SEMAP Audit Process Sheet (External)

1. The DOH SEMAP auditor will send an email stating which files have been selected for audit.
   1. The number of files selected will be 5% of your agency’s HCV caseload; if your agency has fewer than 20 HCV participants, DOH will select 5 files to audit.
   2. A SEMAP audit requires that we review two parts of the file:
      1. Part One of the file, which includes:
         1. Pre‐application
         2. Verification of preferences assigned at the time of the wait list pull
         3. Verification of disability for any household members marked Disabled on the voucher at any time
         4. Agency copy of the briefing letter
         5. Certificate of Applicant Briefing
         6. Initial voucher
         7. Social security cards for all household members on the voucher at any time
         8. Birth certificates for all household members on the voucher at any time
         9. Photo IDs for all household members 18+ on the voucher at any time
         10. Declaration of 214 Status form for all household members on the voucher at any time
         11. All Request To Add/Remove Family Member forms for the entire voucher history
      2. All paperwork associated with the most recent annual, move or new admission action
         1. If the most recent action is an interim, please note we DO NOT audit interims for SEMAP. You will need to go back to the most recent annual, move or new admission action.
         2. For annuals, DOH needs all paperwork associated with that action. If the annual coincided with a rent increase, DOH will need all paperwork associated with the rent increase as well.
         3. For moves and new admissions, DOH needs both the annual re‐exam paperwork and the lease up paperwork.
   3. Please send all requested paperwork to the DOH SEMAP auditor ASAP. Please send each participant’s file separately. You may send the paperwork in one of the following ways:
      1. Encrypted email
      2. Fax
      3. Mail (if email and fax are not possible; please let the DOH auditor know if you will be sending by mail)
2. Once the DOH SEMAP auditor has received all of your requested files, they will complete your audit and email you an audit report which will list any findings. Once you receive this audit report, you will have 45 days to work with your DOH Single‐Point‐Of‐Contact (SPOC) on completing all corrections needed for any findings.
3. Once you have completed all corrections, sign the bottom box of the audit report verifying you have made all corrections, and return it to the DOH SEMAP auditor via encrypted email or fax, along with a list of all corrections made and the date each correction was completed. DOH may request further documentation from you if needed.

SEMAP File Audit Sample Template