Hello everyone and thanks for joining me for today's Tuesday tip. Today we're going to be taking a look at MOR reminders, some common findings that you can address now so that you can make sure that you're ready for your next MOR.

MOR findings are some of these that we have talked about before. Things like missing signatures and dates, expired documents, and calculation errors. Also, remember blanks on forms can be a concern. There are still EIV issues that can be common findings. And there are utility reimbursement reminders that we want to take a look at today. Signatures, generally speaking, you want to make sure that there is a signature on

Any form that requires one and also dates anywhere that the form asks for a date. This applies to both management and tenants. You can have these on notices and letters, leases and acknowledgements, and any other official document. With applications, make sure that you are stamping the date and time received, or if you have to note anything by hand, that the initials of the person who is doing the notation also are on that form.

Self-declarations should always be signed and dated. And remember that all adults, household, or family members, depending on what the form asks for, should be signing forms. Also be careful that people who should not be signing a lease, like Livin' AIDS, are not signing those documents. Expired documents. Verifications can be no more than 120 days old at the time of receipt.

And you have to use them within 120 days of receipt. We're talking about things like Social Security award letters, letters from third parties, and statements other than when you're gathering six bank statements, because some of those are always going to be older. Also, remember you've got those two deadlines. Has to be used within 120 days of you getting it, and at the time that you get it.


It can be no older than 120 days. Calculations and rounding. This can be confusing for people who would work with other regulatory bodies, especially tax credits. HUD rounds up at a five, down at a four nine. So one dollar and fifty-five cents is going to be rounded to two. But that happens at the point that you would be writing the number.

On your 5.9 form. While you are doing calculations, you're going to be using the pennies. And you can see the example on the screen here where we have a Social Security award letter that says the monthly award is $1,012.70. I'm going to use that number to multiply by 12 to get my final number. Great idea to check your math is to use a handwritten calculation sheet, and you can check that.

Against the information that's entered into your software to make sure there are no data entry errors or calculation errors. Blanks on forms, one of the most common areas that we see this is in the 9887 packet. Information on the use of consents and then the consent to release. Make sure that you are filling in blanks on forms with either the information or not applicable NA.

This also applies very often to inspection forms. Very frequently, people will leave an inspection form blank other than the key components that they see. If something does not apply at a particular apartment, make sure you're noting that section as NA.

Some common EIV findings to take a look at, missing reports. If there are no results, you run a report, say the multiple subsidy report, nothing shows, still print that report showing that you had no results. If you have changed management companies or changed personnel and there are some missing reports, put a note into your EIV master binder that says,


From this time to this time, we realize there's a missing report or a couple of missing reports. Here's when we found it, here's what we did to correct it. Missing user or coordinator documents. Remember, you have to have that owner authorization letter in the master binder before anyone can access EIV. And you need to be making sure that you have all of the current user and coordinator documents plus the original.

In the master file or master binder. With discrepancy resolutions, what you did to resolve a discrepancy needs to be kept in the tenant file. So the way this is usually done is you print two copies of the report, one goes into the master file, and one goes into the tenant file with documentation of the efforts that you made to resolve.

Make sure that you are documenting that the tenants have been given an opportunity to review their EIV reports. Different owners and agents have different ways of doing this. Some will have the tenant sign the EIV report, some will list it in an acknowledgement. However, you are doing that is okay. Just make sure that you're documenting that the tenants have been given an opportunity to review it and document any dispute that the tenant lodged or any efforts to resolve that.

Also be careful that you are not providing a copy of that report or letting anyone else see the report, including spouses, without the written consent of your tenant. That includes other staff at your property, like resident service coordinators who aren't covered under their own numbers and don't have a reason to be an EIV. If your RSC wants a copy of the EIV information, you are going to have to have.

A signed release by the tenant before you provide that. It may be better to just provide your tenant with a copy of the information and then they can distribute it however they'd like. If you provide a copy to your tenant, just document the file that the tenant requested a copy and was provided with.


HOTMA findings, and remember that these are subject to change as we get to the implementation date for HOTMA Big findings here can be failure to update your tenant selection plan or your EIV policy, not having the documents available for public review, and owners and agents do have different methods for doing that, but you do have to make sure that the public can view the policies.

And errors and omissions in required topics. So make sure you're reviewing the HUD Hopma notices for the things that need to be included in the tenant selection plan and the EIV policies and procedures. When in doubt, please reach out to us. We do not look at MORs as a gotcha. We are your partners and we want to help you do the best that you can on an MOR. So if you have questions, please don't hesitate to call or email and let us help you with those.

Much better to ask ahead of time and get something addressed than end up in a situation where you weren't sure and we have to end up issuing a finding.

That is going to do it for today. We would love to hear from you regarding what you would like to see on the next Tuesday tip. You can email Mary or me on the address on your screen, or you can use the navigate contact us form to give us your suggestions. We'll see you on the next Tuesday tip.