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Secure Systems: PIC & EIV

Minneapolis HUD

Office of Public Housing

Dana Kitchen, Division Director

Agenda

• Overview of WASS• Systems Access

• Overview of PIC• PIC Modules and Submodules

• Overview of EIV• EIV Reports

• Other Systems

• Questions

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WASS

Web Access Security System

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What is WASS??

• AKA Secure Systems or “REAC”

• HUD systems access for PHAs• IMS/PIC• EIV• LOCCS• EPIC • VMS• Others (SPEARS, Executive Compensation)

• There are two user types for Public Housing Agency (PHA) users in Secure Systems: Coordinator and User

• A coordinator user ID can perform security administrator functions

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WASS Registration

• PIH-REAC Online Systems• https://www.hud.gov/program_offices/public_indian_housing/reac/online

• User IDs should be generated in a couple days and emailed to the Coordinator(s)

• Coordinator IDs normally take a bit longer to process and are received by mail (envelope will not identify what it is)

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Retrieving a User ID

• Coordinators can retrieve IDs

from WASS User Maintenance

by searching last name or PHA

code (under business partner)

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List of Users by PHA

• Users will only be listed here if they signed up as a PHA with a PHA code

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Access to Systems

• Once a Coordinator has obtained the ID, they can proceed with providing access to other individual systems (eg. EIV, PIC, REAC subsystems)

• Some systems have specific requirements to gain access such as an access form or training

• Coordinators assign roles and actions to Users• Coordinators will need to know the roles and actions

that Users will need • Roles are functional positions that are used to categorize

Users

• Actions define what rights and privileges Users can do in any system

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Assigning Actions

• Coordinators can assign rights/access to themselves and to other Users at the PHA

• A Coordinator cannot assign rights to another coordinator, however

• On the Secure Systems/WASS Main Menu page find the heading System Administration. Under this heading single click on the User Maintenance link

• On the User Maintenance page enter the user ID of the user that rights will be assigned to, even if the ID is for the Coordinator already logged in

• Click on Search By User and the next page will show the name and other details for the user

• From the function drop down box select the Maintain User Profile – Actions option and click Submit

• On the Assign/Unassign Actions page select the actions that correspond to the subsystem/systems that the user needs access to

• You only need to select one action per subsystem/system

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Assigning Roles

• After all of the actions have been selected single click on Assign/Unassign Actions

• A message will display that says you have successfully assigned/unassigned action(s) for the user and then click OK

• You will return to the page that shows the user’s information

• From the function drop down box select Maintain User Profile –Roles and click Submit

• On the Assign/Unassign Roles page select the roles that correspond to the subsystems/systems that the user needs access to

• Do not check all available roles since this may cause a conflict when attempting to perform tasks in a subsystem

• After all of the roles have been selected click on Assign/Unassign Roles

• A message will display that asks you to confirm the roles you have just assigned and then click Confirm

• A message will display that says you have successfully assigned/unassigned role(s) for the user and then click OK

• You will return to the page that shows the user’s information

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Actions & Roles Menus 11

Commonly Accessed Systems: Actions & Roles

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PHA Assignment Maintenance

• Either on the left side of the page or from the Main WASS Menus, select PHA Assignment Maintenance from the System Administration menu

• If you are a coordinator assigning rights to yourself and do not see this link you may need to log out of the system, close your web browser, wait 30 seconds, and then log back in again

• On the PHA Assignment Maintenance page enter the User ID that you just completed assigning actions and roles to in the User ID box, enter the PHA code that you need to assign access to in the PHA ID box, and click Submit

• On the Assign PHA to User page select the role(s) you need to assign a PHA to from the Role Description box

• You can select multiple or all roles at a time

• Then select the PHA code in the PHA ID box so that it is highlighted and click Submit

• A message will appear that asks you to confirm that you want to assign the selected PHA to the selected roles and click Confirm

• A message will display that says you have successfully assigned the PHA to the user and then click OK

• You will be taken back to the PHA Assignment Maintenance

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Verifying Access

• The user that was assigned rights should verify they can see the links on their Main Menu page

• If a Coordinator assigned rights to themselves, they will need to log out for all of the changes to take effect, wait about 30 seconds, and then log in again

• If rights were assigned to a User, that User can login once the steps above have been completed and they should be able to see the links on the Main Menu page for all of the systems that were selected

