FSS Management Course

PUBLIC HOUSING AUTHORITY MANAGEMENT SYSTEMCourse 17: Family Self Sufficiency (FSS) Program Management

MeWare Training Series

Revised January 2009

MeWare Training Series

PUBLIC HOUSING AUTHORITY MANAGEMENT SYSTEM

PHAMS/MAPPS Training Curriculum

Course 17: Family Self Sufficiency (FSS) Program Management

MeWare, LLC: PHAMS/MAPPS Training Series

MeWare, LLC © 2009 v.41

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Acknowledgements

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• Craig Patterson • Ellen Batterton• Michael Lasky, PhD• Daren Patterson

• Tony Rumph• Bret Perko• Amber Patterson

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........................................................................................................Course 17: FSS Management 7Overview 7Course Learning Objectives 7

....................................................................................................................Chapter 1: FSS Basics 8Overview 8Chapter Learning Objectives 8Introduction to FSS 9Enrolling a Tenant into the FSS Program 10Report Tab 12Services Tab 15Contract Tab 17Escrow Tab 19

Exercise #17-1: Entering a Tenant into the FSS ProgramPrinting the FSS Worksheet and Enrollment/Progress Report 25

Exercise #17-2: Printing the FSS Worksheet and Progress ReportUpdating an FSS Participant 30

Exercise #17-3: Updating an FSS ParticipantReview of Chapter Learning Objectives 37

..............................................Chapter 2: FSS Escrow Calculations and Interest Distribution 38Overview 38Chapter Learning Objectives 38Viewing Automatically Calculated Escrow 39HUD Regulations 39Automatic Calculations in MAPPS 40

Exercise #17-4: Viewing Automatically Calculated EscrowEntering FSS Interest Distribution 43

Exercise #17-5: Entering FSS Interest DistributionReview of Chapter Learning Objectives 46

.......................................................................Chapter 3: FSS Disbursements and Forfeitures 47Overview 47Chapter Learning Objectives 47Tracking an Interim Disbursement 48

Exercise #17-6: Tracking an Interim DisbursementLogging Forfeiture Information 53

Exercise #17-7: Logging ForfeituresEntering Disbursements for a Successful Completion 56

Exercise #17-8: Entering Final Disbursements


Table of Contents


Review of Chapter Learning Objectives 60Course Review 61

Challenge Exercise


MeWare, MeWare, LLC © 2009 v.41 © 2008 v.39 Page 6

Course 17: FSS Management

Overview

Welcome to FSS Management, the seventeenth course in the MAPPS training curriculum.

In this course you will learn about enrolling tenants into the FSS Program, creating automatic calculations and disbursements, as well as properly logging the exit of both the unsuccessful and successfully completed programs.

Course Learning Objectives

Upon completion of this course, you will be able to:

Enroll tenants in the FSS program Enter interest disbursements Log information on tenants exiting the program Print reports

PHAMS/MAPPS Training Series: FSS Management


Chapter 1: FSS Basics

Overview

This chapter will discuss the basic processes involved in entering tenants into the Family Self Sufficiency (FSS) program.

In addition, you will learn how to print FSS documents and how to update FSS information.

Chapter Learning Objectives

Upon completion of this chapter, you will be able to:

Enroll a tenant into the FSS program Print the FSS Worksheet and Enrollment/Progress Report Update an FSS participant

PHAMS/MAPPS: FSS Management Chapter 1: FSS Basics


Introduction to FSS

Family Self-Sufficiency (FSS) is a HUD program that encourages communities to develop local strategies to help assisted families obtain employment that will lead to economic independence and self-sufficiency.

Public housing agencies (PHAs) work with welfare agencies, schools, businesses, and other local partners to develop a comprehensive program that gives participating FSS family members the skills and experience to enable them to obtain employment that pays a living wage.

The objective of the FSS program is to reduce the dependency of low-income families on welfare assistance and on Section 8, public or Indian housing assistance, or any Federal, State, or local rent/homeownership subsidies.

Under the FSS program, low-income families are provided opportunities for education, job training, counseling, and other forms of social service

assistance. While living in assisted housing, they may obtain the education, employment, business, and social skills necessary to achieve

self-sufficiency.

For additional information on FSS for Section 8, refer to the Housing Choice Voucher Guide Book 7420, Chapter 23.



Enrolling a Tenant into the FSS ProgramThe PHA and the head of each participating family execute an FSS contract of participation that specifies the rights and responsibilities of both parties. The five-year FSS contract specifies goals and services for each family. Family members must fulfill all requirements in order to obtain full benefits.

