Tuesday Tip

Every month, property owners and agents submit tenant certifications and vouchers through the Tenant Rental Assistance Certification System (TRACS). However, successful submission is only part of the process. To avoid TRACS submission delays, you should also verify that HUD has received your files and address any issues before your voucher deadline.

In this week’s Tuesday Tip, we share practical steps that can help you stay ahead of processing issues, reduce payment delays, and keep your property’s TRACS data up to date.

Submit Tenant Certifications Right Away

Don’t wait until voucher time to submit tenant certifications.
Instead, submit certifications as you complete them. Early submission gives TRACS time to process your files. It also gives your staff time to identify and correct issues before the voucher deadline. Late submissions can delay payments and special claims.

Submit Your Voucher Early

HUD requires owners and agents to submit monthly vouchers by the 10th of the month before payment. However, don’t wait until the last minute.

Submit your voucher during the first few days of the month whenever possible. Early submission gives you time to:

• Review TRACS results.
• Correct rejected transactions.
• Resolve processing issues.
• Meet the voucher deadline with confidence.

A few extra days can make a big difference.

Check TRACS in Two Locations

After you submit your files, verify that TRACS received them.

Start with your property management software. Most software receives return files from TRACS that show whether your submissions processed successfully or require additional action.

Next, log in to HUD Secure Systems and open the TRACS application. Review the available queries to check:

• Voucher status
• Tenant certification status
• Active tenant count
• Processing messages

Checking both systems helps you confirm that HUD received your submissions.

Review Status Messages Regularly

Don’t wait until voucher time to look for problems.

Review your TRACS messages throughout the month. They can alert you to rejected transactions or other issues that need attention.

Routine monitoring helps your team resolve problems before they affect your payment.

Follow Your Company Procedures

HUD provides guidance for TRACS submissions. Your management company may also have internal procedures.

Follow your organization’s policies for:

• Submitting TRACS files
• Reviewing response messages
• Monitoring HUD Secure Systems
• Correcting rejected transactions
• Meeting internal deadlines

Consistent processes help reduce errors and improve voucher processing.

Key Takeaways

You can avoid TRACS submission delays by making TRACS review part of your monthly routine.

Submit certifications as you complete them. Submit vouchers early. Review TRACS response files. Check HUD Secure Systems. Follow your company’s procedures.

These simple habits can help you identify problems early and avoid unnecessary payment delays.

For additional guidance, review the guides available on HUD’s Multifamily TRACS webpage.

Frequently Asked Questions

How Can I Avoid TRACS Submission Delays?

Submit tenant certifications as you complete them. Submit vouchers early. Review TRACS response files and verify your submissions in HUD Secure Systems before the voucher deadline.

Why Should I Submit My Voucher Early?

Early submission gives you time to identify and correct processing issues before the monthly deadline.

Where Should I Check the Status of My TRACS Submissions?

Review your property’s TRACS response files in your property management software. Then verify your submissions in the TRACS application within HUD Secure Systems.

Why Should I Review TRACS Response Files?

Response files identify rejected transactions, processing issues, and other messages that may require action before voucher processing.

Where Can I Find Official TRACS Guides?

HUD publishes the TRACS MAT Guide and the TRACS Industry User Guide on its Multifamily TRACS webpage.