2010 What's New Archive
Multifamily Hub - Alaska, Idaho, Oregon & Washington
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||Eligible Projects include Section 202 direct loan projects with or without Section 8 rental assistance; Section 202 capital advance projects receiving rental assistance under their Project Rental Assistance Contract (PRAC); Section 515 rural housing projects receiving Section 8 rental assistance; projects subsidized with Section 221(d)(3) below-market interest mortgage, projects assisted under Section 236 of the National Housing Act; and other projects receiving Section 8 project-based rental assistance. Required Electronic Application Submission via Grants.go Deadline for applications accepted, funding rewarded: First-come, first-served until funding runs out, or no later than November 29, 2011.|
||Violence Against Women Act (VAWA) for the Multifamily Project-Based Section 8 Housing Assistance Payments Program extended to November 30, 2011, with Housing Notice H 2010-23|
||2011 Operating Cost Adjustment Factors (OCAFs) The 2011 Operating Cost Adjustment Factors (OCAF), effective February 11, 2011, were published in the Federal Register November 8, 2010. OCAF are used for adjusting or establishing Section 8 rents under the Multifamily Assisted Housing Reform and Affordability Act of 1997 (MAHRA), as amended, for projects assisted with Section 8 Housing Assistance Payments.|
||HUD Administration of the Housing Trust Fund (HTF) comment period open HTF will provide grants to State governments to increase and preserve the supply of rental housing and increase homeownership for extremely low- and very low-income families Comment period on the proposed rule for the administration of the HTF closes December 28, 2010. Comments via mail: Regulations Division, Office of General Counsel, Department of Housing and Urban Development, 451 7th Street, SW., Room 10276, Washington, DC 20410-0001. Electronic Comments|
||Violence Against Women Act (VAWA) Final Rule effective November 26, 2010 VAWA provides statutory protections for victims of domestic violence, dating violence, sexual assault, and stalking. Such protections apply to families receiving rental assistance under HUD's public housing and tenant-based and project-based Section 8 programs. The Final Rule amends 24 CFR 891 to include Project Rental Assistance Contracts (PRACs)|
||Published Statutory Mortgage Limits|
||New Notices of Funding Availability (NOFA). Check out Funding Availability for latest news. Apply at Grants.gov|
- TRACS Rules of Behavior (ROB) and Security Training The deadline for accepting the TRACS ROB and completing Security Training has been extended to October 1, 2010. TRACS users must accept the TRACS ROB through the Integrated Multi-family Access Exchange System (iMAX) or TRACS Menu Link via HUD's Secure Systems (WASS). Any TRACS user that submits tenant and voucher data to HUD via vendor software and/or iMAX web services will not be able to transmit data after October 1, 2010 if they have not previously accepted the ROB and completed the required Security Training. Users that encounter problems printing the ROB during the TRACS acceptance process may obtain a copy of the ROB from the TRACS document page
- iMAX Industry Specifications reflect the change in release from September 3, 2010 to October 1, 2010
- WASS "I" id Issue. Recently, changes were put into effect that tightened security at HUD, especially surrounding Secure Systems and TRACS Query. If your WASS id begins with the letter "I", you can no longer access TRACS Queries, and should follow these steps to disable your current "I" id and obtain a new "M" WASS id:
- Have your System Coordinator remove all "roles" from your "I" id and it will automatically go "Inactive"
- New "M" id
- The process should take approximately 24 hours, but if questions
Additionally, if you have recently received a new WASS id and were surprised it began with the letter "I", but were expecting a "M", please follow the same procedures above to ensure uninterrupted system access.
||Increasing Bed Bug Infestations. Consumer Alert from the Environmental Protection Agency (EPA) to reduce the misuse of pesticides to control bed bugs US Centers for Disease Control and Prevention (CDC) and the US Environmental Protection Agency Bed Bug Control Joint Statement|
||Housing Notice 10-14 provides guidance for prepayment and refinancing to owners of those Section 202 Direct Loan projects developed from 1959 to 1974. These are the oldest projects in the Section 202 portfolio, identified by their "SH" project numbers, many needing rehabilitation and renovation. Attachment 1 - Authorities. Attachment 2 - Calculation of Project Benefits|
||Updated HUD Project Manager Assignments|
||Changes to HUD Handbook 4350.1 Effective August 1, 2010 HUD Handbook 4350.1, REV-1, Chapter 6, CHG-2, Conducting Management Reviews posted to HUDClips July 7, 2010 The effective date for field use of this chapter is August 1, 2010.|
- TRACS Notice for Subsidized Housing owners
"Due to an iMAX deployment issue, please QA/confirm the update in TRACS for anyvoucher/tenant data submitted between 5pm Wednesday (July 7, 2010) - noon Friday(July 9, 2010). Please contact the help desk at firstname.lastname@example.org with any questions or if assistance is needed. We apologize for any inconvenience!"
