2. MULTI FAMILY/TRACS
Trainers: Greg Gunn Julie Rutherford

3. AGENDA Certifications Repayments Special Claims Voucher Submissions
Important Certification Fields
RAD special Fields
Correcting TRACS Errors
BIG Action, Little Action
Repayments
Special Claims
Voucher
Regular Assistance
Adjustments
Misc Adjustments
Submissions
Tenant and Voucher
HUD TRACS203A and 203B
Q&A

4. Multi Family Certifications
Full Certifications
Move In
Initial Certification
Recertification
Interim Reexamination
Partial Certifications
Unit Transfer
Gross Rent
Termination
Move Out

5. Multi Family Certification Section A Sign Dates
Tenant and Owner Sign Dates
If you have to change the sign dates

6. Multi Family Certification Section B Summary
Anticipated Voucher Date
Correction
EIV Indicator
Unit Transfer Code (Full Certification)
Security Deposit

7. Multi Family Certification Section C Household
Citizenship Code
Special Status Code
T code
SSN exception
Work Code
Previous Household Information

8. Multi Family Certification Section D Income
SSN Benefits Claim Number

9. Multi Family Certification Section E Assets
Asset Type
Divested Date

10. Multi Family Certification Section Expenses
Expense Type
Child Care Expense

11. Multi Family Certification Section F Calculation
Hardship Exemption
Waiver Type Code
Eligibility Check Not Required
Extenuating Circumstances Code

12. Multi Family Certification RAD Important Fields
Rent Over-ride
Security Deposit
TTP at RAD Conversion
TTP
PBRA Rent Phase In

13. Multi Family Certification Tenancy Information
Proration
Review the Prorated Move-Out Rent Amount
Change the Prorated Move-out Rent Amount if necessary
For a Unit Transfer you will have two prorated amounts, Move-Out and Move-In

14. Multi Family Certification Type Differences
Move- In vs. Initial Certification
Move-Out vs. Termination

15. Multi Family Correcting TRACS Errors
Big Action
Little Action

16. Multi Family Special Processes
Double Subsidy
Tenant housed in two properties
Head Quartered Terminated Tenant
TRACS 15 month rule
Report Re-certifications on time
Annual Gross Rent Change

17. Multi Family Repayments
Add TRACS repayment in 2+ Customer
Add repayments manually on Voucher
View the repayment accounts in TAR
Repayments are gathered from TAR for the Voucher
Based on the date of the last voucher gathered and sent

18. Multi Family Repayments
(8)Agreement ID
Unique Identifying Number 
Maximum of 12 characters 
Cannot be changed even if the amount of the agreement changes
Must be on your Repayment Agreement that is signed by the tenant 
(9)Agreement Date
Date of the Repayment Agreement made between you and your tenant
(10)Agreement Type
T = Tenant , O = Owner, N = Reversing adjustment, no repayment agreement
(11)Agreement Amount
Original amount of the Repayment Agreement before any payments. 

19. Multi Family Repayments
(12)Agreement Change Amount
Amount of the Repayment Agreement that has changed. Note:  If you have a new agreement then the Agreement Change Amount would be the total amount. 
(13)Total Payment
Total of payments made this month. Note: This amount is always a positive number. 
(14)Ending Balance
Balance remaining to be paid
(15)Amount Retained
Up to 20% of the Payment Collected this month for documented collection costs can be retained by the HA. An example of collection costs is EIV investigation hours. 
Note: This amount is always a positive number. 
(16a)Amount Requested
Total of the transaction for the agreement this month. 12 – 13 + 15 = 16a 
A positive Amount Requested adds funds to the Voucher. 
A negative Amount Requested subtracts funds from the Voucher. 

20. Voucher Repayments

21. Special Claims
Special Claims are created to obtain HUD/CA authorization to ask for additional monies for certain circumstances, such as Damages, Unpaid Rent, Regular Vacancies or Debt Service.
Form A Section 8 Special Claims for Unpaid Rent/Damages
Form B Section 8 Special Claims for Vacancies During Rent Up
Form C Section 8 Special Claims for Regular Vacancies
Form D Section 8 Special Claims for Debt Service

22. Special Claims
SPECIAL CLAIMS FOR UNPAID RENT, TENANT DAMAGES, AND OTHER CHARGES A
A special claim for unpaid rent, tenant damages and other charges due under the lease is reimbursement to a property owner for a former tenant’s failure to pay the monthly rent, other charges due under the lease, or for damages caused by the negligence or abuse of the former tenant.

23. Special Claims SPECIAL CLAIMS FOR VACANCY LOSS DURING RENT-UP 52671-B
Special claims for vacancy loss during rent-up are compensation to property owners for rental loss attributed to vacant units during the initial rent-up period of a property.

24. Special Claims
SPECIAL CLAIMS FOR VACANCY LOSS AFTER RENT-UP (REGULAR VACANCY) C
A special claim for vacancy loss after rent-up is compensation to the property owner for the loss of rental income of a unit that was previously occupied by an assisted tenant but has been vacant for circumstances beyond the owner’s control.

25. Special Claims
SPECIAL CLAIMS FOR DEBT SERVICE VACANCY PAYMENTS D
Special claims for mortgage debt service vacancy payments are compensation to a property owner for units that have been vacant beyond the 60 calendar day limit or regular vacancy (either during or after initial rent-up) in order to avoid mortgage default.

26. Voucher Special Claims
When can you request
What is the process –
Enter Special Claim
Print x (A, B, C, D)
Print Part 2 and submit for approval
Enter claim number, voucher date and payment
Gather voucher

27. The Voucher Pieces and Parts
52670 Summary
Summary shows the unit counts and amounts for each section of the voucher.
52670 Part 1 Regular Assistance Payments
52670 Part 3 Adjustments
52670 Part 4 Miscellaneous Accounting Adjustments
52670 Part 5 Special Claims
52670 Part 6 Repayments
The Voucher is due by the 10th of the previous month of the Voucher effective date.

