hud income verification system
This report enables Management to coordinate move-out and move-in dates with the prospective resident and the Management of the property at the other location, as well. (See “Use of EIV Reports” above.) Multiple Subsidy Report
The Multiple Subsidy Report will be reviewed every month between the first and the 10th of each month. Including the Medicare Part B Deduction in the Assistance Calculation
The Medicare Part B premium will be used as part of the medical expense deduction only when an “N” is indicated in the “Buy-in” column. The information in this report is updated monthly. A. Then Management will calculate the difference between the amount of rent the resident should have paid and the amount of rent the resident was charged. Failed Verification Reports identify household members who failed the SSA identity match due to invalid personal identifiers often as a result of data entry errors:
Incorrect Social Security Number; and/or
Date of birth; and/or
Incorrect last name
There are many other factors that can create errors in resident data and reports. Valid Discrepancies
If the information provided indicates that the resident was inaccurate and it cannot be corrected, Management will issue a notice of “material lease violation” and begin the process to terminate assistance and/or tenancy as appropriate. Identity and income discrepancies will be discussed with residents. When the Medicare premium is being paid by the state or another entity, there will be a “Y” in the Buy-in column with a corresponding “Buy-in Date”. A record of this calculation must be provided to the resident and also retained in the resident’s file. The purpose of EIV is to assist the HUD, Contract Administrators, owners and their agents in streamlining the income verification process and to help in minimizing the need for 3rd party verification. Upfront Income Verification (UIV) • “The verification of income before or during a family reexamination, through an independent source that systematically and uniformly maintains income information in computerized form for a number of individuals.” UIV and EIV • The EIV system is available as an UIV method. In 2004, to meet initiative 2 above, HUD developed and began implementation of the Upfront If they do not respond within 10 days they will not receive the rent credit, if warranted. HUD implemented the EIV system nationwide for public housing authorities to use to identify and reduce tenant income and subsidy errors within the Section 8 and public housing programs. Public housing authorities and certain HUD multi-family developers may use the Enterprise Income Verification (EIV) system; in general, though most NSP grantees or subgrantees will not be eligible to use this system. For a deceased member of an existing household, Management will create an interim certification to update the household composition and re-calculate assistance in TRACS. Third party verification may be needed if the resident cannot provide his/her award statement. HUD requires the PHA to obtain third-party verification of reported family annual income and assets, expenses, and other factors that affect the determination of adjusted income or income-based rent (24 CFR 960.259(c) and 24 CFR 982.516(2)). The Management will notify the resident of the rent change and make that change retroactive to the effective date of the certification. Enterprise Income Verification (EIV) System – Old or Missing Data. Obtaining Alternative/Additional Verification of Social Security Income
If the information in EIV does not agree with the amount that the resident reports he/she receives or when the resident disputes the EIV data, the Management must request that the resident obtain a current Award Letter from SSA. To be able to access these tools, you must register as either a Coordinator or User. Management will contact the employer listed in EIV to verify the information provided by the resident. HUD has been informed that a number of EIV system Users are encountering old or missing data when attempting to view EIV reports for some properties. HUD has been informed that a number of EIV system Users are encountering old or missing data when attempting to view EIV reports for some properties. Multifamily Housing Enterprise Income Verification (EIV) system Owners and Agents (O/As) may proceed in submitting requests for assistance by email at MF_EIV@hud.gov or by phone at: 470-691-0115; or 800-767-7588; or 888-297-8689 and selecting option five. � Ù! ÿÿÿÿ 0ñäF�
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DISCLAIMER
HUD does not provide a “HUD approved” EIV use Policy. Program Offices
With the right training, you can become a specialist in an essential function in the housing industry. HUD’s Office of Affordable Housing Programs (OAHP) has updated the sample self-certification of income form originally published in June 2020. Establish an income verification system that allows PHAs and property owners to compare income information reported by tenants with income information from government agencies, and 3. See “Applicant/Resident Refusal/Failure to Report” and “Repayment Requirements for Valid Discrepancies” above. Incorporating the Cost of Living Adjustment (COLA) Increase