The FSS contract requires that the family comply with the lease, that all family members become independent of welfare, and that the head of the family seek and maintain suitable employment.

Possible sanctions for noncompliance with the FSS contract include: Termination from the FSS program Forfeiture of the FSS escrow account Withholding or termination of supportive services (e.g.

transportation, counseling, education could be revoked.) Termination of housing choice voucher assistance

Note: Participants are not permitted to port-out to another PHA until they have participated successfully in the FSS program for a minimum of one year.

Each family that is selected to participate in an FSS program must enter into a contract of participation with the Housing Authority that operates the FSS program in which the family will participate. The contract of participation shall be signed by the head of the FSS family.

Access of the FSS Case Management screen can be obtained by:

Selecting Tenant | Family Self Sufficiency from the Main menu

and using the usual search criteria selection options. Activating an application, then clicking the Tenant button from the

application tool bar and selecting the FSS option from the drop-

down list of associated views.



The Select Application area contains the basic record identification fields such as application number, HOH, and SSN. It also contains filter by search options with a pull-down list used to select search criteria when bringing up new records.

The Case area contains the following fields:

Case Manager – Allows the selection of the FSS Case Manager

name via a drop-down menu. Tenant Vendor ID – Is automatically populated with the tenant

vendor identification number when a new record is accessed. Status – Indicates the status of the tenant record. This field should

be changed to Active for a new/current FSS record. The standard

choices as directed by HUD are:



o Inactive – Default setting for every record and is also

automatically set back to this setting when tenants exit the

programo Active – The status should be advanced to this option upon

enrollment and remain here until the tenant exits the

program.o Canceled – used only if the tenant was entered in error.

The FSS Case Management screen organizes the FSS tenant information on four tabs:

Report Services Contract Escrow

Report Tab

The “Report” tab is used to enroll the tenant in the FSS program.

There are four main screen areas on the Report tab.

The “Reporting” area contains the following fields:

Effective Date – Date the participant enrolled in the FSS program. FSS report category – Drop-down menu that allows users to

select the report category for reporting to HUD. For an initial entry,

select “Enrollment”.



PHA administering – Contains your PHA’s HUD identification

number. This will change only if the participant ports out to another

PHA after at least 12 months of participation in your PHA.

The “Employment” area of the Report tab contains the following employment-related fields:

Current employment of HoH – Drop-down menu allows the

selection of the type of employment

Date of current employment – Enter date employment beganNote: The head of the FSS family shall be required under the contract of participation to seek and maintain suitable employment during the term of the contract and any extension thereof. Although other members of the FSS family may seek and maintain employment during the term of the contract, only the head of the FSS family is required to seek and maintain suitable employment.

Benefits of current employment – Select all that apply Years of school completed by HoH – Required entry; must enter

a number

The “Income” area of the Report tab contains the following family income-related fields:

Initial income – This value will default automatically from the

application income IF the tenant is employed at the time the user

created the FSS record for this tenant. Initial earnings – This value will also default automatically from the

application income and calculated deductions if the tenant is

employed at the time the user created the FSS record for this

tenant.



Initial TTP – This will default to the value set up by MAPPS when

the tenant was created. Initial Adjusted Income – This is the value of the adjusted income

calculated for the tenant initially.

Note: All the Initial values are editable ONLY if you are logged on with a User ID that holds the position of FSS Manager.

Note: If the tenant is NOT employed at the time the user creates the FSS record for the tenant, there will be no income displayed in these “Initial” fields. Any new employment will then be displayed in the “Current fields” as discussed below.

Current income – At enrollment, this amount will be the same as

the initial income. Current earnings – At enrollment, this amount will be the same as

the initial earnings.

In the “Assistance received by the family” area of the Report tab you will check all of the following that apply:

TANF Income Assistance (Temporary Assistance for Needy

Families) Medicaid/Children’s Health Insurance Program General Assistance Earned Income Tax Credit Food Stamps

Note: Although it is unlikely that the options listed above would change, MAPPS has provided the opportunity for these to be modified in case programs prove to be different from PHA to PHA.



Services Tab

Select the “Services” tab.

Directly under the “Services” tab are the following two fields:

No Services Needed – Click on this checkbox only if applicable Number of children receiving childcare services – Enter a

number from zero up to the total number of children in the

household

The “Education/Training – Vocational/Job training” area of the “Services” tab is used to update all the individual enrichment services that are needed. You need to select those that apply for this household. When you move the cursor to a service, the center of the window will become active.



