How To Maintain a 100% PIC Submission Rate Presented by Tenmast Software Mike Denny PIC Support Coordinator How PIC works 3 different types of PIC errors Errors Field Data Errors Record Match Errors Tools to correct each PIC Reports Managing Vacancies on PIC Recommended monthly PIC practices Answering your questions SSN PIC is a “Bump” transaction system Files: Four Primary PIC Current Database: only the last record in Historical Database: all other records PH Unit Database: includes PH occupancy data Monthly Set-aside File: source of report data 1 Ticket Number Error Report 50058 Records PIC WORLD 1 2 Validation 4 Current DB 1 – Submit new record to PIC 5 Historical DB 3 2 – Validated record stored in Current DB 3 – If PH, entry made in Unit file 4 – New record “bumps” Current to History Set-aside Unit File 4 Trash 5 – Monthly set-aside from Current DB Concept PIC Current Database PIC Historical Database Concept Public Housing PIC Current Database PHA 1 1 PIC Historical Database Bob Jones PHA 1 New Admission Concept 2 Public Housing PIC Current Database PHA 1 2 Bob Jones PHA 1 Annual Re-exam PIC Historical Database New Admission “Bumped” to Historical DB Bob Jones PHA 1 New Admission Concept Public Housing PIC Current Database PHA 1 2 3 PIC Historical Database Bob Jones PHA 1 Annual Re-exam Bob Jones PHA 1 New Admission ? PHA 2 4 Bob Jones PHA 2 New Admission Concept Public Housing PIC Current Database PHA 1 Bob Jones PHA 1 Annual Re-exam PIC Historical Database PHA 1 Record “Bumped” to Historical DB (“Auto EOP”) Bob Jones PHA 1 Annual Re-exam PHA 2 4 Bob Jones PHA 2 New Admission Bob Jones PHA 1 New Admission Concept 3 New Name For PIC 50058 data upload PHAS IMS - PIC PH Budget SEMAP EIV 1 - New Admission 2 - Annual Reexamination 3 - Interim Reexamination 6 - End Participation 7 - Other Change of Unit 8 - FSS/WtW Addendum 3 3 3 12 - Flat Rent Annual Update 14 - Historical Adjustment 15 - Void separate PIC error types Tenant ID errors Field Data errors Record Match errors different sets of rules (1 per error type) different sets of solutions to correct errors 4 NDNH PIC National Directory Of New Hires EIV 9.0 Form 50058 Data SSA SS & SSI benefits SSN Verification When 50058 sent to PIC, new SSN’s are sent to EIV EIV validates SSN’s with the SSA If SSN is valid: PIC continues to accept 50058 records EIV starts to produce income reports If SSN is invalid: PIC flags tenant as invalid and won’t accept new 50058 records EIV flags tenant as invalid and won’t produce income reports PIC Reporting rate must be 97% or higher No Overdue Annual Reexaminations The PHA has used EIV within the last 30 days No deficiencies on EIV’s Identity Verification report No Deceased tenants on EIV’s Deceased Tenants Report 5 2) Select Program Type – Public Housing or Section 8 3) Click ‘Get Report’ button 1) Click Identity Verification Report link Click ‘Failed EIV Pre-Screening’ tab Ignore These Fix These Click ‘Failed SSA Identity Test’ tab 6 2) Select Program Type – Public Housing or Section 8 3) Click ‘Get Report’ button 1) Click Deceased Tenants Report link 1) Move out Deceased Tenant ALL members must have valid ID: Valid Social Security Number Or valid AID number PIC verifies all members’ IDs any member ID flagged as ‘invalid,’ you must correct ID data before next 50058 is submitted Tenant ID Management System includes: If Tools to correct invalid IDs Reports on Tenant ID activity in PIC 7 SSN for any member must match SSA database: SSN Last name Birth date First record accepted with “good looking” SSN PIC compares SSN data to SSA database If SSN, name or birth date don’t match, the second record you submit will be rejected Then 50058 Records SSA Validation PIC WORLD Next 1 Record Rejected 2b 2a Validation 2c Current DB 1 – Submit new record to PIC 2a – Validated record stored in Current DB 2b – Member SSN’s validated against SSA database 2c – If any SSN’s don’t match, record flagged for bad Tenant ID Concept HUD-SSA Computer Matching Schedule Month Matched January, April, July, October (Previously matched in March, June, September, December) February, May, August, November PHA State AK, DC, DE, GQ, HI, IA, IN, KS, LA, ME, NC, NE, NH, NJ, NV, OH, RI, SD, TN, TQ, TX, UT, VQ, VT, WV, WY AL, FL, GA, ID, IL, KY, MD, MI, MO, ND, NY, VA (Previously matched in January, April, July, October) March, June, September, December (Previously matched in February, May, August, November) AR, AZ, CA, CO, CT, MA, MN, MS, MT, NM, OK, OR, PA, RQ, SC, WA, WI 8 PIC Error # Error Type Occurs on? 4166 Obviously bad SSN 1st record 5323 SSN not valid range 2nd record 5324 Invalid SSN (no match) 2nd record 5325 SSN matches deceased 2nd record 5326 Invalid name 2nd record 5327 Invalid DOB 2nd record 5332 SSN in another household 2nd record To correct HoH Everything else, If SSN, must use Replace ID submit ‘Correction’ record: SSN for non-HoH Last name for any member DOB for any member no valid SSN, generate Alternate ID # For Head of Household Or for any member 9 In PIC, all 50058 records for the same household are linked by HoH SSN If you change the HoH SSN on a submission record, you must change it in PIC first Click on Tenant ID Management link. 1. Click Replace ID link on TIDM main page. 10 Note: SSN corrections are not immediate. Wait a day! 4. Enter bad SSN and new SSN. 2. Select ‘SSN to SSN’ 5. Select Reason. 