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PIC Access in WASS

• Log into WASS/Secure Systems

• Click on User Maintenance under System Administration

• Find the User and click on User ID

• Select Maintain User Profile-Roles from drop down

• Check the box for PIC-PIC Generic and Assign Roles

• Click on PHA Assignment Maintenance

• Enter the User ID, select Assign PHA, enter PHA ID, click Submit

• Select/highlight the PIC Role and the PHA and click Submit

• For Coordinators giving themselves access, they will also need the Coordinator Action for PIC prior to assigning the Role

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EIV Access in WASS (for Users)

• PIC access must be given before EIV and before EIV assignment can only be done after a full overnight from PIC access

• Click on User Maintenance under System Administration

• Find the User and click on User ID

• Select Maintain User Profile-Roles from drop down

• Check the box for EIV-PIH-EIV-External User and Assign Roles

• Click on PHA Assignment Maintenance

• Enter the User ID, select Assign PHA, enter PHA ID, click submit

• Select/highlight the Role and the PHA and click submit

• For Coordinators giving themselves access, they will also need the Coordinator Action for EIV prior to assigning the Role

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Additional WASS Information

• If a User or Coordinator leaves a PHA they must have their User ID terminated

• If they are later employed at another PHA they must apply for a new user ID. User IDs cannot be taken from one PHA to another

• A user can have access to more than one PHA, in cases of contract management for example, through assignment of multiple PHA codes under PHA Assignment Maintenance and Business Partner Maintenance

• If an individual had access to a PHA in Secure Systems and access was terminated but now they require access to that PHA again, they can request reactivation of that access

• For PHAs that only have one staff person that person should register as a Coordinator so that they are able to setup and maintain their own user ID

• For a small PHA that may only have one or two staff, it is typical for the ED to register as a Coordinator and have full access to all systems that the PHA would need to use

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Systems Security

• Access is controlled at the local level for most systems since there should be an overall security administrator for all systems and/or a security administrator for individual systems

• Every PHA should have a Security policy when it comes to systems and access and what access each user has should be documented in a security or personnel file at the PH and this file should be maintained in a secure location

• A user should only have the level of access that they need now, not the level of access they might need at some point in the future as access can be changed as job duties dictate and this helps prevent actions performed in a system that the user is not authorized to perform

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Assigning Rights to an Auditor

• If an Auditor needs rights assigned to your PHA for financial reporting, it should first be determined if the already have the CPA Verification role assigned to their user ID (usually an “I” number) through past work

• The CPA Verification role is the only role they should have, not the PHA Submitter or PHA Director roles

• If they do have the CPA Verification role, assign your PHA by following the steps for PHA Assignment Maintenance

• If they do not have this role assigned, while on the Assign/Unassign Roles page check the box for this role and continue with PHA Assignment

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Password Resets

• If a User or Coordinator has forgotten their password they chose OR they have two failed login attempts (user receives the “invalid credentials” error) they will need to reset their password at the REAC Online Systems page

• https://www.hud.gov/program_offices/public_indian_housing/reac/online

• If a User or Coordinator has had three or more failed login attempts, they will have to contact REAC for a password reset at 888-245-4860

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IMS/PIC

Inventory Management System/PIH Information Center

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IMS/PIC

• PIC is considered the official repository for SEMAP scores, PHA contact information, public housing inventory, and Form-50058 data

• Organized in modules and sub modules

• PHAs electronically submit information to HUD

• PHAs are responsible for entering data into PIC and the validity of the data is only as good as the PHA’s entered data

• PIC is the main way HUD communicates with PHAs

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PIC Security Administration

• PIC set up inside PIC must be done by the PHA’s PIC Security Coordinator/Administrator

• This may or may not be the same person(s) as the WASS Coordinator(s) but should be some crossover to make things smoother

• From the main menu in PIC, click on Security Administration

• On the right-hand side, click on Add New User

• Be sure to select HA User type from the drop down menu, enter the other fields, and then click Create New User

• Again, you will need to wait an overnight if you are needing to assign EIV to someone PIC setup and EIV setup cannot be done the same day

• PIC Access/Roles will also need to be set up for each User in the PIC system

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IMS/PIC Modules & Sub-Modules

• PIC Maintenance • User Profile • Security Administration

• PIH Information • SEMAP

• Housing Inventory • Housing Agency• Development • Inventory Removals

• Executive Summary

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IMS/PIC Modules & Sub-Modules

