This document is NOT required by HUD but may be referenced in your EIV Policy. If so, both documents should be consistent. Keep in mind that the EIV rules of Behavior must be signed by any staff with access to a resident file that contains EIV reports and by anyone conducting any HUD audit.
Agreement EIV Privacy Auditors
$200
This document is NOT required by HUD but may be referenced in your EIV Policy. If so, both documents should be consistent. Keep in mind that the EIV rules of Behavior must be signed by people conducting any HUD audit where the auditor would have access to EIV reports.
Agreement Repayment (Pre-HOTMA)
$20
Residents who have received improper subsidy payments due to failure to report, must return any improper payment to HUD. This sample agreement outlines the requirements, payment plan and penalties for failure to meet the terms of the agreement. This Pre-HOTMA version requires the resident to report if income changes by $200/month.
Agreement Repayment HOTMA
$20
Updated for HOTMA and/or TRACS 2.0.3.A Residents who have received improper subsidy payments due to failure to report, must return any improper payment to HUD. This sample agreement outlines the requirements, payment plan and penalties for failure to meet the terms of the agreement. This HOTMA version requires residents to report if Annual Adjusted Income changes by 10% or more per month.
Agreement Repayment Policy (Pre-HOTMA)
$20
If you want to establish a policy to reduce the number of repayment agreements for a single family, it is best to make sure you can prove that you have explained the policy. Use this Memorandum of Understanding to document conversations with your residents. This Pre-HOTMA version requires the resident to report if income changes by $200/month.
Agreement Repayment Policy HOTMA
$20
Updated for HOTMA and/or TRACS 2.0.3.A If you want to establish a policy to reduce the number of repayment agreements for a single family, it is best to make sure you can prove that you have explained the policy. Use this Memorandum of Understanding to document conversations with your residents. This HOTMA version requires residents to report if Annual Adjusted Income changes by 10% or more per month.
Agreement Repayment Unpaid Rent (Pre-HOTMA)
$20
Owner/agents may use this repayment agreement to establish a payment plan for unpaid rent. This is for the tenant portion of the rent and should not be confused with repayment agreements for improper subsidy payments created when a resident fails to fully and accurately report income. This Pre-HOTMA version requires the resident to report if income changes by $200/month.
Agreement Repayment Unpaid Rent HOTMA
$20
Updated for HOTMA and/or TRACS 2.0.3.A Owner/agents may use this repayment agreement to establish a payment plan for unpaid rent. This is for the tenant portion of the rent and should not be confused with repayment agreements for improper subsidy payments created when a resident fails to fully and accurately report income. This HOTMA version requires residents to report if Annual Adjusted Income changes by 10% or more per month.
Agreement Repayment Zero Income
$20
Residents who have received an improper payment, due to failure to fully and accurately report, must return that improper payment to HUD. This sample agreement outlines the requirements when a person has zero income and explains penalties for failure to meet the terms of the agreement. There is no need for a HOTMA version of this Zero Income Repayment Agreement because residents are required to report any new income.
Checklist EIV 120 Day Post Move In HOTMA
$20
Updated for HOTMA and/or TRACS 2.0.3.A Owner/agents must not implement HOTMA EIV Changes until HOTMA compliant site software is available and implemented.Use this checklist to document review of EIV reports 120 days after the submission of a Move-in or an IR adding a new member. Review of the Income Discrepancy Report has been removed. Previous to implementation of HOTMA, the requirement is to review these reports, including the Discrepancy Report, within 90 days of submitting a Move-in Certification/Initial Certification or an IR adding a new member.
Checklist EIV 90 Day Post Move In (Pre-HOTMA)
$20
Previous to implementation of HOTMA, the requirement is to review EIV Income Reports within 90 days of submission of a Move-in/IC or an IR adding a new member. Use this checklist to document review of EIV reports within 90 days of submitting a Move-in/IC or an IR adding a new member. Owner/agents must review the Income Report and the Income Discrepancy Report.
Checklist EIV AR/IR (Pre-HOTMA)
$20
Pre-HOTMA, review of the EIV Income Reports is required at AR and IR, regardless of the reason for the IR. Owner/agents are required to review the EIV Income Discrepancy Reports. This checklist includes the EIV Discrepancy Workbook.