6. Click Save to submit the change. 3. Click Select 1. Click Generate ID link. 2. Complete all fields. 3. Then click Generate AID button. Print this page and AID screen 11 Make tenant ID change Create 50058 in your software Non-HoH SSN Any member name Any member birth date record Set Action Type as Interim or Annual Mark record as ‘correction’ (field 2c and 2d) Submit correction record to PIC Cannot Resend a New Admission, Port In or Other Change of unit. Use an Interim instead Resubmission Not marked as a Non-Income Correction Using a Date that is older than the last record on PIC. Resend the most recent record as a Correction. 1) 2) 3) 4) Require SS cards for all family members Confirm SS data in file matches software If that fails, ask family to obtain Social Security verification letter from SSA If that fails, generate AID for rejected member If you use AID, no EIV report 12 Lists all Alternate IDs you’ve generated. Duplicate tenants should be resolved by calling the other PHA. 13 1. Click on Duplicates link. 2. Enter Tenant ID and Last Name. 3. Click the Search button. 123456789 garcia Note: Both PHAs must remove the duplicate record. 4. Select duplicate record to be removed. 123456789 5. Click Remove button. Asterisks indicate that SSNs are same You must correct the ‘invalid’ one. 123456789 14 All invalid SSN’s must be corrected before submitting the next 50058. Lists all changes you submitted using the ‘Replace ID’ function. First or Last Name Spelling does not match spelling in your Software Sex or Birthday does not match your software 15 AID Edit Software AID info is wrong in your Software is wrong on PIC Use Replace ID – Other Info 16 1. Click Replace ID link on TIDM main page. 2. Select Other Data 4. Enter Alt ID 5. Click Search 3. Click Select 6. Change Data 7. Give Reason 8. Click Save 17 EIV PIC – Identity Verification Report Updated every Saturday – Invalid Tenant ID Report Live Report, updated when file processes Pull the File and check the SSN 18 Type of Error HoH SSN HoH Last Name HoH DOB Member SSN Member last name Member DOB Replace ID ‘Correction’ record 50058 form has over 400 fields of data The data submitted in each field must be in a specific format HUD published rules for each data field PIC includes over 640 field data error-checks (fatal errors) One fatal error rejects record Field 2i (Next Reexam) Next Reexam date cannot be more than 13 months from 2b (Effective Date) Field 3q (Community Service) must be (4) exempt if member is younger than 18 Field 8r (Dependant Allowance) must be a whole number between 0 and 480 Field 9c (TTP/annual income) must be the value in field 9a (total monthly income) multiplied by .10 19 Field Data error rules published by HUD software systems should incorporate rules All software systems can “trap” those errors If you use the error-checking system in your software, you won’t submit records with Field Data errors to PIC All PIC looks for a match between submission record and current PIC data Over 50 record match error-checks built into PIC with over 700 possible error transactions Your software does NOT catch any of these errors Effective Date must be later than current PIC record PH New Admission must have a vacant unit New unit in a PH transfer must be vacant Recertification must have a New Admission in PIC 20 Your 50058 Records PIC 50058 Records Barbara Johnson Barbara Johnson Sal Ramirez Sal Ramirez Henry Wilson Henry Wilson Miriam Belucci Wendy Cavanaugh Miriam Belucci Wendy Cavanaugh Joan Venesse Joan Venesse Golim Wolusia Golim Wolusia Make PIC match your tenant records! Your 50058 Records Concept PIC 50058 Records Barbara Johnson ?????? Sal Ramirez ?????? Henry Wilson ?????? Miriam Belucci ?????? Wendy Cavanaugh ?????? Joan Venesse ?????? ?????? Golim Wolusia What’s in PIC? Concept IN PIC to identify the current PIC record match between the submission record and the PIC record If the records don’t “match,” you have two choices: LOOK Then create a Either change the submission record to match PIC Or Change PIC to match the submission record 21 Is head of household in PIC system? If “yes,” what 50058 record is in PIC? A. B. i. Is it from your PHA or another PHA? ii. Is it Public Housing or Section 8? iii. What Action Type and Effective Date? If “no”, do you need to move them in? HA Query Report (PH and S8) Is HoH in PIC? Is record from your PHA or another PHA? Is it Public Housing or Section 8? What Action Type and Effective Date? Public Housing Unit File Search (PH only) Is new unit occupied? 