Enterprise Income Verification (EIV) Communicate: Results identified and provided to Policy Committee; Asset Mgmt. Dept. Manager PBT # 2 – Adjust Contract Rents Reviewer: Manager (AMD) Reviewed: Lead Programs Analyst (AMD) Budget-Based Rent Adjustments Annual Adjustment Factor Operating Cost Adjustment Factor Special Adjustments Rent Appeals, if any Review: MFA Section 8 Access database reports and tracking logs; HUD Secure Systems (iREMS); Project File/Working Papers Communicate (1): For Daily/As Needed timeline; Results identified and provided to Lead Programs Analyst performing Items 1-5 at time of QC Review for immediate corrective action Document: Results recorded on QC Checklist (in accordance with HUD requirements for PBT #2; for Monthly & Quarterly timelines) Communicate (2): For Annual timeline; Results identified and provided to Lead Programs Analyst performing Items 1-5 post QC Review for corrective action Daily/As Needed: 100% Review of PBT #2 activity (compliance review of quality of work and policy/procedure) Monthly: 100% Review of Monthly Invoice Activity (policy and procedure, quality & ACC compliance), as applicable Quarterly: 10% random sample (targeted review of policy/procedure compliance) for each staff member Annually: 10% staff performance review (targeted to quality) for each staff member HUD AQL: 95% MFA AQL Goal: 100% Reviewer: Independent Auditor (Offeror) Parties Reviewed: Manager and Lead Programs Analyst (AMD) Budget-Based Rent Adjustments Annual Adjustment Factor Operating Cost Adjustment Factor Special Adjustments Review: MFA Section 8 Access database reports; Project File/Working Papers Document: Results recorded on Internal Auditors’ Report (in accordance with HUD ACC requirements) Annually: Variable % random sample (ACC compliance & targeted review of policy/ procedure compliance) HUD AQL: 95% MFA AQL Goal: 100%
Rent Appeals, if any Communicate: Results identified and provided to Policy Committee; Asset Mgmt. Dept. Manager PBT # 3 – Review and Pay Monthly Vouchers Reviewer: Manager and/or Lead Programs Analyst (AMD) Parties Reviewed: Programs Specialists (AMD) Verify and Certify Accuracy of Monthly Section 8 Vouchers Verify and Authorize Payment Only on Valid Section 8 Special Claims for Unpaid Rent, Resident damages or Vacancy Loss Disburse Section 8 Payments to Owners (including Tracking Log (ETL)) Review: MFA Section 8 Access database reports, tracking logs and Housing Development Software (HDS) reports; HUD Secure Systems (iMAX, TRACS); Electronic File(s)/Working Papers Document: Results recorded on QC Checklist (in accordance with HUD requirements for PBT #3) Communicate: Results identified and provided to Specialists performing Items 1-3 post QC Review for immediate corrective action Monthly: 100% review of monthly invoice activity (policy and procedure, quality & ACC compliance) Quarterly: 10% random sample (targeted review of policy/procedure compliance) for each staff member Semi-Annually: 100% review of ETL Activity (policy and procedure, quality & ACC compliance) Annually: 10% staff performance review (targeted to quality) for each staff member HUD AQL: 95% MFA AQL Goal: 100% Reviewer: Controller (Accounting Dept.) Parties Reviewed: Accounting Specialists; Accountant (Accounting Dept.) Verify and Certify Accuracy of Monthly Section 8 Vouchers Disburse Section 8 Payments to Owners (including Error Tracking Log (ETL)) Review: MFA Section 8 Access database reports, Housing Development Software (HDS) reports; HUD Secure Systems (eLOCCS iMAX, TRACS); Reviews payment authorization, verification of funding availability, and payment Electronic File(s)/Working Papers Document: Results recorded on QC Checklist (in accordance with HUD requirements for PBT #3) Monthly: 100% review of monthly invoice activity (policy and procedure, quality & ACC compliance), as applicable HUD AQL: 95% MFA AQL Goal: 100%