Checklist EIV for the Deceased Tenant Report
$20
This checklist is used to track compliance with HUD’s EIV Master File review requirements. Use this checklist to ensure complete and consistent review and response to data provided on the EIV Deceased Tenant report.
Checklist EIV for the Failed Pre-Screening Report
$20
This checklist is used to track compliance with HUD’s EIV Master File review requirements. Use this checklist to ensure complete and consistent review and response to data provided on the EIV Failed Pre-Screening report.
Checklist EIV for the Failed Verification Report
$20
This checklist is used to track compliance with HUD’s EIV Master File review requirements. Use this checklist to ensure complete and consistent review and response to data provided on the EIV Failed Verification report.
These reporting logs assist with monitoring compliance with current EIV requirements. Property managers can use these logs to document that EIV reports have been run in compliance with HUD requirements and the property’s EIV Use Policy. This checklist calls for monthly review of Income Reports and the EIV Identity Verification Reports, and calls for quarterly review of the Multiple Subsidy Report, the New Hires Report and the Deceased Tenant Report. For OAs performing quarterly income review for zero income families, there is also a call to review the No Income on 50059 and No Income from SSA/HHS. If you change reporting requirements in the EIV Use Policy and you plan to use reporting logs, you must change the reporting logs to coincide.
Checklist EIV Monthly Quarterly Reporting HOTMA
$20
Updated for HOTMA and/or TRACS 2.0.3.A Owner/agents must not implement HOTMA EIV Changes until HOTMA compliant site software is available and implemented.These reporting logs assist with monitoring compliance with EIV requirements after implementation of HOTMA. Property managers can use these logs to document that EIV reports are run in compliance with HUD requirements and the property’s EIV Use Policy. This HOTMA version removes the requirement to review the EIV Income Discrepancy Report when creating the AR or IR, adds the requirement to review the New Hires Report at AR and changes the requirement to review EIV Income Reports from 90 days after MI/IC/IR to 120 days after MI/IC/IR. We have also removed reports reviewed for zero income families. If you change reporting requirements in the sample use policy and you plan to use reporting logs, you must change the reporting logs to coincide.
Checklist EIV Monthly Reporting (Pre-HOTMA)
$20
These reporting logs assist with monitoring compliance with current EIV requirements. Property managers can use these logs to document that EIV reports have been run in compliance with HUD requirements and the property’s EIV Use Policy. This checklist calls for monthly review of all reports. For OAs performing quarterly income review for zero income families, this checklist calls for quarterly review of the No Income on 50059 and No Income from SSA/HHS. If you change reporting requirements in the EIV Use Policy and you plan to use reporting logs, you must change the reporting logs to coincide.
Checklist EIV Monthly Reporting HOTMA
$20
Updated for HOTMA and/or TRACS 2.0.3.A Owner/agents must not implement HOTMA EIV Changes until HOTMA compliant site software is available and implemented.These reporting logs assist with monitoring compliance with EIV requirements. Property managers can use these logs to document that EIV reports are run in compliance with HUD requirements and the property’s EIV Use Policy. This HOTMA version removes the requirement to review the EIV Income Discrepancy Report, adds the requirement to review the New Hires Report at AR and changes the requirement to review EIV Income Reports from 90 days after MI to 120 days after MI. We have also removed reports reviewed for zero income families. If you change reporting requirements in the EIV Policy Template and you plan to use reporting logs, you must change the reporting logs to coincide.
Checklist EIV Multiple Subsidy
$20
This checklist is used to track compliance with HUD’s EIV Master File review requirements. Use this checklist to ensure complete and consistent review and response to data provided on the EIV Multiple Subsidy report.
Checklist EIV New Hires
$20
This checklist is used to track compliance with HUD’s EIV Master File review requirements. Use this checklist to ensure complete and consistent review and response to data provided on the EIV New Hires report.
Checklist EIV Recertification
$20
Updated for HOTMA. With the implementation of HOTMA, use of EIV Income Reports at IR will be optional. In addition, use of the EIV Income Discrepancy Report will be optional. Use this checklist to document review of EIV reports at AR and IR. Sites should not implement new EIV rules until HOTMA compliant site software is available.
Checklist EIV Recertification HOTMA
$20
Updated for HOTMA and/or TRACS 2.0.3.A Owner/agents must not implement HOTMA EIV Changes until HOTMA compliant site software is available and implemented.With the implementation of HOTMA, use of EIV Income Reports at IR will be optional. In addition, use of the EIV Income Discrepancy Report is not required until HUD updates the algorithm used to identify a discrepancy. Use this checklist to document review of EIV reports at AR.