The three Education/Training fields are:

Needed? – Select Yes or No Need Met through program? – Select Yes or No Provider – Select provider from list; this list is customizable and

will vary from PHA to PHA

Note: The Update Grid button is not displayed until a line item is selected from the grid. This button is labeled “Clear Line” until it changes to Update Grid.

Once information is selected, users must click the button and the information in the grid area will reflect the updated selection.

Users will continue this process for each service required.

Note: The Service Provider name does not display unless the need IS being met through the program. If the “Need met” field was set to “No” and a provider was displayed, the 50058 validation would produce an error since HUD does not desire information about programs that are NOT meeting people’s needs.



Contract Tab

When all of the services are entered, click the “Contract” tab.

The first area of the “Contract” tab contains several fields dedicated to details of the FSS contract:

Initial start date of Participation – This is the date the contract

began. This date should be the same as the Effective Date on the

Reporting tab which is the date of enrollment. This date MUST be

the first of a month. Initial end date of Participation – This date defaults to 5 years

after start date and can be manually extended if need be.



Note: This default date of 5 years out is a default setting which may vary from PHA to PHA depending on PHA policies.

Extended to (if applicable) – This field value does not apply to

enrollment. It is used if the contract is later extended up to two

years beyond the initial five years. The Housing Authority shall, in

writing, extend the term of the contract of participation for a period

not to exceed two years for any FSS family that requests, in writing,

an extension of the contract, provided that the Housing Authority

finds that good cause exists for granting the extension. The family's

written request for an extension must include a description of the

need for the extension. In this context, ”good cause'' can be defined

as circumstances beyond the control of the FSS family as

determined by the Housing Authority such as a serious illness or

involuntary loss of employment. Extension of the contract of

participation will entitle the FSS family to continue to have amounts

credited to the family's FSS account in accordance with Section

984.304. Number of family members with individual Training Services

Plan – Enter the number of family members that is applicable. Did family receive selection preference because of an FSS-

related service program participation: – Select Yes or No Contract Conditions – Type any notes for special conditions

The “Program Exit” fields do not apply to enrollment, but they provide certain participant exit information to the Housing Authority:

Did Family Complete contract of Participation? – Select Yes or

No If Yes, did family move to homeownership? – Select Yes or No If No, primary reason for exit: – Select reason from drop-down

list:



Escrow Tab

The “Escrow” tab does not apply to new enrollments. The Escrow tab is grayed out until the enrollment is saved and the FSS screen is re-entered. It will track the escrow deposits, interest accruals, and withdrawals.

When the information is entered and you click the Save button, the following message appears:

Click the Yes button to create a separate FSS Addendum Type 8 form and transaction.

Click the No button if the enrollment was performed at the same time as the new move-in or recertification. Current FSS information is automatically included in other 50058 transactions.

For example, if a person is housed and they are being enrolled into the FSS Program, and no other action such as a normal recertification or family composition change is taking place, only the addendum is submitted. Once a tenant is enrolled, any other action such as a recertification will automatically include the addendum.



Exercise #17-1: Entering a Tenant into the FSS Program

You need to enroll Sorba Prochange who is not currently employed. She will need to first obtain her GED, and then become gainfully employed.

Checklist Steps:

1. Ensure you are logged into the Section 8 module as pnewuserS8.

2. Click the Done button to exit the Tickler view if it appears.

3. From the Main Menu, click Tenant | Family Self Sufficiency. The FSS

Case Management screen displays.



4. Under Select Application, click the Filter by arrow to display the list. Select

Tenant Number. In the Value field, enter Sorba Prochange’s tenant number

– ‘500030’.

5. Click Yes when the message “The selected family does not currently

participate in Family Self-Sufficiency” displays.

6. Select ‘Fred Special’ in the Case Manager field.

7. Accept the default date entry of the first of the current month in the Effective

Date field.

8. In the FSS Report Category field, click the drop-down arrow and select the

Enrollment option.

9. In the PHA administering field, type ‘CA003’ to represent the training

database’s ID code for the Bay City Housing Authority.

10. Under the Employment section, select ‘Not Employed’ from the drop-down

list of options in the “Current employment of HOH” field.



11. Since the tenant is not currently employed, do not enter any data in the “Date

current employment began” field.

12. Also bypass the “Benefits in current employment” checkbox area since the

tenant is not currently working.

13. In the “Years of school completed by HOH field,” type ‘10’.

14. The Income fields will not display any information because our tenant is not

currently employed. If the tenant was employed, the Initial income field would

automatically display the annual amount of income.

15. Do not check any options in the Assistance received by the Family

checkbox area.