- FY 2009 Section 202 and Section 811 National Awards
Senior citizens and persons with disabilities in the Northwest will soon be able to find additional affordable housing, thanks to $27,701,300 in housing assistance competitively awarded to non-profit groups. The funds are provided under HUD's Section 202, Supportive Housing for the Elderly, and Section 811, Supportive Housing for Persons with Disabilities, programs to provide interest-free capital advances to produce accessible housing, offer rental assistance, and provide supportive services for the elderly and persons with disabilities.
- EIV Notice H10-10 Posted TO HUDCLIPS Housing Notice H10-10, Enterprise Income Verification (EIV) System, has been signed and posted to HUDCLIPS. This Notice revises Housing's previous EIV Notice H09-20. Questions regarding the content of this Notice can be sent to MF_EIV_Comments@hud.gov.
- Pay.gov will be mandatory for all Flex Subsidy, Section 202 mortgage payments and Section 236 Excess Income payments submitted after July 31, 2010. Contrary to the message below dated June 21, 2010, the software is NOT yet ready to receive Flex Subsidy and Section 202 mortgage payments. HUD will notify owners and agents when pay.gov may be used for Flex Subsidy and Section 202 mortgage payments. We regret any inconvenience this premature notification may have caused.
- External TRACS Users Access and Security Training Requirements Registration is required for the Tenant Rental Assistance Certification System (TRACS) and the Integrated Multifamily Access Exchange (iMAX). Current user(s) and coordinator(s) must apply: These applications provide access to sensitive financial and personal information, and security features have been implemented. Current and new users and coordinators will be able to access TRACS and iMAX after registering in HUD's Secure Systems, completing Security Awareness Training and accepting the TRACS Rules of Behavior.Further restrictions apply to access for a specific project or contract. An authorized Secure Systems coordinator for the property's ownership entity must assign TRACS access rights for that project or contract before that person may access TRACS Voucher, Certification, and Tenant Unit Address data for that project or contract. There are two types of access: coordinators and users. Coordinators perform system administration, including activating TRACS users and assigning user roles and access to projects and contracts. A user is someone other than the coordinator who has registered for a user ID from HUD and has been authorized to access TRACS data for one or more projects or contracts.
Questions about TRACS security access and training requirements, MFTRACSSECURITY@hud.gov
Tenant Rental Assistance Certification System (TRACS) info
- Residents' Rights memo reminds owners and agents of guidance pertaining to residents' right to organize and requirements to follow to provide for resident participation in Multifamily Housing Projects, per 24 CFR Part 245, and HUD Handbook 4381.5.
||New HUD AFHMP form 935.2A|
New official AFHMP Form effective May 2010 available on HUDClips. All AFHMP's submitted on or after July 1, 2010, should be on this new form.New official AFHMP Form effective May 2010 available on HUDClips. All AFHMP's submitted on or after July 1, 2010, should be on this new form.
||Reminder: For those who send in AFHM Plans in our region, this memo clarifies where to send your documents, and also invites and encourages you to submit these documents in an Adobe PDF file format and email them directly to HUD's Office of Multifamily Housing for processing. Our goal is to process as many of these as possible electronically, hopefully resulting in a more expedient process beneficial to both HUD and our multifamily program participants by reducing paper requirements, needless postage costs, and time lost in "snail mail" exchanges of paperwork.|
||EIV use mandatory. Multifamily Program users must resume use of Enterprise Income Verification (EIV) in its entirety effective immediately. All Income Summary Reports are available to meet requirements for EIV use as defined by the Final Rule effective January 31, 2010. At this time, the Income Detail Reports remain unavailable. These reports are not necessary to complete tenant third party income verifications. Income Summary Reports by individual will provide the tenant income data. Users may receive a "Closed Connection"S message when they attempt to login to EIV during peak periods due to limited system resources. Users should wait a few moments and attempt to login again.|
||General Section FY2010 Notice of Funding Availability (NOFA) released. Notice of HUD's Fiscal Year (FY) 2010 Notice of Funding Availability (NOFA) Policy Requirements and General Section to HUD's FY2010 NOFAs for Discretionary Programs have been posted to the Grants.gov and at HUD's Funds Available|
||FY 2010 Income Limits Released Final Notice on Ending the "Hold-Harmless" Policy in Calculating Section 8 Income Limits Under the United States Housing Act of 1937, published in the Federal Register.|
