What is EIV? EIV brings together information for both the Social Security Administration and the Department of Health and Human Services to provide Housing Administrators with a method to verify income on residents against what is reported to these agencies. It is now used on ALL Move Ins and Recertifications for properties that receive Project Based Section 8 Subsidy. It is not used on RD Properties unless PB Section 8 is present. It is not used on Section 42 properties unless PB Section 8 is present.
How Does EIV Work - Overview Daily, income information from the Social Security Administration and Department of Health and Human Services is combined into the EIV Database for those residents who are currently receiving Section 8 or PHA Subsidies. Upon receipt of an Initial or Move In Certification, and successful identity verification of all family members, EIV then begins collecting data for all household members with the next submission of data from SSA and DHHS. EIV maintains a rolling 15 months of this data. Discrepancies are pushed back to the Community manager in the form of Income and Discrepancy Reports. Owner/Agents (Us) are required to use this information to make sure residents are entitled to the subsidy they are receiving.
How Does EIV Work – Identity Verifications Each 50059 submitted to TRACS has the following information validated against the Database. Social Security Number is valid. Social Security Number is not issued to a deceased person. Social Security Number matches the name reported. Date of Birth reported matches date on file with the SSA. If this is the first certification to hit EIV for this Head of Household, EIV will not begin to collect data on this resident until the validation issues are corrected. These events are called “Failed Pre-Screens” If this is a subsequent certification for households already in the EIV and TRACS, the same information will be returned, however the system will continue to collect and report income information on the household. Validation issues in both cases must be immediately resolved.
How Does EIV Work – Income Discrepancies Each 50059 submitted to TRACS has the income validations and comparisons performed against the EIV Database. If this is the first certification to hit EIV for this Household, EIV will not have income information available for up to 90 days. Each month the O/A must review the Income information for discrepancies for the Certifications which happened 90 days prior and for those annual certifications that are to be done in 120 days. All Income Discrepancies must be documented in the Discrepancy logs and addressed/resolved as per the Wallick EIV Policy, with Retro-Active Tenant and Subsidy portion adjustments done if misreporting situation exists. ALL DISCREPANCIES ENCOUNTERED IN THE PRIOR 12 MONTHS TO A MOR INSPECTION WILL BE REVIEWED AT MOR BY THE INSPECTOR FOR PROPER HANDLING AND RESOLUTION.
EIV Security Awareness (The will be a test!) ALL Current Associates must have a Signed Rules of Behavior and Privacy Rules on file with the Corporate Office. All 3 rd parties who access resident files must sign a Rules of Behavior form before accessing the files. All associates who access the EIV system directly must have the following: THEIR OWN HUD Secure Connection Login User Access Authorization Form (UAAF) Printed and filed in the Community EIV Binder Printed copy of the last Security Awareness Testing printed and filed in the Community EIV Binder.
Printed EIV information must be segregated in the resident file so access to it is restricted from reviewers OTHER than a HUD Designated MOR inspector. This information must be kept in a flapped envelope in the resident file in a manner so the envelope must be removed from the folder “prongs” in order to open it. Tax Credit Inspectors should not have access to this information. EIV Security Awareness (The will be a test!)
Resident files must be secured at all times when not actively in use. During the recert process the file must be locked up EXCEPT when the file is actively being looked at. Resident files can only be removed from the community rental office by the regional supervisor or other corporate office designee. Printed EIV information is never to be emailed to any email address outside the Wallick Network (ie Yahoo, Hotmail, AOL or other personal email accounts) EIV Security Awareness (The will be a test!)
Printed EIV information can be provided ONLY to the household to whom it applies. Current (signed within the last 15 months) HUD form 9887 must be on file for all accessed EIV information, PRIOR TO ACCESSING THE INFORMATION. HUD 9887 is not required on Applicants for the Existing Tenant Search. EIV Security Awareness (The will be a test!)
Associates are never to share their logins and passwords with anyone else. That means anyone. Logins and passwords must be secured by the user so that no one can access the system using their credentials. EIV Security Awareness (The will be a test!)
Understanding How Important Password Protection Is! The user to whom the login is assigned can be subject to termination by the company for a breach of the security policies as well as be financially and criminally liable for the resulting misuse. EIV Security Awareness (The will be a test!)
MOR Inspectors in addition to physically inspecting the required authorization documentation as outlined in the policy, will also look for obvious and not so obvious signs of Password misconduct. They may ask and can ask you to sign in while they are watching. If your login and password is not memorized, where it is written down must be secured in such manor that only you can access it, they required to report a security breach to HUD. This will result in the entire Wallick Enterprise being suspended. EIV Security Awareness (The will be a test!) 16?
Obtaining EIV Access (Step 1) User must request HUD Secure Connection Login. User follows instructions in document called Secure Connection Login Request Instructions located on the Dataprompter. Once HUD accepts the online application, the corporate coordinator will communicate the uses Login (MXXXX) to the user via email and assign the appropriate properties.
Obtaining EIV Access (Step 2) Upon Receipt of their Login information from the system coordinator, the user must then login to the EIV system and apply for a User Access Authorization Form (UAAF). Follow instructions provided on HUD EIV UAAF Instructions available on the Dataprompter. Upon completion of the user request, the system EIV coordinator will approve the UAAF and notify the user that they are approved. Upon receipt of approval, the user will return to the EIV system and print their approved UAAF and file it in the Community EIV Binder.
