The Quarterly Review
Contents
1. deficiencies but there is evidence that the owner has already corrected many of the deficiencies noted on the last inspection report e The owner agent or their employees have deviated from established policies resulting in deficiencies or there are findings that with minor adjustments to existing policies or procedures or additional training the owner agent should be able to cure the deficiencies In such cases a satisfactory rating should be given only if the owner agent is willing to make the necessary adjustments and complete the necessary train ing e The HUD approved AFHMP 1s available in the rental office and af firmative marketing to those least likely to apply occurs based on the Plan including outreach in other languages to individuals who are lim ited English proficient LEP Page 5 Change in HUD forms 9887 and 9887 A As of 7 1 2010 Charles Hillman is the new President Chief Executive Officer for Columbus Metropoli tan Housing Author ity AHSC has notified their O As to update their 9887 9887 As via the voucher recon ciliation report O A s should be sure the forms currently in use have the correct information included to avoid potential find ings during an MOR The Quarterly Review Page 6 Below Average Performance should be rated Below Average if actions rarely meet statutory regulatory and Handbook requirements and Owners agents policies and procedures are ineffective or ina2. 6 also provides an explanation of required pa perwork for the PBCA The chapter instructs that appropriate sections of Part II On site Review must be completed and that the form should not be provided to the owner agent for completion prior to or during the on site re view When on site for subsidized projects reviewers must complete e Addendum A Tenant File Review Worksheet e Addendum B Checklist for On Site Limited Monitoring and Sec tion 504 Reviews All reviewing officials should notate N A for questions that are not relevant to the program under review e Addendum C Documents To Be Made Available By Owner A gent Page 2 The Winter 2009 Quarterly Review The on site review also requires follow up and monitoring of inspections if deficiencies are noted on the physical inspection report released within the last twelve months and or if information is available requiring corrective ac tion Included in the PBCA review are e A sampling of Exigent Health and Safety EH amp S problems identi fied in the REAC physical inspection if the report was released within six months prior to the on site review e A sampling of units and common areas to verify that significant REAC physical inspection report deficiencies other than EH amp S have been corrected e The lead based paint certification if applicable and noting deficien cies and or environmental hazards if information is made available requiring correcti
3. at http portal hud gov portal page portal HUD programoffices administration hudclips notices hsg What follows below is a summary of the main points included in the notice Some of the Key points and changes e Information for one household member cannot be shared with another household member without written consent e EIV users must participate in annual EIV training as well as annual EIV security training HUD s most recent webcast can be used to comply with this requirement Owners and Agents will need to keep a list of those that attended as well as the date the training was held e Fora more complete list of what will suffice as Security Training reference section XII F of HUD notice 10 10 e HUD has updated information regarding tenant notification of possible identity theft e HUD has provided much clearer instruction about the required timing for running EIV reports e Document retention issues have been clarified e HUD has provided much clearer instruction about the required timing for running EIV reports e Existing Tenant Report must be run prior to Move In at time of tenant selection e Must be held with Application in tenant file for tenancy plus 3 years e Must also be held in rejection file with supporting documents for 3 years e Failed Pre Screening Failed Verification both reports must be run monthly e The O A is required to document efforts to resolve any discrepancies identified in these reports e Deceas
4. The Quarterly Review Assisted Housing Services Corporation In this Issue Revised 4350 1 Chap ter 6 2 7 Industry Workshop 7 TRACS Error Messages 8 9 TRACS iMAX Rules of Behavior 10 11 Welcome to the Fall 2010 edition of the quarterly newsletter The purpose of the newsletter is to provide useful information in REAC amp Bed Bugs 11 regards to compliance and policy changes as well as provide re cent HUD news Summary HUD Notice 10 10 12 14 If you are not already receiving this publication via e mail or if you have ideas suggestions or questions for future publications HUD s Smoke Free wed like to hear from you Housing Policy 15 Please write to us at mark pascoe cgifederal com Did You Know AHSC s FAQuestions are a collection of fre quently asked ques tions The questions have been divided into several categories If you have a question or would like more infor mation regarding a par ticular topic please click on the appropriate link If you have a question that is not listed please fill out and submit the Contact AHSC form or call your CCS The Quarterly Review MOR Process Changed by Release of Chapter 6 HUD Hand book 4350 1 With the release of the newly revised Chapter 6 4350 1 effective August 1 2010 the way your CA prepares for performs and scores a Management and Occupancy Review has changed One of the most important changes di rectly impacts the scoring of cat