28. Voucher Regular Assistance Payments
The Requested Regular Assistance Payments on the Voucher Part 1 are the monthly regular Assistance Payments for each of the tenants in a Multi-Family project.
Certification Finalization creates:
MAT records
MAT10 – Full certifications (MI, IC, AR, IR)
MAT15 – Address Record
MAT40 – Move-out (MO)
MAT65 – Termination (TM)
MAT70 – Unit Transfer/Gross Rent Change (UT/GR)

29. HUD - WHEN TO SEND TABLE

30. Voucher Adjustments
Voucher Adjustments are late or corrected certification adjustments for prior months of the Voucher effective date
Certification Finalization
Creates adjustments
Review Voucher Adjustment page
What is an adjustment group
How is an adjustment calculated
How to add, edit and delete adjustments

31. Voucher Adjustments

32. Voucher Adjustments
Why is it important to put the days in the correct Begin or End columns on the Voucher Adjustment Part 3
9/15 vs. 10/15
Sept has 30 days and Oct has 31 days

33. Voucher Miscellaneous Adjustments
Reasons for requesting a Miscellaneous Adjustment
SERV = Service Coordinators
DRUG = Drug Related Expenses
FORQ = Field Office initiated accounting adjustment
OARQ = Owner/Agent initiated accounting adjustment
RGRC = Adjustment for a Retroactive GRC that includes a UA decrease that drives a requirement to provide a 30-day notice to affected residents.
UUTL = Unclaimed Utility Check
RSPC = Recouped Special Claims Funds
CEAD = Contract Expiration Adjustment
EIVP = EIV Penalty. 5% of the voucher is subtracted to cover EIV noncompliance when applicable. Important Note: The amount of the EIV penalty is to be calculated based on the total voucher amount before calculating the penalty and before applying any RESR transaction that may be needed.
RESR = Residual Receipts. Used to offset part of the voucher billing. See Notice H for instructions pertaining to the use of residual receipts in this context.
INTA= Interest adjustment submitted by PBCA

34. Multi Family Submission Credentials
Multi Family Submission Setup
WASS ID
WASS Password
Multi Family Contract Setup
IMAX ID
IMAX Password

35. Tenant Submissions How to gather and submit
Make file, what is the purpose
Where and what is the TIN# and submitted date
Download Results

36. Voucher Submissions How to gather and submit
What is the difference between the option Voucher and Voucher Submission
Make file, what is the purpose
TIN# and submitted date
Download Results

37. Monthly Steps to Submit to TRACS
Make sure the certifications are Finalized
Gather the Voucher
Print and Validate the Voucher
Enter the Owner Sign Date
Gather Tenant Submission and Send*
Send the Voucher
Check for Results
Perform corrections for any Errors received
*You can send your tenants thru out the month

38. HUD TRACS 2.0.3.A Release Update
HUD Release Feb 1, 2018 with a 4 month transition period 2/1/18 - 5/31/18
A four-month transition period allows TRACS and CA software to accept and process both D and A files
Only 203A as of 6/1/18
Changed forms for the A release
HUD 50059—Tenant Certification
HUD A—Partial Certification
HUD 52670—Voucher
HUD Part 4—Miscellaneous Accounting Requests
HUD52670 Part 6—Repayments/Escrows
HUD A, B, C –Special Claims
An update to the VAWA Lease Addendum

39. HUD TRACS 203A Update New - 4 Ethnicity and 11 Race sub categories
Example: Cuban, Japanese, Samoan, etc.
New SSN Exception code for Children under 6 with no SSN#
90 day time period to obtain SSN with a 90 day extension
New SSN Exception code for Fosters
Will require a HUD waiver
Foster SSNs / birthdates will not be displayed on the 50059’s

40. HUD TRACS 203A Update RAD changes –
PIH Notice (HA), rev 2, issued subsequent to D makes it clear that the converted tenant is to move immediately to the Section 8 rent calculation and a phase-in determination made at the time of the initial certification
PIH Notice (HA), rev 2 also requires that RAD tenants pay the calculated TTP even when TTP is greater than gross rent
All RAD tenants reported on the Voucher whether negative or positive assistance payments
New Misc Adj – RADN to take care of the negative assistance payments

41. HUD TRACS 203A Update FAST ACT – not the same as Streamlining Rule
If at least 90% of a household’s income is from a fixed source, a new certification must be created and submitted once every three (3) years
New field to identify fixed income households (MAT10, Section 2, field 20: Fixed Income Household)
811 PRA DEMO can have a payment percentage other then the traditional 80% for Vacancy Claims under the State Agencies
Termination/Suspensions
Unit Transfer/Unit Trades
New Special Status code for FSS participants
Reference HUD Housing Notice
Repayment Voucher Part 6 will now include FSS transactions

42. HUD Update on HOTMA TRACS Release tentative for Jan 2019
Has to be released at the beginning of a year
Will include HOTMA -- Housing Opportunity Through Modernization Act
Some of the Proposed Requirements
Optional eligibility rule when certain asset values exceed $100,000
New calculation field parameters proposed –
Elderly Family Deduction ($525),
Medical and Disability % (10%)
Imputed asset income ceiling ($50,000)
Dependent deduction may change with inflation in the future
The President’s budget for FY2018 contains a proposal to move to a simplified rent calculation—a % of total income. Should that proposal become law it would invalidate the parts of HOTMA that deal with deductions.

43. Questions and Answers