16. Click on the Services tab to set up the goals for the tenant.

Note: The Clear Line button changes title when a line item has been altered. Once the user indicates “Yes” in the “Need” field of a line item, the Clear Line button becomes the Update Grid button.

17. Click on the line item titled Education/Training – GED.

18. In the “Needed” field, use the drop-down arrow to select ‘Yes’.

19. In the Need Met through Program, select ‘Yes’.

20. Click the Update Grid button.

Note: When users attempt to move from one edited line to another line item without clicking the Update Grid button, MAPPS will remind them to save with the following message:

21. Highlight the line item titled Job search/Job Placement.

22. Change the Needed field to ‘Yes’.


24. In the “Number of children receiving childcare services:” field, enter zero.

25. Click the Contract tab.

26. In the Initial start date of Participation field, enter the first day of the

following month. This is a requirement as FSS Contract Participation must

start on the first of a month.



27. Ensure the Initial end date of Participation field displays the date 5 years

out from the Initial Start Date field entry.

28. Leave the Enrollment Date set to today’s date.

29. In the “Number of Family Members With individual Training and Service

Plans” field, enter the “1”.

30. In the “Did family receive selection preference because. . .” field, select

the No option.

31. Leave the Contract Conditions memo field blank since we are imposing no

extra conditions.

32. Click the Save button.

33. Click the Yes button to the MAPPS input warning as displayed below if it

appears. It will not appear unless you are completing these exercises on the

first day of the month.

34. If you entered a start date that is the same as today’s date you will receive

the warning below. Click Yes to accept your entry.

35. Since we are enrolling this tenant at this time, click the YES button to the

following message regarding the creation of the 50058 addendum only.



36. Click the OK button to acknowledge the message that the 50058 has been

created.

37. Click the Done button to exit the FSS Case Management screen.

Printing the FSS Worksheet and Enrollment/Progress Report

To print the contract of participation, select Forms | Individual Reports | PH & S8 Operational | FSS Worksheet Progress.

The contract of participation, which incorporates the individual training and services plan(s), shall be in the form prescribed by HUD, and shall set forth the principal terms and conditions governing participation in the FSS program, including the rights and responsibilities of the FSS family and of the Housing Authority, the services to be provided to, and the activities to be completed by the head of the FSS family and each adult member of the family who elects to participate in the program.



Exercise #17-2: Printing the FSS Worksheet and Progress Report

Now that Sorba Prochange is enrolled, you need to print her FSS Worksheet and FSS 50058 Progress Report. These reports are to go in her file since the 50058 Progress report will be sent electronically and automatically.

Checklist Steps:

38. From the Main Menu, select Forms | Individual Reports.

39. Search for Sorba Prochange’s (application number 500030) using any

search criteria you wish.

40. In the Available Forms and Letters | Categories section, highlight the PH &

S8 Operational folder.

41. The available reports are now reflected in the right side of the screen under

the Forms and Letters for Selected Category section.

42. Highlight the FSS Worksheet Progress report.



43. Click the Display button.

44. The report is created and displayed in a new view as displayed below.



45. There is no printer in the training room; therefore, we will not attempt to print

a hard copy. To accomplish this when required, users will click on the Print

icon in the report view’s tool bar.

Note: Since the training does not have the required system agents running on a regular basis, deposits for all months between the creation of the training database and today’s current training will not be reflected. Your list may not be the same as the displayed.

46. To close the report after viewing, click the “X” icon in the far upper right corner

of the report view, NOT the MAPPS program view.

47. Click the Done button in the Document Center view.



Updating an FSS Participant

Updating an FSS Participant record requires the activation of the tenant’s FSS record, and placing the form in Edit mode.

Activating an FSS Participant record for editing purposes is accomplished using one of the two methods previously discussed for the purpose of initially enrolling the tenant.

Users should recall that access of the FSS Case Management screen can be obtained by:

Selecting Tenant | Family Self Sufficiency from the Main menu

and using the usual search criteria selection options. Activating an application, then clicking the Tenant button from the

application tool bar and selecting the FSS option from the drop-

down list of associated views.

Users should also recall that all fields with blue labels are required fields, and the form can not be saved without data entry in these fields.

Exercise #17-3: Updating an FSS Participant

Sylvia Sufficient has informed you that she has completed her job training and started a new job as a nursing assistant. Her income information has already been entered for you but you need to update the FSS Management information.

Checklist Steps:

48. From the Main Menu, click Tenant | Family Self Sufficiency.

49. Use any search criteria you wish to activate Sylvia Sufficient’s record --

application number 500039.

