Income Report

Provides employment and income reported by HHS and SSA for each household member that passes the SSA identity test.

Identifies tenants who:

• May not have reported complete and accurate income information
• May be receiving multiple subsidies

See Section VII.A.2

X

Mandatory use at Recertification -
Annual and Interim

May be used at other times as indicated in O/A’s policies and procedures.

• Serves as third party verification of employment and income.

New Admissions:

• Review new admissions within 90 days after the move-in information is transmitted to TRACS to confirm/validate the income reported by the household. 

Resolve discrepancies in reported income  with the family within 30 days of the EIV Income Report date.

No Dispute of EIV Information:

• EIV Income Report
• Current, acceptable tenant provided documents
• Third party verification from the source, if necessary

Disputed EIV Information:

• EIV Income Report
• Third party verification from the source for the disputed information

Tenant-reported income not verified through the EIV system:

• EIV Income Report
• Current, acceptable tenant-provided documents, and/or
• Third party verification from the source

Any correspondence with/from tenant relating to disputes of the employment or income reported in EIV.

Form HUD-50059(s)

Tenant File
Retain copy of Income Report and supporting documentation with applicable form HUD-50059 for term of tenancy plus 3 years.

Note:  The O/A must make copies of any tenant provided documents and return the originals to the tenant.

Income Discrepancy Report

Identifies households where there is a difference of $2,400 or more in the wage, unemployment and SSA benefit information reported in EIV and wage, unemployment and SSA benefit information reported in TRACS for the period of income used for discrepancy analysis.

The report serves as a tool to alert O/As that there may be a discrepancy in the income reported by the tenant during the period of income used for the discrepancy analysis. 

X

Mandatory use  at Recertification -
Annual and Interim

Report may be used at other times as indicated in O/A’s policies and procedures.

Must print the report at the same time the Income Report is printed.

Discrepancies must be reviewed and resolved at the time of recertification or within 30 days of the EIV Income Report date.

Review data in TRACS to make sure agrees with the form HUD-50059 data.  Correct any discrepant data in the TRACS database.

All correspondence to/from the tenant regarding the income discrepancy.

Documentation  received  to resolve the discrepancy, including written third party verification of income, if applicable.

The file must be documented regardless of whether the O/A determines the discrepancy to be valid or invalid.

Corrected form HUD-50059(s), if applicable.

Repayment Agreement, if applicable.

Tenant file
Retain copy of Income Discrepancy Report and any documentation related to the resolution of the discrepancy, including any repayment agreements for term of tenancy plus 3 years.

No Income Report

Identifies tenants who passed the SSA identity test but no income was reported by HHS or SSA.

This does not mean that the tenant does not have any income.  O/A must obtain written third party verification of any income reported by the tenant.

Recommend “zero” income tenants be required to disclose and O/A re-verify income at least quarterly.    These are tenants who report no income at all.

X

As identified in O/A’s policies and procedures.
Interview tenants, asking the right questions to provide the tenant the opportunity to disclose any income.

Third party verification from income sources of other income reported by tenant, if applicable.

Correspondence/documents received for re-verification of zero income tenants.

.

Tenant file
Any documentation or third party verifications for other income reported by the tenant for term of tenancy plus 3 years.

New Hires Report

Identifies tenants who have new employment within the last 6 months.  Report is updated monthly.

X

At least quarterly

Contact tenant regarding new employment

Confirm new employment with tenant.  Request tenant provided documents to support current income and/or third party verification from employer, as applicable.

Process Interim Recertification to include new income, if applicable.

New Hires Report with notation of action(s) taken.

No Dispute of EIV Information:

• EIV Income Report
• Current, acceptable tenant provided documents
• Third party verification from the source, if necessary.

Disputed EIV Information:

• EIV Income Report
• Third party verification from the source  for disputed information

Any correspondence with/from tenant relating to new employment and/or disputes of the employment or income reported in EIV.

Form HUD-50059(s)
.

Master file
Retain New Hires Summary Report in a master “New Hires Report” file for 3 years.

Tenant file
Retain  New Hires Detail Report for the tenant along with any correspondence with tenant, third party verifications, form HUD-50059(s), etc., .for term of tenancy plus 3 years.

Existing Tenant Search

Identifies applicants who may be receiving assistance at another Multifamily or PIH location.

X

At the time of processing an applicant for admission

Search each applicant and applicant household member to see if receiving assistance at another location.

Discuss with tenant regarding circumstances relative to being assisted at another Multifamily or PIH property.

Follow up with respective PHA or O/A to confirm the individual’s program participation status before admission.

Coordinate move-in/out dates with PHA or O/A.

Search results for each member of the household.

Results of any contact with applicant must be recorded on and/or with the search results for affected household member.

Results of any contact with PHA, owner, management agent where applicant is reported as receiving assistance must be recorded on and/or with the search results for affected household member.

