Don’t forget!! The latest TRACS version is 202B. You must be on this new version when you submit the January 2006 voucher.
There has been some question about when to use the new 50059 for residents who are completing annuals. While it is not official, many CA’s are accepting the old form until you move to the new version. 50059’s completed after you switch to 202B should be in the new format. In other words, if you completed a 50059 for a household in the old format, you should not have any problems, even if the effective date is January 1st or later.
However, we at RBD would suggest that you clearly document the date you implemented your software update so that there are no questions during future management reviews. As always, when there is no clear direction from HUD, we would also suggest that you communicate with your CA to make sure they will accept January 1st certifications on the old form as long as the certification was completed before the update was applied.
The quarterly TRACS Industry Meeting was held on October 27th and 28th in Washington DC. We will be posting the meeting notes in the next week so be on the lookout!!
A team of HUD staff has been set up to review the proposals received by HUD in response to the RFP for contract administration for the non-Section 8 contracts. At this time, there has been no contract award. The original plan was to have a response by October 2005, but that has not been possible for a variety of reasons including HUD’s need to respond to victims of Katrina and Rita. At this time, HUD has not determined a new projected date for the announcement.
The new HUD form 9834 has been approved by the OMB but HUD will delay posting until the instructions have been completed, reviewed and edited. HUD is committed to ensuring that everyone has a clear understanding of how the form should be used. The form is used for multiple purposes and in some cases other divisions, such as FHEO.
In addition, some changes on the form may have an impact on the systems PBCAs and Owner/Agents use to monitor compliance. HUD intends to be cognizant of the efforts to incorporate changes to software. HUD will provide us with an implementation schedule for the new form.
Gail Williamson at HUD provided us with an update on the release of the 4350.3, Revision 1, Change 2. HUD provided all industry stakeholders with a copy of the handbook, including the proposed changes, so that we had an opportunity to comment before the handbook changes become “policy”.
HUD received 500 comments from 46 responders. Each comment was reviewed and a decision was made to include, exclude or edit the changes as appropriate. At this point, the updated handbook has not gone through departmental clearance although Ms. Williamson indicated that the handbook should be ready to go to clearance by this week. It will probably take 3 to 4 weeks for departmental clearance comments to be returned. Then Policy has to respond to clearance comments. If things go as planned, Change 2 will be published and released between January and March 2006.
We have received several inquiries regarding training on the revisions included in the 4350.3 Revision 1, Change 2. RBD intends to aggressively provide training on the Change 2 release across the country. In order to respond as quickly as possible, we are only extending our education calendars through February of 2006. We will be providing updated training within 30 days of the release of Change 2. (Of course, we will provide you with a summary of changes as soon as we have that completed).
During the TRACS Meeting, James Collins provided a presentation on the APPS system. For those of you who are not aware, APPS is the database used to track information on the 2530. Mr. Collins made it clear that those HUD partners who wish to participate in future business with HUD (new contracts, new management contracts, etc) must provide the 2530 in the required electronic format. Failure to do so may result in interruption of work including delays in closings or in awards of management contracts.
APPS has been available for use for some time and the original deadline to have 2530 information automated in the APPS system was October 12, 2005. In a memo from Brian Montgomery, the deadline has been extended to November 30, 2005. A copy of this memorandum can be found at http://www.hud.gov/offices/hsg/mfh/apps/e-filingext.pdf
If you have not automated your 2530 information, an updated guide is available on the APPS web site. The APPS Industry User Guide was revised in October 2005. It can be found at http://www.hud.gov/offices/hsg/mfh/apps/appsmfhm.cfm/
The Section 8 Renewal Guide is also under revision. At this point, each of the 17 chapters has been revised at least once. The resulting handbook will include information about long term contracts and the different renewal options, among other things. In addition, the revision will provide answers that were not available in previous versions.
At this point, the appendices and attachments need review. Then the guide will go through the same clearance described for the 4350.3 Revision 1, Change 2. HUD expects the revised Section 8 Renewal Guide to be available in the 2nd or 3rd quarter of 2006.
HUD continues to provide tools to assist us in training efforts for site staff and the people who support them.
In Late 2004 and the first half of 2005, HUD provided the RHIIP Help Desk Representatives with training that covered aspects of eligibility and income and rent calculations that were identified as the source of significant problem areas during RHIIP Error Measurement studies. The modules were based on guidance contained in HUD Handbook 4350.3 Rev-1, Occupancy Requirements for Subsidized Multifamily Housing Programs, and was designed in a case study method to explain the key requirements to enable participants to see the actual application of the rules for a particular family.
The case studies presented issues in the same way that owners and agents actually face them with multiple issues relating to a single family. The case studies included focus on: eligibility, annual and adjusted income, rent calculations, verification and documentation, effective interviewing and how to make the most of the training materials. You can review this information by going to the following web site: http://www.hud.gov/offices/hsg/mfh/rhiip/casestudy/mfh_casestudies.cfm
On November 4, 2005, HUD issued further guidance for those responding to nationally declared disasters.
The clarification addresses the following issues.
· Applicant Eligibility Determinations
· Further clarification on Temporary Housing for Displaced Residents
· Security Deposit Handling on Temporary Housing
· Application Fees for Temporary Housing
· Criminal Background Checks
· Right of Return Issues
· REAC and Management Review scheduling
· Audit Submission issues
· Mortgage Servicing and new construction mortgage issues.
This notice is a re-issuance of the September 9, 2005 memorandum with the subject “Multifamily Disaster Clarification of Notice H 04-22 and Additional Guidance”. This memorandum includes the relevant provisions of the September 9th memorandum as well as clarification of additional issues. Therefore, this memorandum supersedes the September 9th memorandum in its entirety. You will be able to identify edited information because it is in italics. For your convenience, we have posted this memorandum on our web site at http://www.rbdnow.com/noticesforms.htm
HUD has established two toll-free hotlines to assist victims of Hurricane Katrina. The first, 888-297-8685, is to assist any displaced individual. The second, 800-955-2232, provides specialized help to Section 8 voucher holders and public housing residents. A live operator answers these lines from 8:00 am CDT to 8:00 pm CDT seven days a week.
For additional information, or to register for training, visit our web site at www.rbdnow.com or give Larue Marin a call at 770-426-0577. We look forward to seeing you!!!