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<br />PART VI: RECORD KEEPING <br />16-VI.A. OVERVIEW <br />The PHA will maintain complete and accurate accounts and other records for the program in <br />accordance with HUD requirements, in a manner that permits a speedy and effective audit. All <br />such records must be made available to HUD or the Comptroller General of the United States <br />upon request. <br />In addition, the PHA will ensure that all applicant and participant files are maintained in a way <br /> <br />16-VI.B. RECORD RETENTION \[24 CFR 982.158\] <br />During the term of each assisted lease, and for at least three years thereafter, the PHA will keep: <br /> <br />A copy of the executed lease; <br /> <br />The HAP contract; and <br /> <br />The application from the family. <br /> In addition, the PHA must keep the following records for at least three years: <br /> <br />Records that provide income, racial, ethnic, gender, and disability status data on program <br />applicants and participants; <br /> <br />An application from each ineligible family and notice that the applicant is not eligible; <br /> <br />HUD-required reports; <br /> <br />Unit inspection reports; <br /> <br />Lead-based paint records as required by 24 CFR 35, Subpart B. <br /> <br />Accounts and other records supporting the PHA budget and financial statements for the <br />program; <br /> <br />Records to document the basis for the PHA determination that rent to owner is a reasonable <br />rent (initially and during the term of a HAP contract); and <br /> <br />Other records specified by HUD. <br />requirements apply for some types of documents. For specific requirements, see Section 16- <br />III.D., Retention of Documents. <br />04/01/14 <br />Page 16-27 <br /> <br />