Communicate: Results identified and provided to performing Items 1-2 at time of Monthly QC Review for immediate corrective action Reviewer: Independent Auditor (Offeror) Parties Reviewed: Manager, Programs Specialists (AMD) Controller, Accountant, Accounting Specialists (Accounting Dept.) Verify and Certify Accuracy of Monthly Section 8 Vouchers Verify and Authorize Payment Only on Section 8 Special Claims for Unpaid Rent, Resident damages or Vacancy Loss Disburse Section 8 Payments to Owners (including Error Tracking Log (ETL)) Review: MFA Section 8 Access database reports; Project File/Working Papers Document: Results recorded on Internal Auditors’ Report (in accordance with HUD ACC requirements) Communicate: Results identified and provided to Policy Committee; Asset Mgmt. Dept. Manager Annually: Variable% random sample (ACC compliance & targeted review of policy/procedure compliance) HUD AQL: 95% MFA AQL Goal: 100% PBT # – Renew HAP Contracts and Process Terminations and Expirations Reviewer: Manager (AMD) Party Reviewed: Lead Programs Analyst (AMD) HAP Contract Renewals Opt-out and HAP Contract termination Review: MFA Section 8 Access database reports and tracking logs; HUD Secure Systems (iREMS); Project File & Working Papers Document: Results recorded on QC Checklist (in accordance with HUD requirements for PBT #4; for Monthly & Quarterly timelines) Communicate (1): For Daily/As Needed timeline; Results identified and provided to Lead Programs Analyst performing Items 1-2 at time of QC Review for immediate corrective action Needed: 100% review of PBT #4 activity (compliance review of quality of work and policy/procedure) Monthly: 100% review of monthly invoice activity (policy and procedure, quality & ACC compliance), as applicable Quarterly: 10% random sample (targeted review of policy/procedure compliance) for each staff member Annually: 10% staff performance review (targeted to quality) for each staff member HUD AQL: 95% MFA AQL Goal: 100%
Communicate (2): For Annual timeline; Results identified and provided to Lead Programs Analyst performing 1-2 post QC Review for corrective action Reviewer: Independent Auditor (Offeror) Parties Reviewed: Manager and Lead Programs Analyst (AMD) HAP Contract Renewals Opt-out and HAP Contract termination Review: MFA Section 8 Access database reports; Project File/Working Papers Document: Results recorded on Internal Auditors’ Report (in accordance with HUD ACC requirements) Communicate: Results identified and provided to Policy Committee; Asset Mgmt. Dept. Manager Annually: Variable % random sample (ACC compliance & targeted review of policy /procedure compliance) HUD AQL: 95% MFA AQL Goal: 100% PBT # 5 – Tenant Health, Safety, and Maintenance Issues Reviewer: Manager and/or Lead Programs Analyst (AMD) Parties Reviewed: Programs Specialists (AMD) Tenant Health, Safety, and Maintenance Issues Review: MFA Section 8 Access database reports, tracking logs; HUD Secure Systems (iREMS); Electronic File(s)/ Working Papers Document: Results recorded on QC Checklist (in accordance with HUD requirements for PBT #5) Communicate: Results identified and provided to Specialists performing Item 1 post QC Review for immediate corrective action Daily/As Needed: 100% review of PBT #5 activity (compliance review of quality of work and policy/procedure) Monthly: 100% review of monthly invoice activity (policy and procedure, quality & ACC compliance), as applicable Quarterly: 10% random sample (targeted review of policy/procedure compliance) for each staff member Annually: 10% staff performance review HUD AQL: 95% MFA AQL Goal: 100%