Application file
If not admitted – retain search results and any supporting documentation with the application for 3 years.

Tenant file
If admitted – retain search results and any supporting documentation with the application for term of tenancy plus 3 years.

Multiple Subsidy Report

Identifies tenants who may be receiving rental assistance at more than one location.

X

At least quarterly

Must search both queries:

• Search within MF
• Search within PIH

Provide tenant opportunity to explain any circumstances relative to his/her being assisted at another location.

Follow up with respective PHA or O/A, if necessary, to confirm tenant is being assisted at the other location.  Depending on the results, may need to take action to terminate the assistance or tenancy and repay subsidy to HUD.

Search results

Documentation supporting any contacts made or information obtained to determine if household and/or household member is receiving multiple subsidies.

Documentation to support any action taken if household and/or household member is receiving multiple subsidies.

Note:  If a tenant’s multiple subsidies were discussed and resolved at the time of recertification, this must be noted on the printed report and no further action is required.

Master file
Retain Multiple Subsidy Summary Report and supporting documentation in a master “Multiple Subsidy Report” file for 3 years.

Tenant file
Retain a copy of the Multiple Subsidy Detail Report for the tenant along with any documentation of action taken for a household member for term of tenancy plus 3 years.

Failed EIV Pre-screening Report

Identifies tenants who have missing or invalid personal identifiers (last name, date of birth, SSN) in TRACS.  These tenants will not be sent to SSA from EIV for the SSA identity test.

Identifies tenants who need to disclose a SSN, e.g., replace TRACS generated id number.

X

Monthly

Follow up with tenants identified on the report where discrepant personal identifiers were not corrected at the time of recertification.

Check accuracy of data entry, e.g., numbers not transposed in SSN.

Contact tenant and confirm to verify discrepant personal identifiers

Correct TRACS data within 30 days of the date of the report.

Failed EIV Pre-screening Report documented with action taken to resolve invalid or discrepant personal identifiers.

Note:  This report will include those persons who are exempt from the SSN disclosure and verification requirements.  In these instances the O/A will note on the copy of the report retained in the “Failed EIV Pre-Screening Report” master file that tenant(s) is exempt from SSN requirements.

Note:  If a tenant’s information was corrected at the time of recertification but the EIV data has not yet been updated, this must be noted on the printed report and no further action is required.

Master file
Retain copy of report in a master “Failed EIV Pre-screening Report” file for 3 years.

Tenant file
Documentation to verify discrepant personal identifiers for term of tenancy plus 3 years.

Failed Verification Report (Failed SSA Identity Test)

Identifies tenants whose personal identifiers (last name, date of birth, SSN) do not match the SSA database.

X

Monthly

Follow up with tenants identified on the report where discrepant personal identifiers were not corrected at the time of recertification.

Check accuracy of data entry, e.g., numbers not transposed in SSN.

Contact tenant and confirm to verify discrepant personal identifiers.

Correct TRACS data within 30 days of the date of the report.

Failed Verification Report (Failed SSA Identity Test)  report documented with action taken to resolve invalid or discrepant personal identifiers

Note:  If a tenant’s information was corrected at the time of recertification but the EIV data has not yet been updated, this must be noted on the printed report and no further action is required.

Master file
Retain copy of report in a mater “Failed EIV SSA Identity Test” file for 3 years.

Tenant file
Documentation to verify discrepant personal identifiers for term of tenancy plus 3 years.

.

Deceased Tenants Report

Identifies tenants reported by SSA as being deceased.

X

At least quarterly

Confirm, in writing, with head of household, next of kin or contact person or entity provided by the tenant to determine whether or not the person is deceased.

If deceased, within 30 days from date of report:

• Update family composition, and, if applicable, income and allowance, on the form HUD-50059.  See Paragraph 7-13D of Handbook 4350.3 REV-1 for effective date.

• Single member of a household, process move-out using form HUD-50059-A.  Effective date retroactive to earlier of 14 days after date of death or date unit vacated.

Note:  Overpayment of subsidy must be returned to HUD.

Any discrepant data in TRACS must be updated within 30 days from the date of the report.

Encourage tenant to contact SSA if SSA’s data is incorrect.

Deceased Tenants Report

Documentation obtained to resolve discrepancy.

Form HUD-50059 with change of family composition.

Form HUD-50059-A for move-out.

Note:  If action was taken to remove the deceased tenant from the household or to terminate tenancy of a deceased single member of a household at the time of recertification but the EIV data has not yet been updated, this must be noted on the printed report and no further action is required.

Master file
Retain copy of report in a master “Deceased Tenants Report” file for 3 years.

Tenant file
Form HUD-50059 and/or form HUD-50059-A plus any other documentation received for a particular tenant must be retained for term of tenancy plus 3 years.