Obtaining EIV Access (Step 3) When first logging into the EIV system, the user will be prompted to take the Security Awareness Testing (SAT). The SAT must be taken immediately when prompted. You must take the test at that point and not wait regardless of amount of time given by the system. The SAT must be taken BEFORE the first EIV information is accessed. The SAT must be printed and filed in the Community EIV Authorization Binder.
Maintaining EIV Access In addition to the up front sign up and authorization process there is on going periodic items that must be done to maintain uninterrupted access to the system. Secure Connection Login (MXXXXX) Any login not used at all during a 120 period will be terminated. Terminated accounts can be reactivated by submitting a help desk ticket.
Maintaining EIV Access Secure Connection Password At random intervals the system will force the user to reset their password. Should you forget or loose your password there are two steps to regaining access: Use the “Forgot Password” link on the login page. Contact the REAC Help Desk at 1.888.245.4860 Should you lock your account by supplying the wrong password 3 times you must also contact the REAC Help Desk to request an Unlock.
Maintaining EIV Access Security Awareness Testing Every 6 months the user must take, pass and print a new Security Awareness test. You are required to complete this test the first time you are prompted even though the system will allow you additional time to complete it.
Maintaining EIV Access UAAF Form Every 6 months each user must request a new UAAF form to be recertified to maintain access. Failure to do so will result in the “No Projects/Contracts Found” Message to appear. If a user has UAAF’s for multiple projects, they may expired at different times based on when they were originally applied for. THE SYSTEM WILL NOT PROMPT YOU WHEN IT IS TIME TO DO THIS. Please mark your calendars to apply for recertification during the 5 th month. Access is stopped on the 15 th day of the 7 th month.
EIV Reports Existing Tenant Search (For Approved Applicants) Determines if an applicant is already receiving subsidy in another community. Deceased Tenant Reports. (Monthly) Shows if any current residents have been reported as deceased. Income Reports (Monthly/Recert) Income Report Income Summary Deceased Tenant New Hires Report
EIV Reports Multiple Subsidy Report (Monthly) Shows if a current resident started getting subsidy elsewhere. Failed Prescreening Report (Monthly) Shows new households submitted to the system that have failed ID Verification. Failed Validation Reports (Monthly) Shows current households that have identity validation issues.
When is EIV Used? During the application process to confirm no double subsidy exists BEFORE Moving the Resident in. 90 Days after each Move In and Annual Recertification. 120 days prior to the a Scheduled Annual Recertification. Prior to all Interim Recertifications.
EIV Discrepancies and other info. ALL Income Discrepancies are to be documented in the EIV Discrepancy Log along with the resolution. Even if the EIV report confirms the resident reported income, Third Party Verifications are still required. When a discrepancy exists between EIV and reported income, if Third Party Verfication supports resident reported numbers, the resident reported numbers stand.
EIV Binder Contents At MOR the inspector can request the following and should be in the EIV Binder. Owners Authorization Letter. CAAF for Todd. UAAF for all users who have access to property (Including Regional) SAT Results for all users who have access to the property. Income Discrepancy Log Deceased Tenant Reports Security Policy Rules of Behavior Forms EIV Policy Should not include: Any Resident Income or Discrepancy Reports showing resident income information.
In conclusion Watch for emails in the next 7 days with links to the new documentation, processes, checklists and forms. Upon returning to your office, if you are not already doing so, you must begin using the EIV system immediately. Supervisors will be checking status of their properties over the prior to April 1. Users who require additional steps to get activated must follow the steps emailed to them over the past week. If you have not received those instructions or are unclear of your status, please talk to your supervisor. In the next round of MOR’s no properties will be given a pass at MOR time to avoid a 5% voucher penalty. NOTE: Subsidy funds you PAYCHECK!
We said there would be a test! Some could be trick questions!
Question: When is it permissible for a community manager to give their Login and password to their Supervisor?
Answer Never! All users who access EIV must have their OWN Login!
Question: Subsequent Security Awareness tests must be taken: a) Every 30 Days b) Every 60 Days c) Every 6 months d) None of the above
Answer c) Every 6 months. (Test’s are to be taken when first prompted!)
Question: When is the only time EIV information can be accessed WITHOUT having a signed HUD-9887 on file for each member over 18?
Answer When Running the Existing Tenant Search at Application Time.
Question: When filing EIV information in the resident file is it attached to the a) Current 50059. b) Third Party Verification Paper work. c) Original Credit Report from Move in. d) None of the above.
Answer d) None of the above. (Must be segregated in the manila EIV envelope.)
Question: True or False Income Discrepancies do not need to be recorded in the discrepancy log, if the 3 rd party verification supports the residents reported income.
Answer d) False (All discrepancies must be recorded along with their resolution in the discrepancy logs.)
Question: True or False? When carrying resident files to your car so that you may work on recerts at home, your maintenance person should assist you?
Answer d) False (Taking resident files outside of the rental office to work on at home is not permitted.)
Question: If you forget your password you should: a) Submit a help desk ticket b) call Todd on his cell phone c) Use the “Forgot Password” link d) Call the REAC Help desk e) C then D
Answer e) C then D (Attempt to reset the password yourself, then call the REAC Help Desk. Wallick IMG does not have access to passwords)