Consent HUD Disclosure of EIV Information
$20
In HUD Notice 13-06, HUD clarified that EIV information can only be disclosed 1) to people participating in the certification process 2) only with written permission. HUD added a sample form with the release of the HUD Notice 11-21. Subsequently, this form was added to HH 4350.3 Exhibit 9-4 in December 2013. This requirement applies to adult household members. We have taken the PDF version in the notice and converted it to Microsoft Word. Please note that this version is available for free on our RBD EIV Resource Page.
Notice App Existing Tenant Search Conflict
$20
Use this notice if EIV indicates that the household may be receiving assistance on a property that has not been disclosed at application.
Notice EIV Disability Conflict
$20
This notice is used to advise residents that they have not specified that they are disabled, yet the EIV Disability Indicator shows that they are disabled. YOU MAY NOT USE EIV TO VERIFY DISABILITY. SEE HH 4350.3 R1, PARAGRAPH 3-28.
Notice EIV Failed SSA Verification
$20
Use this notice when EIV returns a discrepancy related to the resident’s Social Security Number, birth date or last name (EIV Failed Verification Report). This includes language regarding termination of tenancy.
Notice EIV Multiple Subsidy Conflict
$20
Use this notice if EIV indicates that the household may be receiving assistance on another property.
Notice Extermination
$20
Use this notice to inform residents when an exterminator will be treating their individual unit. This Notice advises residents that they will be charged if they refuse entry in to the unit.
Notice HUD Housing Counseling Agency
$20
Use this notice to let residents know that they have a right to contact HUD’s Housing Counseling Agency to receive assistance with repayment agreement negotiations.
Notice Lease Violation Failure to Report a Change Employment or Income
$20
Use this notice to advise residents when you suspect that they have not disclosed a change in income. The notice must be in compliance with HH 4350.3 R1, Paragraph 7-12. This notice also contains information about the penalty for failure to report which includes termination of assistance and possible eviction.
Notice Lease Violation Multiple Repayments
$20
Some owner/agents limit the number of repayment agreements. Use this notice when there is a second or subsequent improper payment and the owner/agent requires full repayment or eviction.
Notice Repayment Requirement to Sign
$20
Use this notice to advise residents that 50059s and repayment agreements are ready for signature. The notice also advises that failure to sign will result in termination of assistance.
Notice Requirement to Sign 9887
$20
Use this notice to advise residents who are turning 18 of their requirement to sign HUD Form 9887/9887A. The HOH should be copied.
Notice Term Assistance Deceased Tenant
$20
When a resident does not respond to requests for information related to the EIV Deceased Tenant Report, the owner agent must terminate assistance for all programs except PRAC. For PRAC, the penalty is termination of tenancy. This form provides the required notice of termination of assistance. Do not use for PRAC. There is no termination of assistance for PRAC.
Notice Term Assistance Fail to Respond
$20
Use this form when a resident has been notified of a requirement to report but the resident does not respond in the required timeframe. See HH 4350.3 Paragraph 7-12. The penalty is termination of assistance. Do not use for PRAC. There is no termination of assistance for PRAC.
Notice Term Ten Deceased Tenant
$20
Use this notice to advise remaining household members of their requirement to meet when a member appears on the Deceased Tenant Report.
Notice Term Ten Multiple Repayments
$20
Use this notice when a you have established a limit on the number of repayments allowed any resident and the resident has exceeded that number. The resident must return the new improper payment immediately (no repayment) or face eviction.
Notice Term Tenancy Lease Violation Material
$20
Use this notice when a resident commits a material lease violation. Resident has been notified of the requirement to correct but has failed to do so.
Notice to HUD Resident Failed Report/Repay Improper Payment
$20
If an owner/agent suspects fraud or wishes to report default on a repayment, the owner/agent has the option of notifying HUD. Use this form to notify HUD or the CA when a resident refuses or fails to repay assistance-paid-in-error as required. This letter includes an area to enter an address for a Contract Administrator. Information about HUD’s IG Division can be found at http://portal.hud.gov/portal/page/portal/HUD/program_offices/oig You can also complete a Fraud form online at http://oig.hhs.gov/fraud/hotline/
NTF No 3rd Party Other HUD Residence
$20
Note to File. This document is used when a resident shows up on the EIV Existing Tenant Search or the Multiple Subsidy Report, but the other property will not respond to inquiries related to Dual Subsidy.
