1. Maintenance of PIC Reporting
PIH
Revised Reporting Requirements
and
Sanctions Policy
for the
Family Report (Form HUD-50058)
Today we are going to focus on monitoring and maintaining your PIC Reporting Rate. We chose to present this information in two sessions by program. Why? Depending on what type or types of programs you administer dictates how your agency can be impacted financially.

2. Web Access Secure Systems Menu
WASS
All PIC Users must have a REAC "M" ID. We now enter PIC and other databases through the (Web Access Secure Systems Menu), better know as WASS. PIC access the old way was eliminated December 15, So far we are not having problems in Kentucky. Note: When you are having access problems it could be a server problem. At times they will post an announcement on the PIC home page. However, I have received several inquiries as to how one should go about obtaining an M-ID for a staff person who has never accessed the system as well as new employees.

3. All PIC Users must have a REAC
"M" ID!
Need A WASS User ID?
Use the link below and select "Public Housing Agency“.
Allow the individual to complete the application, because they have to enter the maiden name of their parent and their SSN. If the person applies as a User the Coordinator the M-ID will be issued via to the PHA Coordinator. Of a someone applies to be a Coordinator, the M-ID is sent via u.s. mail. If an odd amount of time passes, contact our office because we can go into the system and retrieve the M-ID.

4. Dec. 19, 2006 – New Format for Form-50058
PIC Headlines
Dec. 19, 2006 – New Format for Form-50058
Oct. 6, 2006 – Form Delinquency Report Guide
Sept. 26, 2006 – Form Sanctions Notice
July 24, 2006 – WASS and PIC IDs
May 2, 2006 – SEMAP Indicator 11 and the 95% Reporting Rate
March 14, 2006 – PIC Release 5.8
PIC Release news archive… PIC Headlines archive…
On the PIH Information Center (PIC) homepage, please try to always pay attention to the Headlines, resources, etc. All of the system changes are listed and announcements as to when changes will occur. They serve to be helpful, etc.

5. PIC Main Page found in WASS
PHA’s can now perform their own role assignments within the Security Administration Sub-Module
Look at our new PIC page found in WASS. It appears to lend to be more guide driven, instead of what I used to call the finger look! Reminder, PHAs can now perform their own Security Administration. You can assign roles, etc. However, you cannot create security administrators. Moving towards reporting rate monitoring, each month on the Monday after the first business Friday start by pulling the delinquency report in the Form Module, Reports Sub-Module.
Start with the Reports
Sub-Module

6. Don’t wait until the last hour to perform 50058 submissions
Don’t wait until the last hour to perform submissions. Headquarters is saying that these last hour uploads are getting caught in the queue and not being processing!
I have recommended at least weekly submissions, if at all administratively possible. Don’t wait until the end of the month as well. This can cause problems because what we are seeing is that the records are being caught in the queue. This means they may or may not be processed in time for the monthly summarization to take place and if not processed you will not receive credit for them.

7. PIH
This Notice implements a revised Form HUD assessment and sanctions process. It also replaces Notice PIH , which includes voiding sanctions and Corrective Action Plans (CAPs) that may currently be in place.
This Notice implements a revised Form HUD assessment and sanctions process. It also replaces Notice PIH , which includes voiding sanctions and Corrective Action Plans (CAPs). (1)   Beginning in 2007, PHAs will be assessed in July based on the June 30th Delinquency Report. All of the dates listed in sections 1 – 8 of this Notice are for the 2006 assessment. Section 14 of this Notice lists the dates that apply beginning in 2007 when the Department assesses PHAs in July.
(2)   The forbearance process is replaced with a new process to give PHAs the opportunity to demonstrate compliance for select situations (see section 8 of this Notice).

8. Delinquency Report Guide Business Rules
The guide can be found on the PIC Home page.
This guide helps users to:
• Understand the Delinquency Report data fields
• Understand from where the data comes
• Interpret and use the data contained in the report!
How many of you realized there was a new Delinquency Report Guide posted on the web? What I found most helpful is the Data Field Definitions/Business Rules. However, the book has not incorporated the most recent modification for hcv agencies.
Delinquency Report Guide

9. PHA Uses for the Report Monitor reporting rates:
A PHA should be utilizing the report to determine the HUD Form reporting rate utilized by HUD for SEMAP scoring (Voucher-Funded Assistance only) or potential sanctions (all programs).
Plan and administer programs:
The Delinquency Report provides data needed to determine whether or not the PHA is utilizing all available housing assistance resources to meet local assisted housing needs. This information can be utilized to determine if administrative changes may be necessary to improve the administration of its programs.

10. Understanding the data field definitions can be helpful!
If the reporting rate percentage is in red that is the indicator that your data does not depict your performance .
Understanding the data field definitions can be helpful!

11. What if you fall below 95%
If a PHA with a reporting rate under 95 percent is reflected on the Delinquency Report may avoid sanctions if it can demonstrate that its reporting rate is 95 percent or above after adjusting for at least one of four reasons.

