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Ross Business Development (RBD) is dedicated to providing a training experience that is engaging, entertaining, fact-filled and current with changing government and industry regulations and guidelines. Each class listed below includes a comprehensive workbook that serves as a class facilitation and reference guide.

Our instructor-led training service includes all the features you should expect from a professional training organization. Materials are comprehensive and an associated power point presentation assists with delivery flow. Name cards and completion certificates are included for each student. Of course, all hardware, including and overhead projector, is provided by RBD.

Classes can be customized to meet the needs of each of our customers. Class materials are designed to be used as a reference after the property managers return to their sites and we provide continued email support to all of our students. Management companies also have the option of signing up for the RBD HUDBlast which provides up to date information about the project based multi-family housing market.

Custom class curriculum can be developed based on your firm’s individual needs.  References are available upon request.

TRACS FAQs
(1/2 day or 1.5 hours)

RBD will provide you with an introduction to the TRACS process and review how information is received, checked and processed. The training includes a review of the most common questions asked about the TRACS system.

This class was designed to help solve the mystery of TRACS including why transactions disappear and what to do to ensure that TRACS data is recorded properly.

TRACS Today
(Full Day)

Our trainer starts the day with an introduction to the TRACS process. Once you understand the basics, we will explain the secret to ensuring that the information in TRACS corresponds with the information in your site software. We’ll explain how to make the submission process work regardless of whether you are reporting to a Contract Administrator or reporting directly to HUD.

 The TRACS Submission & Verification Cycle
 Errors
 HUD’s Secure Systems (EIV, TRACS)

The class includes interactive group exercises that help students understand how submission works, what the errors mean, and how to respond to errors. We wrap up the day with an overview of HUD’s Secure System including an introduction to the information available for site staff, regional and home office staff and Contract Administrators.


Auditing Your Voucher
(1/2 day or 1.5 hours)

90% Optimum Tenant Compliance is just the beginning. To reach this number, you must have active certifications, in TRACS, for at least 85% of the residents on your voucher. However, CAs and field audits go deeper. They include a line-by-line comparison of the voucher information to the data in the TRACS Certification Query.

In this session, learn how to extract your property data from TRACS and perform the monthly audit. This is a hands-on session that’s a real eye opener!!

TRACS Best Practices
(1/2 day or 1.5 hours)

The key to avoiding TRACS errors is to follow a sound and consistent process for completing all of your certifications for each of your households in a timely fashion. In this half-day workshop, we will review a TRACS Submission Check List that includes tips about every day processing.

HUD’s Online Systems
(1/2 Day or 1.5 hour session)

As HUD migrates toward a true Internet-based solution, staff at all levels of affordable housing will be relying on HUD’s Secure Systems to provide them with answers to questions ranging from “What is the status of my Voucher?” to “How can I get information about a dual-tenancy conflict?”

HUD’s Online Systems is a step-by-step introduction to HUD’s Secure System. We will provide you with instructions and checklists to help you obtain access for company employees and outside accounting and auditing service providers. In addition, we will review the information available and discuss the best ways to incorporate use of these reports to improve error resolution and increase property compliance.

Enterprise Income Verification System (EIV)
(1.5 Hours)

Owner/Agents (OAs) had been using the Tenant Assessment Subsystem (TASS) to verify tenant Social Security (SS) and Supplemental Security Income (SSI) benefit payments provided by the Social Security Administration (SSA). In order to improve this verification process, HUD implemented an improved verification system called the Enterprise Income Verification System EIV.

In this session, we will provide you with instructions to help you obtain access for company employees. In addition, we will review the information available and discuss the best ways to incorporate use of these reports to improve error resolution and increase property compliance.

Advanced HUD Occupancy Update
(1 Day)

This advanced class for industry professionals provides information about changes, announcement and updates that affect the day-to-day operations of project-based HUD properties. During this one day class, we will discuss:

 Key Change 2 Edits
 Changes to the MOR process including ways to avoid common findings
 Violence Against Women Act (VAWA)
 Limited English Proficiency (LEP)
 HUD Clarification

We will provide you with the information you need to stay abreast of changing regulatory requirements. In addition, you will also receive sample forms necessary to document these changes appropriately.

Change 2 – A Review of Edits to the 4350.3, Revision 1, Change 2
(1 Day or ½ Day)

The changes to the Handbook were significant. While some edits were expected (student rule, LEP, Special Claims), others were not expected and some of these changes have significant impact on policy and procedure (changes to the lease, changes to the asset calculation, new unit transfer requirements and much more). RBD has reviewed each change and the impact on property management professionals, software vendors, contract administrators and HUD.

In order to reduce your research time, RBD has developed a class to provide you with information about each change. This is an opportunity to learn about the changes and participate in discussion with your peers about implementation strategy.