NTF SSA No EIV
$20
Note to File. Use this form document why EIV was not used as part of SS Income Verification.
Policy EIV Reporting Summary Template (Pre-HOTMA)
$50
This document provides staff with a summary of your EIV reporting process. It must be modified to match your policy before implementing.
Policy EIV Use Template HOTMA
$300
Updated for HOTMA and/or TRACS 2.0.3.A Please note, this is the HOTMA version of the EIV Policy. This version of the EIV Policy may not be implemented prior to implementation of HOTMA compliant site software. This is a comprehensive EIV Use and Security Policy which incorporates sample policies based on HUD instruction provided in HUD HSG Notice 2023-10, HUD HSG Notice 13-06, HH 4350.3, and other HUD guidance. Multiple options are provided, and owner/agents MUST edit this template before finalizing policies.
Policy EIV Use Template (Pre-HOTMA)
$400
Please note, this is not the HOTMA version of the EIV Policy. This is a comprehensive EIV Use and Security Policy which incorporates sample policies based on HUD instruction provided in HUD HSG Notice 13-06, HH 4350.3 Chapter 9, and other HUD guidance. Multiple options are provided, and owner/agents MUST edit this template before finalizing policies.
Policy Repayment Agreement Template
$200
This policy template can be used when improper payments are discovered while using EIV or when improper payments are discovered at other times.
Screening Rental History Questionnaire
$50
This questionnaire can be used to pose screening questions to previous landlords.
Security Data File Destruction Log
$20
Use this spreadsheet to track when tenant file information, including EIV information, is destroyed.
Security EIV Owner Authorization
$20
EIV Coordinators must receive written permission from property owners before attempting to establish EIV Coordinator access for any property. This memo is provided on owner letterhead. An owner/authorization letter must be available for review at HUD’s request. DO NOT SEND THIS LETTER TO HUD UNLESS SPECIFICALLY ASKED TO DO SO. Failure to produce an owner authorization at MOR will result in a finding. In addition, EIV access will be terminated until such authorization can be produced.
Security Employee Forms Checklist WASS
$20
Use this spreadsheet to make sure you have all documents required for the management and occupancy review.
Self Certification EIV Income Verification
$20
New Form To Be Implemented When HOTMA is Implemented. This form is used at AR as self-certification in combination with the EIV Income Report. Resident is self-certifying that the income information in EIV is representative of the income that will be earned in the upcoming year. Per HH 4350.3 Paragraph 5-13, family self-certifications must be notarized or witnessed but HSG Notice 2023-10 indicates that witness signatures are not required in this case
Self Certification EIV New Hire
$20
The form is used to document residents' response when there is new employment, the employer will not respond to verification requests and the resident does not have proper documentation (not enough pay stubs). This advises the resident that the owner/agent will not delay IR. Per HH 4350.3 Paragraph 5-13, family self-certifications must be notarized or witnessed.
Self Certification Income
$20
Streamlined Certification for Fixed Income Families has been available for HUD’s MFH programs since 2019. This is not new with the implementation of HOTMA. This self-certification allows residents to disclose any and all income for family members. If an owner/agent has adopted Streamlined Certification for Fixed Income Families, owner/agents have the option of accepting self-certification for any income that is not fixed.
Note from RBD: We do not expect additional revisions to this rule.
Self Certification Joint Custody
$20
This form is used when two families share custody of one child AND BOTH FAMILIES RECEIVE HUD HOUSING ASSISTANCE. This form helps property managers gather the information needed to correctly calculate the assistance payment including the percentage of time the child lives in your unit, unearned income and appropriate deduction information.
Self Certification of EIV Employment Discrepancy
$20
Use this self-certification when a resident will self-certify that the employment income information displayed in the EIV Income Report is correct and will be used to correct a prior cert or insert a retroactive certification. Generally, employment income information in EIV may only be used as a verification source when an owner/agent is investigating an income discrepancy. See HSG Notice 13-06 Attachment 5.
