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WinTen² Occupancy and Rent Calculation: Certifications

1. earned income disregard or mandatory earned income disallowance MEID All four of these terms mean the same thing While EID is an obvious and important benefit to your tenants it can present an added burden to your agency in tracking participation in the program and correctly calculating rents The Occupancy and Rent Calculation ORC program helps you with both of these tasks As you maintain household income records see Maintain Income and perform certifications see Certifications the ORC program automatically maintains and tracks participation in EID and automatically adjusts income and rent calculations accordingly For more information on EID please see the HUD EID Rules appendix to this manual Note An adult eligible for EID can receive only one forty eight month disallowance period during his or her lifetime The ORC program creates and maintains EID records automatically only going forward as you create income records and perform certifications Therefore the program has no knowledge of previous participation in EID For these reasons you must manually enter a history of all previous EID participation by your tenants when you first upgrade to WinTen ORC This is the only time you must enter EID information manually The remainder of this chapter walks you through monitoring EID information in ORC which you can do at any time Preliminary User Manual 93 WinTen2 ORC Certifications Monito
2. This person s eligibility for EID ends on this date or when this person completes the twenty fourth month of actual participation in EID whichever comes first Prequalifying Income This is the individual s last certified annual income before participation in EID This prequalifying annual income remains the same during the entire forty eight month disallowance period Months Used at 100 and Months Used at 50 During the first twelve cumulative months the initial period of participation 100 percent of a participant s increased earnings are disallowed from income calculations During the remaining twelve cumulative months the phase in period of participation 50 percent of the increased earnings are disallowed These columns of the table display each participant s months of actual participation at these two disallowance levels based on the information for each participant as it appears on the Maintain EID Employment screen See Monitor EID Employment To Show or Hide the Detail Information Section v Press Ctrl O or click the Show Hide icon To Exit this Screen y Press Esc or click the Exit icon Preliminary User Manual 97 WinTen2 ORC Certifications Monitor EID Employment For each EID participant the ORC program maintains one EID employment record for each separate period of continuous employment between certifications during which the person participates in EID Hint In other words
3. Y Select on the Maintain EID Participants Screen the EID participant you wish to edit Y Click the EID Detail icon Q Hint You can also double click a participant record to select it and open the Maintain EID Employment screen Preliminary User Manual 98 WinTen2 ORC Certifications Maintain EID Employment Screen P Maintain i ee xj File Edit Hl W2 EID Participant TimoTHY H CONRAD Participation Start Date hom 2004 Months Used at 100 5 Participation End Date fi 0 01 2008 Months Used at 50 fo EID Starting Date EID Ending Date Months Used 100 Months Used 50 5 0 gt 10 01 2004 03 01 2005 0 EID Starting Date 10 01 2004 Months used at 100 j EID Ending Date 037m 2005 Months used at 50 fo The Maintain EID Employment screen contains a summary information section a table of EID employment records and a detail information section The summary information section appears at the top of the screen It contains summary information on this person s overall participation in EID This information also appears on the Maintain EID Participants screen For more information on these fields see Monitor EID Participants and Maintain EID Participants Screen The table below the summary section displays one row of information for each of this person s EID employment records In other words each row represents the months of one period of continuous employment between certifications during which thi