In addition, we will spend the last hour of the day reviewing EIV, HUD’s Enterprise Income Verification System. This system allows owner/agents to verify Social Security and employment income for residents. Use of EIV is not mandatory now, but HUD has proposed making access to this system a requirement.

Learn how to access and use EIV to:

 Verify income,
 Address discrepancies,
 Discover unreported income and
 Avoid dual subsidy issues.

Elements of Earned and Adjusted Income
(1/2 day or 1.5 hours)

In Chapter 5 of the 4350.3, HUD has provided in-depth explanation about how to establish a household’s earned and adjusted income. Join us for a review of the elements of income and in this hands-on session designed to help managers understand typical and non typical situations.

Enterprise Income Verification System (EIV)
(1.5 Hours)

Owner/Agents (OAs) had been using the Tenant Assessment Subsystem (TASS) to verify tenant Social Security (SS) and Supplemental Security Income (SSI) benefit payments provided by the Social Security Administration (SSA). In order to improve this verification process, HUD implemented an improved verification system called the Enterprise Income Verification System EIV. EIV allows owner/agents to verify Social Security and employment income for residents. Use of EIV is not mandatory now, but HUD has proposed making access to this system a requirement.

In this session, we will provide you with instructions to help you obtain access to EIV. In addition, we will review the information available and discuss the best ways to incorporate use of these reports to improve error resolution and increase property compliance. Learn how to access and use EIV to:

 Verify income,
 Address discrepancies,
 Discover unreported income and
 Avoid dual subsidy issues.

HUD Policy Update
(1.5 Hours)

A lot has happened in the last year! Join us for a review of changes that affect your policies and procedures. Information discussed includes:

 Limited English Proficiency
 Violence Against Women Act
 New Forms
 EIV Changes
 TRACS Changes

Income Calculation & Eligibility Verification
(1 Day)

The Rental Housing Integrity Improvement Program (RHIIP) has determined that the most frequent errors encountered in reviews of annual and adjusted income determinations in tenant files fall into three categories:

1) Applicants and tenants failing to fully disclose income information
2) Errors in identifying required income exclusions
3) Incorrect calculations of deductions

In this class we will review the requirements, procedures and methods behind determining annual and adjusted income; income verification and calculating tenant rent.


Like the handbook, this session will be organized as follows

 Determining Annual Income: Discusses the requirements regarding annual income and the procedure for calculating a   family’s annual income when determining eligibility. This section also includes guidance on determining income from assets.
 Determining Adjusted Income: Describes the procedures and requirements for determining adjusted income based on allowable deductions.
 Verification: Presents the requirements for verifying information provided by applicants and tenants related to their eligibility.

Income & Eligibility Verification and Resident Selection Review Combo Class
(1 Day)

The Rental Housing Integrity Improvement Program (RHIIP) has determined that the most frequent errors encountered in reviews of annual and adjusted income determinations in tenant files fall into three categories:

1. Applicants and tenants failing to fully disclose income information
2. Errors in identifying required income exclusions
3. Incorrect calculations of deductions resulting from failure to obtain accurate third-party verification

We will cover income determination and eligibility verification procedures:

 Annual Income
 Income from Assets
 Adjusted Income
 Verification Requirements

Compliance with the new Tenant Selection Plan requirements is critical to getting a superior score during the Management Review. Owners must create and make available a comprehensive Tenant Selection Plan. Some of the important aspects of the Tenant Selection Plan include:

 Eligibility
 Occupancy
 Taking Applications
 Screening
 Wait List Management

Resident Selection Plan Development & Wait List Management
(1 Day, ½ Day & 1.5 Hour Sessions)

In this comprehensive policy and procedure class, we discuss HUD’s Tenant Selection requirements and the best approach for incorporating these requirements into your policy guidelines. But we don’t stop there! Changing your written plan is one thing…implementing these new guidelines at your properties is just as important.

First, we provide an overview of Fair Housing requirements specifically targeting concerns of HUD property managers. Then we will review the requirements for developing The Tenant Selection Plan. The new 4350.3 Handbook mandates that all property managers create and make available a Tenant Selection Plan. During this session, we will review the required and recommended contents of the HUD tenant selection plan. This class gives property management professionals an opportunity to ask questions about all aspects of tenant selection including the applicant interviews, screening requirements and notification procedures.

An interactive overview of the waiting list management process gives property management professionals an opportunity to learn how to handle various waiting list scenarios including placing disabled applicants, administering right to refusal policies and documenting actions on the waiting list.

Waiting List Management
(1.5 Hours)

Electronic wait lists, manual wait lists, opening and closing wait lists, preferences, the 40/30 rule…there’s a lot to think about when you write policy for managing the wait list. Join us for a session about establishing a wait list, and maintaining it in compliance with HUD directives.

