How To Maintain a 100% PIC Submission Rate How PIC works

How To Maintain a
100% PIC Submission Rate
Presented by
Tenmast Software
Mike Denny
PIC Support Coordinator
How PIC works
3
different types of PIC errors
Errors
Field Data Errors
Record Match Errors
Tools to correct each
PIC Reports
Managing Vacancies on PIC
Recommended monthly PIC practices
Answering your questions
SSN
PIC
is a “Bump” transaction system
Files:
Four Primary PIC
Current Database: only the last record in
Historical Database: all other records
PH Unit Database: includes PH occupancy data
Monthly Set-aside File: source of report data
1
Ticket Number
Error Report
50058 Records
PIC WORLD
1
2
Validation
4
Current DB
1 – Submit new record to PIC
5
Historical DB
3
2 – Validated record stored in Current DB
3 – If PH, entry made in Unit file
4 – New record “bumps” Current to History
Set-aside
Unit File
4
Trash
5 – Monthly set-aside from Current DB
Concept
PIC Current
Database
PIC Historical
Database
Concept
Public Housing
PIC Current
Database
PHA 1
1
PIC Historical
Database
Bob Jones PHA 1
New Admission
Concept
2
Public Housing
PIC Current
Database
PHA 1
2
Bob Jones PHA 1
Annual Re-exam
PIC Historical
Database
New Admission
“Bumped” to
Historical DB
Bob Jones PHA 1
New Admission
Concept
Public Housing
PIC Current
Database
PHA 1
2
3
PIC Historical
Database
Bob Jones PHA 1
Annual Re-exam
Bob Jones PHA 1
New Admission
?
PHA 2
4
Bob Jones PHA 2
New Admission
Concept
Public Housing
PIC Current
Database
PHA 1
Bob Jones PHA 1
Annual Re-exam
PIC Historical
Database
PHA 1 Record
“Bumped” to
Historical DB
(“Auto EOP”)
Bob Jones PHA 1
Annual Re-exam
PHA 2
4
Bob Jones PHA 2
New Admission
Bob Jones PHA 1
New Admission
Concept
3
New Name
For PIC
50058
data
upload
PHAS
IMS - PIC
PH Budget
SEMAP
EIV
1 - New Admission
2 - Annual Reexamination
3 - Interim Reexamination
6 - End Participation
7 - Other Change of Unit
8 - FSS/WtW Addendum
3
3
3
12 - Flat Rent Annual Update
14 - Historical Adjustment
15 - Void
separate PIC error types
Tenant ID errors
Field Data errors
Record Match errors
different sets of rules (1 per error type)
different sets of solutions to correct errors
4
NDNH
PIC
National
Directory Of
New Hires
EIV 9.0
Form 50058 Data
SSA
SS & SSI
benefits
SSN Verification
When 50058 sent to PIC, new SSN’s are sent to EIV
EIV validates SSN’s with the SSA
If SSN is valid:
PIC continues to accept 50058 records
EIV starts to produce income reports
If SSN is invalid:
PIC flags tenant as invalid and won’t accept new 50058 records
EIV flags tenant as invalid and won’t produce income reports
PIC Reporting rate must be 97% or higher
No Overdue Annual Reexaminations
The PHA has used EIV within the last 30 days
No deficiencies on EIV’s Identity Verification report
No Deceased tenants on EIV’s Deceased Tenants
Report
5
2) Select Program
Type – Public
Housing or Section 8
3) Click ‘Get
Report’ button
1) Click Identity
Verification Report
link
Click ‘Failed EIV
Pre-Screening’ tab
Ignore These
Fix These
Click ‘Failed SSA
Identity Test’ tab
6
2) Select Program
Type – Public
Housing or Section 8
3) Click ‘Get
Report’ button
1) Click Deceased
Tenants Report
link
1) Move out
Deceased Tenant
ALL
members must have valid ID:
Valid Social Security Number
Or valid AID number
PIC verifies
all members’ IDs
any member ID flagged as ‘invalid,’ you must
correct ID data before next 50058 is submitted
Tenant ID Management System includes:
If
Tools to correct invalid IDs
Reports on Tenant ID activity in PIC
7
SSN
for any member must match SSA database:
SSN
Last name
Birth date
First record