• Form 50058• Submission • Viewer • Reports • Tenant ID Management

• AdHoc• Form 50058 AdHoc Report• HA Query Report

• PIC Downloads• Building and Unit Data

• MTW (only for MTW PHAs)

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PIC Maintenance Module

• User Profile• User contact information (name, email address, etc.) • Ensure your email address is correct as it is used by the

system for automatic notifications

• This is the minimum Submodule that needs to be set up for every PIC user, even those that just need PIC to get EIV

• Security Administration• Allows PIC Security Coordinators to create and maintain user

accounts, as well as create and maintain access roles

• PIC Security Coordinators assign roles to users and determine which users have access to the different entities and different security levels within the respective modules

• Security Coordinators can be set up by other Security Coordinators or the FO PIC Coach

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PIH Information Module

• SEMAP• The Section 8 Management Assessment Program

(SEMAP) measures PHA management performance of the Section 8 Housing Choice Voucher program

• PHAs that manage HCV are required annually to electronically submit and verify their SEMAP Certifications within 60 days following their fiscal year end

• SEMAP is scored in this Module based on a PHA self-certification as well as PIC data extracts from the last day of the PHA’s fiscal year

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Housing Inventory Module

• Housing Agency• General contact information maintained: PHA’s physical and

mailing addresses, phone and fax numbers, email addresses, and website

• Also includes names and terms of office for the PHA officers and staff

• HUD Staff Assignments, Housing Authority Funding History, and Performance Data

• Development• Shows Public Housing unit count and HCV voucher count and

provides HUD with housing inventory data• Provides users with a method for submitting building and unit

information to HUD

• Inventory Removals• This is where a PHA applies to the Special Application Center

(SAC) to remove buildings and units from its inventory for Section 18 Demo/Dispo, Section 22 Voluntary Conversions, Section 32 Homeownership, etc.

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Housing Agency Submodule

• This Submodule is mainly used to update PHA contact information, positions, and terms of office or position

• HA Contacts should always be updated and PHAs can find instructions on how to do this in the Maintaining HA Contacts job aid

• https://www.hud.gov/sites/dfiles/PIH/documents/HA_Contacts_Instructions.pdf

• PHAs can also find a list of HUD staff assigned to them here (we try to keep this updated in MN, but may not be the case everywhere)

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Development Submodule

• Common tasks performed in this submodule:• Uploading buildings & units (B&U) • Submitting B&U inventory data for approval• Proposing and submitting unit tenant status changes• Submitting Cap Fund certification annually• Submitting Development Regrouping requests

• There are lots of job aids for this Submodule• Unit Tenant Status Changes, Unit Designation

Change, Unit Reports, How to Merge Units, and more!

• https://www.hud.gov/program_offices/public_indian_housing/systems/pic/ts

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Development, Building, and Unit PIC Identification

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Unit Number (ex. 13-184)

Door Number, Building Number, Unit Status Type, Bedroom Count and other Unit Information

Building Number (ex. 01-02)

Building Name, Building Entrance Number, Building Address and other Building Information

Development Number (ex. MN00X0000XX)

Development Name and other Development Profile Information

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Correcting Discrepancies

• REAC’s Correcting Data Anomalies website contains their policies for making various building and unit data discrepancy corrections

• https://www.hud.gov/program_offices/public_indian_housing/systems/pic/bu

• This site includes a list of what different types of users (HA users, HUD FO users, Super Users) can change as well as templates for making corrections

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Inventory Removals Submodule

• PHAs can submit inventory removal applications through this submodule

• The Special Application Center (SAC) website contains their policies regarding various types of inventory removal:https://www.hud.gov/program_offices/public_indian_housing/centers/sac

• See the Inventory Removals Submodule User Manual for more info:https://www.hud.gov/sites/documents/DOC_11663.PDF

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Executive Summary Module

• Executive Summary• A quick view of the essential data about a PHA

• Latest addresses, contacts, performance scores, funding data, inventory statistics, etc.

