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!
Delinquency Report Guide Business Rules
July 1, 2004
(Updated September, 2005)
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.

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
Public Housing Delinquency Report: What should you be looking for? Make sure the number of ACC Units is correct. Mare sure the required is correct.

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 section 4 of this Notice Public housing sanctions will be applied against the monthly scheduled operating subsidy and HCV sanctions will be applied against the administrative fee. All public housing sanctioned funds will be returned once the PHA’s reporting rate is in compliance.
(1)   Public Housing Sanctions. Pursuant to Section 6(j)(4)(A)(ii) of the U.S. Housing Act of 1937, 24 CFR (c) and 24 CFR (c), PHAs not in compliance will have payment “withheld in an amount equal to HUD’s estimate of the loss of rental income to the PHA resulting from its failure to comply with these requirements”, which HUD has determined to be five percent of its monthly scheduled operating subsidy. PIC reporting rates also may be taken into consideration for future funding distributions under the U.S. Housing Act of 1937, as amended. PHAs with reporting deficiencies could experience diminished funding due to poor PIC substantiation of program needs and related requirements.

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.
A PHA submitted a Form HUD End of Participation record (2a=6) for a public housing family with a month ending effective date so PIC considers this unit as not reported while it was actually occupied through the end of the month.
Comments for the HCV program.

18. 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.

19. Performing Research for Response
For public housing, remember you can provide all of the names of the households you moved out
At this point, you have the bulls eye on yourself, and what should you do because time is of the essence! The first question is what should you be doing.

20. 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.

21. NOTICE PIH (HA)
This Notice explains and provides guidance to PHAs on how to use the unit status categories, and their respective sub-categories, that were included in the PIC September 2005 release for the Development Sub-module.
Beginning in Calendar Year (CY) 2008, and continuing every calendar year thereafter headquarters will determine operating subsidy funding eligibility.

22. Operating Subsidy
    Every calendar year, to determine the amount of each PHA’s funding, the Department will use the data in PIC for the 12-month period from July 1 to June 30 that is prior to the first day of each calendar year (See 24 CFR § (a) of the Final Operating Fund Rule).

23. Monitor Occupancy Levels
This Notice also explains why the Department recommends that PHAs with less than
100 units follow the same requirement as PHAs with 100 or more units and report their Form HUD data monthly, instead of quarterly, to the PIC Form Module and why PHAs should submit all Form HUD records by June 30th of each year.
I have recommended

24. Development Sub-module Reporting
PHAs are encouraged to update their PIC Development Sub-module data as the status of units change.
PHAs must reflect all of the status changes that a unit undergoes during each month in the Development Sub-module.
When updating Development Sub-module data, PHAs must update their unit data by the status of the unit on either the last day of each month or the first day of each month as provided in 24 CFR § (b)(1) of the final Operating Fund Rule.

25. Unit Status Designations
There are four unit status categories within the Development Sub-module: Exception, Unit Not Reported, Unit Occupied by Assisted Tenant and Unit Vacant or Otherwise Occupied. Two of the categories have sub-categories. Definitions for each category and sub-category are included in the notice.

26. Exception vs. Vacant or Otherwise Occupied
Vacant due to casualty loss
Unit Occupied by Over-Income Family
Unit Occupied by Police Officer
Vacant as a result of court litigation
Vacant by law
Vacant due to Make Ready or lease-up time
Vacant due to market conditions
Vacant due to natural disaster
Vacant–undergoing modernization
Merged Unit
Non-Dwelling Unit used for Anti-Drug Activities
Non-Dwelling Unit used for Economic Self-Sufficiency Services
Non-Dwelling Unit used for other purposes
Unit Occupied by Non-Assisted Employee
Unit Occupied by Non-Assisted Person Providing Tenant or Neighborhood-Oriented Services

27. Making Unit Designation Changes
Only Field Office personnel can enter Exception units in the Development Sub-module .
Unit Vacant or Otherwise Occupied can be modified by the PHA.
Discuss our SOP to do this.

28. Prior Approval
For purposes of the PIC Development Sub-module, this means that the PHA must have received the required Departmental approval prior to entering these units in the applicable sub-category under the Exception or Vacant or Otherwise Occupied categories.
Section of the new Operating Fund rule requires PHAs to receive prior approval by the Department in order to be eligible to receive operating subsidy for certain types of units under an Annual Contributions Contract (ACC) that are vacant.

29. 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

30. 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