TRACS 202D Washington AHMA - Affordable Housing Management

Industry Update
April 22, 2014
Lanier M. Hylton
• 202D Spec Status
• Spec changes since the March Industry
• Chapter 4 items worth reviewing
• Multifamily Housing Help Desk Update
• Low Income Housing Tax Credit
• Next TRACS Industry Meeting Dates
202D Release Dates
• May 2014 – HUD Forms Approved by OMB
• July 1, 2014 – Go live
• January 1, 2014 – Final Implementation
New, New, New
New Forms
• New 50059
• New Forms
• New 50059A
• New Special Claims Forms
• New Voucher Forms
New Errors
• Current project
• Working on modifying
all error codes
• Eliminate outdated
• Eliminate unnecessary
• Re-word
202D Spec Status
Originally published at the end of July, 2011.
Last update January 31, 2014
One more update to add TIN
Regular working group conference calls to deal
with clarifications and new and modified HUD
New Subsidy Type = PRAD
Project Rental Assistance Demonstration.
Like an 811 PRAC.
Block grant to the states.
State decides % of income paid up to 50%.
MAT Header Records
– Subsidy Type = 6 (previously reserved).
• Use Rent Override flag to indicate non-30%
rent calculation.
New Subsidy Type = RAD
• Rental Assistance Demonstration (PIH-2012-18 (HA).
• Conversion of PIH Vouchers, PIH S8 Sub Rehab, Rent
Supplement and RAP to MF Project Based S8.
• If tenant’s current rent is lower than that calculated
by the S8 formula, there is a 3-5 year phase in to full
rent—similar concept to the old POA rollout.
• Subsidy Type Project-based Section 8 in MAT header.
• Use the rent override flag to indicate non-30% rent
RAD Rent Phase-In
• Phase-in of Tenant Rent Increases. If a tenant’s
monthly rent increases by more than the greater of
10 percent or $25 purely as a result of conversion,
the rent increase will be phased in over 3 years,
which a PHA may extend to 5 years with goodcause.15 To implement this provision, HUD is waiving
section 3(a)(1) of the Act, as well as 24 CFR §§
983.3 (definition of “total tenant payment”) and
983.353(b)(1), to the limited extent necessary to
allow for the phase-in of tenant rent increases.
New Subsidy Type = SPRAC
• Senior Preservation Rental Assistance
• Program for the Elderly.
• To provide rental assistance for unassisted
seniors who would be displaced by a rehab
and refinancing.
• New Subsidy Type in MAT header?
• The cert calculation rules are unclear.
Number Expansion
DUNS Number
• DUNS Numbers will be
required for Rent
Supplement and RAP in
the near future.
• Currently required for
Section 8 and 202 and
811 PRAC.
• Field offices have
asked for edit
• Collect TIN for Parent
and Child
• Field included in
Header Record but not
on forms
• Similar to DUNS
MAT15 Tax Credit BINs
• Clarification added about the format expected for a
• Note: Do not fill the field unless there is a valid BIN
associated with it. A valid BIN is in the format
SSYYNNNNN where SS is the state postal
abbreviation, YY is the last two digits of the
allocation year and NNNNN is 5 digits. YY can be in
the range 85-99 and 00-12 with 13 becoming valid in
2013 and so forth. If YY is either 19 or 20, the BIN is
not valid.
Repayment Agreements
• Chapter 4, paragraph 4.9.
• The implementation of TRACS Release 2.0.2.D
will allow for improved tracking and reporting,
repayment agreements will no longer be
reported as miscellaneous accounting request
Repayment Agreement Record
• New MAT30, Section 7 record.
• Requires a new MAT30, Section 1 Section 7
Count field.
• Requires a new MAT30, Section 2, field 28 and
43 to hold site Section 7 totals and CA Section
7 payment amounts.
• Revised and renamed spreadsheet:
Selected Section 7 Record Fields
• HOH Name and Unit Number.
• Agreement ID.
– Generated by Owner/Agent.
– 12 characters; unique within the project.
• Effective Date (of the original agreement).
• Agreement Amount = original amount.
• MAT30 Section 7 record MAT Field #9 Agreement Type
contains the following valid field types:
– T = Tenant Repayment Agreement transaction.
– O = Owner/Agent Repayment Agreement transaction.
– N = None or No Agreement. Print on the form as Tenant,
Owner or None.
Section 7 Fields (cont.)
• Total Payment = payment from the OA or
• Amount Retained = type T subject to 20% rule:
lesser of actual expenses or 20% of payment.
• Ending Balance = agreement balance after the
• Amount Requested = the amount of the
Section 7 transaction.
Expansion of Move-Out Codes
In keeping with the effort to enable OAs to more fully document information
pertinent to the move-out transaction, seven new codes have been added to
more closely track the reason for a move-out.
5 = Unit Transfer between two projects.
7 = Abandoned Unit
8 = Failure to submit SSN
9 = Uninhabitable unit (Abated)
10 = Substantial Rehab or Repair (Tenant Expected to Return)
11 = Choice-Mobility Option Exercised – Tenant moved from RAD subsidy
to HCV
Description field has also been added to hold the text that describes the
reason for the move-out.
Termination Codes/Descriptions
Add a new reference table to contain all termination
codes/descriptions (10 existing plus new codes). New
termination codes are:
• ND = Natural Disaster or Uninhabitable Unit or Presidentially Declared
• AB = HUD abated unit
• RR = Substantial rehab or repair (Tenant expected to return)
• NS = Resident did not qualify for subsidy at MI or IC for a reason other
than Double Subsidy.
