Purpose of EIV
The EIV site is a type of “tattle‐tail” for keeping up with the ever changing income of our subsidy recipients.
HUD 2013‐06
HUD 2013‐06 is just as important as the HUD 4350.3
You should have a copy to reference. Visit
portal.hud.gov/huddoc/13‐06hsgn.pdffor a copy to save on your desktop
EIV became mandatory January 31, 2010
HUD 2013‐06 Requires Report Monitoring
Reports that must be checked monthly
Individual Income summary for annual recerts.Income Discrepancy ReportNew Hires ReportIdentity Verification Report
Reports that have to be run quarterly
Multiple Subsidy ReportDeceased Tenant ReportNo Income Report by HSS or SSA
Additional searches that are required
Existing Tenant SearchDone on all applicants
90 days after a move‐inreview income by social security number
How to use the EIV siteLog into this site http://portal.hud.gov/hudportal/HUD?src=
In the white search box upper left corner type in tracs
Click on the lst link under MultiFamily Housing‐TRACS‐ HUD
Click on Secure Sign in
Type in your “WASS ID & Password” then click login
Click the accept button at the bottom of the page with the warning notices.
On the Main Menu page under SystemsClick on EIV(Enterprise Income Verification)
Click both boxes and the continue box at bottom
Look at the EIV welcome pageNote the announcements
On the EIV welcome page to the far left in the blue area note the options to choose from
To search for income information for the recertification process
First you must select to search by “head of household”
Type the social security number and select the site’s contract number. Select Go
This will access the Head of Household’s information and any additional members of that household. You must print all 4 tabs for the recertification individually per the HUD 2013‐06.
Printing will produce the summary report, the income report, income discrepancy report and certification
These pages are used for the recertification process.
If there are more than one household member the reports must be printed separately so that you are not disclosing EIV information to other members when showing the income information at the recert interview unless you have a signed EIV disclosure stmt. in the file on each family member.
Make sure you look at the Income Discrepancy tab. If there is one it must be addressed.
What income is available on EIV?Information on the EIV site is drawn from the Social
Security Admin., National Directory of New Hires, Unemployment Commission & Dept. of Health & Human Services
1. Business income
2.
Federal & Non‐Federal wages3.
Military Pay
4.
Unemployment5.
Social Security & SSI
What income is not available on EIV?
1. Pensions
2.
Veteran’s Benefits3.
Child Support
Because not all sources of income are on EIV there may be income discrepancies.Some discrepancies are easily explained and require very little research.Others may require a little more research.
To obtain your monthly reportsReturn to the EIV page with the left blue margin
Note the Headers are by Income or ReportGo to Verification Reports header and select our first report for the month, the Identity Verification Report
You will have to select your property number contract number and then select Get Report
This report has three parts but you only have to address the Failed Verification Report. Select Printer Friendly Version to produce a copy to go in your report file for the month. Click on the underlined bullet to see the names that failed.
Print the individuals report and research the error.A copy stays with the report in the report file. Document on it in red to “see resident’s file”. Then once you’ve research the problem and corrected it the resident file will reflect that you addressed it.
See resident’s file for explanation and resolution
A resident/head of household may appear on the Failed Verification Report if:
1.
Their social security number is incorrect in the system2.
Their last name does not match
3.
Their DOB is incorrect
We must correct these by submitting a 50059 with the right information.
The information for this report draws from TRACS so if they failed then the information in TRACS may be
wrong.1.
First verify the information in TRACS
2.
If it is a data entry error between your files and the TRACS system then obtain documentation from the
resident validating the correct information3.
Correct the information in TRACS
This is done by communicating with your CA
The New Hires Report is designed to help make managers aware of any changes in the household’s
income.The resident may have already reported this to you and
you’ve done an interim.If you are not aware of the resident’s new source of
income you need to call the resident in and verify what has occurred and obtain the necessary
documents to perform an interim and avoid an income discrepancy issue later.
Let’s check the New Hires Report. This is done monthlyBack at the Main PageClick on New Hires Report
The screen will appear that you will have to select your contract number and then select Get Report
Click on the Printer Friendly Version to produce a copy for your report file.If you have resident’s listed then click on their individual underline social security numbers to get a detail report. As long as you research or the resident file shows they are employed where EIV shows they are employed the you have nothing to address. If you discover they have not reported the new hire within a 30 day time frame you may wish to have a discussion with your resident. If you address this now you will avoid an EIV Discrepancy Report later.
The individual’s information is available for printing
The Last Monthly report you must run is the Income Discrepancy Report.Because this is an income report you will have to use the Income header on the left blue margin.You will have to click on By Contract Number
Once you’ve highlighted your contact you select the month you are runningreports for then hit Go.
