Multifamily Updates/Enterprise Income Verification TRACS Spring Meeting June

Multifamily Updates/Enterprise Income Verification TRACS Spring Meeting June

Multifamily Updates/Enterprise Income Verification TRACS Spring Meeting June 15, 2009 Error Reporting Recd 2 Reports 9/30/08 and 4/30/08 5 PBCAs not reporting

Calculation errors most prevalent Errors are doubling/tripling indicative of respondents treating the report as cumulative 2 Refinement of Income and Rent Determination Final Rule Published on 1/27/09 50 comments recd in response to Notice of Proposed Delay in

Effective Date published 2/11/09 Annual income past actual income and historical income Citizenship elderly/mixed families SSNs disclosure/verification 3 Refinement of Income and Rent Determination Final Rule (cont)

Currently developing responses to comments and discussing possible revisions to rule As a result, cannot discuss specific issues relative to the rule Will issue Notice with implementing guidance 4 Section 8 Updates

Issued page changes in Dec 08 and two sets in April 09 Kerry Mulholland will give an overview tomorrow at NLHAs Discussion of Asset Management Issues session Auto OCAF Pilot Yvette Viviani will address tomorrow 5 LEP Translations

Model leases, Recertification Notices, 9887/9887-A and RRR Brochure translated into 13 languages Leases and 9887/9887-A have been posted Translated versions of leases are for informational purposes only, except for Spanish version in Puerto Rico 6 LEP Translations (cont)

Residents Rights and Responsibilities Brochure posted on FHEO website and a link to it from RHIIP website hard copies being printed now and will be available thru the Distribution Ctr. Recertification Notices in process of being posted 7 Notices

Housing Notice 09-03 Published on the Exclusion of Department of Veterans Affairs Disability Benefits from Annual Income Posted May 28, 2009 For project-based Section 8 programs, any deferred Department of Veterans Affairs disability benefits received in a lump sum or in prospective monthly amounts shall be excluded as annual income.

8 Notices (cont) Housing Notice 09-03 Published on the Exclusion of Department of Veterans Affairs Disability Benefits from Annual Income (cont) Notice will be corrected to remove all Multifamily rental assistance programs other than project-based S.8 programs from Applicability section of notice. 9

Notices (cont) Social Security One-Time Economic Recovery Payments instructs O/As to exclude from income the one-time payment of $250 to individuals who receive SS or SSI income benefits slated to be distributed in May, 2009. 10 Notices (cont)

Census Income Notice Notice in clearance excluding annual income of temporary employment from U.S. Census. Federal Register Notice Published on Supplement to Application for Federally Assisted Housing 11

Notices (cont) Supplement to Application (cont) HUD has submitted to OMB a request for approval of the data collecting form corresponding with Section 644 of the HCD Act of 1992. Housing providers must provide applicants option to include supplemental contact information with their application

to assist in providing delivery of svces or special care to the tenant and to assist with resolving any tenancy issues arising during tenancy. 12 SAVE Change to hierarchy Date changed to July or August Recd contact names for 5,000 projects Continue to submit names to [email protected]

13 Change 3 to Handbook 4350.3 Majority of changes are corrections or clarification to current text. Updated information on access to

SAVE Other pensions not counted as income for applicant/tenant where a portion of the pension goes directly to former spouse 14 Change 3 to Handbook 4350.3 (cont) Treatment of deployment of military personnel to active

duty Owners may develop rules covering tenants conducting incidental business in their units and who receive incidental business income. 15 Change 3 to Handbook 4350.3 (cont) Updated to reflect 202C Removed requirement that

signatures for gross rent increases must be obtained before submitting data to TRACS. Signatures must be obtained on 50059-A within 60 days from date gross rent change is implemented by the owner 16 Change 3 to Handbook 4350.3 (cont) Clarified that when HUD or CA terminates assistance payments

when a new recertification is not submitted within 15 months of the previous yrs recertification anniversary, owner must repay the assistance collected for the 3-month period. 17 EIV Good news Data Retention for NDNH data now term of tenancy plus 3 yrs Independent Auditors

Recertification of Users will soon be biannually 18 EIV (cont) Still Voluntary Encourage getting access Still assume it will become mandatory on 9/30

