Jed Graef Bostonpost Technology June 15, 2009

Key Benefits Savings of time and money for CAs and OAs Greater accuracy 100% audit of 100% of vouchers—every detail line and every line of every adjustment Elimination of paper submissions

Summary Activate the MAT30, Section 3 and 4 records (voucher detail and adjustments) and require transmission to and from CAs and partial transmission to HUD. This allows for fully automated voucher reconciliation at the CA level. No comparing paper with the CA voucher. This permits automated reconciliation of HAP receivables at the site without reading a report from the CA and translating into accounting entries.

Why? HUD has a need to collect information on vacant units for disaster response purposes To achieve a longstanding TRACS goal—full voucher submission To use computers to do what they are good for— comparison of large numbers of records quickly and without error To replace a tedious manual reconciliation process with an automated one The focus can be on discrepancies only, greatly speeding up reconciliation Saves paper

What gets sent? Sites send both detail and adjustment records to CAs along with the other MAT30 records Sites send detail for vacant and market units only (no adjustments) if reporting direct to TRACS CAs send detail for vacant and market units only (no adjustments) to TRACS for the approved voucher CAs send both detail and adjustment records for the approved voucher to the OA

What is Required? Site and CA transmission of required records, appropriately filtered depending on the destination.

What is Optional (sort of)? Value added features such as push-button reconciliation This and other related features are vendor specific business decisions.

Technical Details Modifications to the MAT30, Section 1 record Activate the MAT30 Section 3 record Activate the MAT30, Section 4 record MAT30, Section 6, comment field changes

MAT30, Section 1 Activate fields 6 and 7--Section 3 Regular Payment Count and Section 4 Adjustment Payment Count

MAT30, Section 3--Detail Section Indicator = 3 Record Number Last Name (VACANT or TURNOVER for vacant, MARKET for market) Unit Number Unit Size Contract Rent Utility Allowance Certification Type (AR, IR, etc--to include partial cert types) (blank for vacant and market units) Certification Effective Date (blank for vacant and market) Requested Amount ($0 for vacant and market units)

MAT30, Section 4-Adjustments Section Indicator = 4 Record Number Last Name Unit Number Billing Type (Prior/New) New Certification (Y/blank) Certification Type (AR, IR, etc--to include partial cert types) Effective Date Assistance Payment Adjustment Start Date Adjustment End Date Requested Amount Note: Calculation detail can be reconstructed from the other fields

MAT30, Section 6, Miscellaneous Accounting Request Required formatting of the comment field TBD to deal with repayment agreements and possibly other situations This is a HUD goal

Volunteers One or two conference calls should do it if interested in We need to finalize the specification Determine the go-live date and final cutover date

Saves Time and $$$ No mailed, faxed or ed voucher submissions to CAs Faster and more accurate voucher reconciliation at the CA level Faster and more accurate HAP receivables reconciliation for the owner/agent