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Form 50058 Module

• Submission• Collects and validates Public Housing and HCV family data

uploaded by PHAs

• Viewer• Provides users the ability to search and find tenant data currently

or previously reported for analysis or verification• Provides a set of reports to monitor portability data and moves

between PHAs

• Reports• A set of detailed monthly summary reports of family data that

help the PHA to monitor its own reporting to determine compliance and identify trends

• Tenant ID Management• Gives users the ability to identify and correct identity problems

and to assign temporary IDs• PIC validates all Social Security Numbers received against the SSA

national database monthly

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Submission Submodule

• PHAs or their software vendor upload 50058s to the PIC system

• This Submodule includes the Submission Report that shows the errors that an attempted upload of 50058s may have contained

• It is imperative that these reports are checked every time an upload occurs to determine if there were errors preventing a 50058 from submitting

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Viewer Submodule

• Where 50058 data is maintained and mostly used to review specific 50058s in the system

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50058s Chronology From Viewer 39

New Admission

1/1/17

Annual Reexam 1/1/18

Interim Reexam 3/15/18

Annual Reexam 1/1/19

Other Change of Unit 5/1/19

Historic

Current

Viewer Submodule Reports Tab

• MTCS VO Iss/Exp Report• Will show information for Issuance of Voucher (action 10) and

Expiration of Voucher (action 11) 50058s submitted to PIC in a date range

• Overlapping Date Report• Shows information for households where a PHA has submitted

a New Admission or a Portability Move-in before the other PHA submits the corresponding End of Participation (EOP) or Portability Move-out 50058

• It is recommended to check this report at least monthly• If a PHA finds a record on the Automatic EOP/Port Outs

Pending tab they need to submit the appropriate 50058 (EOP or Port Out) to PIC by the end of that month or the first day of the month following the overlap the system will do it for them and automatically make EOPs effective the first of the month and port outs effective the same day as the port in

• EOP Example: Overlap occurs in November, if the PHA does not submit a move out action the system will do it effective December 1st.

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Viewer Submodule Reports Tab

• Portability Billing Report• Shows information for households that have ported in or out

of the PHA • The PHA Billing Report correlates to port-ins and the PHA

Billed Report correlates to port-outs for the PHA• Only shows information if the receiving PHA’s 50058 has the

required data in lines 12d-12f (12d must be marked “Yes” to indicate portability has occurred)

• Example: If a tenant ports from MN001 (initial PHA) to WI001 (receiving PHA) and WI001 is billing. then the amount billed must be entered on line 12e of the 50058 by WI001 and MN001 (PHA being billed) on line 12f

• The household would show up on the PHA Billing Report tab for WI001 and on the PHA Billed Report tab for MN001

• MTCS Transaction Report• Will show information about 50058s submitted in a date range

(this one is not very useful!)

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Reports Submodule

• Delinquency Report

• Reexamination Report

• Deconcentration Report

• Key Management Indicators (KMI) Report

• End of Participation (EOP) Report

• Resident Characteristics Report

• Rent Calculation Report

• HQS Report• HQS Newly Leased Units Report

• SEMAP Report• Family Self-Sufficiency (FSS)

Report

• New Admission Report

• Other reports that have unreliable data and should not be used:

• Mobility and Portability Report• Budget Related Averages Report• Rent and Rent Burden Report• Income Report

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For more detailed information about these reports, you can find the 50058 report guides here: https://www.hud.gov/program_offices/public_indian_housing/systems/pic/50058/guides

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Reports Submodule

• Reports are as of the last day of the previous month and are generated through a process called “monthly summarization” which starts running the first Friday evening of the month, even if it is the first day of the month

• The business rules for each report, which are the criteria used to generate the report, have not been looked at in quite some time for some of the reports which means PHAs should always be aware of current regulations and guidance when looking at the data

• The commonly used reports for PHAs to monitor are:• Delinquency Report• Reexamination Report• HQS Inspection Report• SEMAP Indicators Report

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Commonly Used 50058 Reports

• Delinquency Report• View the number of Form 50058 submissions that the

PHA is required to submit and the number of Form 50058 submissions that were actually submitted

• Reexamination Report• Provides information about how long since an annual

reexamination and/or flat rent annual update • PHAs should be submitting at least one 50058 a year

starting with the move in 50058 (New Admission or Portability Move-in)

• All active households are shown but a record is considered late at 14 months

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Commonly Used HCV Reports

• HQS Inspection Report• Displays data for dates on HQS inspections (affects indicator 12 in SEMAP) and

PHAs can use this report to maintain accuracy of the HQS data, and identify late or missing inspections

• All active households are shown but SEMAP considers a record late at 26 months, regardless of PHA policy

• Within the HQS tab is the HQS Inspection of Newly Leased Units Report which shows whether or not a unit passed inspection prior to the HAP contract effective date (used for SEMAP indicator 11)

• SEMAP Indicators Report• Shows how a PHA is doing on SEMAP indicators 9-12 and can be monitored

throughout the year to see if there are any issues that need to be corrected via 50058 submission (“Current SEMAP Indicator Information” tab)

• Provides the details and names of participants whose records are overdue, contain errors, etc.