Since the SSA cost of living adjustments (COLAs) are not included in EIV until the actual month of January, Management will begin using the COLA increase starting with January - February certifications by any of the following methods: (Note: SSA broadcasts their COLA increases to the general public during November and December of each year.) / 0 J O © ª ¶ ì í î For example, if the resident is paying his/her Medicare premium and the difference between the gross and net SSA benefit exceeds the amount of the Medicare premium, Management will contact the resident, determine the reason for the difference, and if applicable, obtain additional third party verification to support any of the deductions that may affect the resident’s income or allowable expenses. NOTE: Using historical income versus projected income is an exception to standard policy and must be approved by the Occupancy Compliance Supervisor. Upfront Income Verification: Upfront Income Verification is the verification of income, before or during a family re-examination, through an independent source that systemically and uniformly maintains income Residents who need to request a current Award Letter may contact SSA by calling 1-800-772-1213 (TTY 1-800-325-0778) or by requesting it over the internet at:
https://secure.ssa.gov/apps6z/isss/main.html
Social Security Administration (SSA) Form 7004 form may be used by Managements to request a resident’s Social Security Earnings Statement. Invalid Data in EIV – New Hires
If the resident claims that the information is invalid, the resident must sign appropriate verification release forms. Section PRA 811 Owner Guide to HUD Secure Systems Access Page 1 of 19 Revised on 3/1/18 The work that provided the basis for this publication was supported by funding under an award with the U.S. Department of Housing and Urban Development. Part 1 of 2. Since most employers report information on new hires to their state within 30 days of the hire date, Management may know within 60 days whether a resident has started a new job. Paragraph 5-11 – Added 24 CFR 5.233 Mandated use of HUD’s Enterprise Income Verification (EIV) System Paragraph 5-12.A.2 – Added paragraph for use of EIV system for third party verification of a tenant’s employment and income at time of recertification and to assist in reducing administrative and subsidy payment errors If the resident refuses to sign the verification documents or attempts to refuse to return assistance paid in error, the Management will take appropriate action up to and including termination of assistance and/or tenancy and pursuit of fraud. Content updated January 6, 2018 : U.S. Department of Housing and Urban Development 451 7th Street S.W., Washington, DC 20410 Telephone: (202) 708-1112 TTY: (202) 708-1455 Management will obtain independent verification of disputed EIV data such as that provided by SSA and NDNH, in accordance with 24 CFR 5.236. This document was created to ensure that EIV system users comply with HUD security policies. guidance issued by HUD. 24 CFR 92.203(a)(1)(i) - Income targeting: Rental Housing Introduction of this new tool requires Management to develop policies to ensure consistent action when discrepancies are reported. In these cases, the resident must certify that the employer and employment information displayed in EIV is invalid and has been wrongly attributed to his or her personal identifiers (SSN, Last Name, and DOB). 24 CFR 92.216 - Income targeting: Tenant-Based Rental Assistance and rental units. If Management discovers a discrepancy, the applicant will be notified in writing and will have 14 business days to respond to the inquiry. The Agency’s Question and Answer document reads: “HUD will allow assisted tenants that may have lost income due to COVID-19 to self-certify for annual or interim recertifications…Family certification can be used if the information cannot be verified by another acceptable verification … Information from the current Award Letter will be used as third party verification and for determining the resident’s income and medical expense deduction, if applicable. A minor may reside in two different HUD assisted units if two parents live in separate units and share 50% custody of the minor; or when households “split” (one household member remains in a unit and the other household members move
to a new unit. Failed EIV Pre-Screening and Failed Verification Reports
Failed Pre-Screening Reports indicate that Social Security Administration information (SSA) provided on HUD Form 50059 failed some level of edit. This ensures that all residents with recertifications effective in those months are treated equally. Resources
In these cases, EIV may be used as electronic 3rd-party verification only if the resident agrees with the information provided in EIV. Repayment Requirements for Valid Discrepancies
For valid discrepancies Management will follow up, as appropriate to the situation by doing the following:
Create/correct appropriate certifications; and,
Request that all “assistance paid in error” be returned to HUD in one lump sum; or,
Require that all “assistance paid in error” is returned to HUD as scheduled in an executed re-payment agreement (Form TC-43hr or TC-44hr)
Issue a “material lease violation” and begin the process to terminate assistance and/or tenancy
REPORTS:
Existing Resident Report
