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HUD   >   Program Offices   >   Public and Indian Housing   >   PIH Online Systems   >   Inventory Management System (IMS)/ PIH Information Center (PIC)   >   Form 50058   >   Frequently Asked Questions - Form HUD-50058
Frequently Asked Questions (FAQs) - Form 50058

Contents

Below are answers to many of your frequently asked questions about Form 50058 and other related topics.

 -   Form HUD-50058
 -   Resident Characteristics Reports
 -   Family Reporting Software (FRS)
 -   Transmission/Error Reports
 -   Summarization
 -   PHAs

Form 50058

How do I round calculations on the Form HUD-50058?

Round at each step of the calculation. Round each monetary value up when the number is .50 or more and round down when the number is .49 or below. For further information, please see the Form HUD-50058 Instruction Booklet.

Do PHAs need to complete a Family Self Sufficiency (FSS) exit for an End of Participation?

Yes, PHAs must complete a FSS exit for an End of Participation. It must be done prior to or with the End of Participation submission. The Form 50058 module does not automatically create a FSS Exit when a PHA reports End of Participation for a family.

How do PHAs make sure they complete timely annual reexaminations for all families and avoid a penalty for unreported families without housing to the Form 50058 module?

The Office of Public and Indian Housing (PIH) recommends that PHAs complete the annual reexamination and notify the family and owner one month in advance of family contribution and subsidy changes. The PHA reports the annual reexamination to Form 50058 one month before the effective date of action. At the time of submission to Form 50058, a family who plans to move at annual reexamination should still occupy the first unit. The PHA still reports the annual reexaminations normally and on time for this family. The PHA should complete the annual reexamination as if the family remained in the unit.

The family may live temporarily without housing during the search period for a new unit. When the family locates a unit, the PHA must report another annual reexamination. If the family’s circumstances change, the PHA updates the family data. The PHA now reports the new unit and rent with the new effective date of action. This approach ensures that PHA reporting rates do not drop and permits the next required annual reexamination to coincide with the HAP contract anniversary date at the new unit.

Is the payment standard applicable to OFTO tenants?

Yes, the payment standard for OFTO reflects the Fair Market Rent (FMR) or HUD approved exception rent. HUD will approve exception rent within an FMR area.

How does a PHA receive FMR information?

HUD distributes FMR information to Field Offices via the Federal Register each October. Field Offices should forward this information to all PHAs.

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Resident Characteristics Reports

When I generate the Resident Characteristics reports, the distribution of income, average annual %, shows a significant percentage as "Income limit not available." Why is this?

The "Income Limit Unavailable" field reflects tenants whose geographical information could not be obtained due to an incorrect or incorrectly formatted address. Please verify the accuracy and format of the addresses for all tenants in the files you transmitted to HUD and resubmit any changes. When the Form 50058 module receives the addresses, it will send them to a geocoding service, the results of which take a few weeks.

Why do some of the percentages not add up to 100% on the summary reports?

Not all distribution amounts were designed to equal 100% on the summary reports. Many of the reports contain multiple data distributions that can apply to the same family. For example, PHAs can submit more than one source of income in the Income report for distribution by source of income.

How do I find out which families are in the Form 50058 module?

Use the Form 50058 Adhoc Report in the Adhoc module. For information on how to download AdHoc reports from the Form 50058 module, please refer to the Form 50058 Reports Guide. Alternatively, you may use the HA Transaction Report in Viewer Reports tab.

Why do percentages for all "Families Enrolled in Family Self-Sufficiency (FSS)" on the Key Management Indicator report not equal the percent of FSS certificates I filed?

The Key Management Indicator report calculates the percent of all families enrolled in FSS by the percent of all families in the PHA enrolled in FSS. The Key Management Indicator report does not calculate the percent of FSS certificates filed for families who participate in the FSS program.

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Family Report Software (FRS)

What is FRS?

 

Family Reporting Software is a single-user program distributed by HUD as freeware (no cost to download and use) for PHAs, which do not have their own reporting software, to use to format and prepare tenant data files for upload in IMS/PIC?s Form 50058 Submission submodule.

What version of FRS should PHAs use?