5. andating that O As make their properties smoke free however this notice highly encourages owners to consider it as there are many health benefits to a smoke free environment O As choosing to establish smoke free housing policies may establish policies that allow smoking in indi vidual units but prohibits smoking in all common areas or policies to create a totally smoke free property If Owner A gents choose to establish such policies they must Be in accordance with all state and local laws Address smoking in tenant s unit common areas playground areas areas near any exterior win dow or door and areas outside a tenant s unit Designate specific smoking areas and identify these areas with clear signage unless the O A es tablishes a totally smoke free policy If Owner Agents choose to establish such policies they must not Deny Occupancy to any individual who smokes Ask the applicant or tenant if any member of their household smokes Maintain smoking and nonsmoking specific waiting lists for the property Require existing tenants as of 9 15 2010 to move out of the property or transfer to another unit O As have the option to grandfather current tenants O As also have the option to establish smoke free wings buildings floors and or units at their property however these policies must be clearly defined in their House Rules O As who have already established smoke free policies may continue to enforce their curr
6. cated at http www hud gov offices hs mfth trx trxmatg cfm Appendix D This section of the MAT User Guide also provides a Recommended Solution area with suggestions on how to resolve these discrepancies Page 9 The Quarterly Review Description Recommended Solution Income exception code not submitted for household receiving Section after 7 1 84 Income exception code submitted for a unit not receiving 84 assistance Ventfy income exception code and submit appropriate values if applicable Submit a valid income exception code VL CV ET EDT EIT AA EAT or EP CE032 Attempted to change last name first name and date of Venfy the curent and previously reported names and date of birth O1 birth of a member for member ii CE033 An income exception code was entered for post 1 84 The certification indicates that the family began receiving assistance 03 Section recipient on or after 8 1 1984 An income on code was also submitted These two conditions appear inconsistent CE034 Lower income limit reported as zero at annual or interim Lower income limit must be gt zero at annual or ntenm 02 recertification recertification CE035 Curent Assets Amount increased by gt 2090 gt 3300 trom Compare the assets hsted on the current and previous cerhficathon o4 hanier pas certification TYPE 3 Fatal Error Messages These error messages indicate that a certification has failed the TRACS edit check
7. ccept the TRACS Rules of Behavior through the Integrated Multi family Access Exchange System IMAX or TRACS Menu Link via HUD s Secure Sys tems WASS Any TRACS user that submits tenant and voucher data to HUD via vendor software and or IMAX web services will not be able to transmit data after October 1 2010 if they have not previously ac cepted the ROB and completed the required Security Training If you have any questions regarding the Rules of behavior Requirements please email MFTRACSSECU RITY HUD GOV To accept the Rules of Behavior 1 Access HUD s Secure Systems http www hud gov offices reac online reasyst cfm 1 Log in using your own user name MID and password 2 Click on the integrated Multi family Access Exchange System IMAX link or the TRACS link both of these systems share the same ROB so it only has to be accepted once per year The Rules of Behavior ROB page will appear automatically If for some reason the ROB does not appear manually print the ROB using the following web link http www hud gov offices hsg mth rhitp eiv tracseivaccessinternal pdf To complete online TRACS Security Awareness training 1 Go to http ase disa mil eta index html onlinetraining See graphic below your One Stog S Support Envi Customer Support TA News What s New IA Education Training and Awareness IA Training Functionality Issue The latest version of Adobe Flash Player 10 1 53 64 resolves the functionality problem expe