4. The Caseworker field also appears on the Main tab of the Tenant Detail screen To Complete Step 1 Y Tab or click through the fields entering the information All fields are required v Press PageDown or click the Start button to go to the next step of the Add Certifications wizard Step 2 Confirmation Step 2 allows you to confirm all of the information before you finish creating this set of Certifications The fields on this screen are not editable To Complete Step 2 v If anything is incorrect press PageUp or click the Back button to go to the previous step and correct it v If everything is correct press PageDown or click the Finish button to finish adding this set of Certifications When you finish you return to the Browse Certifications screen where the new certifications appear in the table For information on completing these certifications please see Complete Certification Steps Create a Single Certification You will use the Begin Certification wizard any time you wish to create a single certification such as for a new admission or an interim reexamination You may occasionally wish to use this method to create a single annual recertification Preliminary User Manual 39 WinTen2 ORC Certifications This wizard will behave slightly differently depending on the tenant for whom you are creating a certification Namely it will skip Step 1 if the certification is for any existing tenant Step 1 allows y
5. Hilt 0O 8V lt 7 0039 SV ssN__ Name ncome Type Income Total Employer verea gt 797 29 7492 YVETTE B BRONTE Other Wages 9 000 00 HOUSING AUTHORITY OF TENMAST Income Owner YVETTE B BRONTE Income Owner SSN 797 29 7492 Verified on Income Type Other Wages 7 Employer HOUSING AUTHORITY OF TENMAST Start Date fost 6 2004 Position Period Yeath v Amount 9 000 00 7 Address 132 VENTURE COURT City St amp Zip LEXINGTON kv 23406 2342 Income Total 9 000 00 Phone j Extension 3 Fax Numb Income Exclusion Type Eamed Income Disallowance Sas Income Excluded 9 000 00 E mail Address Income After Exclusions 0 00 How Long Exclusion Ends Add Income You will use the Add Income wizard to add household income records To Start the Add Income Wizard v Press Ctrl A or click the Add icon on the Income tab of the Tenant Detail screen Use the Add Income Wizard The Add Income wizard will guide you through five steps to add an income record Define the Income Select Applicable Income Exclusion Select Agency Information oh Verification Form Letter 5 Confirm Income Information We will walk through these steps separately To Move to the Next Step v Press PageDown or click the Start Next or Finish button To Move to the Previous Step v Press PageUp or click the Back button Preliminary User Manual 14 WinTen2 ORC Certifications To Cancel the Wizard
6. Press PageDown or click the Start button to go to the next step of the Add Income wizard Step 2 Select Applicable Income Exclusion Add Income Wizard Step 2 of 5 x Select Applicable Income Exclusion Owner of the income YVETTE B BRONTE Exclusion Descriptions Eamed income disallowance for public housing families 24 CFR 960 255 b Income Type fi Other Wages and persons with disabilities in public housing Section 8 and other HUD assisted housing 25 CFR 5 617 Total Income 2400 00 Income Exclusion Type ae A EEE Amount Excluded 1060 00 Cannot Exceed Total Income Income after exclusion 1340 00 EID Worksheet All Eamed Income of EID Participant 11400 ED History All Other Income of EID Participant Toa Total Annual Income of EID Participant 11400 Prequalifying Income 10340 Maximum Exclusion w Percent Excluded in This Phase 10x EID Amount Excluded w Instructions i Cancel Click the Next button to continue Keak ne gt Preliminary User Manual 16 WinTen2 ORC Certifications This step allows you to identify what portion of this income if any is excluded from rent calculations for this household Step 2 contains two editable data fields Income Exclusion Type and Amount Excluded Both are required if an exclusion exists for this income or tenant This step also contains the EID History function and non editable EID Worksheet Exclusion Description and Income after Exclu
7. WinTen2 ORC Certifications P Add Certifications E x C Batch Add Certifications C New Admission C Portable Move in Mlinstructions Please determine the certifications you wish to add Cancel v Press DownArrow or click to select Existing Tenant Single Certification y Press PageDown or click the Next button v A select screen opens with a table of current tenants ron mam on y Sha Q Lewes Y Select the tenant for whom you wish to create a certification Vv Press Alt T or click the Select button to make your choice and start the Begin Certification wizard Hint You can also double click the tenant s record to select it and start the Begin Certification wizard Vv The Begin Certification wizard opens on Step 2 Step 1 does not apply to existing tenants v See Use the Begin Certification Wizard To Create from the Certifications Tab of the Tenant Detail Screen Follow these steps to create a single certification for an existing tenant from the Certifications tab of the Tenant Detail screen To Open the Tenant Browse Form y Press T or click the Tenant button on the Main Menu Preliminary User Manual 41 WinTen2 ORC Certifications 3 To Open the Certifications Tab of the Tenant Detail Screen v Select the tenant for whom you wish to create a certification Vv Press Alt E or click the Edit Review button Hint You can also double click the tenant
