Item HA 03 - Update to the Housing Choice Voucher Administrative Plan

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Administrative Plan 7/1/2025 Page 16-42 PART VI: RECORD KEEPING 16-VI.A. OVERVIEW The PHA must maintain complete and accurate accounts and other records for the program in accordance with HUD requirements, in a manner that permits a speedy and effective audit. All such records must be made available to HUD or the Comptroller General of the United States upon request. In addition, the PHA must ensure that all applicant and participant files are maintained in a way that protects an individual’s privacy rights. 16-VI.B. RECORD RETENTION [24 CFR 982.158; 24 CFR 908.101] During the term of each assisted lease, and for at least three years thereafter, the PHA must keep:  A copy of the executed lease;  The HAP contract; and  The application from the family. In addition, the PHA must keep the following records for at least three years:  Records that provide income, racial, ethnic, gender, and disability status data on program applicants and participants;  An application from each ineligible family and notice that the applicant is not eligible;  HUD-required reports;  Unit inspection reports;  Lead-based paint records as required by 24 CFR 35, Subpart B.  Accounts and other records supporting PHA budget and financial statements for the program;  Records to document the basis for PHA determination that rent to owner is a reasonable rent (initially and during the term of a HAP contract); and  Other records specified by HUD. The PHA must keep the last three years of the Form HUD-50058 and supporting documentation during the term of each assisted lease, and for a period of at least three years from the end of participation (EOP) date [24 CFR 908.101]. The PHA must maintain Enterprise Income Verification (EIV) system Income Reports in the tenant file for the duration of the tenancy but for a period not to exceed three years from the EOP date [Notice PIH 2018-18]. EXHIBIT 1