8. ed Tenant Must be run at least quarterly and as indicated in the property s EIV poli cies e The O A is required to document efforts to resolve any discrepancies identified in this report e New Hires Report at least quarterly and as indicated in the property s EIV policies e Multiple Occupancy Report at least quarterly and as indicated in the property s EIV poli cles e The O A is required to document efforts to resolve any discrepancies identified in this report e Income Report New requirement that O A s must run this report within 90 days after the Move In 50059 is entered into TRACS e Income Report Income Discrepancy Report at annual and interim and as indicated in the property s EIV policies e The O A is required to document efforts to resolve any discrepancies identified in these reports e No Income Report As indicated in the property s EIV policies O As should refer to the EIV User Manual for Multifamily Housing Program Users for assistance on ac The Quarterly Review Page 13 cessing the reports and for further descriptions of the reports The manual is posted at http www hud gov offices hsg mfh rhiip eiv eivhome cfm Repayment Agreements All new repayment agreements as of Notice 10 10 effective July 1 2010 must include specific language as indicated in the notice For full details of the requirements O A s should refer to the notice Items that must be included are below e Must conta
9. egories on HUD 9834 and the assignment of overall ratings on the management review Details on the Desk Review Process This chapter provides more detail on the actions PBCA s must take during the Desk Review process It emphasizes that the Desk Review section of form HUD 9834 consists of questions used to prepare the reviewing official for the on site review and must be completed prior to conducting the on site review It is important to note that some of the questions on the desk review impact the scores given in some categories Although the questions in Part I Desk Review are not rated they are used to assist the reviewing official in prepar ing for the on site review and can impact the rating if ongoing non compliance items are identified As part of the Desk Review the reviewing official will need to review e The project files this usually includes the prior year s Management and Occupancy report and follow up recent requests for rent adjust ments and contract renewals and voucher submissions Timeliness and accuracy of submissions 1s noted e System reports and other documents and data that pertain to the project under review Included here may be reports regarding tenant complaints inquiries recorded by the PBCA in the last twelve months e The last REAC physical inspection e iREMS screens to verify the accuracy of the Ownership and Manage ment information Guidance for the On Site Review The newly released Chapter
10. ent has failed to submit a lead hazard control plan to HUD if applicable There are many observable Exigent Health amp Safety EH amp S major deficiencies The owner agents actions have failed to meet state and local housing code requirements regardless of REAC score and The owners agents policies and procedures are ineffective or lacking to the extent that the owner agent frequently and often seriously fails to comply with HUD s regulations and published in structions There is no HUD approved AFHMP available in the rental office Overall Rating Calculation These HUD defined Performance indicators or ratings are assigned to each category and are used to de termine and monitor owner agent compliance with HUD requirements Once the reviewer has assigned these performance indicators each category in turn is weighted based on its overall impact at the property Page 7 The Quarterly Review The chart below identifies the weight HUD has given to each category rating on the Management Review Weights of Each Category A General Appearance and Security 10 B Follow up and Monitoring of Project Inspections 10 C Maintenance and Standard Operating Procedures 10 D Financial Management Procurement 25 E Leasing and Occupancy 25 F Tenant Management Relations 10 G General Management Practices 10 100 NOTE Financial Management Procurement is not rated by PBCA s and as such is taken out of the final overal
11. ent policies as long as they do not violate the guidance provided in HUD notice 10 21 If an Owner Agent wishes to implement smoke free policies they must update their House Rules and no tify existing tenants who have completed their initial lease term 30 days prior to implementation of such policies For tenants who have not yet completed their initial lease term the owner must provide the change in the House Rules to the tenant with a 60 day notice prior to the end of their lease term Penalties for violating the House Rules may be considered material noncompliance with the lease and may result in termination of tenancy To read the notice in its entirety please visit http portal hud gov portal page portal HUD program_offices administration hudclips notices hs files 1 0 2 Lhsgn pdf