The Existing Resident Report will be used during the eligibility review and screening, to determine if the applicant or any member of the applicant household may be receiving HUD assistance at another location. Management and the resident will discuss the discrepancy when the resident responds to the notice. Management will compare the SSA, SSI, wage and unemployment compensation information reported on the HUD-50059 and, if applicable, third party verifications, with the employment and income information reported in EIV to determine whether or not there is a valid discrepancy. hñ"û ^J The purpose of the Enterprise Income Verification (EIV) function within the Real Estate Assessment (REAC) Center is to ensure that limited Federal resources are available to serve as many eligible families as possible by reducing the high incidence of program errors and to improve the integrity and accuracy of information contained in the PIC and EIV systems. Use of EIV for Income and Discrepancy Reporting is part of the Rental Housing Integrity Improvement Project (RHIIP) Initiative to reduce errors in assistance calculations and payments. Upfront Income Verification through HUD’s Enterprise Income Verification system, see HOC’s EIV policy 2. Management is required to review and, if necessary, resolve any discrepancies in income reported on the Income Discrepancy Report. Income not previously reported. In compliance with various security-related Federal laws and regulations, HUD’s Office of Public and Indian Housing (PIH) created these Rules of Behavior for the Enterprise Income Verification (EIV) system. Day 1 of 2. Invalid Data in EIV – Income Discrepancy
If the resident claims that the information provided in EIV is invalid, the resident must sign appropriate verification release forms. The resident will have 10 days to participate in a meeting with the Management to discuss the discrepancy. In these cases, if Management discovers that the household income, as reflected on the 50059 is actually lower, and the resident has complied with all HUD and Management reporting requirements, then the Management will re-calculate the 50059 and refund any overpayment of rent. Wage and Unemployment Compensation
For existing residents, EIV provides wage and unemployment benefit data contained in the National Directory of Multiple subsidy (NDNH) maintained by HHS. (2) Processing entities must use HUD's EIV system in its entirety: (i) As a third party source to verify tenant employment and income information during mandatory reexaminations or recertifications of family composition and income, in accordance with § 5.236, and administrative guidance issued by HUD; and With the right training, you can become a specialist in an essential function in the housing industry. However, this information will be compared to the previous 50059(s) to monitor resident reporting compliance. This discrepancy information will be maintained in the resident file or in a separate folder as explained below in each section. Enterprise Income Verification (EIV) System Multifamily Housing Coordinator Access Authorization Form (Please Print or Type) PART I. SUBMISSION REQUIREMENTS Fax to Multifamily Help Desk at: 202-401-7984 or Email to Mf_Eiv@hud.gov * All required information must be provided in order to be granted EIV access authorization rights. Management will document when the discrepancy was reviewed with the resident, when verification documents supported the information submitted on the resident’s 50059 certification, and what efforts were made to communicate that resident should attempt to resolve the discrepancy with the Social Security Administration. If complete information is unavailable or the resident claims that the information does not accurately reflect future income, the resident will be asked to sign appropriate verification release forms and/or produce alternative verification documents such as tax returns, bank statements or other documents indicated by HUD Handbook 4350.3. In addition, the resident will be provided with notice of material lease violation. • EIV serves as third party verification and can be used to calculate annual income from SSA benefits as long as the tenant agrees with the information • SSA COLA is not available in EIV until the end of the calendar year • For AR’s effective 1/1 – 4/1, O/A must use 1 of 3 methods for determining the tenant’s income (all Contacts: PIH-REAC … If there is an unexplained difference between the gross benefit and the net payment, the Management
will ask the resident to disclose any deductions they may have from their SSA benefits and, when necessary, will request that the resident obtain a current Award Letter from SSA to verify these amounts. The rent credit will be will be applied to future rent. The individual’s program participation status will be confirmed with the Management of the other property before admission to this property. Upfront Income Verification Using HUD’s Enterprise Income Verification (EIV) System (Mandatory) PHAs must use HUD’s EIV system in its entirety as a third-party source to verify tenant employment and income information during mandatory reexaminations or … The statement provides a record of the resident’s Social Security earnings history, year-by-year, and provides an estimate of benefit payments that the resident and the resident’s household may qualify for now or in the future. Reviewing Income Discrepancy reports on an annual basis provides Management with information necessary to monitor and, if necessary, re-calculate rent and assistance. As an example of nonconformity in verification requirements, both the LIHTC and Section 8 programs include employment as a source of income, but the requirement that the employment be verified using HUDs Enterprise Income Verification (EIV) system is specific to Section 8. The use of HUD’s Enterprise Income Verification system (EIV) is mandatory for all HUD programs. (Use forms TC-43hr (HUD) or TC-44hr (236/Basic) Recoupment Worksheet)
