voucher processing and special claims - mahma voucher presentation 4-15-11.pdf14 hoh previous data...
TRANSCRIPT
![Page 1: Voucher Processing and Special Claims - MAHMA Voucher Presentation 4-15-11.pdf14 HOH Previous Data Fields: ... Misc Acct Request (a positive number) ... Chapter 8, Paragraph 20 •MAT](https://reader034.vdocument.in/reader034/viewer/2022052608/5af501c87f8b9a190c8dc45e/html5/thumbnails/1.jpg)
1
Owner Agent Update
April 18-19, 2011
Voucher Processing and Special Claims
![Page 2: Voucher Processing and Special Claims - MAHMA Voucher Presentation 4-15-11.pdf14 HOH Previous Data Fields: ... Misc Acct Request (a positive number) ... Chapter 8, Paragraph 20 •MAT](https://reader034.vdocument.in/reader034/viewer/2022052608/5af501c87f8b9a190c8dc45e/html5/thumbnails/2.jpg)
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Session Topics
• Industry Update
• TRACS 202D
• TRACS Discrepancy Codes
• Head of Household Changes & Corrections
• Repayment Agreements - Voucher Billing
• Special Claims
![Page 3: Voucher Processing and Special Claims - MAHMA Voucher Presentation 4-15-11.pdf14 HOH Previous Data Fields: ... Misc Acct Request (a positive number) ... Chapter 8, Paragraph 20 •MAT](https://reader034.vdocument.in/reader034/viewer/2022052608/5af501c87f8b9a190c8dc45e/html5/thumbnails/3.jpg)
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News from Washington, D.C.
Carol Galante
Deputy Assistant Secretary, Multifamily Housing Programs
• Core to Secretary Donovan’s objectives – PBCA
• Progress made in 2010 but more needed
• $200 million for Transforming Rental Assistance Program (preserve Housing Programs)
• Tough budget choices
• Another Continuing Resolution
![Page 4: Voucher Processing and Special Claims - MAHMA Voucher Presentation 4-15-11.pdf14 HOH Previous Data Fields: ... Misc Acct Request (a positive number) ... Chapter 8, Paragraph 20 •MAT](https://reader034.vdocument.in/reader034/viewer/2022052608/5af501c87f8b9a190c8dc45e/html5/thumbnails/4.jpg)
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HUD Department Allocations
3% Misc
25% Capital Improvements
72% Funding Stream
![Page 5: Voucher Processing and Special Claims - MAHMA Voucher Presentation 4-15-11.pdf14 HOH Previous Data Fields: ... Misc Acct Request (a positive number) ... Chapter 8, Paragraph 20 •MAT](https://reader034.vdocument.in/reader034/viewer/2022052608/5af501c87f8b9a190c8dc45e/html5/thumbnails/5.jpg)
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Industry Update:Multi-Family/IT Help Desk
New Contractor
Net.America effective 6/22/2010
First time using non-government site
12 staff as of March 2011
Improved Hours
7 AM to 8 PM EST (800) 767-7588
![Page 6: Voucher Processing and Special Claims - MAHMA Voucher Presentation 4-15-11.pdf14 HOH Previous Data Fields: ... Misc Acct Request (a positive number) ... Chapter 8, Paragraph 20 •MAT](https://reader034.vdocument.in/reader034/viewer/2022052608/5af501c87f8b9a190c8dc45e/html5/thumbnails/6.jpg)
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Industry Update:Multi-Family/IT Help Desk
Now supports six HUD programs:
1) iREMS
2) TRACS
3) EIV
4) APPS
5) DAPP
6) MDDR
![Page 7: Voucher Processing and Special Claims - MAHMA Voucher Presentation 4-15-11.pdf14 HOH Previous Data Fields: ... Misc Acct Request (a positive number) ... Chapter 8, Paragraph 20 •MAT](https://reader034.vdocument.in/reader034/viewer/2022052608/5af501c87f8b9a190c8dc45e/html5/thumbnails/7.jpg)
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TRACS 202D
“Tweaking the gears”
Big changes bring big rewards
![Page 8: Voucher Processing and Special Claims - MAHMA Voucher Presentation 4-15-11.pdf14 HOH Previous Data Fields: ... Misc Acct Request (a positive number) ... Chapter 8, Paragraph 20 •MAT](https://reader034.vdocument.in/reader034/viewer/2022052608/5af501c87f8b9a190c8dc45e/html5/thumbnails/8.jpg)
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TRACS 202D - Why and When?