50. The FSS Case Management screen displays.



51. Click the Edit button.

52. In the Case Manager field, display “Fred Special’s” name.

53. Change the Effective Date to today by clicking on the word “Today” located

at the bottom of the calendar.



54. Change the Report Category field to Progress.

55. Activate the Services tab by clicking on the tab title of “Services.”

56. Highlight the line item titled Education/Training – Vocational/Job training.

57. In the “Need Met through program?” field, change the selection from No to

Yes using the drop-down arrow.

58. In the Provider field, use the drop-down arrow to activate the list and select

the Voluntary Organization option.




60. Click the Save button to save your changes.

61. Click Yes to the “effective date is today” message if it appears.

62. This immediately prompts the next message.

63. Click the Yes button to verify you wish to create the 50058 addendum only

since this update is not connected with an Interim or Annual

Recertification.

64. This prompts the final message verifying to the user that a 50058 record has

been created for this FSS action.



65. Click the OK button.

66. Now it is time to print out the reports necessary to complete the updating of

this participant. Click Done on the FSS Case Management dialog box.

67. From the Main menu, select Forms | Individual Reports.

68. Enter “500039” in the Value field as this is Sylvia’s tenant number. Click the

Go button.

69. In the Categories section, highlight the PH and S8 Operational folder.

70. With this folder highlighted in the left pane, also highlight the report titled

“FSS WorkSheet Progress.”

71. Click the Display button to review the report.



72. Upon completing your review, exit the report by clicking the X in the upper

right corner of the report view. (This is a report that the FSS Caseload

Manager would print, have the participant sign, and file in the participant’s

folder.)

73. Exiting the report should return you to the Document Center where you can

print the next report.

74. Next, highlight the FSS Worksheet and click Display. (This report is also

referred to as the Escrow Account Credit Worksheet and it needs to be

processed with each interim or annual recertification.)



75. Review the information in the FSS Worksheet and close the report when you

are finished reviewing it.

76. Click the X to close the FSS Worksheet.

77. Click Done to exit the Document Center view.



Review of Chapter Learning Objectives

By now you should be familiar with the different tabs and fields of the FSS Case Management screen.

You should know how to enter a new tenant into the FSS program or update information on an existing FSS member screen.

Finally, you should feel comfortable with printing the appropriate reports for the FSS participant’s file.



Chapter 2: FSS Escrow Calculations and Interest Distribution

Overview

This chapter discusses calculating escrow and entering FSS disbursements to ensure proper payment.



View automatically calculated escrow Enter FSS disbursements

PHAMS/MAPPS: FSS Management Chapter 2: FSS Escrow Calculations and Interest Distribution


Viewing Automatically Calculated Escrow

HUD Regulations

The Housing Authority shall deposit the FSS account funds of all families participating in the Housing Authority's FSS program into a single deposit account. The Housing Authority must deposit the FSS account funds in one or more of the HUD-approved investments.

The total of the combined FSS account funds will be supported in the Housing Authority accounting records by a subsidiary ledger showing the balance applicable to each FSS family. During the term of the contract of participation, the Housing Authority shall credit periodically, but not less than annually, to each family's FSS account, the amount of the FSS credit determined.

If the FSS family has not paid the family contribution towards rent, or other amounts, if any, due under the Property Management or Section 8-assisted lease, the balance in the family's FSS account shall be reduced by that amount (as reported by the owner to the Housing Authority in the Section 8 FSS program) before prorating the interest income. If the FSS family has fraudulently under-reported income, the amount credited to the FSS account will be based on the income amounts originally reported by the FSS family.

Each Housing Authority will be required to make a report, at least once annually, to each FSS family on the status of the family's FSS account.

At a minimum, the report will include:

The balance at the beginning of the reporting period The amount of the family's rent payment that was credited to the

FSS account during the reporting period Any deductions made from the account for amounts due the

Housing Authority before interest is distributed



The amount of interest earned on the account during the year The total in the account at the end of the reporting period

An interest-bearing FSS escrow account is established by the PHA for each participating family. An escrow credit based on increases in earned income of the family is credited to this account by the PHA during the term of the FSS contract. The PHA may make a portion of this escrow account available to the family during the term of the contract to enable the family to complete an interim goal such as education.

Automatic Calculations in MAPPS

MAPPS takes into consideration all of the requirements of the monthly deposits and makes the Escrow deposit automatically. Some of these factors include the FSS participant’s income, duration in the program, etc. The parameters or “rules” that drive the automatic deposits are controlled by administrative personnel to ensure the calculations are taking all required conditions into consideration.

The automatic FSS deposit takes place on the first of every month as a part of the many automatic tasks performed within MAPPS.