All HUD-50059(s) affected along with any supporting documentation must be kept per the “Government Pay Back Policy” found in the “Administrative Policy” section of the Management Company Policy. from the EIV system for verification or monitoring purposes. If complete information is unavailable or the resident claims that the information does not accurately reflect future income, the resident will be asked to sign appropriate verification release forms and/or produce alternative verification documents such as tax returns, bank statements or other documents indicated by HUD Handbook 4350.3. As a third party source to verify tenant employment and income information during mandatory recertifications of family composition and income, in accordance with §5.236, and administrative guidance issued by HUD; … Based on the information verified, an interim certification will be created. HUD developed the EIV (Enterprise Income Verification) system as a tool to meet the objective of assuring that the “right benefits go to the right persons.” The EIV system is a federal database that provides quick, easy access to resident income information. If any household member received or attempted to receive assistance in another HUD assisted unit while receiving assistance on this property, the household member will be required to reimburse HUD for assistance paid in error. In the meantime, use resident-provided documentation to verify resident income. This Policy is derived from the HUD 4350.3, REV-1, Change 3 Occupancy Handbook released in 2009, HUD Notice 09-20, H 10-08, and other notices, and the EIV Guides. Management must go back to the time the unreported or underreported income started. Action will be taken based on the Management’s policy and procedure regarding material lease violation. The HUD Handbook 4350.3, REV-1, Change 4, Occupancy Requirements of Subsidized Multifamily Housing Programs, has been updated to include the EIV requirements. Users that were affected by this problem should retain a copy of RHIIP Listserv #450 … Enterprise Income Verification Files Information from the Enterprise income Verification website will be downloaded only with a HUD Form 9886 Release Waiver, signed by each Household member 18 years of age or older, on file. Administration database, through HUD’s Enterprise Income Verification (EIV) System, to ensure Page 4 of 15 that all household members information, SSN, birth date and last name, match within 90 days of In the case of “Multiple Subsidy” discrepancies, this information will be maintained in the resident file with
the “Annual Certification” information. The EIV requirements can be found in Chapter 9 of the handbook. If it is discovered that a data entry error was made, the corresponding 50059 must be corrected within 30 days, signed by all adult household members, as specified by HUD, and transmitted to the Contract Administrator and/or HUD. The household will be required to meet with the Management or face termination and/or eviction as appropriate. Use of the EIV system by Owners and Management Agents (O/As) is mandatory. Then Management will calculate the COLA increase. Use of EIV Reports
EIV Income Reports will be used as 3rd-party electronic verification as prescribed by HUD. EIV allows the user to identify: Applicants currently receiving HUD assistance. Based on the information provided, an interim certification will be created. Management will confirm with the head-of-household, next of kin or emergency contact person to find out if the resident has passed away. Management is allowed to elect to use historical income to assist in projecting income, for the new 50059. Advocates working with households who live in public housing or who receive voucher assistance might find the Notice instructive, even though it is oriented to … If they do respond and rent/subsidy is affected, an Interim certification will be completed effective the first of the month following the 10-day notice. March 8, 2013, HUD issued an EIV update, Housing Notice 2013-06, Enterprise Income Verification (EIV) System. Recordkeeping – Multiple Subsidy
See “Record Keeping– All Discrepancies” above. Informaci�n en Espa�ol. If Management verifies that the resident is not deceased, Management will encourage the resident to contact the SSA to get the discrepancy resolved. Irregular Income - Using Income Reflected for the Past 12 Months
As referenced in HUD Handbook 4350.3 Revision 1, Chapter 5, some circumstances present more than the usual challenges to estimating anticipated income. If review of the Income Discrepancy Report and review of the supporting Income Report indicate that the resident has failed to disclose new income or increases in income as required, the Management will send a notice to the household.