• Primary goals:
Catch up with EIV, Final Rule, other regulatory changes
Benefit industry partners
• Specifications being finalized
• Tentative release – October 2011
![Page 9: Voucher Processing and Special Claims - MAHMA Voucher Presentation 4-15-11.pdf14 HOH Previous Data Fields: ... Misc Acct Request (a positive number) ... Chapter 8, Paragraph 20 •MAT](https://reader034.vdocument.in/reader034/viewer/2022052608/5af501c87f8b9a190c8dc45e/html5/thumbnails/9.jpg)
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TRACS – What to Expect?
• New forms
• MAT Guide revisions
• DUNS number in header records
• GRs – implementation changes
• New certification codes
• 50059 line items renamed for clarity
• Total sum for voucher adjustments
per household
![Page 10: Voucher Processing and Special Claims - MAHMA Voucher Presentation 4-15-11.pdf14 HOH Previous Data Fields: ... Misc Acct Request (a positive number) ... Chapter 8, Paragraph 20 •MAT](https://reader034.vdocument.in/reader034/viewer/2022052608/5af501c87f8b9a190c8dc45e/html5/thumbnails/10.jpg)
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TRACS Discrepancy Codes
Hit the Target…
Resolution Requirements
![Page 11: Voucher Processing and Special Claims - MAHMA Voucher Presentation 4-15-11.pdf14 HOH Previous Data Fields: ... Misc Acct Request (a positive number) ... Chapter 8, Paragraph 20 •MAT](https://reader034.vdocument.in/reader034/viewer/2022052608/5af501c87f8b9a190c8dc45e/html5/thumbnails/11.jpg)
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Discrepancy Code Basics
Included in message returned via iMAX
Discrepancy code determines action required
All codes + description in MAT User Guide, App D
MAT User Guide available at site belowhttp://www.hud.gov/offices/hsg/mfh/trx//trxdocs.cfm
MAT field size restrictions = abbreviated messages
![Page 12: Voucher Processing and Special Claims - MAHMA Voucher Presentation 4-15-11.pdf14 HOH Previous Data Fields: ... Misc Acct Request (a positive number) ... Chapter 8, Paragraph 20 •MAT](https://reader034.vdocument.in/reader034/viewer/2022052608/5af501c87f8b9a190c8dc45e/html5/thumbnails/12.jpg)
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Valid Discrepancy Codes
01 – Submit correction within 45 days
02 – Submit correction on next submission and/or certification
03 – Informational, may or may not require correction
04 – Follow up required
(Field Office Use only)
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Head of HouseholdChanges & Corrections
Why is this so challenging?
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HOHPrevious Data Fields: Yes or No?
Two uses for Previous Head data fields from TRACS perspective
1) Correct previously recorded HOH
information
2) Changing HOH relative to previous full certification (MAT10)
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Previous HOH Fields
1. Previous Head ID*
2. Previous MAT Effective Date*
3. Previous Head Last Name*
4. Previous Head First Name*
5. Previous Middle Initial (Must match previously submitted value on MAT10)
6. Previous Head Birth Date*
*Mandatory fields
![Page 16: Voucher Processing and Special Claims - MAHMA Voucher Presentation 4-15-11.pdf14 HOH Previous Data Fields: ... Misc Acct Request (a positive number) ... Chapter 8, Paragraph 20 •MAT](https://reader034.vdocument.in/reader034/viewer/2022052608/5af501c87f8b9a190c8dc45e/html5/thumbnails/16.jpg)
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Key Points – Previous HOH
• Six (6) field identifiers; five (5) fields are always mandatory
• Must match data from most recent/prior (active) MAT10 in TRACS
• Any variance results in rejection & fatal error F0130
![Page 17: Voucher Processing and Special Claims - MAHMA Voucher Presentation 4-15-11.pdf14 HOH Previous Data Fields: ... Misc Acct Request (a positive number) ... Chapter 8, Paragraph 20 •MAT](https://reader034.vdocument.in/reader034/viewer/2022052608/5af501c87f8b9a190c8dc45e/html5/thumbnails/17.jpg)
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Case #1: T-ID, now SSN
