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Enterprise Income Verification

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Title: CHALLENGE Author: TFeusse Last modified by: todd Created Date: 9/24/2007 4:09:57 PM Document presentation format: On-screen Show (4:3) Company – PowerPoint PPT presentation

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Date added: 21 October 2019
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Learn more at: http://www.mywallick.com
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Title: Enterprise Income Verification


1
Enterprise Income Verification
2
What is EIV?
  • EIV brings together information for both the
    Social Security Administration and the Department
    of Health and Human Services to provide Housing
    Administrators with a method to verify income on
    residents against what is reported to these
    agencies.
  • It is now used on ALL Move Ins and
    Recertifications for properties that receive
    Project Based Section 8 Subsidy.
  • It is not used on RD Properties unless PB Section
    8 is present.
  • It is not used on Section 42 properties unless PB
    Section 8 is present.

3
How Does EIV Work - Overview
  • Daily, income information from the Social
    Security Administration and Department of Health
    and Human Services is combined into the EIV
    Database for those residents who are currently
    receiving Section 8 or PHA Subsidies.
  • Upon receipt of an Initial or Move In
    Certification, and successful identity
    verification of all family members, EIV then
    begins collecting data for all household members
    with the next submission of data from SSA and
    DHHS.
  • EIV maintains a rolling 15 months of this data.
  • Discrepancies are pushed back to the Community
    manager in the form of Income and Discrepancy
    Reports.
  • Owner/Agents (Us) are required to use this
    information to make sure residents are entitled
    to the subsidy they are receiving.

4
How Does EIV Work Identity Verifications
  • Each 50059 submitted to TRACS has the following
    information validated against the Database.
  • Social Security Number is valid.
  • Social Security Number is not issued to a
    deceased person.
  • Social Security Number matches the name reported.
  • Date of Birth reported matches date on file with
    the SSA.
  • If this is the first certification to hit EIV for
    this Head of Household, EIV will not begin to
    collect data on this resident until the
    validation issues are corrected. These events
    are called Failed Pre-Screens
  • If this is a subsequent certification for
    households already in the EIV and TRACS, the same
    information will be returned, however the system
    will continue to collect and report income
    information on the household.
  • Validation issues in both cases must be
    immediately resolved.

5
How Does EIV Work Income Discrepancies
  • Each 50059 submitted to TRACS has the income
    validations and comparisons performed against the
    EIV Database.
  • If this is the first certification to hit EIV for
    this Household, EIV will not have income
    information available for up to 90 days.
  • Each month the O/A must review the Income
    information for discrepancies for the
    Certifications which happened 90 days prior and
    for those annual certifications that are to be
    done in 120 days.
  • All Income Discrepancies must be documented in
    the Discrepancy logs and addressed/resolved as
    per the Wallick EIV Policy, with Retro-Active
    Tenant and Subsidy portion adjustments done if
    misreporting situation exists.
  • ALL DISCREPANCIES ENCOUNTERED IN THE PRIOR 12
    MONTHS TO A MOR INSPECTION WILL BE REVIEWED AT
    MOR BY THE INSPECTOR FOR PROPER HANDLING AND
    RESOLUTION.

6
EIV Security Awareness (The will be a test!)
  • ALL Current Associates must have a Signed Rules
    of Behavior and Privacy Rules on file with the
    Corporate Office.
  • All 3rd parties who access resident files must
    sign a Rules of Behavior form before accessing
    the files.
  • All associates who access the EIV system directly
    must have the following
  • THEIR OWN HUD Secure Connection Login
  • User Access Authorization Form (UAAF) Printed and
    filed in the Community EIV Binder
  • Printed copy of the last Security Awareness
    Testing printed and filed in the Community EIV
    Binder.

7
EIV Security Awareness (The will be a test!)
  • Printed EIV information must be segregated in the
    resident file so access to it is restricted from
    reviewers OTHER than a HUD Designated MOR
    inspector.
  • This information must be kept in a flapped
    envelope in the resident file in a manner so the
    envelope must be removed from the folder prongs
    in order to open it.
  • Tax Credit Inspectors should not have access to
    this information.