accepted with “good looking” SSN
PIC compares SSN data to SSA database
If SSN, name or birth date don’t match, the second
record you submit will be rejected
Then
50058 Records
SSA
Validation
PIC WORLD
Next
1
Record
Rejected
2b
2a
Validation
2c
Current DB
1 – Submit new record to PIC
2a – Validated record stored in Current DB
2b – Member SSN’s validated against SSA database
2c – If any SSN’s don’t match, record flagged for bad Tenant ID
Concept
HUD-SSA Computer Matching Schedule
Month Matched
January, April, July, October
(Previously matched in March, June, September, December)
February, May, August, November
PHA State
AK, DC, DE, GQ, HI, IA, IN, KS, LA, ME, NC, NE, NH, NJ, NV,
OH, RI, SD, TN, TQ, TX, UT, VQ, VT, WV, WY
AL, FL, GA, ID, IL, KY, MD, MI, MO, ND, NY, VA
(Previously matched in January, April, July, October)
March, June, September, December
(Previously matched in February, May, August, November)
AR, AZ, CA, CO, CT, MA, MN, MS, MT, NM, OK, OR, PA, RQ,
SC, WA, WI
8
PIC Error # Error Type
Occurs on?
4166
Obviously bad SSN
1st record
5323
SSN not valid range
2nd record
5324
Invalid SSN (no match)
2nd record
5325
SSN matches deceased
2nd record
5326
Invalid name
2nd record
5327
Invalid DOB
2nd record
5332
SSN in another household
2nd record
To correct HoH
Everything else,
If
SSN, must use Replace ID
submit ‘Correction’ record:
SSN for non-HoH
Last name for any member
DOB for any member
no valid SSN, generate Alternate ID #
For Head of Household
Or for any member
9
In
PIC, all 50058 records for the same household
are linked by HoH SSN
If
you change the HoH SSN on a submission
record, you must change it in PIC first
Click on Tenant ID
Management link.
1. Click
Replace ID
link on TIDM
main page.
10
Note: SSN
corrections
are not
immediate.
Wait a day!
4. Enter bad
SSN and new
SSN.
2. Select ‘SSN
to SSN’
5. Select
Reason.
6. Click Save
to submit the
change.
3. Click Select
1. Click
Generate ID
link.
2. Complete
all fields.
3. Then click
Generate AID
button.
Print this page and AID screen
11
Make tenant ID change
Create 50058
in your software
Non-HoH SSN
Any member name
Any member birth date
record
Set Action Type as Interim or Annual
Mark record as ‘correction’ (field 2c and 2d)
Submit correction record
to PIC
Cannot Resend
a New Admission, Port In or
Other Change of unit. Use an Interim instead
Resubmission Not marked as a Non-Income
Correction
Using a Date that is older than the last record
on PIC. Resend the most recent record as a
Correction.
1)
2)
3)
4)
Require SS cards for all family members
Confirm SS data in file matches software
If that fails, ask family to obtain Social
Security verification letter from SSA
If that fails, generate AID for rejected
member
If you use AID, no EIV report
12
Lists all
Alternate IDs
you’ve
generated.
Duplicate
tenants should
be resolved by
calling the
other PHA.
13
1. Click on
Duplicates
link.
2. Enter
Tenant ID and
Last Name.
3. Click the
Search
button.
123456789
garcia
Note: Both
PHAs must
remove the
duplicate
record.
4. Select
duplicate
record to be
removed.
123456789
5. Click
Remove
button.
Asterisks
indicate that
SSNs are
same
You must
correct the
‘invalid’ one.
123456789
14
All invalid
SSN’s must
be corrected
before
submitting the
next 50058.
Lists all
changes you
submitted
using the
‘Replace ID’
function.
First or Last
Name Spelling does not match
spelling in your Software
Sex or Birthday does
not match your software
15
AID
Edit Software
AID
info is wrong in your Software
is wrong on PIC
Use Replace ID – Other Info
16
1. Click
Replace ID
link on TIDM
main page.