Original cert submitted with 9s in identification code; temporary ID generated
Submit MAT10 correction
Populate “previous” head fields with originally reported data (eff date, name, dob)
Exception: populate “previous” head ID
with TRACS generated T-ID
![Page 18: Voucher Processing and Special Claims - MAHMA Voucher Presentation 4-15-11.pdf14 HOH Previous Data Fields: ... Misc Acct Request (a positive number) ... Chapter 8, Paragraph 20 •MAT](https://reader034.vdocument.in/reader034/viewer/2022052608/5af501c87f8b9a190c8dc45e/html5/thumbnails/18.jpg)
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Case #2: SSN, 1 or more changes
Sally A. Smith gets married; now Sally A. Smith Jones
Last active MAT10 in TRACS: AR eff Jan. 1, 2011
Submit MAT10 (may or may not be correction)
Populate all HOH identifiers with new last name, Smith Jones (including middle initial)
Populate all previous HOH identifiers with old last name, Smith (including middle initial)
Previous effective date = 01/01/2011
![Page 19: Voucher Processing and Special Claims - MAHMA Voucher Presentation 4-15-11.pdf14 HOH Previous Data Fields: ... Misc Acct Request (a positive number) ... Chapter 8, Paragraph 20 •MAT](https://reader034.vdocument.in/reader034/viewer/2022052608/5af501c87f8b9a190c8dc45e/html5/thumbnails/19.jpg)
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Case #3: New HOH
Amy Yang & co-head, Jill M. Shaw
Amy moved out Feb. 28, 2011
Last active cert in TRACS: GR eff Feb. 1, 2011
Last full cert in TRACS: AR eff Jan. 1, 2011
Submit IR eff 03/01/2011
Populate all HOH identifiers with data for Jill
Populate all previous HOH identifiers for Amy
Previous effective date = 01/01/2011
![Page 20: Voucher Processing and Special Claims - MAHMA Voucher Presentation 4-15-11.pdf14 HOH Previous Data Fields: ... Misc Acct Request (a positive number) ... Chapter 8, Paragraph 20 •MAT](https://reader034.vdocument.in/reader034/viewer/2022052608/5af501c87f8b9a190c8dc45e/html5/thumbnails/20.jpg)
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Head of Household CorrectionsCurrent? Yes Retro? No
• Do NOT process retro-active HOH changes
• TRACS needs originally reported “block” of household data fields for acceptance
• SSN, in particular, key to acceptance
![Page 21: Voucher Processing and Special Claims - MAHMA Voucher Presentation 4-15-11.pdf14 HOH Previous Data Fields: ... Misc Acct Request (a positive number) ... Chapter 8, Paragraph 20 •MAT](https://reader034.vdocument.in/reader034/viewer/2022052608/5af501c87f8b9a190c8dc45e/html5/thumbnails/21.jpg)
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Repayment Agreements and Voucher Billing
What’s required and simplifying the process
![Page 22: Voucher Processing and Special Claims - MAHMA Voucher Presentation 4-15-11.pdf14 HOH Previous Data Fields: ... Misc Acct Request (a positive number) ... Chapter 8, Paragraph 20 •MAT](https://reader034.vdocument.in/reader034/viewer/2022052608/5af501c87f8b9a190c8dc45e/html5/thumbnails/22.jpg)
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Repayment Agreementsand Voucher Billing
First Steps…
• Executed repayment agreement sent to INQ Voucher Specialist
• Certification(s) processed, reflecting income change
• Affected cert(s) transmitted via iMAX & recorded in TRACS
![Page 23: Voucher Processing and Special Claims - MAHMA Voucher Presentation 4-15-11.pdf14 HOH Previous Data Fields: ... Misc Acct Request (a positive number) ... Chapter 8, Paragraph 20 •MAT](https://reader034.vdocument.in/reader034/viewer/2022052608/5af501c87f8b9a190c8dc45e/html5/thumbnails/23.jpg)
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Voucher Billing (repay)
Initial Action:
• Full adjustment amount related to retro cert(s) appears on voucher
• Reverse adjustment amount subject to repayment agreement by adding OARQ, Misc Acct Request (a positive number)
• Review voucher – regular adjustments should match offset
![Page 24: Voucher Processing and Special Claims - MAHMA Voucher Presentation 4-15-11.pdf14 HOH Previous Data Fields: ... Misc Acct Request (a positive number) ... Chapter 8, Paragraph 20 •MAT](https://reader034.vdocument.in/reader034/viewer/2022052608/5af501c87f8b9a190c8dc45e/html5/thumbnails/24.jpg)