12. es Received These messages are sent from TRACS con firming the receipt of a file They contain a brief explanation as to what file was received Usually the CA or O A will not have to follow up on these messages However it s imperative these messages are read completely to make that determination TRACS does not send informational or confirmations messages for full certifications Annual Recertifications Interim Recertifications Initial Certifications or Move In Sample messages Voucher VSP10 Voucher has been accepted for payment Voucher ID 1234567890 Certification GA002 MAT70 Gross Rent Change Successfully processed TYPE 2 Discrepancy Error Messages These error messages are sent from TRACS confirming the certification has been received However these certifications may require additional items to be corrected or at the very least reviewed for accuracy These messages have Action Required codes listed in a column that indicates the correction submission procedures and designate those messages that are informational ACTION CODES 01 Submit correction within 45 days 02 Submit correction on next submission and or certification 03 Informational message may or may not require correction 04 Follow up required For Field Office Use Only Once Owner Agents receive a Discrepancy error message they should review the Action required code to determine a course of action Research these errors using the MAT User Guide lo
13. in a clause that says the repayment amount will be renegotiated if the household in come increases or decreases by 200 or more per month e Reference the paragraphs in the lease whereby the tenant is in non compliance and may be sub ject to termination of their lease e Include the total retro active rent amount owed the amount of lump sum paid if applicable and monthly payment amount e Include a statement that the monthly retro active rent payment is in addition to the family s rent payment e Late and missed payments constitute default of the agreement and may result in termination of assistance and or tenancy e Be signed and dated by both tenant and the O A Other Important Guidance Resident files may contain information for members of that resident s household only Owners should be sure to cut or block out any information that pertains to other tenants since the reports do not run for individual tenants Owner agents must note on Failed Pre Screening reports when residents are exempt from SSN dis closure requirements per Notice 10 08 and 10 10 Owner agents taking over new properties have 90 days to obtain access to EIV To minimize the risk of exposing a tenant s SSN O As may remove and destroy at the time of re certification copies of verification documentation received from the tenant at the time of disclosure of their SSN once the Identity Verification Status shows Verified O As are encouraged to mini mize the n
14. is includes review and explanation of the written third party income verifications Disclosure of EIV information to these parties must be employment or income information pertaining only to the tenant who has provided his her consent These parties must not have access to EIV information for any other household members Residents can provide written consent for the following to view EIV information to assist them in their ability to participate in the recertification process only Service coordinators have access to the data only if they are present at and assisting the resident with the recertification process Translators interpreters Individuals assisting an elderly individual or a person with a disability Guardians Powers of attorney Other family members For a more complete list of who may be authorized to view the income reports reference section XII C of HUD notice 10 10 To ensure full understanding of the notice and your responsibilities regarding EIV please go to http portal hud gov portal page portal HUD program_offices administration hudclips notices hsg The Quarterly Review Page 15 HUD Issues New Optional Smoke Free Housing Policy On September 15 2010 HUD issued Notice H10 21 which detailed the Optional Smoke Free Housing Policy Implementation The purpose of the notice is to encourage O As to implement smoke free housing policies in some or all areas of their respective properties At this time HUD is not m
15. l calculation Each of these contributes to the overall score on the Management and Occupancy Review as follows e In determining the overall rating the reviewing official must first multiply the performance indica tor value by the assigned percentage of the overall rating for each category rounding up to the nearest whole number e Once all categories have been calculated based on the performance indicator and performance indi cator values the total is divided by the total percentage points Note This is done mathematically so reviewer has no discretion in changing the final number The information provided in this article summarizes the complete changes and detailed discussions in cluded in the actual Chapter 6 of 4350 1 Owners and Agents should read the entire chapter carefully to gain a complete understanding of all of the changes included in this newly released guidance AHSC Industry Workshop AHSC has again reached out to assist and inform the industry on the critical events and topics that are af fecting our industry On September 29th and 30th AHSC held an industry workshops for members of the Multi family Housing Industry We appreciate the attendance of over 200 members of various housing groups that attended The topics that were discussed during this workshop included e Exigent Health and Safety EH amp S What is AHSC s role with EH amp S issues e Vouchers Tips and Hints on successful vouchering as well as unders