1. Click HA Query submodule link 22 555555555 4. Enter HoH SSN 5. Click Retrieve Button The HoH you searched is not in PIC system Housing Program Type PHA that submitted the record in PIC Last record submitted to PIC 23 BRADLEY BRANDY 24 1. Click Development sub-module link 2. Select development from dropdown box. Then click the Unit tab. Move out tenants that are gone 25 Moving families in to PIC Moving families out of PIC New Admission (Action 1) Historical Adjustment (Action 14) End of Participation (Action 6) Online EOP Fixing Late Reexams ‘Correction’ record (field 2c-e marked as correction) Just resend the record (works for Annuals and Interims) You submit a New Admission to move a family into unit L400 1. Click Viewer submodule link 26 2. Enter SSN for family HoH 555555555 3. Click Search button 4. Click Online EOP link 5. Confirm HoH and unit info 6. Enter Effective Date of move out 7. Click Save to complete EOP Note: Click Close to cancel. 27 What error type? Field Data ______________ Your Software PIC System 7. Errorchecks Record 3. Errorcheck Form 4. Print Copy For File 2. Create 50058 Form 8. Accepts/ Rejects Record 6. Submit 50058 To PIC 5. Generate Electronic 50058 1. Complete Certification 10. Download Error Report 9. Generates Error Report What error types? All Error Types ___________________ Run Vacancy/Occupancy Reports Manage Unit Status & Designation Verify Unit Designation is correct Verify Unit Status is Correct Vacancy Monthly Verify that all Vacancies are correct on PIC Report Displays all units that are Vacant on PIC Lists number of days Vacant Occupancy Report Display all Occupied units on PIC Lists family size and rent 28 1. Select Reports 2. Select Vac/Occ Report 3. Select Developments 5. Select Generate Report 4. Select Vacancy 29 2. Select Vac/Occ Report 3. Select Developments 5. Select Generate Report 4. Select Occupancy Unit Designation Elderly, Disabled or Mixed Manage Unit Status No HUD Approval HUD Approval Required 30 1. Select Unit Tab 2. Select Vacant Unit 3. Modify Designation or Status 31 1. Select New Designation 2. Select Change in use 3. Propose Change No HUD Approval Required HUD Approval Required 1. Select Subcategory 2. Select New Status Effective Date 3. Select Change in use 4. Save 32 1. Select Subcategory 2. Select New Status Effective Date 3. Select Change in use 4. Propose Change 1. Select Subcategory 2. Select New Status Effective Date 3. Select Change in use 4. Propose Change 1. Select Reason 3. Select Change in use 4. Propose Change 33 1. Submission Tab 2. Submit Data PIC must start with move-in record New Admission Or Historical Adjustment Public Housing New Admission must have vacant unit PIC records must be in date order When lease is terminated, do one of the following: Submit End of Participation (or Online EOP) Monthly assessment for LIPH programs At least 97% every month Loss of operating subsidy as sanction PIH Notice 2008-11 PIH Notice 2007-29 34 1. Click Reports sub-module link 2. Delinquency Report tab 3. Select Field Office 4. Click Reports button Click ‘View Entire Report’ button 35 50058 Received 50058 Required = Reporting Rate Tenants on PIC Tenants with Current Effective Dates Reporting Rate 964/972 = 99.18 Count the number of tenants on PIC that fall within the Date Range at the top of the Page. Included Date Range 36 Use MTCS Transaction Report or Ad HOC MTCS Transaction Ad Report Hoc Report 1. Click Viewer submodule link 37 2. Select Trans Report link under Reports tab 3. Select Section 8 Program Type 4. Enter broad date range 5. Click Generate Report button 38 1. Click Form 50058 Adhoc Report Mike Denny (MD1669) 2. Select Program Type 3. Click Continue 4. Select Active Transaction Types 6. Click Go to Field Selection 5. Select a Wide Date Range 39 Mike Denny (MD1669) 7. Select desired data fields 8. Click Generate Report Download in Excel 40 Tenant List From Your System Tenant List From PIC 1. Click Reports sub-module link 1. Select Re-exam tab 2. Select Program Type 3. Click Public Housing Agency link 41 4. Select Within State option 5. Select State from dropdown 6. Click HA List button 7. Select HA from dropdown 8. Click Reports button 42 Update any household with last re-exam more than 12 months old Run PIC reports and correct problems Late Re-exam Report Tenant ID Management Reports Compare PIC to Your Tenant List (at least quarterly) Make sure all Annuals are Done Submit to PIC at Least Monthly How PIC works 3 different types of PIC errors Errors Field Data Errors Record Match Errors Tools to correct each PIC Reports Managing Vacancies on PIC Recommended monthly PIC practices Answering your questions SSN 43 Please complete an evaluation. 44
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