8. You will access the Maintain Outside Agencies screen from the Default Settings tab of the ORC Setup screen To Open the Default Settings Tab v This tab appears by default when you open the ORC Setup screen v Ifyou have left it press Ctrl Tab or click the Default Settings tab at the upper left Preliminary User Manual 80 WinTen2 ORC Certifications To Open the Maintain Outside Agencies Screen Y Click the Other Functions Tools icon drop down arrow on the Default Settings tab and then click Maintain Outside Agencies N Maintain Outside Agencies Screen P Maintain Outside Agencies a a x Bi 080 801 5 Outside AgencyName Care Phone e AMERICAN RED CROSS _ CENTRAL BANK amp TRUST EPT OF SOCIAL SERVICES MARY DOWD _ HOUSING AUTHORITY OF TENMAST KINDERCARE _ MCDONALDS OF LEXINGTON JOE GRAVIS OLIVE GARDEN _ SOCIAL SECURITY ADMINISTRATION 800 772 1213 WAL MART Outside Agency Name DEPT OF SOCIAL SERVICES Care Of MARY DOWD Street Address fi JEFFERSON ST City State amp Zip LEXINGTON ky 40511 Telephone 859 359 5492 Extension 229 Fax Number 859 864 3480 E mail Address mdowd imail state ky us The Maintain Outside Agencies screen contains an agency table and a detail information section The agency table displays one row of information for each of your outside agencies The detail information section by default fills the bottom
9. s record to select it and open the Tenant Detail screen v The Tenant Detail screen opens y Press Ctrl Tab or click the Certifications tab at the upper left on the Tenant Detail screen Process Sing Compite simp Compt at To Create a Single Certification for an Existing Tenant vy Press Ctrl A or click the Add icon on the Certifications tab v The Begin Certification wizard opens on Step 2 Step 1 does not apply to existing tenants v See Use the Begin Certification Wizard Create a Single Certification for a New Admission or Portability Move in You must conduct a certification also Known as an Initial Eligibility Determination for each new family before you can admit them to your agency s subsidized housing program These include not only new residents of public housing or new housing choice voucher families but also portability move ins to Section 8 Preliminary User Manual 42 WinTen2 ORC Certifications You can create such a certification directly from the Browse Certifications screen or you can create it by first opening any tenant record on the Main tab of the Tenant Detail screen We will walk through both of these options Note If you are working in a Section 8 data area and if you have enabled Section 8 voucher tracking in the Setup of the Section 8 program you cannot add a new tenant directly into Occupancy and Rent Calculation You must add the tenant as an applicant in the
10. www hud gov offices pih programs ph rhiip phguidebook cftm HUD stipulates a hierarchy of methods of verification it prefers For each verifiable piece of information you must attempt the most preferred verification method first If it is not available you must then attempt the next most preferred method etc until you successfully verify that item For each unsuccessful verification attempt you must document when you attempted it and why that verification method was unavailable For income verification you must use up front income verification mentioned above whenever possible If that is unavailable written verification from a third party and then oral verification from a third party are the second and third choices respectively If neither of those is available you may examine documents provided by the tenant Finally if you have exhausted all other options your agency s procedures may allow you to accept a notarized statement from the tenant as verification This hierarchy is identical when you are verifying information other than income except that up front income verification is not an option You can use the Browse Verifiable Items screen to view and find a tenant s verifiable items Preliminary User Manual 60 WinTen2 ORC Certifications You can use the Maintain Verifiable Items screen and the Maintain Verification Detail screen to track your verification of tenant information Hint The Maintain Verifiable Items
