In this #TuesdayTips series, Corporate Trainer Pam K prepares owners and agents to master their next Management and Occupancy Review (MOR). Pam emphasizes that the first step is maintaining detailed tenant files.

She also outlines the essential documents that must be included in the EIV master file and explains the requirements for coordinators, users, and non-users, stressing the need to follow HUD’s authorization and training guidelines.

Reports & MOR Scores

Reports should be generated according to HUD standards and internal procedures, highlighting the difference between the existing tenant search and the multiple subsidy report. All reports should also be dated for proper documentation and tracking.

EIV discrepancies arise when file information conflicts, and they must be documented and resolved. Reports like the existing tenant search and multiple subsidy report help identify these discrepancies. Documentation should include the who, what, why, where, and when, along with contact and relevant details. The master file should also hold copies of periodic reports, while tenant files should document identified issues and the steps taken to resolve them.

How to Master Your Next Management & Occupancy Review

HUD gives owner agents flexibility in organizing tenant files, without a mandated order. However, files must contain key documents such as application screening, move-in information, certifications, EIV reports, and discrepancy resolutions. It’s essential to avoid duplicate, conflicting, or irrelevant information, like VAWA details or data tied to another regulatory body.

Tenant files must be organized securely, consistently, and restricted to authorized personnel. Social security numbers should be verified using HUD’s appendix three, without including specific disability diagnoses. Prior errors must be noted, along with corrective actions taken. Well-organized files should tell a clear, complete story that allows reviewers to understand decision-making and calculations easily.

Master your next Management & Occupancy Review by keeping well-organized, detailed tenant files and adhering to HUD guidelines. By ensuring proper documentation, maintaining the EIV master file, and resolving discrepancies promptly, owners and agents can streamline the review process. Clear, accurate files not only demonstrate compliance but also make decision-making transparent for HUD reviewers, ultimately contributing to more efficient and successful audits.

MOR Findings

So, what happens if you receive findings during your MOR? Corrective action is an important part of mastering the Management Occupancy Review process.