Hello and welcome to today's Tuesday tip. Today we're going to be taking a look at submission of tenant data through TRACS. There is some important TRACS guidance. You want to make sure you get yourself a copy of the TRACS MAT guide and the TRACS Industry User Guide. Both of those are going to give you helpful information when it comes to how TRACS works and resolving any issues that arise.

You can find both of those on the HUD.gov website in the multifamily TRACS section. Timing for these submissions is critical. You want to make sure that you are submitting tenant certifications when they're processed to ensure that there's no delay getting them through the track system. Late submission can delay payments and special claims, and submitting early gives you time to identify and fix issues before your voucher is due.

Vouchers are due to be submitted by the 10th a month ahead. So you submit by May 10th for your June voucher. And I would strongly encourage you to submit early in the month, the first or the second, rather than the 8th or the 9th, so that you can identify and address any issues before it results in a delay in payment.

You also want to be sure that you are checking the status of your track submissions both on your side and on HUDs. What that means is you should be going into your property management software wherever you submit your TRACS data and looking for receiving TRACS files. You'll get information from TRACS that is going to tell you the status of those submissions. And you also want to be checking the online system in HUD Secure Systems.

To make sure that HUD is showing receipt of those transactions. Identifying this in your software is going to vary based on what software you're using. So you go into wherever you would submit your TRACS files, look for receiving TRACS files, download those, and then you can check the files for information on the status of your transactions.

When we're talking about the HUD equation, you want to go into HUD Secure Systems, just like you would for EIV. Only instead of going to EIV, you're going to go to the Tenant Rental Assistance Certification System or TRACS. And when you get in there, there are several different queries that you can use to find out the status of your property. One of them is the voucher query. That's going to show you the status of your most recent year at least of transactions, show you

Everything that you've submitted for a voucher, whether it's been paid, when it's going to be paid. And on the tenant side, you can look at the certification query, which will show you the most recent certification for your tenant. Looking at the voucher query, here's why this is important. There are a couple of pieces of information here that are key to understanding when and whether you're going to be paid.

You're going to see some information blacked out here. That's to protect the individual property that the screenshot is from. You're going to have your voucher ID. It'll tell you the date, when TRAC's processed it, and this status code is critical. Anything that is a P10 or a P00 means that your voucher will be paid. Anything else means that there's an issue. And in the voucher ID, that voucher ID is a link.

You can click that and view whatever the status is, what the issue is, so that you know how to resolve it. So you want to look at the voucher ID, the date, and that status code. Anything that says P00 or P10, you're good to go. It's going to be paid. The other thing to look at here is your active tenant count. And you're going to see that on the tenant query as well. But your active tenant count is telling you of

All of the certifications that HUD expects to see in the system, how many of them are in there? Anything under a 90% means you will not be paid until that percentage comes up to 90. Sometimes that'll be over 100. That just means you've sent in some early, that's fine. But anything under 90 is going to be a concern. And with this property, you can see they've submitted everything, they're at 100%, and they're going to be paid just fine.


In the certification query, there are also a couple of things you want to look at. Again, some information is hidden. It's going to tell you that active tenant count again, in this case it was 100%, and it will give you the tenant name, the identifying information, and then it will tell you what certification it is showing. It'll also tell you if there are problems and it'll give you an action card.


One of the other things you want to make sure that you're doing is in addition to HUD's information, you wanna be making sure that you are following your corporate policy. So you wanna make sure that you're doing what your management company expects with regarding the timing of sending data, reviewing TRACS messages, reviewing other things in secure systems, and addressing issues when they arise.

So that's going to do it for our tenant data review. We would love to hear what you would like to see on the next Tuesday tips. You can email Mary or me at the email addresses on your screen. You can also go to the Navigate website and contact us there to let us know what you would like to see. Thanks for joining us, and we'll see you on the next one.