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Voucher Billing (repay)
As Resident Makes Payment(s):
• Add OARQ, Misc. Acct Request - amount of payment (reducing voucher with negative number)
• Comment field musts - resident name, unit #, & that the amount is from repayment
• If supported & documented, withhold allowable collection expense (comment field must identify full resident payment from amount kept)
![Page 25: Voucher Processing and Special Claims - MAHMA Voucher Presentation 4-15-11.pdf14 HOH Previous Data Fields: ... Misc Acct Request (a positive number) ... Chapter 8, Paragraph 20 •MAT](https://reader034.vdocument.in/reader034/viewer/2022052608/5af501c87f8b9a190c8dc45e/html5/thumbnails/25.jpg)
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Repayment Agreements & Billing
Reference Sources
• Housing Notice 09-20,Section VII, C(4.)
• HUD Handbook 4350.3 REV-1
Chapter 8, Paragraph 20
• MAT User Guide, Section 4.9
• Owner/Agent Software Support
![Page 26: Voucher Processing and Special Claims - MAHMA Voucher Presentation 4-15-11.pdf14 HOH Previous Data Fields: ... Misc Acct Request (a positive number) ... Chapter 8, Paragraph 20 •MAT](https://reader034.vdocument.in/reader034/viewer/2022052608/5af501c87f8b9a190c8dc45e/html5/thumbnails/26.jpg)
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Special Claims
Recommendations
and Resources
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Initial Eligibility TestsSubmit only those claims that pass
• Household’s move-out data was transmitted to TRACS
• Household was Section 8 recipient through vacancy*
• Date of INQ’s receipt will not exceed 180-day submission deadline
• Unit is in decent, safe and sanitary condition and is ready for occupancy (records to support)
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Additional Eligibility Tests: Vacancy Claims
• All feasible actions taken to fill vacancy (documented)
*per FHEO requirements & HH 4350.3 REV 1, chapters 2 & 4
• Applicants have only been rejected for good cause, consistent with TSP
Reference: Special Claims Processing Guide
Section 3-2
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Additional Eligibility Tests:Unpaid Rent/Damages
• Appropriate SD collected, if not claim reduced
• Billed tenant via certified letter
• Tenant provided with itemized listing of charges
• All reasonable steps taken to collect debt
(including engaging collection agency)
Efforts documented
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More Eligibility Tests:Unpaid Rent/Damages
• Unpaid rent claim includes allowable “other charges” *
• Damages – charges due to resident’s neglect or abuse
• Extraordinary damage, not normal wear & tear or routine cost of turning unit
Reference: Special Claims Processing Guide
Section 5-2
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Calculating the Claim Period
• Starts the day after documented ready for occupancy (RFO) date
Example:
Unit vacated 2/7/11, maintenance 2/8/11, painted 2/9/11, carpet & unit cleaned 2/10/11
RFO Date = 2/11/11
• Ends day preceding the day unit is re-rented,
or 60 days from documented RFO date
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Special Claim Submissions
• New INQ Checklist for each claim request
Include contact name, phone & fax number, email
• Sign and date all HUD required forms
• Only reference & include units eligible for submission
• Submit all claims for resident/unit at once
• Send one (1) copy of forms and documentation
• Please no highlighters, staples, post it notes,
original brochures or newspaper ads
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Special Claim Submissions
• Include Notice to Vacate or if none, how & when property learned of vacancy
• Include final statement of account sent to resident
• Compliant & fully documented waiting list (full copy)
All contacts/responses, date & time of every name removal
• Closing/reopening waiting list?