All deposits, including automatic deposits, can be viewed on the escrow tab of the FSS Case Management view.

Exercise #17-4: Viewing Automatically Calculated Escrow

You want to review the deposits that have been entered for Sylvia Sufficient.

Checklist Steps:



78. From the Main menu, select Tenant | Family Self Sufficiency.

79. Search for Sylvia Sufficient’s FSS record.

80. Click the Escrow tab.

81. Review the deposits that display in the Account Activity section of the

screen.

Note: Since the training does not have the required system agents running on a regular basis, deposits for all months between the creation of the training database and today’s current training will not be reflected. Your list may not be the same as the displayed.

82. Examine the Account Activity information.

83. Click the Excel Export button to export the active tenant’s information to an

MS Excel spreadsheet.

84. In the “Files in Current Folder” section of the view, highlight the default

template entry.



85. Click the Export button.

86. Review the information in MS Excel.

87. Close MS Excel without saving the spreadsheet.

88. Click the Done button to exit the FSS Case Management view.



Entering FSS Interest Distribution

The investment income for funds in the FSS account will be prorated and credited to each family's FSS account based on the balance in each family's FSS account at the end of the period for which the investment income is credited.

If the FSS family has not paid the family contribution towards rent, or other amounts, if any, due under the Property Management or Section 8-assisted lease, the balance in the family's FSS account shall be reduced by that amount (as reported by the owner to the Housing Authority in the Section 8 FSS program) before prorating the interest income. If the FSS family has fraudulently under-reported income, the amount credited to the FSS account will be based on the income amounts originally reported by the FSS family.

The employee responsible for disbursing the interest deposits will access the view by selecting Admin | FSS Interest Distribution from the Main menu.

The date field should display the date the interest deposit was made in the FSS participant’s account as displayed on the bank statement. The total amount of interest is then entered into the Interest Amount field. The Distribute button is then clicked and MAPPS will distribute the interest.

The interest amount is distributed proportionately to all of the FSS people based on the amount they have in their account and the period they are eligible for it. All of the arithmetic is calculated by MAPPS.

Once the interest is entered, it is displayed in the Escrow tab in the “Type of transaction” column. The “Interest Deposit” types clearly identify these deposit transactions.



Exercise #17-5: Entering FSS Interest Distribution

You have received the monthly statement from the bank and wish to distribute the interest earned in the account to all FSS participants.

Checklist Steps:

89. From the Main menu, select Admin | FSS Interest Distribution.

90. In the Date of Interest Deposit field, select the 20th day of last month.

91. In the Interest Amount field, enter 500.

92. Click the Distribute button.

93. Examine the deposit amounts, ensuring all FSS participants have received

their share. (Your amounts will vary based on the current condition of the

training database.)



94. Click the Done button to exit the FSS Escrow Interest Distribution view.

95. To review the deposit, select Tenant | Family Self Sufficiency from the Main

menu.

96. Search for Sylvia Sufficient’s FSS record.

97. Click the Escrow tab.

98. Review the Interest Deposit in the Account Activity section of the view.

Note: Since the training does not have the required system agents running on a regular basis, your list may not be the same as displayed above.

99. Click the Done button to exit the FSS Case Manager view.




By now you should understand that the FSS deposits are performed by MAPPS automatically and users do not need to enter them manually.

You also learned how interest is derived from bank statements and distributed among those in the FSS program according to the conditions of each participant.



Chapter 3: FSS Disbursements and Forfeitures

Overview

This chapter discusses the three primary disbursement activities including interim, forfeitures, and final withdrawals.



Track an interim disbursement Log forfeiture Information Enter disbursements for a successful completion

PHAMS/MAPPS: FSS Management Chapter 3: FSS Disbursements and Forfeitures


Tracking an Interim Disbursement

If the Housing Authority determines that the FSS family has fulfilled certain interim goals established in the contract of participation and needs a portion of the FSS account funds for purposes consistent with the contract of participation such as completion of higher education (i.e., college and graduate school), or job training, or to meet start-up expenses involved in creation of a small business, the Housing Authority may, at the Housing Authority's sole option, disburse a portion of the funds from the family's FSS account to assist the family in meeting those expenses.

FSS participants who are in good standing with the FSS contract may under certain circumstances withdraw money from their escrow. Interim withdrawals are in reality “loans” that, in effect, represent the participant borrowing money from his or her personal savings account. This money, however, must be paid back.

FSS Withdrawals can be accomplished from within MAPPS but do NOT automatically feed the financial transaction to the accounting system. Therefore, FSS Caseload managers must ensure the transaction is logged both in MAPPS and request the transaction be logged in the accounting system and the check issued from the accounting personnel.