||FY 2009 Service Coordinator Grants Announced|
||Owners, Sponsors, Developers, Management Agents and other program participants must create an electronic record of their entity's existence. Business Partner Registration is part of that process for those who apply for Previous Participation certification through HUD's Active Partners Performance System (APPS). However, even participants who choose to file form HUD-2530, Previous Participation Certification must also register through Business Partner Registration. Why? There are many other activities an Owner or other participant must complete to successfully operate a HUD-regulated project. These include electronic submission of annual financial statements and use (for subsidized projects) of the Enterprise Income Verification (EIV) system. None of these can be accomplished without an electronic record - that's why you must register with Business Partner Registration. If you're unsure whether a project entity that needs to be registered is, please contact your HUD Project Manager|
||Business Partner Registration HUD Multifamily. Business Partner Registration has been changed to https://hudapps.hud.gov/apps/part_reg/apps040.cfm The Business Partner Registration HUD Multifamily page is required for all new business partners and is accessible by anyone, without password or ID. It requires the initial input of a TIN or SSN, and then input of about 10 specific, basic fields (name, address, zip, email, etc.). Following completion and submission, the new entity or person is recorded as known to HUD systems. The process takes approximately 2 minutes to complete and between 1 and 24 hours before the HUD databases are updated.|
||Housing Notice 10-08 EIV Final Rule on HUD Clips | Final Rule | Application for Social Security Card|
||Owners, Agents, and Other Participants of HUD Properties in Alaska, Idaho, Oregon, and Washington that file form HUD-935.2A, Affirmative Fair Housing (AFHM) Plan - Multifamily Housing. New memorandum. For those of you who send in AFHM plans in our region, this memo clarifies where to send your documents and also invites and encourages you to submit these documents in an Adobe PDF file format and to email them directly to HUD's Office of Multifamily for processing.|
||Weatherization Assistance Program (WAP). The Department of Energy (DOE) implemented a new rule 71-CFR-3847 for its WAP. Under the new rule, if a public housing, assisted multi-family or Low Income Housing Tax Credit (LIHTC) building is identified by HUD, and included on a list published by DOE, that building meets certain income eligibility and may meet other WAP requirements without the need for further evaluation or verification.|
||DOE has clarified that States may consider benefits other than reduced utility costs, including the preservation of affordable housing, when demonstrating that weatherization benefits accrue to tenants. If States follow this guidance it will help ensure that low-income families who do not directly pay utilities have an opportunity to participate in the program.|
Eligibility requirements for multifamily buildings:
- No less than 66% of the building's households must have incomes at 200% of poverty or less;
- Residents must not be subject to rent increases for a reasonable period of time after weatherization work has been completed; and
- No undue or excessive enhancement to the unit can occur.
- Benefits of weatherization must accrue directly to the tenants.
HUD Region X (Alaska, Idaho, Oregon, Washington)
||Financial Assessment (FASS) System performance issues have been identified which may cause users to experience slower than usual response times, especially at around 11:00 am Eastern Standard Time. The Department is taking steps to correct these issues. At this busy annual financial statement (AFS) submission season, users should ensure system passwords are current, and user IDs active. Please call the Technical Assistance Center at (888) 245-4860 for assistance with password resets, or E-mail Check out|
Secure Systems passwords expire in 90 days if they are not used. Test your password and if it needs to be reset, contact the REAC Technical Assistance Center (TAC). All filers need ACTIVE User IDs and CURRENT Passwords. This year's annual submission will be the first time since last year for many to log onto and use Secure Systems. A significant number of AFS filers will need to have their User IDs reactivated or have their passwords reset, before they can submit this year's financial statements.
Passwords can be reset: when prompted, under System Login, Password Reset, from the side bar menu after logging into Secure Systems, or contacting the TAC by phone or email. User ID's can only be reactivated by contacting the TAC by phone or email. When contacting the TAC for User ID reactivation, verify Secure System information with User ID, mother's maiden name, and last 4 digits of Social Security Number.