2. Select Other
Data
4. Enter Alt ID
5. Click Search
3. Click Select
6. Change Data
7. Give
Reason
8. Click Save
17
EIV
PIC
– Identity Verification Report
Updated every Saturday
– Invalid Tenant ID Report
Live Report, updated when file processes
Pull the File and check the SSN
18
Type of Error
HoH SSN
HoH Last Name
HoH DOB
Member SSN
Member last name
Member DOB
Replace ID
‘Correction’
record
50058 form has over 400 fields of data
The data submitted in each field must be in a
specific format
HUD published rules for each data field
PIC includes over 640 field data error-checks
(fatal errors)
One fatal error rejects record
Field
2i (Next Reexam) Next Reexam date cannot
be more than 13 months from 2b (Effective Date)
Field 3q (Community Service) must be (4) exempt
if member is younger than 18
Field 8r (Dependant Allowance) must be a whole
number between 0 and 480
Field 9c (TTP/annual income) must be the value in
field 9a (total monthly income) multiplied by .10
19
Field
Data error rules published by HUD
software systems should incorporate rules
All software systems can “trap” those errors
If you use the error-checking system in your
software, you won’t submit records with Field Data
errors to PIC
All
PIC
looks for a match between submission
record and current PIC data
Over 50 record match error-checks built into
PIC with over 700 possible error transactions
Your software does NOT catch any of these
errors
Effective Date
must be later than current PIC
record
PH New Admission must have a vacant unit
New unit in a PH transfer must be vacant
Recertification must have a New Admission in PIC
20
Your 50058 Records
PIC 50058 Records
Barbara Johnson
Barbara Johnson
Sal Ramirez
Sal Ramirez
Henry Wilson
Henry Wilson
Miriam Belucci
Wendy Cavanaugh
Miriam Belucci
Wendy Cavanaugh
Joan Venesse
Joan Venesse
Golim Wolusia
Golim Wolusia
Make PIC match your tenant records!
Your 50058 Records
Concept
PIC 50058 Records
Barbara Johnson
??????
Sal Ramirez
??????
Henry Wilson
??????
Miriam Belucci
??????
Wendy Cavanaugh
??????
Joan Venesse
??????
??????
Golim Wolusia
What’s in PIC?
Concept
IN PIC to identify the current PIC record
match between the submission
record and the PIC record
If the records don’t “match,” you have two choices:
LOOK
Then create a
Either change the submission record to match PIC
Or
Change PIC to match the submission record
21
Is head of household in PIC system?
If “yes,” what 50058 record is in PIC?
A.
B.
i.
Is it from your PHA or another PHA?
ii.
Is it Public Housing or Section 8?
iii.
What Action Type and Effective Date?
If “no”, do you need to move them in?
HA
Query Report (PH and S8)
Is HoH in PIC?
Is record from your PHA or another PHA?
Is it Public Housing or Section 8?
What Action Type and Effective Date?
Public Housing
Unit File Search (PH
only)
Is new unit occupied?
1. Click HA
Query submodule link
22
555555555
4. Enter
HoH SSN
5. Click
Retrieve
Button
The HoH you
searched is not
in PIC system
Housing
Program Type
PHA that
submitted the
record in PIC
Last record
submitted to
PIC
23
BRADLEY
BRANDY
24
1. Click
Development
sub-module
link
2. Select
development
from dropdown box.
Then click
the Unit tab.
Move out
tenants that
are gone
25
Moving families in to PIC
Moving families out of PIC
New Admission (Action 1)
Historical Adjustment (Action 14)
End of Participation (Action 6)
Online EOP
Fixing Late Reexams
‘Correction’ record (field 2c-e marked as correction)
Just resend the record (works for Annuals and Interims)
You submit a New Admission to move a family into unit L400
1. Click
Viewer submodule link
26
2. Enter
SSN for
family HoH
555555555
3. Click
Search
button
4. Click
Online
EOP link
5. Confirm
HoH and
unit info
6. Enter
Effective
Date of
move out
7. Click
Save to
complete
EOP
Note: Click
Close to
cancel.
27
What error type?
