OHCD's Audit Department

Office of Housing and Community Development
REQUEST FOR PROPOSAL
Financial and Compliance Contract or Project Audits

Certified Public Accountants (CPA’s) are invited to submit online proposals to perform three financial and compliance contract or project audits in accordance with Government Auditing Standards. Click here for full details.

Letter to subrecipients from the Audit Unit

RE: Electronic Submission of Audit Information

Dear _________________:

The OHCD, Audit Unit has researched ways to make it easier and faster for your Agency to submit information to us.  Therefore, OHCD’s Audit Unit is implementing a new procedure beginning July 1, 2008 for the submission of your Agency’s audit report, data collection form, management letter, when applicable, IRS Form 990 and related correspondence.  Based on our new process these documents should now be sent to us by email using a Portable Document Format (PDF).  For agencies that do not have PDF capability, please contact us, so that we may possibly provide technical assistance in establishing this capability.

Under our new procedure your Agency will no longer be required to mail in eight copies of the audit report and other documents that must be submitted with the audit report.  Instead, your Agency can email one copy of the audit report and each required document as mentioned above.  The instructions for submitting the documents to OHCD Audit are provided as an attachment.  In addition a subject line will be required for the submission of the information.  Your Subject Line is _____________________________ .

We are requesting, especially since this is a new process, that you send in one (1) hard bound copy of the audit report. 

Further, we will be sending to your Agency our annual Audit Arrangement package, by email, via a PDF file.  You will still have to print and fill out the documents, but hopefully in the future you will be able to fill them out online and submit them back to us electronically.  However, if you have scanning capabilities the information can be scanned and sent to us by email as well.  Please note that for fiscal year 2008 we will also send by certified mail the audit arrangement package to your Agency. 

The Email address for submitting these documents is ohcd.auditing@phila.gov.   

This is very important: To make this process work, we are requesting that you provide to us as soon as possible, by email, the central email address for your Agency, as well as the email address for the Executive Director and the Financial person (Comptroller, Controller, Finance Director, Accountant, Accounting firm) and outside audit firm if applicable.  Also we request, if there is a change in either of these positions that the change(s) in the name(s) and email address(es) be sent to us so that we can update our records.

Thank you for your assistance.  We believe this will be an improvement to our process.

If you have any questions or concerns please contact:

Patricia Williams at 215-686-9734,
email Patricia.Williams@phila.gov or

Joel Jenkins at 215-686-9733,
email Joel.Jenkins@phila.gov or

James Cartwright at 215-686-9777,
email James.Cartwright@phila.gov.

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Instructions for Emailing Audit Documents to OHCD

The Office of Housing and Community Development (OHCD) have been working to improve efficiencies and productivity through the adoption of Information Technology. As a part of this initiative, the OHCD Auditing Department has implemented Electronic Filing Services. Phase I of this effort requires all reports to be filed with the OHCD Auditing Department via email. This new policy applies to all reports with the exception of Audit Arrangements (AA). The electronic filing of AA reports is optional. All other reports beginning July 1, 2008 must be submitted in PDF format to the OHCD Auditing Department via the email address ohcd.auditing@phila.gov.

To ensure consistency and proper credit for filing, all report file names must follow the naming convention, fiscal year or calendar year end, MMYR_EIN_DOCTYPE.PDF. See the table below for further detail.

For example if your fiscal year end is June 2008, the naming convention would be 0608_123456789_AR.PDF.  Another example, if ABCD Agency’s fiscal year is from June 1, 2007 to May 30, 2008, then the fiscal year end is what should be reported (0508). Their Employer Identification Number is 23-4567890 and ABCD Agency is filing an Audit Report (AR). Therefore, the naming convention would be (FYE) 0508; (EIN) 234567890; (DOCTYPE) AR.PDF.  The file sent to ohcd.auditing@phila.gov would be named 0508_23456789_AR.PDF.  A subject line is also required.  The subject line consists of your Agency name and EIN.  For example, the subject line for ABCD Agency would be, ABCD234567890.  For consistency, OHCD Audit has constructed the subject line for your agency and has provided it to you in the letter.

We understand that some may have difficulty adjusting to this new policy. The Housing Information Technology Services (HITS) department of OHCD has agreed to assist those agencies without IT support with technology related compliance issues. Anyone with questions can contact James Cartwright, Director of Housing Information Technology Services by phone at 215.686.9777 or via email at james.cartwright@phila.gov

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