EIV

How do I gain access to EIV?
Where can I find a copy of the EIV and YOU Brochure?
Where can I find a copy of the EIV User Manual?
What do we need to include in our Policies and Procedures?

All reports must be utilized in accordance with HUD Notice 11-21 and the O/A’s written EIV Policies and Procedures.

ReportPolicies & ProceduresTenant Selection Plan
SummaryIncludeDo Not Include
IncomeIncludeDo Not Include
Income DiscrepancyIncludeDo Not Include
No IncomeIncludeDo Not Include
New HiresIncludeDo Not Include
Existing Tenant SearchDo Not IncludeInclude
Multiple SubsidyIncludeDo Not Include
Failed EIV Prescreening ReportIncludeDo Not Include
Failed Certification ReportIncludeDo Not Include
Deceased Tenants ReportIncludeDo Not Include
How do I contact the EIV Helpdesk?

By phone: 1-800-767-7588

By email: Mf_Eiv@hud.gov

What EIV Reports do I need to run?

All reports must be utilized in accordance with HUD Notice 11-21 and the O/A’s written EIV Policies and Procedures.

ReportReport Used
SummaryMust be used at annual and interim recertification
IncomeMust be used at annual, interim, and as indicated by your policies and procedures
Income DiscrepancyMust be used at annual, interim, and as indicated by your policies and procedures
No IncomeAs identified in your policies and procedures.
New HiresAt least quarterly
Existing Tenant SearchAt the time of processing an application for admission
Multiple SubsidyAt least quarterly
Failed EIV Prescreening ReportMonthly
Failed Verification ReportMonthly
Deceased Tenants ReportAt least quarterly
What are the document retention requirements?

See HUD Notice 10-10 and Attachment 6 for additional information on the following:

ReportReport Used
SummaryMust be retained in the tenant’s file for the term of tenancy plus 3 years
IncomeMust be retained in the tenant’s file for the term of tenancy plus 3 years
Income DiscrepancyMust be retained in the tenant’s file for the term of tenancy plus 3 years
No IncomeMust be retained in the tenant’s file for the term of tenancy plus 3 years
New HiresMust be retained in the tenant’s file for the term of tenancy plus 3 years,
must also be retained in master files
Existing Tenant SearchAt the time of processing an application for admission
Multiple Subsidymust be retained in a denied applicants file for 3 years, or if admitted in the tenant’s file for term of tenancy plus 3 years
Failed EIV Prescreening Reportmust be retained in master files for 3 years*
Failed Verification Reportmust be retained in master files for 3 years*
Deceased Tenants Reportmust be retained in master files for 3 years*

* The Multiple Subsidy Detail report and any documentation provided to verify discrepant information for the Failed EIV Prescreening, Failed Verification Reports, and Deceased Tenants Report, must also be retained in the applicable tenant file for term of tenancy plus 3 years

Who needs to sign the Rules of Behavior form?

Rules of Behavior (ROB)

All EIV users who have access to the EIV system must adhere to the EIV ROB signed at the time of requesting access to the EIV system. O/A staff, service bureau staff, HUD staff and CA staff who do not have access to the EIV system but who view or use EIV data/reports provided by authorized EIV Coordinators or EIV Users in order to perform their job functions, must adhere to the EIV ROB.

Management and Occupancy

What EIV documents must be present at the MOR?

These must be the original signed forms:

  1. Owner’s authorization for individuals to access EIV on their behalf
  2. Multifamily Housing Coordinator Access Authorization Forms (Signed original copy and current copy- must be renewed annually.)
  3. User Access Authorization Form (Signed original copy and current copy- must be renewed annually.)
  4. Signed Rules of Behavior Form(s) (for individuals without access to the EIV system.)
  5. Copy of written policies and procedures for using the EIV employment and income data and reports.
  6. ISS Security Awareness Training Certificate (Annual)

The following documentation will be required as needed:

  1. Documentation relating to the follow-up of failed Identification/Verification Reports.
  2. Documentation relating to the follow-up of Multiple Subsidy Report.
  3. Documentation relating to the follow-up of Deceased Tenant Report.
  4. Tenant files must be properly documented in accordance to HUD Notice 11-21.
  5. Record of training conducted for staff annually.
What are acceptable forms of verification?

Acceptable forms of verification can be found in Appendix 3 of the 4350.3.

Where can I find the HUD Summary of Questions on Handbook 4350.3 REV1 document?
What are my options to appeal a score on a Management and Occupancy Review?

Initial Appeal
An appeal letter with specific examples explaining the facts supporting a change in the rating must be forwarded to the HUD Multifamily Program Center Director and/or CA and postmarked within 30 calendar days of the Summary Report date.
The appeal decision letter will be transmitted to the owner/agent by the HUD Multifamily Program Center Director or the CA within 45 calendar days from receipt of the appeal. (Refer to HUD Handbook 4350.1 Chapter 6).
Final Appeal
If the owner/agent does not agree with the initial appeal decision, the owner/agent may submit a final appeal to the Multifamily Hub Director within 15 calendar days of the date of the initial appeal decision letter for a final decision from HUD within 45 calendar days from receipt of the final appeal. (Refer to HUD Handbook 4350.1 Chapter 6).
The owner/agent may request a meeting with the Multifamily Hub Director to present verbal arguments. The meeting must be requested and scheduled during the 30 calendar day period following the transmittal date of the initial appeal decision letter.
Final appeal decisions will not be subject to further appeal.

What are HUD’s document retention requirements?

REAC Inspections

I just received a very low REAC score. I disagree with the findings. What do I do?

You may appeal your REAC score directly to REAC. You may access the REAC webpage for more information at:
www.hud.gov/offices/reac/index.cfm

For more information on the appeal process click on the link below:
www.hud.gov/offices/reac/products/pass/PDFs/guidelines-adj.pdf