Field Data
______________
Your Software
PIC System
7. Errorchecks
Record
3. Errorcheck Form
4. Print Copy
For File
2. Create
50058
Form
8. Accepts/
Rejects
Record
6. Submit
50058 To PIC
5. Generate
Electronic 50058
1. Complete
Certification
10. Download
Error Report
9. Generates
Error Report
What error types?
All Error Types
___________________
Run Vacancy/Occupancy Reports
Manage
Unit Status & Designation
Verify Unit Designation is correct
Verify Unit Status is Correct
Vacancy
Monthly
Verify that all Vacancies are correct on PIC
Report
Displays all units that are Vacant on PIC
Lists number of days Vacant
Occupancy Report
Display all Occupied units on PIC
Lists family size and rent
28
1. Select
Reports
2. Select
Vac/Occ Report
3. Select
Developments
5. Select Generate
Report
4. Select Vacancy
29
2. Select
Vac/Occ Report
3. Select
Developments
5. Select Generate
Report
4. Select Occupancy
Unit Designation
Elderly, Disabled or Mixed
Manage
Unit Status
No HUD Approval
HUD Approval Required
30
1. Select
Unit Tab
2. Select
Vacant Unit
3. Modify Designation
or Status
31
1. Select New
Designation
2. Select Change in use
3. Propose Change
No HUD Approval
Required
HUD Approval
Required
1. Select Subcategory
2. Select New Status
Effective Date
3. Select Change in use
4. Save
32
1. Select Subcategory
2. Select New Status
Effective Date
3. Select Change in use
4. Propose Change
1. Select Subcategory
2. Select New Status
Effective Date
3. Select Change in use
4. Propose Change
1. Select Reason
3. Select Change in use
4. Propose Change
33
1. Submission Tab
2. Submit Data
PIC must start with move-in record
New Admission
Or Historical Adjustment
Public Housing New Admission must have vacant unit
PIC records must be in date order
When lease is terminated, do one of the following:
Submit End of Participation (or Online EOP)
Monthly assessment for LIPH
programs
At least 97% every month
Loss of operating subsidy as sanction
PIH Notice 2008-11 PIH
Notice 2007-29
34
1. Click
Reports
sub-module
link
2. Delinquency
Report tab
3. Select Field
Office
4. Click
Reports button
Click ‘View
Entire
Report’
button
35
50058 Received
50058 Required
= Reporting Rate
Tenants on
PIC
Tenants with
Current
Effective Dates
Reporting
Rate
964/972 = 99.18
Count the number of tenants on PIC that fall within the
Date Range at the top of the Page.
Included Date
Range
36
Use MTCS Transaction Report or Ad HOC
MTCS Transaction
Ad
Report
Hoc Report
1. Click
Viewer submodule link
37
2. Select
Trans Report
link under
Reports tab
3. Select
Section 8
Program Type
4. Enter
broad date
range
5. Click
Generate
Report
button
38
1. Click
Form 50058
Adhoc Report
Mike Denny
(MD1669)
2. Select
Program Type
3. Click
Continue
4. Select Active
Transaction Types
6. Click Go to
Field Selection
5. Select a Wide
Date Range
39
Mike Denny
(MD1669)
7. Select desired
data fields
8. Click
Generate Report
Download
in Excel
40
Tenant List From Your System
Tenant List From PIC
1. Click
Reports
sub-module
link
1. Select
Re-exam
tab
2. Select
Program
Type
3. Click
Public
Housing
Agency
link
41
4. Select
Within
State
option
5. Select
State from
dropdown
6. Click
HA List
button
7. Select
HA from
dropdown
8. Click
Reports
button
42
Update any
household with
last re-exam
more than 12
months old
Run
PIC reports and correct problems
Late Re-exam Report
Tenant ID Management Reports
Compare
PIC to Your Tenant List (at least
quarterly)
Make sure all Annuals are Done
Submit to PIC at Least Monthly
How PIC works
3
different types of PIC errors
Errors
Field Data Errors
Record Match Errors
Tools to correct each
PIC Reports
Managing Vacancies on PIC
Recommended monthly PIC practices
Answering your questions
SSN
43
Please complete an evaluation.
44
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