[Music] hello and welcome to another Tuesday tips I’m Pam keslow and
today we’re going to be talking in our continuing series on mastering
the about your management response so you’ve had your you’ve gotten
through that it’s been 30 days and now you have your report what do you
do with that and how do you respond first thing to know is that you have
30 days to respond to any of the findings in your you’re going to detail
any of the actions you’ve taken to respond to the findings and you’re
going to want to document that with pictures or copies of certifications
or whatever it is that you need to do to show how you’ve addressed the
finding when you are doing your written response there are some things
to keep in mind that will make that response easier to review and we’ll
show clearly how you’ve addressed any findings one important thing to
note is that there is no set format that HUD requires for your response
so anything you see on the slides today anything we talk about is going
to be a suggestion there are some key principles to keep in mind when
you’re doing a response you are going to want to reference the property
the contract number and the date of your remember that your relationship
manager the reviewer that comes out to do your is probably handling
several Ms for that month so you want to make sure it’s clear to them
which M that you’re responding to you want to be doing something to
clearly identify the finding most of them are going to be either unit
numbers or policies you want to make sure that they know how to tell the
difference between the unit three finding and the unit s finding you’re
going to make sure that your documents are referenced to the finding so
if you have say 10 documents attached to that response you want to
somehow indicate which document goes with which finder and it’s always
best to send a complete response not a little at a time so when you’re
identifying your finding you want to make sure you provide unit number
certific if and the issue and you want to reference what corrective
action was necessary so it makes it easy for your reviewer to go okay
here’s the certification I needed for this finding for this unit it’s
always a good idea to make sure that the attachment order the order of
the documents you’re including is in the same order as the documents are
in the same order as your finding summary so if the finding summary is
unit 3 unit five unit six you want to make sure that those attachments
are unit three unit five unit six so that it’s easy to reference the
documents to the particular finding and as I noted you want to send
those responses when they’re complete rather than sending them a little
at a time should you have trouble getting a corrective action completed
because for instance the residents’s been away and they’re not expected
to come back in time for you to get the response by the deadline you can
go ahead and reach out to your relationship manager they may be able to
Grant you an extension for that response here’s what the findings are
going to look like so when you get your report the findings are going to
be noted with the HUD 9834 item number so that’s the the question number
in that form the unit or location the condition what the issue is the
cause for instance income wasn’t calculated correctly because they
didn’t include income from assets the effect did it change the tenant
rent is HUD paying more or less than they should have and what
correction action is needed so here is just an example of what it would
look like you have the finding in this case it was a a finding in the
tenant file review that’s TFR d10 refers to the question and the unit
and Certification Number condition was income from assets was not
calculated correctly you have criteria that’s going to reference the
part of the HUD guidance that this finding comes from in this case it’s
paragraph 5-7 F the cause so the reason you got the condition was that
management didn’t add income from an investment account the effect was
tenant underpaid rent and the corrective action is going to be a
certification correction so that’s what these are going to look like so
when I do my response I want to make sure that I reference all of that
clearly enough so that the reviewer can go okay that was this finding
here’s the response here’s the document I needed there’s a variety of
ways that we’ve seen people do this some will restate the whole thing
and then just add management response others will just identify the unit
the certification the finding and then detail the actions some will also
just take a copy of that findings page make notations on that and then
attach documents there again is No required format you just want to make
sure that your response is clear enough so that the reviewer can ensure
that they give you credit for all the things you responded to and that
they can close the M for you as quickly as possible one of the issues
that we see in responses is that the actions taken or the documents
submitted don’t clearly match the exact corrective action needed so if
we say there needs to be a corrected AR what you need to do is correct
that AR submit it through tracks and then attach that signed corrected
AR so just make sure that the documents you’re attaching the actions
that you go through match the corrective action that we’ve asked you for
if you have questions be sure to reach out now occasionally you get some
unusual situations let’s say we have a resident in Unit 101 there was an
IR in the file that moved employment but there was no supporting
documentation there so there was a finding issued for including that
income and fixing it because there was no documentation that the income
had stopped when management looked at it they actually found that indeed
the employment income did stop and the initial interim that they did was
correct in that case you’re going to want to make sure that you are
giving a narrative of all of your efforts all of the documentation you
obtained and why it wasn’t necessary to do exactly what was asked for so
I’ve got some sample responses for you in this case we had income from
assets not calculated correctly the corrective action was to process a
retroactive correction to the AR and the management response here is
correction has been completed and sent through tracks see documentation
attached so in this case they opted for restating the finding condition
and corrective action here’s another sample they just listed the finding
and advised of what documentation was attached so we have unit A3 annual
research from February 1st 24 asset income AR correction attached now
this is not as clear but it still gives a list of what finding it was
what we did to correct it and what documentation is included again with
your attachments you want to link that document to a finding so the best
way to do that is probably to label your attachments in some way you put
it up in the corner something that says this is exactly what this is
attached to preferably in the same order as the findings are listed it
makes it a lot easier to locate that and Link it to the corresponding
finding and if it’s a long document for instance we told you you needed
to revise your tenant selection plan please highlight the relevant
portion of the document that you had to correct just makes a lot faster
for your reviewer to take a look at it and close your management review
out for you some tips for sending documents reduce size PDFs if you know
how to do that are always helpful if you don’t know how to do that I am
sure that there is somebody in your company or your it person that does
know how to do that make sure you are listing your property name or your
contract number in the subject line if you have to send multiple emails
because the attachments are large find some way of indicating that or
letting us know that we should be looking for multiple emails for
example response one of three two of three it’s a good idea to get
delivery receipts please don’t do read receipts because not every system
allows read receipts you can also turn those off so the red receipt you
may not have a great response with delivery receipts will tell you that
your email went out and got to the person it was supposed to get to with
very large attachments if you’re sending particular a lot of them either
use multiple emails or contact your reviewer your relationship manager
for the best way to send those to them once your reviewer has taken a
look at your response they will either respond to you with any items
still needing attention with a deadline for that or a notification that
they’ve closed out your and you’re all set to the next time you’re going
to receive that within 30 days of sending the response to to navigate
and please note that if you do not respond to navigates request after an
your non-response has to be noted with Hut so you want to make sure that
you are responding to any findings that you have remember please feel
free to ask questions reach out to us if you need us we’re here to help
you we want you to be successful so if you don’t understand what is
required of you please feel free to reach out to us so that’s going to
end for today in terms of covering your response what would you like to
see on our next Tuesday tips I’d love to hear your suggestions anything
that you’re struggling with or have questions on or anything that you
feel like it might be helpful to review again you can always reach out
to us if you have questions concerns or suggestions you can reach out to
me or to Vicky our contact information is on the slide and have a great
day and we will see you on the next Tuesday tips