16. our System Coordinator remove all roles from your I id and it will automatically go Inactive 2 New M id https hudapps hud gov public wass public participant partreg page jsp 3 The process should take approximately 24 hours but if questions email Reac_tac hud gov Additionally if you have recently received a new WASS id and were surprised it began with the letter I but were expecting a M please follow the same procedures above to ensure uninterrupted system access REAC Announces New Bed Bug Infestation Protocol Effective September 13 2010 all inspectors are required to report the presence or existence of bed bugs at any property being inspected Further if the management agent states that a unit 1s infested with bed bugs the inspector will not enter that unit The presence and or treatment of bed bugs will not be scored in the UPCS inspection This data however is being collected to ensure that HUD program participants maintain HUD properties in decent safe and sanitary condition and in good repair To read the protocol in its entirety please visit http www hud gov offices reac products pass PDFs bedbugs notice pdf The Quarterly Review Page 12 Summary of HUD Notice 10 10 and Changes from 09 20 Several important updates to EIV requirements were released with this notice Owner Agents should carefully read the entire notice to ensure compliance with its provisions A complete copy of the notice can be found
17. ppropriate for the project The policies and procedures do not meet the requirements of the regulatory agreement manage ment certification or subsidy contracts Weaknesses in policies and procedures result in frequent failures to comply with published HUD instructions There are repeat major adverse findings There are open findings from prior year s management reviews The owner agent submitted a lead hazard control plan and has failed to comply with the HUD ap proved plan if applicable There are a substantial number of observable Exigent Health amp Safety EH amp S major deficiencies and there is evidence that the owner has corrected very few of the deficiencies noted on the last inspection report and Policies and procedures or the owner agent or on site employees would need significant amounts of training to cure the deficiencies The HUD approved AFHMP is available in the rental office but the AFHMP is not utilized as re quired Unsatisfactory The following conditions are indicators of an Unsatisfactory rating in any one category Owners agents actions or failure to act have placed the Secretary s interest in jeopardy or frus trated achievement of the Secretary s housing objectives There are major adverse findings in the financial management procurement processes HUD would determine this There are repeat major adverse findings There are open findings from prior year s management reviews The owner ag
18. procedures AHSC software is designed to fail these certifications during the vouchering proc ess However there are cases where we may accept a certification that will still fail TRACS Certifications that fail TRACS will have an F in front of the number code for example F0012 These failed certifica tions need to be addressed immediately as they can have an impact on TRACS compliance and EIV re ports Part 1 TRACS Tenant System Fatal Error Messages and Codes Code Description Recommended Solution The TEACS generated T id was not found for previous certified household MAT 30059 certification record number FOO13 Curent effective date 1s missing Foo14 Curent head last name or first name or birth date is missing F0015 Random mmber error in validate Number of tials to creating a unique TRACS id exceeded 999 MATS9959 certification record number Owner signed date is greater than cument date FOO22 F0023 Subsidy type is invalid Project mumber is required FOO24 Invalid Action Processed Code valid codes are 1 and spaces Contract number required for projects with HAP PAC or PRAC contracts Record mmber is November 7009 A change in household id must be processed against an existing cerificaton WVerify the previous head of household identification and resubmut the certification Re subuut the tansaction with the effective date Complete identification needed for family members Confimn head of ho
19. rage and Unsatisfactory as well as a weighted factor in the overall score Page 3 Assisted Housing Services Corporation Helpful Links Special Claims Processing Guide 06 06 http www hud gov offices adm hudclips guidebooks HSG 06 01 index cfm Special Claims Processing FAQs http www hud gov offices hsg mfh rfp faq_scpg pdf Special Claims forms http www hud gov offices adm hudclips forms AHSC NEWS AND INFORMATION IS PUBLISHED QUARTERLY FOR OWNERS AND AGENTS OF THE ASSISTED HOUSING SERVICES CORPORATION The Quarterly Review eae The performance indicators values for categories on the 9834 are as follows Superior 90 100 Above Average 80 89 Satisfactory 70 79 Below Average 60 69 Unsatisfactory 59 and Below Each category on HUD 9834 receives a number based on the frequency of findings and the degree of severity For example in Leasing and Occupancy a reviewer may determine that the owner performance is Satisfactory Based on the number of findings and the impact to overall compliance a reviewer can then assign a rating between 70 79 This same process holds true for each category HUD has added to this chapter clear complete definitions of each of the rat ings above For full details please see the complete Chapter 6 of 4350 1 posted at http www hud gov offices adm hudclips handbooks hsgh 4350 1 index cfm Below is a summary of each rating requirement Superior Ra