11. 3 Interim Redetermination Social Security Number 55665 3211 Tenant Type Housing Choice Voucher Effective Date Jos 01 2005 FMR Code x Welfare Rent jo Security Deposit jo Utility Allowance jo r Instructions Click the Next button to continue amp Back Cancel This step allows you to enter additional information related to this certification The ORC program will use this information in various income expense and rent calculations Step 4 contains four editable data fields FMR Code Welfare Rent Security Deposit and Utility Allowance FMR Code is required Information from previous steps also appears at the top of the screen These fields are not editable on this step FMR Code Select the FMR Fair Market Rent Code that applies to this tenant s unit Preliminary User Manual 51 WinTen2 ORC Certifications Hint Your agency maintains your FMR Codes on the FMR Payment Standard Setup screen You can access this screen from the Default Settings tab of the ORC Setup screen Open the ORC Setup screen by pressing S or clicking the Setup button on the Main Menu Click the Other Functions Tools icon drop down arrow on the Default Settings tab of the ORC Setup screen and then click FMR Payment Standard Setup Welfare Rent If this tenant receives a welfare assistance payment and part of that payment is specifically designated for housing shelter and utilities enter the housing portion of the w
12. 86 HUD CERTIFICATION RU AS a a a eNe a A EE A rN A EEEE Rae 87 HUD COMMUNITY SERVICE AND ECONOMIC SELF SUFFICIENCY RULES c cccccccsssssssseceeeceesesssssaeees 90 EARNED INCOME DISALLOWANGE Ae Tore EE EE TE E E SSE E o EEEE EES N aa 93 M nit r ELD Inf rm tioli snra toe anA AE EEN EAE REE EEO EEEE AEE 94 Monitor EI Participants issii rneer ea an eee ie alee ee 95 Monitor EID Employment cre tieric atiieentaaiiriint Laie E E tinea ee 98 HUD EID RULES an aana E beeas aes hegre antes nkegeedehael T EEA 101 INDEX PTE EE EET EE eet ace dan EET E eantescdecemeecseasenee 105 Preliminary User Manual ji WinTen2 ORC Certifications CHAPTER 1 Community Service and Economic Self Sufficiency HUD mandates that all non exempt adult residents of public housing meet minimum monthly requirements for performing community service and or economic self sufficiency activities These requirements must be a stipulation of each residents lease HUD further mandates that your agency have a local Community Service and Economic Self Sufficiency Policy for administering these requirements The ORC program allows you to track your residents activities to meet the requirements of your policy For more information on HUD s requirements for such activities please see the HUD Community Service and Economic Self Sufficiency Rules appendix to this manual The remainder of this chapter walks you through using the ORC program to track resident compl
13. Asset Source Add Asset Wizard Step 2 of 4 5 ae xj Enter the Asset Source Owner of the asset YVETTE B BRONTE Description of the asset SAVINGS ACCOUNT Cash value of the asset l 570 00 Income received from the asset 14 50 y i Source o Contact Address cyl st d Phone Extension Fax Number E mail Address r Instructions SS Enter the agency that can verify the asset information amp Back Next Cancel This step allows you to identify the agency if any that can verify the value of this asset and the income the owner receives from it Step 2 contains the Source field and nine contact information fields None is required This step also contains the Get Agency function Some of your choices from previous steps also appear at the top of the screen These fields are not editable on this step Preliminary User Manual 25 WinTen2 ORC Certifications Source If an agency organization or company can verify the value of this asset and or the income the owner receives from it enter that agency here You might enter for example a bank that can verify information for a bank account If you have entered this organization in your list of outside agencies you can use the Get Agency function to select it See Maintain Outside Agencies You can also use this function to add an organization to the outside agencies list on the fly Otherwise enter the verifying source and its contact information i
14. Date 09 30 2004 E Next Reexamination Date fos 30 2005 E Last Inspection Date gt H Minterview Dates Examination Date 0370972005 E Nest Interview Date 11723 2004 E Next Interview Time l Contract Dates Request for Lease Approval Date gt H HAP Contract Date gt HAP Contract Signed Date gt Lease Start Date gt H Last Passed Inspection ra E Tenant Signed Date i E Notification of Vacancy Date i E Date of Contract Cancellation i E Vacancy Date i E Payment Termination Date i E Instructions Click the Next button to continue Kear vet gt This step allows you to verify or enter various dates related to this certification Step 3 contains seventeen editable data fields divided into three sections Certification Dates Interview Dates and Contract Dates The Application Date and Admission Date fields are required Information from previous steps also appears at the top of the screen These fields are not editable on this step Application Date This is the date on which the tenant applied to your agency for subsidized housing Preliminary User Manual 48 WinTen2 ORC Certifications Admission Date This is the date on which the tenant was admitted to your agency s subsidized housing program Next Reexamination Date The tenant s next reexamination is scheduled on this date Last Inspection Date The tenant s unit underwent its last inspect