• At summarization for the PHA’s FYE, this report will reflect the same information that is captured in the SEMAP MTCS Data Extract that is used in scoring SEMAP

• There is a second tab for this report called the “Most Recent SEMAP Indicator Information” that will only refresh 120 days after a PHA’s FYE if they have submitted a SEMAP certification, or if a small PHA deregulation year OR the PHA failed to submit, the show data as of the last FYE they did submit

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Other Reports

• Both the Resident Characteristics Report (RCR) and Key Management Indicators (KMI) report contain various statistics and no PII

• FHEO frequently looks at RCR when monitoring PHAs• The KMI report business rules have not been modified since

2005 so PHAs should spot check the data against currently requirements to ensure that it is accurate

• Rent Calculation Report• Lists families where the PHA’s reported rent on the 50058

differs from the PIC calculated rent• VERY RARE TO SEE ANYTHING ON THIS REPORT

• New Admission Report • Contains demographic and income data for New Admission

50058s• Due to a change in the 2010 census data and being unable to

change PIC to match these changes, certain geocoding is not occurring so please use caution when looking at this type of data

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Other Reports

• EOP Report • Contains demographic and income data for End of

Participation (EOP) 50058s • Used for the HCV Two Year Forecasting Tool• It only shows data for EOP 50058s(!!!) and port-out

50058s are not included in this data • If another PHA submits a New Admission 50058 the

household will no longer show on this report

• Deconcentration Report• Can be used to examine the economic environments

where voucher families live• Due to the age of the business rules and changing

regulations the data on this report may not be accurate

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AdHoc Module

• Form 50058 AdHoc Report• View information from the most recent 50058s submitted by

selecting as few or as many 50058 fields to generate a report• This report will not show historical data

• Only information for the head of household is displayed even if you select lines in Section 3, Household, of the 50058

• Can be downloaded to Excel for analysis, sorting/filtering, printing, etc. but please be careful of any PII that is displayed on this report

• HA Query Report• Search all head of household records in the current database

for a specific SSN (only by head of household, though)• It returns the most recent PHA Code, latest action, and

effective date of the action

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PIC Downloads Module

• Building and Unit Data• Permits users to download their own building and

unit data if needed

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PIC Related PIH Notices

• Notice 2007-28 – Changes in the Project Numbering System and Process for Requesting Changes in Project Identifications. This is the notice that discussed the conversion from 8-character to 11-development numbers (still called AMPs by some staff but called developments in PIC). It also has some information on changes/regroupings of developments.

• Notice 2011-7 – Guidance on IMS/PIC Development Sub-Module Reporting and Validation. This notice mainly discusses Unit Tenant Status data.

• Notice 2011-65 –Timely reporting requirements for 50058 data

• Notice 2016-8 – Family Self-Sufficiency (FSS) Reporting and FSS Program Portability Provisions

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PIC Resources

• PIC FAQ’s: https://www.hud.gov/program_offices/public_indian_housing/systems/pic/faq

• PIC user guides: https://www.hud.gov/program_offices/public_indian_housing/systems/pic/userguides

• PIC job aids: https://www.hud.gov/program_offices/public_indian_housing/systems/pic/ts

• Form 50058 site (with common error codes, technical reference guide, and more): https://www.hud.gov/program_offices/public_indian_housing/systems/pic/50058

• Form 50058 instruction booklet: https://www.hud.gov/sites/documents/50058I.PDF

• And of course, your HUD PIC Coach, Dana!

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EIV

Enterprise Income Verification

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EIV

• EIV is used by PHAs to verify tenant reported income using data received from the Social Security Administration (SSA) and National Directory of New Hires (NDNH)

• EIV is also used to verify tenant identity (name, DOB, and Social Security Number) by comparing data from the 50058 to what is in SSA’s database

• If a tenant leaves a PHA’s program owing money or under adverse conditions the PHA is required to report this information in EIV within 60 days of the effective date of the End of Participation (EOP)

• Records past 60 days cannot be reinstated.