Guidelines HH 4350.3, 4-16(B) & TSP
![Page 34: Voucher Processing and Special Claims - MAHMA Voucher Presentation 4-15-11.pdf14 HOH Previous Data Fields: ... Misc Acct Request (a positive number) ... Chapter 8, Paragraph 20 •MAT](https://reader034.vdocument.in/reader034/viewer/2022052608/5af501c87f8b9a190c8dc45e/html5/thumbnails/34.jpg)
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Special ClaimsMarketing Needed?
Yes, if unit not filled from waiting list
Marketing efforts consistent with AFHMP
Copies of advertisements, invoice copies (dates confirmed)
From date learned of vacancy to end of claim period
One (1) copy per submission, HUD 52670-A part 2
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Additional Damage Guidelines
• Maintenance records show start & finish
dates for each step of unit prep
• Repair costs are itemized and fully supported*
*May include invoices, receipts, etc.
![Page 36: Voucher Processing and Special Claims - MAHMA Voucher Presentation 4-15-11.pdf14 HOH Previous Data Fields: ... Misc Acct Request (a positive number) ... Chapter 8, Paragraph 20 •MAT](https://reader034.vdocument.in/reader034/viewer/2022052608/5af501c87f8b9a190c8dc45e/html5/thumbnails/36.jpg)
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Damage ClaimsThe “tricky” ones
• Charges for “routine prep” items:
Amounts exceeding customary expense only (painting, cleaning)
Fully documented & supported
• Life expectancy pro-rations completed for replaceable items (refer to Special Claims Guide Appendix 5D)
![Page 37: Voucher Processing and Special Claims - MAHMA Voucher Presentation 4-15-11.pdf14 HOH Previous Data Fields: ... Misc Acct Request (a positive number) ... Chapter 8, Paragraph 20 •MAT](https://reader034.vdocument.in/reader034/viewer/2022052608/5af501c87f8b9a190c8dc45e/html5/thumbnails/37.jpg)
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Special Claim Resubmissions
• Use new INQ Additional Info Checklist
Include contact name, numbers & email
• Include all information at once & within 30 days of request
• Send to Nicole Walls ([email protected])
![Page 38: Voucher Processing and Special Claims - MAHMA Voucher Presentation 4-15-11.pdf14 HOH Previous Data Fields: ... Misc Acct Request (a positive number) ... Chapter 8, Paragraph 20 •MAT](https://reader034.vdocument.in/reader034/viewer/2022052608/5af501c87f8b9a190c8dc45e/html5/thumbnails/38.jpg)
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Billing for Approved Claims
Follow software requirements to add approved claims to voucher
Special claim ID matches INQ approval forms
Claim type(s) and amount(s) match INQ approval forms
Provide copies of all signed approval forms (returned by INQ) with voucher copy
Request within 90 days of approval
![Page 39: Voucher Processing and Special Claims - MAHMA Voucher Presentation 4-15-11.pdf14 HOH Previous Data Fields: ... Misc Acct Request (a positive number) ... Chapter 8, Paragraph 20 •MAT](https://reader034.vdocument.in/reader034/viewer/2022052608/5af501c87f8b9a190c8dc45e/html5/thumbnails/39.jpg)
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Special ClaimsResources and Tools
• HUD’s Special Claims Processing Guide
• HUD Handbook 4350.3 REV 1 (in particular chapters 2, 4, 5, 6, 8)
• Affirmative Fair Housing Marketing Plan (HUD approved)
• Tenant Selection Plan
![Page 40: Voucher Processing and Special Claims - MAHMA Voucher Presentation 4-15-11.pdf14 HOH Previous Data Fields: ... Misc Acct Request (a positive number) ... Chapter 8, Paragraph 20 •MAT](https://reader034.vdocument.in/reader034/viewer/2022052608/5af501c87f8b9a190c8dc45e/html5/thumbnails/40.jpg)
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More Claims Resources & Tools
• HUD forms 52670-A Part 2, 52671-C, 52671-A
• RHIIP Website - SC Processing Guide FAQhttp://www.hud.gov/offices/hsg/mfh/rhiip/mfhrhiip.cfm
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For More Information…Tara Appleby
Voucher Processing Manager
Email: [email protected]
Phone: (317) 656.8805
Fax: (317) 290.4562 or (317) 656.8830
Nicole Walls
Assistant Voucher Processing Manager
Email: [email protected]
Phone: (317) 656.8849
Fax: (317) 290.4577 or (317) 656.8830