FAQs

Yes, with the TRACS 202D changes you may now apply a rent change effective up to the voucher date on that month’s voucher. For example: a 8/1/2024 rent change could be applied to the August 2024 voucher that is completed in July. You will find more information on this TRACS 202D MAT User’s Guide, Appendix H. Remember, rents must be fully executed before claiming them on a voucher. A fully executed rent schedule means it has passed all the checks needed – all signatures are in place including the property and Navigate officials, HUD has approved and funded the change by allocating the increased funds to the account. It is only then that the rents are eligible to be claimed on the voucher. If you are unsure, please contact your assigned Voucher Specialist.

Most of all Terminations are effective on the last day of the month; however, there are times when the date could be another day but those cases are few. In this example the Termination date would be the last day of the month prior to when the Annual was due. for example: A 5/1 Annual is due so the Termination would be effective 4/30.

An Initial is the certification type you should use. Initial certifications are done to place tenants already living on the property on the subsidized program. An Interim is done when a tenant already receiving subsidy has a change in family composition or an increase/decrease of $200 or more a month in income. Section 2 of Chapter 7 in HUD Guidebook 4350.3 Rev-1 Chg. 3 explains in detail the guidelines for processing an Interim.

No, the Move Out date would be the actual date the tenant vacates the unit. Chapter 9, E-1, of HUD Handbook 4350.3 talks about partial month occupancies and will provide you with more information should you need it.

Yes, you must create the Repayment Agreement in your software and assign it a unique Agreement Id. Submit the reversal through the Repayment Agreements section of your monthly HAP voucher. This entry should be a positive amount, $3,250 in this case. As the tenant makes monthly payments to you, you would return those as monthly HAP voucher in the Repayment Agreement section under the same Agreement Id assigned when the agreement was created in your software. Please reference MAT User’s Guide Chapter 4 and Chapter 6 for additional information.

An updated SF 1199-A Direct Deposit form is required to make the change. You will find the form and instructions for completing it under the Vouchers section of our Customer Portal.

Immediately report the sale by going to this link in our Customer Portal. We will need updated contact information and the following documents to facilitate the changeover:

• Management Certification
• 1199-A Direct Deposit form
• HAP Assignment and Assumption Amendment Agreement.

Immediately report the change by going to this link in our Customer Portal. We will need updated contact information as well as the HUD or RD approved Management Certification and potentially an updated direct deposit form.

Both regular vacancy and unpaid rent/tenant damage claims should be submitted to Navigate within 180 days of the unit ready date. The unit ready date is the day after all work in the unit (turning the unit) has been completed.

The date the unit is ready for occupancy.

Either, when the unit has been re-rented or 60 days.

The unit ready date is the day after all work in the unit has been completed.

View the Special Claims FAQs

There are two checklists, one for vacancy claims and one for damages/unpaid rents.

The vacancy special claims checklist can be found in Appendix 3 of the special claims processing guide:

• Special Claims Processing Guide Vacancy

The unpaid rent/damages special claims checklist can be found in Appendix 5 of the special claims processing guide:

• Special Claims Processing Guide Unpaid Rent

The claim must be submitted within 180 days from the date is ready for occupancy.

If you receive a letter saying your claim packet is incomplete, simply send the requested data to Navigate within 30 calendar days of the date of the incomplete package letter. The incomplete package letter will provide you with details regarding the information that is needed. Note: if the requested data is not received within 30 calendar days, then the claim will be denied and is ineligible for appeal in accordance with HUD regulations.

You have 30 days from the date you were notified of our decision to appeal. You may submit missing document and/or further documentation so the decision may be reviewed. If adequate support is provided, we may change our initial determination.

Remember you are only allowed one submission, one resubmission and one appeal so please read our cover letter stating exactly what is needed to process the claim.

Ideally, you should request payment on your next voucher but you must request payment within 90 days of the approval letter. You will need to enter the claim amount on your voucher and include the 14 digit Special Claim ID number that was listed on your approval letter.