||Annual adjustment factors posted. HUD develops the rent adjustment factors - known as Annual Adjustment Factors, or AAFs - based on changes in residential rent and utility costs derived from Consumer Price Index survey data. The Contract Rent AAFs for 2010 were published in the Federal Register on February 10, 2010 and are available electronically from HUD USER.|
||Smoke-free housing conversion fact sheet about the new Oregon law, sample smoking policy disclosure language, and market survey results.|
||Updated Multifamily Notices|
||Beginning January 1, 2010 Cooperative Owners will file audits under OMB Circular A-133, instead of the Inspector General's Consolidated Audit Guide IG2000.04.|
Owners and Agents using the EIV system must provide each tenant household with the EIV and You brochure at the time of annual recertification along with a copy of the HUD Fact Sheet, "How Your Rent is Determined." Applicants from the waiting list who are being screened must also be provided a copy of this brochure. HUD Housing Notice H 2010-02 explains ordering copies in English and other languages. EIV webcast
||HUD Housing Notice H 09-20, Enterprise Income Verification (EIV) System, December 7, 2009, supersedes HUD Housing Notice H 2008-03 (issued June 25, 2008). In addition to background information on how EIV works, as well as guidance regarding how EIV must be used in project operations, it also requires that certain updates be made to each project's tenant selection plan regarding the use of, and access to, EIV information.|
||Two such references are found at Section VI.A. Requirements for Using EIV Data (on page 9):|
"O/As using the Existing Tenant Search in EIV as part of their screening criteria for new tenants must include written policies for using the search in their Tenant Selection Plan."Security & Training: Section IX.E. Security Training (on page 32) stipulates that, "EIV users are required to have security training annually. EIV users authorized by owners to have access to the EIV data must complete the applicable online Security Awareness Training Questionnaire for Multifamily Housing Programs upon initial access to the system and annually thereafter." In addition, at each property's Management & Occupancy Review (MOR), the Contract Administrator or HUD staff conducting the MOR will review your compliance with EIV requirements - please see the attached Monitoring EIV Compliance and EIV Security Checklist (from the September 2008 Rent and Income Determination Quality Control Monitoring Guide for Multifamily Housing Programs. It is very important that you update your tenant selection plan and written policies and procedures for accessing and using EIV!
You use the Existing Tenant Search to ensure that an applicant to your property is not already receiving a federal housing subsidy at the time you are considering them for a subsidy at your property. If the report comes back positive, you must ensure they are no longer receiving the other subsidy at admission. Your tenant selection plan must include your written policies for using the Existing Tenant Search.
"O/As using EIV must have written policies and procedures for using the EIV employment and income data and EIV verification reports at the time of recertification. In addition, O/As who elect to use any of the reports at times other than at recertification, e.g., the Income Discrepancy Report and/or the New Hires Report, must also include in their policies and procedures information for staff to follow for using the reports and data."
In addition to simply needing written policies and procedures describing how you use EIV data at recertification, you must also describe how you will use EIV data at times other than recertification. For example, if you plan to use EIV data to periodically check for new employment (New Hires Report), or to periodically check for income discrepancies (Income Discrepancy Report) at times other than recertification, you must describe the criteria and circumstances, and the steps you will take to appropriately, securely and equitably use EIV data.
Watch the webcast: Multifamily Enterprise Income Verification, December 29, 2009
||Enterprise Income Verification (EIV) Mandatory effective January 31, 2010. Owners and Management Agents must understand that obtaining EIV access (especially for participants with no previous experience using HUD's Secure Systems) is a multi-step process that can be lengthy and can potentially impact your ability to achieve EIV compliance by the stated deadline.|
||At least one person in your organization who will access EIV (or coordinate access for others) needs a Secure Systems ID. (Each person who will eventually use EIV, or coordinate its use for others, will also have to obtain their own, individual Secure Systems ID. Secure Systems user IDs and passwords are not transferable, and the use of one person's user ID or password/login information by another person is strictly prohibited.) Secure Systems user ID Registration. One of the first steps is deciding whether you should register as a Coordinator or User. You may also find it helpful to consult the Coordinator's or User's Quick Reference Manual. Complete instructions. Online registration process.|
This process includes mailing written access codes to the Owner of record of the particular business entity, so it is very important that the business entity be registered with HUD's Business Partner Registration and that the address of record for the business entity be accurate and deliverable, because the Owner, once they receive the mailed written access codes, must then give them to the pending Coordinator or User to activate their access online.
Not sure whether your business entity is registered and if the address of record is accurate? Contact your assigned HUD Project Manager. Once you have access as a Secure Systems Coordinator or User for a particular business entity (i.e. a Multifamily housing project ownership entity), you must then apply to become an EIV Coordinator and/or User for that housing project (i.e. by project or housing assistance contract number). Please see EIV Application and Online Access for Multifamily Housing Programs - additional documentation and submission requirements apply. Also a Security Awareness Training Questionnaire must be completed by each person who will access EIV data online. HUD staff or Contract Administrators who conduct management and occupancy reviews will audit your EIV registration and security records to ensure completion. You must also update your tenant selection plan to incorporate EIV operating and security procedures HUD Housing Notice H 09-20.
A tremendous amount of information must be assimilated regarding the effective use of EIV (including access and security procedures). For more information, please see HUD's Enterprise Income Verification (EIV) System for Multifamily Housing Program Users and the class.
2009 What's New Archive