Likewise, when the participant makes a “payment” back to the escrow account, the accounting personnel must be notified, and the FSS caseload manager must log the deposit under the Escrow tab of the FSS participant’s record.



Exercise #17-6: Tracking an Interim Disbursement

Sylvia Sufficient needs to have repair work done on her car so she can get to and from her classes and needs to borrow $200 from her escrow account. She has agreed to repay the “loan” $50 each month.

Checklist Steps:

100.From the Main menu, select Tenant | Family Self Sufficiency.

101.In the Select Application area, search for Sylvia Sufficient’s record.

102.Click on the Escrow tab.



103.Click the Edit button. Then click the Withdrawal button.

104.Set the Date of Withdrawal field to 2 weeks ago.

105.Select “Interim Escrow Payout” from the transaction type pull-down list.

106.Enter ‘200’ in the Amount of Withdrawal field.



107.Click the Save button. You MUST click the Save button immediately under

the Amount of Withdrawal, not the Save button on the bottom of the main

window.

108.Ensure the withdrawal amount is reflected in the Account Activity grid area.

109.Now click the main Save button at the bottom of the screen. Click Yes and

OK for the next prompts.

110.Click the Done button to exit the FSS Management view.

Time passes . . . and Sylvia has made her first deposit paying back the loan.

111.Select Tenant | Family Self Sufficiency from the Main menu.

112.Locate Sylvia Sufficient’s FSS record.

113.Click the Escrow tab.



114.Click the Edit button.

115.Click the Deposit button.

116.Accept the default entry of today’s date in the Date of Deposit field.

117.Select “Escrow Receipt” as the type.

118.Enter 50 in the Amount of Deposit field.

119.Click the Save button directly under the Account Transaction fields you just

entered. This will bring the Account Activity section back into view.

120.Click Yes on the FSS/WtW addendum Only dialog box. Click OK on the

MAPPS dialog box.

121.Review the deposits in the Account Activity section.

122.Ensure the $50 deposit entry is reflected in the grid as displayed below.

123.Click Save on the main window. Reply Yes and OK to the remaining

prompts.

124.Click the Done button to exit the view.

125.At this time it is appropriate to also print the FSS statement for this tenant.



126.From the Main menu, select Forms | Individual Reports.

127.Use the Filter By and value fields to locate Sylvia Sufficient.

128.In the Categories area, highlight the PH & S8 Operational folder.

129.Highlight the FSS Statement report and click the Display button.

130.Close the report once you are finished reviewing it.

Note: This report should be printed out for the tenant upon request or when Interims or Annual Recertifications are performed.

131.Click the Done button to exit the Document Center screen.

132.Users must remember to communicate the transaction to the accounting

department.

Logging Forfeiture Information

If the participant fails to complete the program, the money in the participant’s account is withdrawn and returned to HUD.

The user closes the FSS Participation account by updating the following areas of the FSS Case Management screen:

Report Tab – Effective Date field (this is critical because it controls

the 50058) Report Tab – FSS Report Category field Contract Tab – Program Exit fields



Escrow Tab – Withdrawal Tenant Record – Notes

Exercise #17-7: Logging Forfeitures

Freddy Forfeiture failed to meet his goals and needs to be withdrawn from the program.

Checklist Steps:


134.Search for Freddy Forfeit’s account record.


136.In the Case Manager field, update the information to reflect “Fred Special”

as the FSS Caseload worker.

137.Update the Effective Date field to today’s date.

138.In the FSS report category field, use the drop-down arrow to select the Exit

option.

139.Activate the Contract tab by clicking on the tab title.

140.In the Program Exit section of the view, select the “No” option to indicate

the family did not complete the contract.

141.In the Primary Reason field, select “Left Voluntarily” from the list of

options.




143.Click the Withdrawal button.

144.The Date of Withdrawal field populates with today’s date. Accept this value.

145.Select “Final Escrow Payout” from the Transaction Type pull-down.

146.Enter the total amount of the deposits displayed in the Amount of

Withdrawal field.

147.Click the Save button on the Escrow tab. Do not click the Save button at

the bottom of the FSS window until the next step.



148.Click Save on the main FSS window. Click Yes on the FSS/WtW

Addendum Only? dialog box. Click OK on the MAPPS dialog box.

149.Click the Done button to exit the FSS Case Management view.

Note: Users should be sure to enter any notes that may be necessary on the tenant’s application record.

Entering Disbursements for a Successful Completion

Final disbursements will take place when the participant finishes the program successfully.