• It is important to remember that EIV receives the tenant data that is used to generate the various reports from the Form-50058 submissions in PIC

• If information that came from PIC needs to be corrected, it must be done on the 50058 and submitted to PIC and will then be transferred to EIV during the next summarization (for most items over the weekend)

• EOP records are transferred nightly for use in the debts owed module

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EIV Training

• Users are required to complete several hours of EIV training prior to their access being granted (Initial EIV System training, Updated EIV System training, IVT training, and Annual Security Awareness Training)

• https://www.hud.gov/program_offices/public_indian_housing/programs/ph/uivsystem

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EIV Set UP & HUD approval

• PHA User Administrator sets up EIV Users

• In EIV, click on By Users under User Administration

• Click on the magnifying glass next to the User to select/update roles

• Check the applicable boxes for the User (must match the roles selected on the authorization form) and click update

• EIV access must then be approved by HUD• Email authorizatin form (HUD-52676) to your PMS or local EIV

Coordinator (Dana Kitchen at Dana.M.Kitchen@hud.gov) • HUD-52676 is required to be sent to HUD for all new users

and administrators, any modifications to access, and terminations if you are requesting HUD to do the termination

• Those users only accessing printed copies or only viewing electronic copies do not need to send form to HUD but PHAs must maintain copies

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EIV Security

• Guide for Security Procedures:• http://www.hud.gov/offices/pih/programs/ph/rhiip/docs/eivsec

guidepha.pdf

• Access to printed or electronic EIV information is restricted to authorized personnel who need the information to perform official duties and who have been given authorized access

• All EIV users, including handlers and viewers of printed or electronic EIV information must complete form HUD‐52676

• PHAs maintain forms HUD‐52676 for all personnel (subject to inspection/audit)

• All active EIV users must be recertified twice annually, in April and October to maintain system access

• PHA User Administrators (UA) will be certified by the HUD Field Office, but all other PHA users should be certified by the PHA’s UA

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EIV Usage

• Mandatory usage as required by Federal Register dated December 29, 2009 and effective January 31, 2010

• Original PIH Notice 2010-19 (HA) Administrative Guidance for Effective & mandated use of the EIV system, issued May 17, 2010 (there have been extensions and updates since then)

• A current and valid Form HUD 9886 must be on file for each adult in the household in order for the PHA to legally access EIV income information on the household

• HUD requires PHAs to notify applicants and participants of their rights with EIV

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EIV Reports & Monitoring

• PHAs are required to monitor these reports monthly:

• Deceased Tenants Report: Tenants that have been reported by SSA as being deceased in their system

• Identity Verification Report: Tenants whose identity could not be verified by SSA and why

• Immigration Report: Provides counts for the number of households with PIC generated alternate IDs (AIDs), citizenship code of ineligible noncitizen, or citizenship code of pending verification

• Income Validation Tool (IVT) based on PHA reexam schedule (will include information from the New Hires Report

• Multiple Subsidy Report: Displays if a tenant at the selected PHA appears at another PHA or Multifamily (MF) project

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Identify Verification Report

• Items to keep in mind about the Identity Verification Report:

• Tenants with identity issues will not have income information available in EIV

• Since these items have to be corrected on the 50058, the sooner the PHA does it the easier it will be and the sooner they will receive income information in EIV

• One known issue is that the report will say the surname (last name) is wrong but it is actually the first name

• Due to how the name is matched to SSA’s database• For this reason, when looking at name errors PHAs

should always check the first and last name against the tenant’s Social Security card

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Multiple Subsidy Report

• PHAs must address any records on the Multiple Subsidy Report since these records could indicate that a tenant is receiving assistance at more than one agency/property

• There are definitely false positives on this report (eg. addresses for MF Section 236 properties must be entered exactly the same on the 50058 in PIC and the 50059 in TRACS in order for this to not occur

• Any false positives should be documented on actions taken

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Income Validation Tool (IVT)

• The EIV Income Validation Tool (IVT) replaces the previously used Income Discrepancy Report

• Provides a validation of tenant reported wages, unemployment compensation, and Social Security benefits reported in IMS-PIC via form HUD-50058

• Displays discrepancies in previously reported amounts of tenant income by comparing the income reported (50058) with the income/benefit information received from the Department of HHS, the NDNH, & the SSA data sharing agreements

