HUDBlast October 6, 2006

Enterprise Income Verification (EIV)

Are You Still Trying to Figure out How to Obtain EIV Access??

 

We are still getting a lot of calls from property managers who are trying to get access to the EIV system so we thought we would give you the “Readers Digest” version of the process.

 

If you do not have your own user name and password, you must first apply for a user name and password using the “Apply for User ID and Password” option available from several HUD web pages.  We access this information through the TRACS web page at http://www.hud.gov/offices/hsg/mfh/trx/trxsum.cfm

 

DO NOT SHARE USER NAMES AND PASSWORDS!!

 

If you are applying to be a coordinator, your User Name and activation code will be mailed to the property owner.  The owner should forward that information to you so you can set up.  Complete setup instructions for  systems other than EIV are available from our web site at http://www.rbdnow.com/documents/Secure%20Connections%20Workbook%207-10-06.pdf

 

The following are the necessary steps you must take to obtain access to EIV and to setup access for your users.

 

First of all, the coordinator must get a letter from each owner indicating that you have their permission to be the EIV Coordinator.  A sample letter is available from our web site at http://www.rbdnow.com/noticesforms.htm

 

Once the coordinator has received written permission from the owners, the coordinator must submit the EIV Coordinator Access authorization form to HUD in a compressed picture format, such as GIF or JPEG, by e-mail to Mf_Eiv@HUD.gov or by fax to (202) 708-3104. If you have questions or need more information, you can call the HQs Multifamily EIV Team at (202) 708-0120.

 

HUD then approves the authorization and sets up the EIV Coordinator action and role.

 

HUD will notify the coordinator via email and/or fax once the actions and roles have been set up.  The coordinator must assign the role to the appropriate properties using the User Maintenance/Property Assignment Maintenance option (See additional information below)

 

Each EIV User must complete the User Access Authorization form and submit that form to the coordinator.

 

The Coordinator Access Authorization Form and the User Access Authorization form are available on the HUD/EIV web site at http://www.hud.gov/offices/hsg/mfh/rhiip/eiv/eivhome.cfm

 

A copy of the HUD executed Coordinator Access Authorization Form and the appropriate executed User Authorization Form should be maintained at the home office and at the site.  Expect the MOR to include an audit of the implementation and storage of these documents during your next review.

 

The coordinator should set up Roles and Property Assignment for each user after the User Access Authorization form has been received from the user.

 

Once access has been authorized for the coordinator, that coordinator should update each user’s setup information (including the coordinator).

 

First of all the coordinator should set up their own information.  To do this:

  1. Access "User Maintenance" from the Main Menu

  2. Enter the coordinator MID and then

  3. Click on the “Search for User” button

  4. Choose the option “Property Assignment Maintenance” from the drop down box

  5. If you are a coordinator for multiple properties and you want to set up multiple properties at once, just verify that the MID is correct and click “Submit” or enter the appropriate Tax ID or Contract Number for a single property

  6. Highlight the "MF-EIV Non HUD User" option in the top “Assign Roles” window

  7. Then, in the "Property ID" window, highlight the properties you have been authorized to access (standard windows UI is available here so you can choose a range of properties by clicking on the first property and shift/clicking on the last property or you can choose selected properties by using the ctrl/click option) 

  8. Click “submit” and then “Confirm” and the EIV access will be granted.

Once the coordinator is set up, return to the User Maintenance Screen and update the setup information for each user who has submitted the User Authorization form to the coordinator.  To do this:

  1. Access "User Maintenance" from the Main Menu 

  2. Enter the user MID and then

  3. Click on the “Search for User” button

  4. Confirm that you have the correct user

  5. From the drop down box, choose the “Maintain User Profile – Roles” option and click “submit”

  6. Scroll down to the EIV options and click the check box to add a checkmark to the Option “HSU – MF – Non-HUD User” and click on the “Assign/Unassign Roles” button.

  7. Confirm your choice

  8. You will be returned to the User Maintenance Screen for this user

  9. Choose the option “Property Assignment Maintenance” from the drop down box

  10. If you are a coordinator for multiple properties and you want to set up multiple properties at once, just verify that the MID is correct and click “Submit” or enter the appropriate Tax ID or Contract Number for a single property

  11. Highlight the "MF-EIV Non HUD User" option in the top “Assign Roles” window

  12. Then, in the Property ID window, highlight the properties the user has been authorized to access (standard windows UI is available here so you can choose a range of properties by clicking on the first property and shift/clicking on the last property or you can choose selected properties by using the ctrl/click option) 

  13. Click “submit” and then “Confirm” and the EIV access will be granted to this user 

These steps must be completed before the coordinator or the users can access EIV information.

 

EIV System Error Messages

 

Some of you who have completed all of the required steps to access EIV are experiencing what we would term as a bit of a “hiccup” in the implementation process.  When trying to do an Income Information Search by “Subsidy Contract” or by “Project Number”, you may be receiving the following error message in EIV:

 

"No Contracts are currently assigned to you for viewing Social Security and Supplemental Security Income reports"

 

You may also receive an "EIV Application Error Message" when trying to do an Income Information Search by “Project Number”.  

 

HUD is aware of these technical errors and their staff is in the process of resolving these problems. Please check the system daily for system availability. HUD sent a message through the RHIIP ListServ apologizing for any inconvenience this may have caused.

 

Available Benefit Data in EIV

 

We learned, in the TRACS Industry Meeting held September 21 & 22nd at HUD, that there would probably be a “dead period” between the September 29 cutoff date for TASS and the availability of information in EIV.  (This information was also provided via email through the RHIIP ListServ)

This delay is due to the time that it takes to match the data contained in the Tenant Rental Assistance Certification System (TRACS) with the data from the Social Security Administration (SSA). During this transition period when SS and SSI benefits data are not available for the purpose of conducting tenant recertifications of family income, please use tenant-provided SS/SSI benefit letters dated within the last 120 days to satisfy income verification requirements.

 

Sign Up for RHIIP ListServ

 

We STRONGLY recommend that you sign up for the Rental Housing Integrity Improvement Project’s ListServ.  By signing up for this HUD service, you will get timely announcements about HUD changes that affect the Multi-family industry.  It’s where we get a lot of our information. 

To sign up, visit the following web site and provide appropriate contact information.  http://www.hud.gov/subscribe/signup.cfm?listname=Multifamily%20Housing%20RHIIP%20

(Rental%20Housing%20Intergrity%20Improvement%20Program)%20Tips&list=MFH-RHIIP-TIPS-L

 

RBD does not act as a legal advisor nor as a regulatory governing agency.  The recipient should understand that any materials or comments contained herein are not designed for, nor should be relied upon as a source of legal guidance or as a final authority with respect to any particular circumstance. Ross Business Development, Inc. makes no warranty of merchantability or fitness for a particular purpose or any other warranty of any type. Owners and management should seek competent legal advice in developing and carrying out policies and procedures.  While we have been diligent in our efforts to provide comprehensive and accurate regulatory information, Ross Business Development, Inc. shall not be responsible for errors or inaccuracies.