(targeted to quality) for each staff member Reviewer: Independent Auditor (Offeror) Parties Reviewed: Manager and Lead Programs Analyst; Programs Specialists (AMD) Tenant Health, Safety, and Maintenance Issues Review: MFA Section 8 Access database reports; Project File & Working Papers Document: Results recorded on Internal Auditors’ Report (in accordance with HUD ACC requirements) Communicate: Results identified and provided to Policy Committee; Asset Mgmt. Dept. Manager Annually: Variable% random sample (ACC compliance & targeted review of policy/procedure compliance) HUD AQL: 95% MFA AQL Goal: 100% PBT # 6 – Administration – Monthly and Quarterly Reporting Reviewer: Manager and/or Lead Programs Analyst (AMD) Parties Reviewed: Programs Analysts, Programs Specialists (AMD) Monthly Invoice Monthly Work Plan Report Quarterly Risk Assessment Report Review: MFA Section 8 Access database reports; Excel Documents; Risk Analysis Reports; Reporting File & Working Papers Document: Results recorded on QC Checklist (in accordance with HUD requirements for PBT #6) Communicate: Results identified and provided to Staff performing Items 1-3 post QC Review for immediate corrective action Monthly: 100% review of monthly reporting activity (policy and procedure, quality & ACC compliance), as applicable Quarterly: 100% review of quarterly reporting activity (policy and procedure, quality & ACC compliance), as applicable HUD AQL: 100% Reviewer: Independent Auditor (Offeror) Parties Reviewed: Manager and Lead Programs Analyst; Programs Analysts, Programs Specialists (AMD) Monthly Invoice Monthly Work Plan Report Quarterly Risk Assessment Report Review: MFA Section 8 Access database reports; Excel Documents; Risk Analysis Reports; Reporting File & Working Papers Document: Results recorded on Internal Auditors’ Report Annually: Variable % random sample (ACC compliance & targeted review of policy/procedure compliance) HUD AQL: 100%
(in accordance with HUD ACC requirements) Communicate: Results identified and provided to Policy Committee; Asset Mgmt. Dept. Manager PBT # 7 – Administration – ACC Year End Reports and Certifications Reviewer: Controller (Accounting Dept.) and Manager (AMD) Parties Reviewed: Lead Programs Analyst, Programs Specialists (AMD), Accountant (Accounting Dept.) Annual Financial Operations Report FTE Certification Annual Work Plan Depository Certification Disaster Plan Review: MFA Section 8 Access database reports; Excel Documents; Reporting File/Working Papers Document: Results recorded on QC Checklist (in accordance with HUD requirements for PBT #7) Communicate: Results identified and provided to performing Items 1-5 post QC Review for immediate corrective action Annually: 100% review of reporting and certification activity (policy and procedure, quality & ACC compliance) HUD AQL: 100% Reviewer: Independent Auditor (Offeror) Parties Reviewed: Controller, Accountant (Accounting Dept.) and Manager, Lead Programs Analyst, Programs Specialists (AMD) Annual Financial Operations Report FTE Certification Annual Work Plan Depository Certification Disaster Plan Review: MFA Section 8 Access database reports; Excel Documents Reporting File/Working Papers Document: Results recorded on Internal Auditors’ Report (in accordance with HUD ACC requirements) Communicate: Results identified and provided to Policy Committee, Controller and Asset Mgmt. Dept. Manager Annually: 100% sample (ACC compliance & targeted review of policy/procedure compliance) HUD AQL: 100% PBT # 8 – Annual Financial Reports – MFA FYE
Reviewer: Controller (Accounting Dept.) Party Reviewed: N/A MFA Audit Annual Interest Earned Certification Review: File Documents related to PBT #8 Document: Results recorded on QC Checklist (in accordance with HUD requirements for PBT #8) Communicate: Results identified and provided to Deputy Director of Programs; Deputy Director of Finance & Administration Annually: 100% review (ACC compliance & performance of policy/procedure compliance) HUD AQL: 100% Reviewer: Internal Auditor (Offeror) Party Reviewed: Controller MFA Audit Annual Interest Earned Certification Review: File Documents related to PBT #8 Document: Results recorded on Internal Auditors’ Report (in accordance with HUD ACC requirements) Communicate: Results identified and provided to Policy Committee, Controller Annually: 100% sample (ACC compliance & targeted review of policy/procedure compliance) HUD AQL: 100%