ADMINISTRATIVE PLAN - San Antonio Housing Authority

PART VI: RECORD KEEPING16-VI.A. OVERVIEWThe PHA must maintain complete and accurate accounts and other records for the program inaccordance with HUD requirements, in a manner that permits a speedy and effective audit. Allsuch records must be made available to HUD or the Comptroller General of the United Statesupon request.In addition, the PHA must ensure that all applicant and participant files are maintained in a waythat protects an individual’s privacy rights.16-VI.B. RECORD RETENTION [24 CFR 982.158]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 programapplicants 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.If an informal hearing to establish a family’s citizenship status is held, longer retentionrequirements apply for some types of documents. For specific requirements, see Section 16-III.D., Retention of Documents.© Copyright 2008 Nan McKay & Associates, Inc. Page 16-34 Revised/Approved 04/08/10 (Eff: 07/01/10)Unlimited copies may be made for internal use.