20. rienced with the previous version 10 0 45 2 in reviewing DoD Information Assurance IA training products Click here to read more Please S lect this link to see our entire training products list to launch the training and to order the products on CD ROM This area contains IA Awareness Training IA Training for IT Managers IA Training for IA Professionals 1A Technical Training NetOps Training Cyber Law Awareness and FSO Tools Training available online Online Training LL Federal information Systems Security Awarenens Do0 Information Assurance Awaronose m DIACAP Pw A Ba pee ESE kream unken E T N h a DoD IA Awareness Federal 155 Awareness DAA DIACAP is a March 2070 January 2009 Fi m m CES er m m m 2 Click on the Federal ISS Awareness icon The Quarterly Review Page 11 3 Once you start the course you should complete it in its entirety as the system does not authen ticate users and will not save your progress 4 Upon completion of the course print the certificate confirming you completed the course Sign and file the certificate HUD may ask for this document WASS ID Changes Recently changes were put into effect that tightened security at HUD especially surrounding Secure Sys tems and TRACS Query If your WASS id begins with the letter I you can no longer access TRACS Queries and should follow these steps to disable your current I id and obtain a new M WASS id 1 Have y
21. rry ing out the objectives of HUD housing programs e Adhere to procedures with very few exceptions resulting in compli ance with the Regulatory Agreement subsidy and mortgage contracts and management certifications e Bein compliance with HUD s lead based paint requirements if appli cable e Maintain the property is in good condition and there are no observable Exigent Health amp Safety EH amp S or major deficiencies but a minimal number of minor deficiencies are observable and e Incidences of errors disclosed in the review are minimal and there are no major adverse findings e The HUD approved AFHMP 1s available on site project staff have been trained on implementing the plan and it serves as the primary ba sis for marketing outreach to the various demographics groups that are lest likely to apply e Records are maintained on the demographics of applicants and tenants along with data that analyzes the effectiveness of the affirmative mar keting efforts Satisfactory Per Chapter 6 a category should be rated Satisfactory IF e Owner agent is successfully carrying out the objectives of HUD pro grams e Policies and procedures have been established but are not always ade quate to prevent errors from occurring e The owner agent submitted a lead hazard control plan within the pre scribed HUD timeframe and is awaiting HUD approval if applicable e There are some observable Exigent Health amp Safety EH amp S mayjor
22. tanding your reconcilia tion report e Policy Updates EIV MOR Scoring 4350 1 Chapter 6 and Contract Renewal Process e O A Portal Presentation gaining access and the useful tools that exist within the portal e Roundtable Discussion Questions and Answers on issues that are affecting Owners amp Agents Over the upcoming year AHSC anticipates conducting additional workshops on topics that are critical to the industry Please continue to check www cgihousing events com for future events The Quarterly Review Page Understanding TRACS Error Messages To understand TRACS error messages first Owner Agents must understand how the TRACS system works toward paying their monthly vouchers Owner Agents send their MAT 30 and updated certifica tions to their PBCA Once AHSC forwards a voucher certification to TRACS TRACS messages are then sent back to our TRACS mailbox which in turn are forwarded to Owner Agents TRACS mailboxes Owner Agents must download these messages from their software system contact your software vendor for instructions We recommend downloading error messages at least weekly to ensure all issues are re solved Once Owner Agents have received the messages they must address them Not all TRACS messages carry the same weight or importance These messages are divided into 3 types e Informational Confirmation of files received e Discrepancy Error Messages e Fatal Error Messages TYPE 1 Informational Confirmation of Fil
