Special Claims Simplified A brief discussion of timeframes

Special Claims: Simplified A brief discussion of timeframes, the regular vacancy checklist, and helpful tips.

Presenter Information: • Name: Lori Mannerude • Title: PBCA Voucher Manager • Email: lmannerude@cms-results. com • Phone: 360 -616 -7250 Special Claims - Simplified

Training Agenda: Timeframes Checklist Review (Regular Vacancy Claims) Quiz Helpful Tips Special Claims - Simplified

CMS Website: www. cms-results. com q Current HUD Forms q Processing Guide & FAQs q Special Claims Checklist Special Claims - Simplified

Timeframes Special Claims - Simplified

Timeframes: 180 Days: • Claim must be received by CA within 180 days from the date unit is available for occupancy. Ø Reminder: The date the unit is ready for occupancy is the day AFTER all work was completed in the unit. Special Claims - Simplified

Timeframes: CA Review – 30 Days: • CA has 30 days to process/return. • Email claims to: • Vouchers@cms-results. com • Mail claims to: Contract Management Services 345 6 th Street, Suite 200 Bremerton, WA 98337 -1860 Special Claims - Simplified

Timeframes: Resubmissions & Appeals: • Resubmissions/Appeals must be received within 30 days from the letter date. Original Submission Resubmission Appeal Special Claims - Simplified

Timeframes: Request on Voucher: • Must request payment on voucher within 90 days from approval date. Special Claims - Simplified

Questions? Special Claims - Simplified

Checklist Review Special Claims - Simplified

Checklist Review: Special Claim Eligibility • Tenant Terminated: Cannot be due to being over- income. • Subsidy Slots: Cannot be moved to another unit the day after the TM/MO. Special Claims - Simplified

Checklist Review: HUD Forms & Processing Checklist MUST have signature, printed O/A name, date, & phone #. • HUD 52670 -A Part 2 “Schedule of Special Claims”: Claims” • HUD 52671 -C “Calculation Sheet for Vacancies Claims”: MUST have signature, printed O/A name, and date. Special Claims - Simplified

Checklist Review: Voucher & TRACS Submission • Voucher Adjustments: Submit adjustment pages showing: • Prior Tenant: MO, UT, or TM. • Incoming Tenant: MI, IC, or UT. Special Claims - Simplified

TRACS (Tenant Rental Assistance Certification System): Special Claims - Simplified

Checklist Review: Voucher & TRACS Submission • Certification Query: Used to show unit transfers. Special Claims - Simplified

Checklist Review: Voucher & TRACS Submission • Move-In/Move-Out Query: Displays MIs and MOs for set date range. Special Claims - Simplified

Checklist Review: Voucher & TRACS Submission • Market Rent Tenant: Submit the 50059 for the market rent tenant. Special Claims - Simplified

Questions? Special Claims - Simplified

Checklist Review: Security Deposit Allocation • Line 11: Reduce Claim If: • Security deposit kept for improper notice. • Incorrect security deposit collected at move-in. • Rent charged beyond move out for improper notice. Special Claims - Simplified

Checklist Review: Security Deposit Allocation • Verify Security Deposit: • Submit SIGNED move-in 50059 showing security deposit. • Submit proof of security deposit collected. Special Claims - Simplified

Checklist Review: Security Deposit Allocation • Security Deposit Disposition: • Move-out date; • Security deposit collected plus interest; • Amount returned any charges withheld. Special Claims - Simplified

Sample Security Deposit Disposition: Special Claims - Simplified

Checklist Review: Unit Maintenance Log • Maintenance Log: • Move-Out date; • Ready for occupancy date; • Ensure dates match HUD-52671. Special Claims - Simplified

Checklist Review: Unit Maintenance Log Ensure da match H tes UD 52671! Special Claims - Simplified

Questions? Special Claims - Simplified

Checklist Review: Wait List Management • The Wait List: List Must include: ü Date & time of application; ü Head of household; ü Unit size; ü Income level; ü Need for accessible unit; ü Removed/rejected date & time; ü Move-in date; ü Preferences (if applicable). Special Claims - Simplified

Checklist Review: Wait List Management • The Wait List: List Tips: • Include several pages prior to and after move-in tenant; • Make sure comments verify order & timeliness; • Print wait list in application order. Special Claims - Simplified

