-50058, Family Report (OMB No. 2577-0083) ? The PHA is required to submit this form electronically to HUD each time the PHA completes an admission, annual reexamination, interim reexamination, portability move-in, or other change of unit for a family. The PHA must also submit the Family Report when a family ends participation in the program or moves out of the PHA?s jurisdiction under portability. Cause of Condition: Not documenting reexamination of tenant eligibility once every 12 months in the tenant files. Effect of Condition: Compliance violation and material internal control finding. Recommendation: The Housing Authority should document in the tenant files the performance of compliance requirements outlined in ?criteria? above and perform a reexamination of tenant eligibility once every 12 months. Client Response: The Housing Authority is in the process of reworking all of its tenant files.