Self-certification EIV Employment/Income Accuracy
$20
This form is used when the EIV Income Report includes unknown information about Employment. Per HH 4350.3 Paragraph 5-13, family self-certifications must be notarized or witnessed.
Self-certification EIV Existing Tenant Search
$20
The form is used to document applicant’s response to inquiries about subsidy indicated on the Existing Tenant Search or Multiple Subsidy Report. Per HH 4350.3 Paragraph 5-13, family self-certifications must be notarized or witnessed.
Self-certification EIV Multiple Subsidy
$20
Use this form to document resident’s response to inquiries about dual/multiple subsidy indicated in EIV. Per HH 4350.3 Paragraph 5-13, family self-certifications must be notarized or witnessed.
Self-certification EIV SS Income Accuracy
$20
The form is used to document residents' response to inquiries about Social Security income listed on various EIV income reports. This can also be used as self-certification of income when investigating income discrepancies. Per HH 4350.3 Paragraph 5-13, family self-certifications must be notarized or witnessed.
Self-certification EIV SSN
$20
Because SSA information is not perfect, sometimes EIV returns an error for an SSN and the error is invalid. Use this form to document discussions with residents regarding EIV SSN errors. Per HH 4350.3 Paragraph 5-13, family self-certifications must be notarized or witnessed.
Self-certification No SSN (Pre-HOTMA)
$25
Anytime a member cannot provide an SSN or adequate documentation to verify the SSN, owner/agents should advise the member of the requirements. This form can be used to communicate HUD's rule. This is very important when a minor under the age of six is added to a household because the family has 90 days to provide the SSN and adequate documentation to verify the SSN. Failure to do so will result in termination. Per HH 4350.3 Paragraph 5-13, family self-certifications must be notarized or witnessed. This Pre-HOTMA version calls for termination of tenancy when required SSNs are not produced.
Self-certification No SSN HOTMA
$25
Updated for HOTMA and/or TRACS 2.0.3.A Anytime a member cannot provide an SSN or adequate documentation to verify the SSN, owner/agents should advise the member of the requirements. This includes the new requirement for owner/agents to accept self-certification with accompanying documents. This form can be used to communicate HUD's rule. This is very important when a minor under the age of six is added to a household because the family has 90 days to provide the SSN and adequate documentation to verify the SSN. Failure to do so will result in termination of assistance for all programs except PRAC and termination of tenancy for the PRAC program. Per HH 4350.3 Paragraph 5-13, family self-certifications must be notarized or witnessed.
Self-certification Unexplained SS Deductions
$20
In some cases, EIV will not provide enough detail to explain the difference between Gross SSA awards and Net SSA awards. Use this form when the resident must provide additional information about unexplained SSA deductions. Per HH 4350.3 Paragraph 5-13, family self-certifications must be notarized or witnessed.
Self-certification Use of Funds – Representative Payee
$20
Owner/agents may use this form when a resident receives benefits, but those benefits are paid to a Representative Payee. The income must be associated with the recipient (not the Representative Payee) and the asset where the money is deposited is essentially owned by the recipient (not the Representative Payee). When a minor is part of a joint custody arrangement, the income and the asset are associated with the family taking advantage of the $480 Dependent Deduction. Per HH 4350.3 Paragraph 5-13, family self-certifications must be notarized or witnessed
Verification Eligibility HUD Assistance
$20
Use this form to request verification from the landlord indicated in EIV, if the EIV Existing Tenant Search indicates that an applicant is receiving assistance in another residence that was not disclosed.
Verification Employment Income Dispute EIV
$20
When a resident disputes employment records displayed in EIV, owner/agents must attempt to conduct third-party verification with the employer. This verification can be used to notify an employer that they may have keyed an employee’s Social Security incorrectly or that an employee may be using your resident’s Social Security Number.
Verification Move-out
$20
Some owner/agents are struggling to keep new residents compliant with single subsidy requirements. This document may help assist with the effort. If an applicant is currently receiving assistance in another HUD assisted residence, owner/agents may want to verify move-out before allowing the resident to move into the new unit. This will help ensure compliance with the single subsidy rule and may assist in resolving disputes that may come up in the future.
Worksheet - EIV Income Discrepancy Calculation
$25
Use this Excel worksheet to document review of EIV Discrepancy Report at AR and IR.
Worksheet Repayment Calc
$30
Use this worksheet to document your method used to determine a Repayment Agreement amount.