Checklist Review: Marketing Efforts • AFHMP Requirements: Marketing and updating Special Claims - Simplified

Questions? Special Claims - Simplified

Quiz Special Claims - Simplified

Quiz: Test your knowledge… 1. A tenant fails to give proper notice prior to moving out. I can keep the security deposit and do not need to include it on the HUD 52671 form: q True? q False? Special Claims - Simplified

Quiz: Test your knowledge… 2. A claim is received by the PBCA within 181 days from the date the unit became available for occupancy. It is still acceptable since it was mailed out prior to 180 days: q True? q False? Special Claims - Simplified

Quiz: Test your knowledge… 3. One of the HUD required items on the waiting list is the date AND time of removal: q True? q False? Special Claims - Simplified

Quiz: Test your knowledge… 4. A tenant moved out of a unit leaving it extremely clean and ready for occupancy immediately. Another tenant moved in the following day. A vacancy claim can be filed claiming the one day: q True? q False? Special Claims - Simplified

Quiz: Test your knowledge… 5. After reviewing the documentation it was determined that only part of the security deposit was collected from the tenant. This special claim would therefore be denied: q True? q False? Special Claims - Simplified

Quiz: Test your knowledge… 6. A ledger is sufficient to prove the security deposit collected at move-in: q True? q False? Special Claims - Simplified

Quiz: Test your knowledge… 7. The property must request payment on a voucher within 90 days of the approval letter: q True? q False? Special Claims - Simplified

Quiz: Test your knowledge… 8. On my waitlist, I only need to document dates that units were offered to applicants, move-in dates, and rejected dates: q True? q False? Special Claims - Simplified

Helpful Tips Special Claims - Simplified

Helpful Tips: TRACSmail ID • Why is it important to have the correct TRACSmail ID? Ø Ensures messages are transmitted to CA Ø Ensures TRACS messages are received from CA Ø Ensures final approved voucher is sent back to property Special Claims - Simplified

Helpful Tips: TRACS Queries Certification Query Certification History List Displays the most current active household certification within the past 15 months. Allows Owners and CA ability to review the certification history for a household in the project. Certification Discrepancies Report contains information for Owner or CA on certifications containing discrepancies and gives information for corrections. Late Recertification Report Query lists households within your project that are late in recertifying. Move-In/Move-Out Query Provides a list of all move-ins and move-outs for a specific property Voucher Query Allows for Owners and CA the ability to retrieve detailed information regarding vouchers that have been submitted for payment.

Helpful Tips: Sending Appropriate Certifications Incorrect: Transmission of a $0 HAP Annual. Correct: Transmit a Termination of subsidy. ** No need to send $0 HAP Gross Rent files Special Claims - Simplified

Helpful Tips: Sending Appropriate Certifications § Annual Certification – Required annually corresponding to month of move-in, unless otherwise approved by HUD. § Interim Certification - Reporting changes of income or family composition during the year. § Initial Certification - Establish subsidy for a tenant that was ineligible at move-in, or previously terminated. Special Claims - Simplified

Ensuring Timely Payment: What you can do… § Revised Voucher (MAT 30) – When transmitting revised tenant files also transmit a revised voucher: § Ensures monthly HAP payment, adjustments, and voucher are correct. § Owner/agent software will reflect the same data as the CA. § No discrepancy notifications – MOR finding. Special Claims - Simplified

Helpful Links: Stay informed! § TRACS HUD Homepage: § http: //portal. hud. gov/hudportal/HUD? src=/program_offices /housing/mfh/trxsum § 202 D MAT Guide / Specifications: § http: //portal. hud. gov/hudportal/HUD? src=/program_offices /housing/mfh/trxdocs § TRACS Announcements: § http: //portal. hud. gov/hudportal/HUD? src=/program_offices /housing/mfh/trxsum Special Claims - Simplified

Upcoming Changes: 2. 0. 3. A § TRACS Industry Meeting Presentation: Provides detailed information on: § § MAT guide edits / changes Impact of 2. 0. 3. A changes Publication of MAT guide Schedule review Ø https: //portal. hud. gov/hudportal/documents/huddoc ? id=tracsrelease 203 A. pdf Special Claims - Simplified

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