• Typically, this would be a situation where income at MI or IC is being
corrected as a result of an EIV or other investigation and it is found
that the tenant was not eligible. (Just like the DS code, a TM/NS gives
back subsidy for the TM date).
• OT = Other. A reason not covered by any of the other codes.
• Field 12, Description must be filled
Previous Housing Code
• To facilitate the capture of data on whether or not a family was homeless
prior to admission to a multifamily property, two (2) new codes have been
added to the existing four codes for the MAT10, Section 2 Previous
Housing Code field. The new codes are as follows:
5 = Lacking a fixed Nighttime Residence
6 = Fleeing/Attempting to Flee Violence
• The existing code value 2 (Without or Soon to be Without Housing) has
been redefined as applicable only to records transmitted in TRACS 2.0.2.C
or as corrections to MI certifications originally transmitted in TRACS
MAT30 Changes
• Field widths for the Section 5 and Section 6 Paid amounts
have been widened to 10 characters to match the Claim
Amount and Misc Request Amount fields.
• New Misc Request Codes.
– EIVP = EIV 5% penalty.
– RESR = Residual Receipts offset. See Notice H 2012-14 for
instructions pertaining to the use of residual receipts in
this context.
• Deleted Misc Request Codes—covered by the new Section 7
Integrated Subsidy Error Reduction System
• The Integrated Subsidy Error Reduction System (iSERS),
formally know as the Error Tracking Log will establish whether
and to what extend owners are accurately, thoroughly and
clearly determining family income and rent in the Multifamily
Housing Subsidy programs.
• The initiative objectives are:
– Detect and reduce errors in income and rent calculations at targeted
– Reduce rent underpayments and/or overpayments of residents
– Maximize HUD’s limited housing resources thereby assuring maximum
participation in HUD’s housing programs by as many low families as
Integrated Subsidy Error Reduction System
• There are three process areas designated as
“discovery points” during which errors made by
owner/agents (OA) that may cause improper subsidy
Certification/Voucher Review
Management and Occupancy Review (MOR)
Resident Contact (RC)
EIV Discovery?
Integrated Subsidy Error Reduction System
• The 2001 Policy Development and Research (PD&R)
Quality Control for Rental Assistance Subsidies
Determinations study (QC study), found that 60 percent
of all rent and subsidy calculations contained some type
of error.
• The most common sources of errors are:
Calculation errors
Failure to verify income/expenses
Failure to use UIV tools & techniques
Incorrect income and deduction amounts (i.e., earned income,
pension income, and medical allowances)
Low Income Housing Tax Credit
• LIHTC will integrate technology to coordinate the assessment
and discovery of data quality issues, the definition of data
quality rules, the use of those rules for distinguishing between
valid and invalid data and the management, measurement,
and reporting of conformance to established data quality
• This LIHTC initiative will identify which data to produce
metrics on and define which of the many aspects of its quality
to measure. These data quality dimensions will include:
• •
Low Income Housing Tax Credit
• Structure: Is the data in the right format and values ensures is consisted of
part of the criteria for data quality measures (is the data usable)?
• Conformity: Does it conform to critical rules?
• Accuracy: Does it reflect the real world?
• Completeness: Is the mandatory data/information present?
• Timeliness: Is it sufficiently current based upon the mandatory reporting
• Uniqueness: Are there duplicate records creating confusion?
• Consistency: Is the data the same, regardless of where it resides?
• Relevance: Is it useful to HUD’s pursuit of objectives for Congressional
Multifamily Housing Help Desk
Total Tickets Created = 9,782
• Majority (6,074) of tickets created addressed Functional Issues
• Next highest (788) tickets created addressed Tenant and Voucher Error
Resolutions Issues
• The third highest (777) tickets created addressed Secure Systems Issues
• Remaining tickets spread randomly among other issues
• Majority (5671) of tickets created were for concerns related to the EIV system
• Next highest (2462) of tickets created were for concerns related to the Tracs
• Third highest (910) tickets created were for concerns related to the Apps system
• Remaining tickets spread randomly among the other systems
Multifamily Housing Help Desk
Technical Progress
As of 04/15/2014 no back log existed in the cases that are handled MFH Help Desk
Help Desk staff consistently meets and/or exceeds the established SLA for calls:
– 99% of requests are answered on the caller’s first attempt
– Calls are answered within 30 seconds or caller can leave a voice message if he/she chooses;
call returned within the first hour of receipt—within same or next business day
– 90% of all requests received are resolved or referred within 1-3 business days
– Received on average 8 complaints within any given month regarding courtesy, service, and/or
lost/late messages
Survey for user response set to be updated and rolled out in 2nd quarter of 2013
to address client complaints.
Quality Control Analyst and Program Manager are working effectively to ensure
that all calls are handled timely and accurately. Calls (recorded and live) are
monitored daily.
Multifamily Housing Help Desk
• net.America’s Help Desk support services continues
to grow and develop, creating a staff with an average
tenure of 2 ½ years for the 6 systems. Average IT
Help Desk experience for the staff is 5 years. The staff
is more than capable of providing all of the services
required and the results of their efforts are reflect in
the lack of backlog (most cases are resolved with the
same day) and in their knowledge base.
Posted Docs
• Spec posted on 202D discussion forum
• TRACS Industry Working Group Meeting
October 29th and 30th 2014
• HUD Discussion Forums
Thank You!
• Lanier Hylton [email protected]
– All Round Great Guy!!
• Jed Graef [email protected]
– 202D Specification Documentation
• Mary Ross [email protected]
– TRACS Error Messages

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