HUDBlast September 22, 2009
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EIV Rules of Behavior for People Who Do Not Have Access to EIV but Who Use EIV for Certification
As promised, HUD has posted the EIV Rules of Behavior document. This document is to be used by individuals who have access to EIV reports but do not have access to the EIV database through Secure Systems. You can find the EIV Rules of Behavior for People Who Do Not Have Access to EIV but Who Use EIV for Certification on HUDís web site at http://www.hud.gov/offices/hsg/mfh/rhiip/eiv/rulesofbehavior.pdf
Before you start using the form, letís talk about HUDís instruction. First of all, please be aware of who is allowed to use EIV information. This information is provided in various documents provided by HUD including the Instructions for Applying for EIV Access for Multifamily Housing Programs at: http://www.hud.gov/offices/hsg/mfh/rhiip/eiv/applyforeivaccess.pdf
The EIV Social Security (SS), Supplemental Security Income (SSI), new hires (W-4), wage, and unemployment compensation information contained in the EIV system may only be used for limited official purposes.
ß By Contract Administrators (CAs) for monitoring and oversight of the resident recertification process
ß By the Office of the Inspector General (OIG) for investigative purposes.
ß By owners/agents (O/As) for verifying the employment and income at the time of certification for residents participating in one of HUDís rental assistance programs listed:
EIV Data may is disclosed to:
EIV income data may only be used for verification of employment and income at certification.
EIV Users and Coordinators should already be familiar with HUDís Questions and Answers regarding EIV. For those of you who are not, the EIV Webcast Questions & Answers can be found on HUDís web site at: http://www.hud.gov/offices/hsg/mfh/rhiip/eiv/eivtraining.cfm.
In regards to the ďRules of BehaviorĒ document, the following questions are of special interest:
20. We have external auditors coming in to look at our files. Is it okay to let the auditors view the files if they have EIV information located in them?
Answer: Yes, Independent Auditors (IAs) hired by O/As to perform a financial audit of a project are authorized to view EIV reports for determining the O/As compliance with verifying income and calculating rent as long as the IA follows all of the following criteria:
21. Is it permissible for an EIV authorized O/A to run EIV reports, print them, and provide them to staff members at the property? Is it necessary to assign these staff members as EIV users?
Answer: Authorized EIV Coordinators or EIV Users are permitted to run EIV reports, print them out, and provide to staff members at the property who need the reports to perform their job function(s). Staff members who view EIV reports on printouts do not need to be an EIV user. They must, however, be required to sign a Rules of Behavior form that will be available on HUDís Multifamily EIV webpage at http://www.hud.gov/offices//hsg/mfh/rhiip/eiv/eivhome.cfm in the near future.
22. Is it permissible to send EIV data/reports to service bureaus?
Answer: Yes, service bureaus are authorized to have access to the EIV system and also view any printed EIV reports. If they do not have access to the EIV system but will be viewing/using EIV reports, they must sign a Rules of Behavior form that will be available on HUDís Multifamily EIV webpage at http://www.hud.gov/offices//hsg/mfh/rhiip/eiv/eivhome.cfm in the near future.
Owner/agents should download the Rules of Behavior document and have property management staff sign as appropriate.
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