Fair Housing Today
(1 Day, ½ Day or 1.5 Hour Sessions)

Fair Housing Today examines the basics needed by all property management professionals while also discussing emerging trends such as limited English proficiency LEP, tenant-on-tenant harassment, and gay, lesbian, bisexual and transsexual harassment and discrimination.

In addition, we will discuss the requirements of the Affirmative Fair Housing Marketing Plan, which is designed to promote equal housing choice for all prospective residents.

Topics include:

 Discrimination
 Fair Housing Laws
 Fair Housing and the Disabled
 Considerations for Maintenance Staff
 Fair Housing & HUD Properties
 LEP
 VAWA

Whether you’re a seasoned professional or new to the property management industry, this is a “must see” seminar.

Developing Updating and Monitoring Your Affirmative Fair Housing Marketing Plan (1.5 Hours)

Owners must comply with the requirements of their HUD-approved Affirmative Fair Housing Marketing Plan, which is designed to promote equal housing choice for all prospective tenants regardless of race, color, religion, sex, disability, familial status, or national origin. The purpose of the plan is to ensure that eligible families of similar income levels will have a similar range of housing opportunities.

The plan outlines marketing strategies the owner must use, including special efforts to attract persons who are least likely to apply because of such factors as the racial and ethnic composition of the neighborhood in which the property is located. Marketing should also seek to reach potential applicants outside the immediate neighborhood if marketing only within the neighborhood would create a disparate impact against certain classes (e.g., if the entire neighborhood includes no minorities).

Marketing Your Affordable Property
(1/2 Day or 1.5 Hours)

For years, the terms “affordable property” and “marketing” have been mutually exclusive. As Bob Dylan once sang…”The Times They Are A Changing!” In this half-day seminar, we will take a real-world look at marketing strategies aimed at 100% occupancy while keeping a watchful eye on federal and state regulations governing acquisition of new tenants. From traditional advertising, to the Internet, to tenant selection…we will cover many of the tried-and-true methods for marketing your property along with a discussion on emerging technologies and how to get the most out of your marketing budget.
 

Avoiding MOR Findings

(1/2 Day or 1.5 Hours)

During this session we will explain, in detail, the most common MOR findings.  Instruction will include information about how to identify compliance issues and resolve problems before the MOR is scheduled.  We will also discuss changes driven by the release of the 4350.3 Revision 1, Change 2 including:

§         New rejection/termination letter

§         New policy to reject or terminate because of criminal record

§         Required changes to the resident selection plan

§         Much more

Management & Occupancy Review (MOR) – Preparing to Achieve the Best Score Possible  

(1 Day, ½ Day)

Owner/agents of HUD properties are subject to an annual Management & Occupancy Review.  This review is part of the Rental Housing Integrity Improvement Project’s (RHIIP) efforts to ensure compliance and reduce errors.  We know that property compliance is your focus every day.  Join us to get tips about putting your processes in the best possible light during the management review.  Don’t let the process drive you crazy!  Learn how to improve your overall score, how to make the process as quick and painless as possible and how to avoid common findings.  We will also talk about what Reviewers will be looking for as a result of the Change 2 Handbook edits.  This is much more than a lecture.  We will provide you with:

§         Tips about referencing various HUD manuals and web sites

§         Sample checklists

§         Best practice tips

Preparing for the Management Review – The Site Review

(1.5 Hours)

If you are prepared, then you are able to be confident.  Join us to learn the tricks to preparing for the Management & Occupancy Review.  This session provides you with tips for putting together MOR binders.  A review of useful checklists and sample forms is included.  Also, we will discuss some of the more common findings and how to avoid them. 

Preparing for the Management Review – The Resident File Audit

(1.5 Hours)

Are your files organized?  Do you incorporate standard file checklists?  Are you using Post-it notes in your resident files?  Do your files tell your resident’s story from application to today?  In this session, you will learn how to prepare resident files so that reviewers can monitor compliance quickly and efficiently. 

§         Avoid findings related to missing documents

§         Make sure you are using the latest version of required documents and

§         Make sure that you have incorporated all of the required forms

Quotes from Our Customers

“Best seminar I ever attended.”  I wish I sent more of my staff!”

“Mary was excellent - she definitely knows her stuff.  I was very impressed”

“Everything was very informative.  I am glad I attended”

“I learned more in these two days of training than I have ever learned in any other seminar and I’ve been a HUD property manager for twelve years!”

“The lights really came on “high beam” in this class!”

“Wow”

Pricing for Property Management Firms

A One Day Session $3500 per day ($175 each additional student)

A ½ Day Session $2500 per ½ day ($125 each additional student)

Fee structure allows for up to 20 students.  An additional student charge is assessed for each student over 20.  The customer is responsible for all applicable travel, production, and shipping expenses.