If the family completes the contract and no member of the family is receiving welfare, the amount of the FSS account is paid to the head of the family.



The amount in an FSS account, in excess of any amount owed to the Housing Authority by the FSS family, as provided in paragraph (a)(3)(iii) of this section, shall be paid to the head of the FSS family when the contract of participation has been completed as provided in Sec. 984.303(g), and if, at the time of contract completion, the head of the FSS family submits to the Housing Authority a certification, as defined in Sec. 984.103, that, to the best of his or her knowledge and belief, no member of the FSS family is a recipient of welfare assistance.

Before disbursement of the FSS account funds to the family, the Housing Authority may verify that the FSS family is no longer a recipient of welfare assistance by requesting copies of any documents which may indicate whether the family is receiving any welfare assistance, as well as contacting welfare agencies.

When a participant exits the program, users must log that the exit is due to successful completion of the program.

The user closes the FSS Participation account by updating the exact same fields as previously experienced for the forfeiture, except that the selections in the fields indicate the successful completion.

The following areas should be acknowledged:

Report Tab – Effective Date field (this is critical because it controls

the 50058) Report Tab – FSS Report Category field Contract Tab – Program Exit fields Escrow Tab – Withdrawal Tenant Record – Notes

Exercise #17-8: Entering Final Disbursements

Freda Payout has successfully completed her FSS contract. You need to enter her final disbursements.

Checklist Steps:




151.Search for Freda Payout’s account record.


153.In the Case Manager field, update the information to reflect “Fred Special”

as the FSS Caseload worker.

154.Update the Effective Date field to today’s date.

155.In the FSS Report Category, use the drop-down arrow to select the Exit

option.

156.Activate the Contract tab by clicking on the tab title.

157.In the Program Exit section of the view, select the “Yes” option to indicate

the successful completion of the program.

158.In the “If Yes” field, select Yes to indicate that the family moved in to a home

of their own.


160.Click the Withdrawal button.

161.In the Date of Withdrawal field, today’s date is automatically populated.

Accept this value.

162.Select “Final Escrow Payout” from the Transaction Type pull-down.



163.Enter the total amount of all deposits (displayed in the Account Total field)

in the Amount of Withdrawal field.

164.Click the Save button on the Escrow tab.

165.Click the main Save button at the bottom of the screen to exit the FSS Case

Management view.

166.Click Yes on the FSS/WtW Addendum Only? dialog box to verify you wish

to make a 50058 Addendum-only transaction. Click OK on the MAPPS

dialog box.

Note: Users should be sure to enter any notes that may be necessary on the tenant’s application record as well as to print out all necessary reports as previously discussed in this course.




By now you should feel comfortable with Interim withdrawals and making deposits when the tenant makes payments to repay the money borrowed.

You have also learned about the appropriate processing of tenants who exit the FSS program whether they exit successfully or not. You know that the process of closing the account is the same; however, the choices made in the fields change depending on whether or not the exit is based on successful completion.



Course Review

Now you should be familiar with the different tabs and fields of the FSS Case Management screen.

You should know how to enter a new tenant into the FSS program or update information on an existing FSS member screen.

You should feel comfortable with printing the appropriate reports for the FSS participant’s file.

By now you should understand that the FSS deposits are performed by MAPPS automatically and users do not need to enter them manually.

This course also reviewed how to enter interest from bank statements and distribute the full amount of interest among those in the FSS program according to the conditions of each participant.

You should know how Interim withdrawals work and how to make deposits when the tenant makes payments to repay the money borrowed.

You have also learned about the appropriate processing of tenants who exit the FSS program whether they exit successfully or not. You know that the process of closing the account is the same, however the choices made in the fields change depending on whether or not the exit is based on successful completion.

PHAMS/MAPPS: FSS ManagementCourse Review


Challenge Exercise

Answer the following questions based upon your knowledge of FSS Management:

167.The Services tab contains information regarding__________________?

The goals as set forth for the tenant to become fully self sufficient.

168.True or False: The same 50058 transaction is made whether users are just

updating the progress of a tenant or conducting a full annual recertification.

False. Just an addendum can be created.

169.True or False: Monthly escrow deposits must be entered for each tenant

every month.

False, MAPPS makes the monthly deposits automatically. Its interim withdrawals that need to be made manually.

170.The Program Exit information resides on which FSS Case Management tab?

Contracts tab.

171.The Status field should be set to cancelled when ____________?

Only when the tenant was enrolled accidentally.

PHAMS/MAPPS: FSS ManagementChallenge Exercise


FSS Management Course

Documents

Transcript of FSS Management Course