8
EIV Security Awareness (The will be a test!)
  • Resident files must be secured at all times when
    not actively in use.
  • During the recert process the file must be locked
    up EXCEPT when the file is actively being looked
    at.
  • Resident files can only be removed from the
    community rental office by the regional
    supervisor or other corporate office designee.
  • Printed EIV information is never to be emailed to
    any email address outside the Wallick Network (ie
    Yahoo, Hotmail, AOL or other personal email
    accounts)

9
EIV Security Awareness (The will be a test!)
  • Printed EIV information can be provided ONLY to
    the household to whom it applies.
  • Current (signed within the last 15 months) HUD
    form 9887 must be on file for all accessed EIV
    information, PRIOR TO ACCESSING THE INFORMATION.
  • HUD 9887 is not required on Applicants for the
    Existing Tenant Search.

10
EIV Security Awareness (The will be a test!)
  • Associates are never to share their logins and
    passwords with anyone else. That means
    anyone.
  • Logins and passwords must be secured by the user
    so that no one can access the system using their
    credentials.

11
EIV Security Awareness (The will be a test!)
  • Understanding How Important Password Protection
    Is!
  • The user to whom the login is assigned can be
    subject to termination by the company for a
    breach of the security policies as well as be
    financially and criminally liable for the
    resulting misuse.

12
EIV Security Awareness (The will be a test!)
  • MOR Inspectors in addition to physically
    inspecting the required authorization
    documentation as outlined in the policy, will
    also look for obvious and not so obvious signs of
    Password misconduct.
  • They may ask and can ask you to sign in while
    they are watching.
  • If your login and password is not memorized,
    where it is written down must be secured in such
    manor that only you can access it, they required
    to report a security breach to HUD.
  • This will result in the entire Wallick Enterprise
    being suspended.

16?
13
Obtaining EIV Access (Step 1)
  • User must request HUD Secure Connection Login.
  • User follows instructions in document called
    Secure Connection Login Request Instructions
    located on the Dataprompter.
  • Once HUD accepts the online application, the
    corporate coordinator will communicate the uses
    Login (MXXXX) to the user via email and assign
    the appropriate properties.

14
Obtaining EIV Access (Step 2)
  • Upon Receipt of their Login information from the
    system coordinator, the user must then login to
    the EIV system and apply for a User Access
    Authorization Form (UAAF).
  • Follow instructions provided on HUD EIV UAAF
    Instructions available on the Dataprompter.
  • Upon completion of the user request, the system
    EIV coordinator will approve the UAAF and notify
    the user that they are approved.
  • Upon receipt of approval, the user will return to
    the EIV system and print their approved UAAF and
    file it in the Community EIV Binder.

15
Obtaining EIV Access (Step 3)
  • When first logging into the EIV system, the user
    will be prompted to take the Security Awareness
    Testing (SAT).
  • The SAT must be taken immediately when prompted.
    You must take the test at that point and not wait
    regardless of amount of time given by the system.
  • The SAT must be taken BEFORE the first EIV
    information is accessed.
  • The SAT must be printed and filed in the
    Community EIV Authorization Binder.

16
Maintaining EIV Access
  • In addition to the up front sign up and
    authorization process there is on going periodic
    items that must be done to maintain uninterrupted
    access to the system.
  • Secure Connection Login (MXXXXX)
  • Any login not used at all during a 120 period
    will be terminated. Terminated accounts can be
    reactivated by submitting a help desk ticket.

17
Maintaining EIV Access
  • Secure Connection Password
  • At random intervals the system will force the
    user to reset their password.
  • Should you forget or loose your password there
    are two steps to regaining access
  • Use the Forgot Password link on the login page.
  • Contact the REAC Help Desk at 1.888.245.4860
  • Should you lock your account by supplying the
    wrong password 3 times you must also contact the
    REAC Help Desk to request an Unlock.

18
Maintaining EIV Access
  • Security Awareness Testing
  • Every 6 months the user must take, pass and print
    a new Security Awareness test.
  • You are required to complete this test the first
    time you are prompted even though the system will
    allow you additional time to complete it.

19
Maintaining EIV Access
  • UAAF Form
  • Every 6 months each user must request a new UAAF
    form to be recertified to maintain access.
  • Failure to do so will result in the No
    Projects/Contracts Found Message to appear.
  • If a user has UAAFs for multiple projects, they
    may expired at different times based on when they
    were originally applied for.
  • THE SYSTEM WILL NOT PROMPT YOU WHEN IT IS TIME TO
    DO THIS. Please mark your calendars to apply for
    recertification during the 5th month. Access is
    stopped on the 15th day of the 7th month.