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IVT Example

• PHA transmits household income via form HUD-50058 showing $6,000 Annual Household Income

• At Reexamination, annual income is computed by adding the Reexamination Quarter Income (NDNH + Unemployment Compensation + SSA Income/Benefits) of $2,000 + Prior Quarter Income from NDNH + Unemployment Compensation + SSA Income/Benefits) of $3,000

• Add them together for $5,000 for two quarters and multiply by two to bring to four quarters of income, or $10,000 Annualized Income

• Discrepant Income is the Annual NDNH + Unemployment Compensation + SSA I/Benefits – PIC previously reported income (prior 50058) or potential discrepancy of $4,000 ($10,000 - $6,000 = $4,000)

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IVT Features

• Enhanced Search: (1) Name, (2) Last 4 of SSN, (3) DOB, (4) Development Name and (5) Development Code

• Excludes Income for individuals coded on form HUD-50058 as:• Full-Time Students • Live-in Aides • Youth Under 18 • Tenants paying flat rents

• Permits PHAs to quickly identify potential instances of discrepant income that can be questioned during regular Annual and/or Interim Reexaminations that may result in underreported or misreported tenant income

• Can drill down to: • (1) Head of Household Report • (2) Household Members Report • (3) Employment Income & History Report

• Ability to filter by Program and Discrepant Income Amount

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EIV Related PIH Notices

• Notice 2018-24: Verification of Social Security Numbers (SSNs), Social Security (SS) and Supplemental Security Income (SSI) Benefits; and Effective Use of the Enterprise Income Verification (EIV) System’s Identity Verification Report

• Notice 2018-18: Administrative Guidance for Effective and Mandated Use of the Enterprise Income Verification (EIV) System

• Notice 2012-4: Effective Use of the Enterprise Income Verification (EIV) System’s Deceased Tenants Report to Reduce Subsidy Payment & Administrative Errors

• “Refinement of Income and Rent Determination Requirements in Public and Assisted Housing Programs: Implementation of the Enterprise Income Verification System—Amendments; Final Rule”

• http://portal.hud.gov/hudportal/documents/huddoc?id=income_rent_rule.pdf

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Other Systems 65

LOCCS

• Line of Credit Control System (formerly eLOCCS)

• LOCCS is HUD’s primary grant disbursement system• Capital Fund• Operating Subsidy• Other Competitive/Formula Grants like ROSS, FSS, etc.

• A PHA’s “Bank Account” with HUD

• LOCCS access MUST be secure and access must be maintained

• HUD recommends at least two PHA staff have the ability to draw down funds, if possible

• Access is gained/terminated/revised using Form HUD‐27054

• If someone with LOCCS access leaves the PHA or is no longer responsible for drawing down funds, immediatelyrequest termination of their access

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LOCCS Approving Officials

• Approving Officials • Usually Boar Chairs or EDs at larger PHAs

• Must be someone who has responsibility to manage users in LOCCS

• Must register in Secure Systems/WASS as a Coordinator

• Certifies users twice a year

• Should log in once a month to avoid being locked out of their account cuz remedying a locked account takes far longer than simply logging in every 30 days (same for users)

• Access is locked after 45 days of no activity

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EPIC

• Energy and Performance Information Center

• A program designed to collect summary CFP grant activity and energy efficiency measures (EEMs) and to automate submission of CFP action plans and budgets

• PHAs are required to report EEMs on an annual basis on all open Formula and DDTF (formerly RHF) grants

• PHAs are now required to submit all CFP 5-Year Action Plans and Budgets (Annual Statements) within EPIC

• After your WASS ID and password have been set, please send an email to EPICHelp@hud.gov to request access to EPIC

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VMS

• Voucher Management System

• Supports the information management needs of the HCV program and functions performed by the Financial Management Center (FMC), Financial Management Division (FMD), and REAC

• Provides a central system to monitor and manage the PHA’s voucher program

• VMS collects PHA data that enables HUD to fund, obligate, and disburse funding in a timely manner

• Incorrect VMS data may lead to incorrect funding levels

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Other Systems

• SPEARS• Section 3 reporting

• FASPHA• Financial Assessment Subsystem - PHA

• Executive Compensation• Requires PID Role under FASPHA in WASS

• Physical Inspections• NASS – Integrated Assessment Subsystem

• PASS – Physical Assessment Subsystem

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Systems Demonstration 71

Questions? 72

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