PHAs who use FRS must use FRS 4.0 and download the latest ?patch? file to keep FRS up to date. Versions of FRS before FRS 4.0 are no longer valid, because HUD Form 50058 has changed significantly. Patch files are updated with each IMS/PIC release that modifies Form 50058 in any way.

How can I download the latest version of FRS?

You can download the latest version of FRS 4.0 and the latest patch, which is cumulative, from the FRS 4.0 webpage.

What is Multi-HA FRS 4.0?

Multi-HA FRS 4.0 allows PHAs to capture, collect, maintain, and submit data via FRS 4.0 for more than one PHA. FRS 4.0 includes this functionality. Users can download the FRS Multiple HA User Guide for more assistance.

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Transmission/Error Reports

How do I upload my data?

 

You upload your data files in IMS/PIC in the Form 50058 Submission submodule. You must have a WASS User ID and be granted access to upload files by your local Security Coordinator.

Who do I contact if I have problems with my upload?

If you have problems with your uploads:

Is there a time of day when I cannot submit my Form HUD-50058 data?

No, you can submit Form HUD-50058 data any time via the Internet. However, if you submit a large amount of data, submit the data in the early morning or late evening to avoid heavy traffic on the Internet. The busiest time of the day is between Noon and 6 PM (EST).

What does the error message mean when the server is down?

Users cannot access the server due to technical problems. If you experience this error, please send a message to the IMS/PIC Help team.

How do I know if the Form 50058 module received my transmission?

If you upload your family data, you will receive an Error Report for that upload. Your upload and its corresponding error report are identified by an upload ticket number. Click on the ?Reports? tab in Form 50058 Submission and click the upload ticket number link for that upload. The error report is provided in multiple formats; choose the one that best fits your situation. There are two types of errors: ?Fatal? errors that stop processing of the form and ?Warning? errors that call attention to a piece of questionable data but that do not stop processing of the form.

When a PHA sends two submissions in the same 24 hour period, are they summarized separately or together in the Error reports?

The Form 50058 module displays an Error, and Error Analysis report for each upload ticket, regardless of the number of uploads in that day. Submit your data by 4 PM (EST) to ensure that the Form 50058 module processes the data on the same day. If the Form 50058 module rejects the upload, you will receive a reject error file notice for each rejection.

Does the Form 50058 module process submissions according to size?

No, the Form 50058 module does not process submissions by size. It processes data around the clock on a first in and first out basis. In addition, processor logic will not let a very large PHA monopolize the processing servers.

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Summarization

What is summarization?

The summarization process includes the collection of data and generation of percentages and averages for the Form 50058 module monthly Form 50058 reports. PHAs must transmit Form HUD-50058 by Midnight Thursday before the first Friday of the following month for inclusion in the summarization process. In addition, forms must have an effective date that falls within the report date range. On the first Friday evening of the following month, the Form 50058 module begins the summarization process. This process takes 30-40 hours after which you can access the Form 50058 module monthly reports for the previous month.

Example: If you transmit Form HUD-50058 data during the month of April and May 1st falls on Tuesday, the Form 50058 module must receive data by Midnight (EST) on Thursday, May 3 for inclusion in your April monthly reports. The summarization process begins the first Friday in May (May 4th in this example) and usually is completed by mid-day Sunday. Until this summarization process is completed, the PHA can only access March reports. After the summarization process is completed, you can access April reports.

How often are Ad Hoc tables updated?

The Form 50058 module Ad Hoc Reports pull live data from the tables each time they are run. A user can select which fields to be included in the report and then download the data to a spreadsheet.

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PHAS

Where can I find a listing of Public Housing Agencies?

You can find a listing of the official names for Public Housing Agencies on the Profiles page. HA Profiles listing also provides PHA addresses, telephone numbers, homepage URLs, PHA e-mail contacts, type of programs and the number of units the PHA administers.

How are materials distributed to PHAs?

HUD?s direct e-mailing system distributes materials such as notices, forms, and reports to Field Offices and PHAs. If a PHA does not receive an e-mail, they must update their e-mail addresses in IMS/PIC and regularly check the e-mail account. Failure to receive notification due to e-mail errors or inattention will not be considered as justification for late submissions or missed opportunities.