20
EIV Reports
  • Existing Tenant Search (For Approved Applicants)
  • Determines if an applicant is already receiving
    subsidy in another community.
  • Deceased Tenant Reports. (Monthly)
  • Shows if any current residents have been reported
    as deceased.
  • Income Reports (Monthly/Recert)
  • Income Report
  • Income Summary
  • Deceased Tenant
  • New Hires Report

21
EIV Reports
  • Multiple Subsidy Report (Monthly)
  • Shows if a current resident started getting
    subsidy elsewhere.
  • Failed Prescreening Report (Monthly)
  • Shows new households submitted to the system that
    have failed ID Verification.
  • Failed Validation Reports (Monthly)
  • Shows current households that have identity
    validation issues.

22
When is EIV Used?
  • During the application process to confirm no
    double subsidy exists BEFORE Moving the Resident
    in.
  • 90 Days after each Move In and Annual
    Recertification.
  • 120 days prior to the a Scheduled Annual
    Recertification.
  • Prior to all Interim Recertifications.

23
EIV Discrepancies and other info.
  • ALL Income Discrepancies are to be documented in
    the EIV Discrepancy Log along with the
    resolution.
  • Even if the EIV report confirms the resident
    reported income, Third Party Verifications are
    still required.
  • When a discrepancy exists between EIV and
    reported income, if Third Party Verfication
    supports resident reported numbers, the resident
    reported numbers stand.

24
EIV Binder Contents
  • At MOR the inspector can request the following
    and should be in the EIV Binder.
  • Owners Authorization Letter.
  • CAAF for Todd.
  • UAAF for all users who have access to property
    (Including Regional)
  • SAT Results for all users who have access to the
    property.
  • Income Discrepancy Log
  • Deceased Tenant Reports
  • Security Policy
  • Rules of Behavior Forms
  • EIV Policy
  • Should not include
  • Any Resident Income or Discrepancy Reports
    showing resident income information.

25
In conclusion
  • Watch for emails in the next 7 days with links to
    the new documentation, processes, checklists and
    forms.
  • Upon returning to your office, if you are not
    already doing so, you must begin using the EIV
    system immediately.
  • Supervisors will be checking status of their
    properties over the prior to April 1.
  • Users who require additional steps to get
    activated must follow the steps emailed to them
    over the past week.
  • If you have not received those instructions or
    are unclear of your status, please talk to your
    supervisor.
  • In the next round of MORs no properties will be
    given a pass at MOR time to avoid a 5 voucher
    penalty. NOTE Subsidy funds you PAYCHECK!

26
Forms, Documents,Checklists
27
EIV Chart
28
EIV Report Requirements
29
Recert Tracking Log
30
Sample Resident File
31
Sample EIV Binders
32
We said there would be a test!Some could be
trick questions!
33
QuestionWhen is it permissible for a community
manager to give their Login and password to their
Supervisor?
34
AnswerNever! All users who access EIV must have
their OWN Login!
35
QuestionSubsequent Security Awareness tests
must be takena) Every 30 Daysb) Every 60
Daysc) Every 6 monthsd) None of the above
36
Answerc) Every 6 months.(Tests are to be taken
when first prompted!)
37
QuestionWhen is the only time EIV information
can be accessed WITHOUT having a signed HUD-9887
on file for each member over 18?
38
AnswerWhen Running the Existing Tenant Search at
Application Time.
39
QuestionWhen filing EIV information in the
resident file is it attached to the a) Current
50059.b) Third Party Verification Paper work.c)
Original Credit Report from Move in.d) None of
the above.
40
Answerd) None of the above.(Must be segregated
in the manila EIV envelope.)
41
QuestionTrue or FalseIncome Discrepancies do
not need to be recorded in the discrepancy log,
if the 3rd party verification supports the
residents reported income.
42
Answerd) False(All discrepancies must be
recorded along with their resolution in the
discrepancy logs.)
43
QuestionTrue or False?When carrying resident
files to your car so that you may work on recerts
at home, your maintenance person should assist
you?
44
Answerd) False(Taking resident files outside of
the rental office to work on at home is not
permitted.)
45
QuestionIf you forget your password you
shoulda) Submit a help desk ticketb) call Todd
on his cell phonec) Use the Forgot Password
linkd) Call the REAC Help deske) C then D
46
Answere) C then D(Attempt to reset the password
yourself, then call the REAC Help Desk. Wallick
IMG does not have access to passwords)
47
Enterprise Income Verification
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