Virginia 6802 Paragon Place, Suite 410
Richmond, VA 23230-6916 T: 888-466-5572 F: 888-723-8932
Resources
Guidebooks, forms, worksheets and presentations to assist you in completing renewals, rent adjustments, vouchers, special claims, and occupancy-related procedures.
For clarity of functions and responsibilities of HUD and Navigate as your Performance-Based Contract Administrator, select the below link. The Owner/Agent Quick Reference Chart will lead you in the direction of who you as an owner or agent should contact by listing the responsibilities of HUD and your PBCA.
In this section you will find the most current HUD Handbooks that should be in use. These are the same forms on HUD’s website HUDCLIPS that are conveniently here for your use.
HUD Handbooks
HUD Notices
In this section you will find the most current HUD Forms that should be in use. These are the same forms on HUD’s website HUDCLIPS that are conveniently here for your use.
The EIV system was established by HUD to meet the Rental Housing Integrity Improvement Project’s (RHIIP’s) goal of ensuring that the right benefits go to the right persons. The EIV system electronically matches data from the National Directory of New Hires (NDNH) and the Social Security Administration. This provides a streamlined verification process for use at recertification by providing an independent source that maintains income information.
EIV Access Documentation
The Addendum C that is included in the MOR scheduling package includes documents that must be maintained and made available to Navigate and HUD upon request. These documents must be on-site and available for review at the time of the MOR:
EIV owner approval letter (s)
EIV Coordinator Access Authorization (CAAF) forms
EIV User Access Authorization (UAAF) forms
Rules of Behavior for individuals without access to EIV
ISS Security Awareness Training Certificate (Annual)
EIV access will be terminated immediately for those whose documentation is not available for review on the day of the MOR.
EIV Policies and Procedures
The Owner/Agent must develop and implement written policies and procedures for staff to follow regarding the security and use of EIV data. Following written policies and procedures will ensure that applicants and residents are treated fairly and are not being discriminated against.
EIV Annual Training
Per HUD Notice 2011-21, issued August 17, 2011, EIV Coordinators, Users, and staff who do not have access to the EIV system, but who use EIV reports to perform their job function must complete the online Federal ISS Awareness training program annually.
EIV Findings
This list is not all inclusive.
O/A does not have access to EIV
O/A is not using EIV for recertifications effective June 1, 2010
Missing/incomplete documents as listed on Addendum C
Rules of Behavior for non-system users missing where applicable
EIV data being shared with unauthorized entities (LIHTC, RD)
EIV data not kept secure
Policies and procedures not updated to include EIV use and security
Tenant Selection Plan not updated to include Existing Tenant Search
EIV Income Reports not in resident file as 3rd party verification
Resident files without documentation of EIV discrepancy resolution
O/A not using the Existing Tenant Search (Mandatory prior to move-in)
O/A not reviewing New Hires Report (Mandatory Quarterly Report – Pull “All”)
Deceased Tenants Report has not been reviewed and/or errors corrected (Mandatory Quarterly Report – Pull “All”)
Multiple Subsidy Report has not been reviewed and/or errors corrected (Mandatory Quarterly Report)
No Income Report has not been reviewed (Per policies and procedures – Pull “All”)
O/A is not following HUD’s record retention requirements
Missing/Incomplete form HUD-9887
O/A is not providing residents with EIV & You Brochure at move-in and recertification
Individuals with access to the EIV system or data not having annual security training (must now complete the online Federal ISS Awareness training program annually)
O/A is sharing IDs or passwords
O/A is not following the written policies and procedures they have developed