12. Sanctions
The Department may implement sanctions for failure to meet the minimum reporting rate described in the notice. All HCV sanctioned funds, administrative fees, may be permanently recaptured and may not be returned to the PHA once its reporting rate is in compliance.
(1)   Housing Choice Voucher Program Sanctions. Pursuant to 24 CFR (d), HUD may reduce or offset any administrative fee to a PHA in an amount determined by HUD if the PHA fails to perform PHA administrative responsibilities. PHAs subject to sanctions because their reporting rate for HCV families falls below 95 percent may have their administrative fee for the calendar year reduced or offset in an amount determined appropriate by HUD. In determining whether, and to what extent, HUD will reduce or offset the administrative fees, HUD will consider such factors as the magnitude of the deficient reporting rate and the number of months that the reporting deficiency persists subsequent to the annual assessment.

13. Notification
The Department will notify all PHAs with reporting rates under 95 percent within five days of the availability of the Delinquency Report for the applicable month.
Each PHA will receive an informing them about the deficiency. We recommend that you take immediate action to determine how you can address the deficiency. Not only for purposes of responding as per the notice, but you also want to be able to demonstrate that you were able to address your deficiency right away.

14. Demonstration of Reporting Compliance
PHAs that believe that their reporting rate would be 95% or more after making one or more adjustments, must provide sufficient documentation no later than 10 days from the date the PHA receives notification from the Department to avoid sanctions or continued sanctions.
There are four specific reasons that can be utilized to avoid sanctions.
PHAs must submit their data via to:
and copy their respective Field Offices

15. Required Documentation
Things to Consider
Reason
Required Documentation 1
PHA must submit the number of unit months leased for the applicable month that has been (or will be) entered into VMS. 2
PHA must submit the family’s head of household full name, the PHA code and the PHA name of the receiving PHA that is not reporting on the family. 3
PHA must submit the family’s head of household full name, the PHA code and the PHA name of the initial PHA that is not reporting on the family. 4
PHA must submit the head of household’s full name for the family the PHA submitted a Form HUD End of Participation record (2a=6) for the end of any month thereafter.
These are the four reasons a PHA can attempt to demonstrate that they have fulfilled their reporting requirements.

16. Running the ADHOC to determine the EOP’s is a recommended starting point!
There are several routine tasks you should perform on a monthly basis!

17. First Run and ADHOC Report
The ADHOC report is real time and will provide you with the most recent accepted in the system. We recommend that you download it into excel for easy sorting and performing a comparison.
(1) Leased units for the end of the assessed month, or any month thereafter are less than the leased units for the applicable month as reported in the Voucher Management System (VMS). This would affect the denominator of the PHA’s reporting rate for the HCV program.
Comments for the HCV program.

18. First Run and ADHOC Report
(2)Under portability, receiving PHAs are not properly submitting Form HUD records on families for which they are billing the initial PHA or have not correctly completed line 12f (PHA code billed) and the initial PHA has submitted a Form HUD Portability Move-out record (action code 2a = 5) for these families. Consequently these families will not be recorded on the PIC PHA Billed Portability Billing Report. This would affect the denominator of the PHA’s reporting rate for the HCV program. (3) Under portability, the receiving PHA is unable to enter the Form HUD Portability Move-in record (action code 2a = 4) for a family it absorbed because the initial PHA has not entered a Form HUD Portability Move-out record (action code 2a = 5) and the receiving PHA reported this situation to its local field office for resolution prior to the end of the assessment period. This would affect the numerator of the PHA’s reporting rate for the HCV program.

19. Data pulled from the reports sub-module is updated with the monthly summarization process.
Monthly make sure the late re-exam report does not contain records that are more than 14 months old. For HCV agencies: check the HQS tab for late HQS inspections and newly leased units. This report has impacted some our PHA’s in the state, but if they had been checked on a routine basis at time of the SEMAP assessment they could have perhaps avoided be impacted by the data.

20. Assessment Dates Beginning in January 2007
Month PHAs assessed
January 2007
Delinquency Report used
December 31, 2006 Delinquency Report
Date Delinquency Report available
Approximately January 10, 2007
Due date to demonstrate compliance
10 days from the date notified by the Department (see section 7)
Date sanctions go into effect
March 1, 2007
Headquarters will review submitted documentation and notify these PHAs and their respective Field Offices whether or not their documentation is accepted. PHAs with accepted documentation supporting a reporting rate of at least 95 percent as of the annual assessment do not need to submit further documentation if their reporting rate continues to be under 95 percent following the annual assessment. If a PHA’s reporting rate continues to be under 95 percent at the time of the next annual assessment (for example, when PHAs are assessed again as of the June 30, 2007 Delinquency Report), the PHA needs to submit new documentation for that period to avoid sanctions. If a PHA cannot demonstrate that its reporting rate is at least 95 percent for the annual assessment and its reporting rate continues to be under 95 percent the following month (for example, as of the July 31st Delinquency Report), the PHA can submit new data to demonstrate that its reporting rate is at the required level. All data demonstrating that the PHA is in compliance with the required reporting rate is due 10 days from the date the PHA is notified by the Department that its reporting rate is still under 95 percent (see section 7).

21. Thank you for your Attention
Remember! Contact your Field Office PIC Team:
Barbara Finch
Nancy Cichan
Anne Boham
Veletta Lenston
When all else fails, we will refer you to the
Technical Assistance Center Help Desk at or