File Management and Record Retention relating to CRF Eligible Persons or Households. Grantee must maintain a separate file for every applicant, Eligible Person, or Household, regardless of whether the request was approved or denied.
a. Contents of File: Each file must contain sufficient and legible documentation. Documents must be secured within the file and must be organized systematically.
File Management and Record Retention relating to CRF Eligible Persons or Households. Grantee must maintain a separate file for every applicant, Eligible Person, or Household, regardlessof whether the request was approved or denied.
a. Contents of File: Eachfile must contain sufficient and legible documentation. Documents must be secured within the file andmust be organized systematically.
b. Record and File Retention: Grantees are required to retain records and other relevant documentation for each applicant or Eligible Person for five fiscal years after funds have been expended and accounted for.
i. The minimum requirements for documentation of rental assistance depend upon the composition of the household and the income sources. Every file should contain a section of notes and a file checklist, which tracks the efforts and progress of obtaining necessary documents. The checklist is a useful tool for all persons who must have access to the file. However, the notes and checklist requirementmay be modified to accommodate a Grantee’s need for documentation.
ii. All other records that document the rental assistance or expenditure of CRF funds must be retained for five fiscal years after the funds have been expended, provided applicable audits have been released. This means that for Eligible Households that were assisted, Grantee must retain all records no less than five years after the funds have been Expended, provided audits havebeen released, whichever is later. Housing records of this type include, but are not limited to:
1) applications;
2) leases; 3) income verifications and 4) otherrecords as required by Florida Housing or federal, state and local law or regulations.
c. Records must be retained in electronic form. The standards used must comply with the Florida Administrative Code. Local record retention requirementsmay be stricter than the State.
d. Access to Files: Florida Housing or any duly authorized representative shall be permitted to inspect any files relating to CRF Eligible Persons or Households including but not limited to applications, income verifications and certifications, financial records, tracking system records, CRF fund recipientlists, and any other applicable documents at any reasonable time with or without notice. Such records shallbe maintained at aplace accessible to the Corporation staff or its designated monitoring agent.