Note the list of report types. Income Discrepancy Report has 1 so you much click on the underlined Report type to see the name of the household.This is the page you need to print for your report file.
You can click on Details and get a print out of what the discrepancy is.
You should place a copy of this page behind the report and write in red “see resident’s file” and in the resident’s file will you will have the detail report and evidence that you researched it and addressed.
See resident’s file for resolution
This is the page you will need for researching the discrepancy. You can click on all the tabs to get whatever info will be helpful.
Address the discrepancy accordingly1.
If under $2,400 disregard
2.
If you know the explanation because it was previously reported by the resident note this on the report and ref.
the resident’s file.(example: SSI was dropped)3.
If new information, send the resident a letter asking to
meet, determine what has occurred and if there is a need to obtain 3rd
party verification. Additional action may be required. Contact either Sharon Masincup to assist with addressing discrepancies.
4.
Remember to record on the EIV discrepancy log that the property must maintain for MOR purposes
Now let’s check our Quarterly Reports.Quarterly means Jan., April, July & October.Start on the Welcome Page
Go to the Header for Verification Reports and
select Multiple Subsidy Report
Highlight your Contract Number make sure the bullet is in All household members and then select Search.
The report below is what you print off for the report file.This one has no dual subsidy reported.
If there was multiply subsidy on a resident, there would be an option to click on theresident’s social security number just like all the other examples and print the name of the resident in question. You would then have to
research and address them.
Next you will run the Deceased Tenant ReportThis is to make sure a tenant is no longer attached to your contract number . If they are you
must
research this through TRACs and make sure the MO was
accepted by the HUD server.
Highlight your contract number and select Get Report
Print this report for your quarterly report file
If there are any tenants listed you need to researchwhy they are still listed in the system.
Sometimes enough time has not transpired.Sometimes their move out was not processed in TRACS
Once you’ve determined the cause get with your CA to make the system current.
The last quarterly report is the No Income ReportOnce again, this is an income report so you must go to the Income Information header and select By Contract Number
Once again, highlight your contract number and the month you are printing the report for then select Go
Note the Report Type columnSee No Income Reported by HHS or SSA. If zero just print this page for the report fileIf there is a number under the column No Income will be underlined. As before just click on it and it will list theresident’s you need to address.
You would ask this resident to complete a Zero Income Checklist to verify their income situation has not changed. see example of questionnaire from TM Website on the following page.
ZERO INCOME VERIFICATION CHECKLIST Property Name Tenant Name Unit Date Form Completed
(A)
EXPENSE
(B) RECURRING
EXPENSE
(C) PAYMENT SOURCE
(D) EXEMPT
(If no, Col. E)
(E) AMOUNT
FOOD Yes No Food Stamps WIC Food Bank Cash
Contributions Yes No
In Kind Contributions Yes No
Other Yes No SHELTER COSTS Housing Yes No Cash
Contributions Yes No
Other Yes No Electricity Yes No Cash
Contributions Yes No
Other Yes No Gas Yes No Cash
Contributions Yes No
Other Yes No Water Yes No Cash
Contributions Yes No
Other Yes No
CLEANING/GROOMING Yes No In Kind Contributions Yes No
Cash Contributions Yes No
Other Yes No TRANSPORTATION Yes No In Kind
Contributions Yes No
Cash Contributions Yes No
Other Yes No Automobile Payment Yes No In Kind
Contributions Yes No
Cash Contributions Yes No
Other Yes No (In Kind Contributions means someone other than a household member is making this item available to a household member)
To check the income on a move in after 90 days you would have to do so from the EIV welcome page.
In the menu selections on the far left in blue margin select by head of household just like we do for a recert
Type the social security number and select the site’s contract number. Select Go
If the move in resident has income it will show just like the individual income reports summary screen used
for recertifications.If the information matches your move‐in
documentation no action is necessary. You should print a copy for the file to prove you did the 90 day check.
If the information is different you must address accordingly with the resident just like an income
discrepancy issue.
You are required to keep all these reports on site and available for an MOR.
It is recommended that you have a system in place.Some people use a 3 Ring Binder with dividers
Jan‐Dec. and then 4 quarterly dividers.
Some people have a section in their file cabinets12 files for each month and the 4 quarterly files
Which ever method you choose it must be under lock and key and in a secured location accessible
only to approved EIV users.
Please take the time to review the “EIV Site Manager Reference Manual”
on the TM Site. It is an excellent
resource and supplements this training on all points. It offers more detailed instructions on each report and specifics on calculations in more depth.
Thank you