19 EIV (cont) Just a few things to stress Have appropriate forms on file for review during an MOR, otherwise an Observation will be written up Implemented changes to policies/procedures to incorporate EIV - document them, or an Observation will be written 20

EIV (cont) Make sure you have a valid Make sure you have a valid, signed and dated 9887 on file, otherwise a Finding will be written Can go back 5 yrs 21 EIV (cont)

If using EIV, tenant files should contain: Applicable EIV reports and supporting documentation Documentation to support EIV discrepancy resolution A Finding can also be written if you are not following data retention requirements 22

EIV (cont) Comprehensive slides from Dec webcast posted Qs & As finally posted Next webcast scheduled for 10/21 22/09 EIV Tenant Brochure

Revised EIV notice soon to be in Departmental Clearance 23 EIV Whats New and Whats Coming? Whats New in 8.1.2? Changes from the April 24, 2009 release Made the Failed Verification Report now accessible via the

Identity Verification Report Confirmation of Third Party Verification Page 25 Whats New in 8.1.2? (cont) Additional Changes Added user name and partial ID on all Printable and Online Income Information Reports EIV Coordinators can now sort

online UAAFs by date received For the Existing Tenant Search, updated the confirmation page 26 Whats Coming? Release EIV 9.0 will become available on Monday, September 14, 2009. No additional major releases are planned

this year. The next major release is scheduled for April 2010. 27 Whats New for EIV 9.0 User Certification Certification interval will change from quarterly to semi-annually for HSU and CAU users. O/As and CAs will be able to search for User certification information by user ID.

28 Whats New for EIV 9.0 (cont.) O/A Cert Report CAC and CAU (Contract Administrators) will be able to view the certification status of HSC and HSU users. This will help the CAs to determine whether an Owner/Agent has access to EIV. 29

Whats New for EIV 9.0 (cont.) O/A User Session and Activity Audit Report CAC, CAU and HFU users (Contract administrators) will be able to view EIV usage for users with HSC and HSU roles. This will provide CAs with the capability to view usage for O/A (HSC and HSU) users by contract(s) and project (s). 30 Whats New for EIV 9.0 (cont.)

Security Awareness Testing Module External users (HSC, HSU, CAC and CAU roles) will need to pass the test once per year in order to be able to access EIV. 31 Whats New for EIV 9.0 (cont.) Security Awareness Testing Module (Cont)

The security awareness check box in the CAAF and UAAF forms will be removed. Test contents: 10 questions and answers for external EIV users (HSU and CAU) 15 questions and answers for EIV Coordinators (HSC and CAC) 32 Whats New for EIV 9.0 (cont.)

Security Awareness Testing Module (Cont) Passing grade is: 9 of 10 for external users (HSU and CAU) 14 of 15 for coordinators (HSC and CAC) Test results will be stored in EIV for one year. Users may view and print the results. 33 Whats New for EIV 9.0 (cont.) When do I have to take the Security Awareness Test in EIV? User Role

When ? HSC Starting Sept 14 2009 CAC Before Dec 01 2009 HSU Before March 01 2010

CAU Before June 01 2010 34 Whats New for EIV 9.0 (cont.) Major Enhancements New link to EIV Welcome Page from the navigational panel (from EIV Program Management Review (PMR) Meeting in March) Link to DHS SAVE system

35 Whats New for EIV 9.0 (cont.) Major Enhancements Enhancements to Multiple Subsidy Report Adding new filters for searching the results By all household members Only adult household members Only members under the age of 18 36

Whats New for EIV 9.0 (cont.) On the EIV Legal Warning Page, the word income is being added between private and information in the text under Authorization for Release of Information Deceased Tenant Report adding date received by EIV 37

Whats New for EIV 9.0 (cont.) Income information of household members classified as Foster Child(over the age of 18)/Foster Adult will be obtained and displayed to be in compliance with the regulation. Language clean-up, e.g., Changing Enter the tenant SSN to Enter the Individuals SSN to more accurately

describe the search function. 38 Reference: EIV MF Housing reference material and forms may be found at http://www.hud.gov/offices/hsg/mfh/rhii p/eiv/eivhome.cfm. 39

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