23. ting e Consistent policies and procedures which are highly successful in car rying out the objectives of HUD housing programs e Owner agent strictly adheres to procedures resulting in compliance with the regulatory agreement subsidy and mortgage contracts and management certifications e The owner agent is in compliance with HUD s lead based paint re quirements if applicable e The property is in exceptional condition and there are no observable Exigent Health amp Safety EH amp S or other deficiencies and e There are few incidences of errors disclosed in the review and no ma jor adverse findings e There is ample documentation that the owner agent periodically up dates the affirmative fair housing marketing plan AFHMP marketing strategies to address changing local demographics including persons with limited English proficiency LEP person with a variety of dis abilities and large families e The owner agent also engages in active outreach efforts to community groups and other organizations to attract individuals of available hous ing opportunities The Quarterly Review Above Average The previous version of the chapter contained no guidance regarding what the minimum requirements were to receive this rating With the issuance of this chapter HUD has described this rating in detail To receive an Above Average rating an owner should e Have established policies and procedures which are successful in ca
24. umber of tenant records that contain documents that display the full nine digit SSN O As must not include the full nine digit SSN for a tenant in emails or other electronic communica tions Master Files Required Owner agents must retain a Master file that contains the summary report of the reports noted below as well as in the detailed report in the tenant file when discrepancies are identified The O A is also required to place documentation or notations in the files as indicated in the notice The Master files must be avail able at the MOR to provide verification of compliance with Notice 10 10 The Quarterly Review Page 14 Master files are required for the following reports New Hires Multiple Subsidy Report Verification Reports which would include Failed Pre screening report and the Failed Verifica tion Report SSA identity match Deceased Tenant Report Once the retention period has expired O As must dispose of the data in a manner that will prevent any unauthorized access to personal information e g burn pulverize shred etc Disclosure to Persons Assisting Tenants with the Recertification Process With the written consent of the tenant EIV data may be shared with persons assisting the tenant with the recertification process Tenants who require assistance during the recertification process may have a rep resentative present to assist them in their ability to participate in the recertification process th
25. usehold data and re submait the certification TRAC S algonthm to generate a unique T id faled Re subnut the cerhficaton using SSNs for the members Re submut the certification with a valid owner signed date ris not E proper subsidy wed for Section 236 EMIR Rent 202 162 PAC 202 PRAC and 11 A project mmber is RAP Resubnut the WIAT10 transaction with a valid Acton Processed Code Section 8 202 162 PAC 202 PRAC and 11 PRLAC subsidy types require a contract Review the TRACS error code to determine your course of action These errors need to be researched us ing the MAT User Guide located at http www hud gov offices hsg mth trx trxmatg cfm Appendix E This section of the MAT User Guide also provides a Recommended Solution area with suggestions on how to resolve these errors Any certifications that may need to be corrected will have to be transmitted through iMAX to AHSC and we will then forward the certification to TRACS as long as it passes our edit checks TRACS will then check that certification for validity and will either post the certification or fail 1t and the process will repeat itself Any questions related to your TRACS error messages can be sent to your Central Contract Specialist The Quarterly Review Page 10 TRACS iMAX Rules of Behavior The Deadline for accepting the TRACS Rules of Behavior and completion of the Security Training has been extended to October 1 2010 TRACS users must a
26. ve action PBCA s will obtain a copy of this docu ment Clarification of Communicating Results Follow Up Once on site activities are completed reviewers begin compiling data and write the report Per Chapter 6 the following requirements impact this proc ess e Ifreport contains deficiencies Target Completion Dates may not ex ceed 30 calendar days The Government Accounting Office considers the monitoring process to be completed only after identified deficien cies have been corrected the corrective action produces improve ments and it is determined that no further action 1s required The Chapter has clarified the requirements for appealing Management and Occupancy scores by adding to the chapter the following detail e Ifan owner agent receives a Below Average or Unsatisfactory overall rating as indicated on the form HUD 9834 Summary Report the owner agent may appeal the rating Per the language above Below Average and Unsatisfactory category rat ings cannot be appealed Appeal process timelines have not changed Major Changes to the Scoring Process Note All of the information that follows is new and substantively changes the process going forward Significant changes to this section of the chapter include the addition of new performance indicators based on a numeric construct As a result each cate gory is given a number based on the rating Superior Above Average Satis factory Below Ave
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