15. Maintain EID Participants Screen Maintain i i iat x File Edit MEE AL Head Name TIMOTHY CONRAD SSN 556 653211 _ EID Participant Status Participation Start Date Months Used at TE a TEESE TIMOTHY H CONRAD 10 01 2004 EID Participant TimoTHY H CONRAD Participation Start Date i00 2004 Prequalifying Income 2000 Status Participation Ending Date fioo 2008 The Maintain EID Participants screen contains non editable fields at the top of the screen to identify the head of the selected household This screen also contains a participant table and a detail information section The participant table displays one row of information for each EID participant in the current household The detail information section by default appears at the bottom of the screen This section displays detailed information on the participant currently selected in the table above it You can choose to show or hide the detail information section by pressing Ctrl O or clicking the Show Hide icon The detail information section contains five data fields EID Participant Status Participation Start Date Eligibility End Date and Prequalifying Income The participant table also includes additional columns displaying Months Used at 100 and Months Used at 50 Status An EID participant can have one of four statuses Started Paused Completed or Expired A Started status means the person has begun participation and is currently participating in EI
16. NN ON ON Click the Move Certification Step Up icon to move this step up in the list OR Click the and Move Certification Step Down icon to move this step down in the list To Edit a Certification Step v Verify your choices for the Tenant Type and Transaction Type option fields Y Click the Show Steps button Y Select in the certification step table the step you wish to edit vy Press Ctrl E or click the Edit icon Y Tab or click through the fields in the detail information section changing information as needed v To save your changes press Ctrl S or click the Save icon Y To cancel press Ctrl Q or click the Cancel icon To Delete a Certification Step Verify your choices for the Tenant Type and Transaction Type option fields Click the Show Steps button Select in the agency table the step you wish to delete Press Ctrl D or click the Delete icon bn a SSS Press Y or click the Yes button to confirm the deletion Preliminary User Manual 85 WinTen2 ORC Certifications Appendixes Preliminary User Manual 86 WinTen2 ORC Certifications APPENDIX A HUD Certification Rules This appendix briefly discusses HUD s certification requirements and provides a partial list of additional certification related resources available from HUD s Web site and from Tenmast s RIMCheck com Web site www rimcheck com rimrx HUD Requirements HUD requires your agency to establish procedures for conducting both public
17. Preliminary User Manual 94 WinTen2 ORC Certifications Monitor EID Participants When an individual begins participation in EID the ORC program creates that person s EID participant record For any resident this is triggered the first time and only the first time you create an income record for the person that designates Earned Income Disallowance as the income exclusion type See Maintain Income You can view EID participant information on the Maintain EID Participants screen You can access this screen from the Household tab of the Tenant Detail screen To Open the Household Tab v Locate the tenant for whose household you wish to view EID information Y Open this tenant on the Tenant Detail screen Y Press Ctrl Tab or click the Household tab at the upper left on the Tenant Detail screen Fie Ede Tock ep ___ Heat Hane f sinf ___ Etective Date 5 Man Certcatons Moetolt income Asats Cipmrves Relmences atian Totais eA LIA Fan Name THOT Mi Lat Meme CONTO SSN FREI Mente Ot Raguin ts Mad PEIC Dagensit Type Mead anaa F Hando F Dodii Birdy nE Apl Betelace I Vin apaes Cita iie Cher I h Regetation Minte T bemomisidsome T Soko gwen maay property in the last tmi yaar To Open the Maintain EID Participants Screen v Click the Earned Income Disallowance icon on the Household tab 9 Preliminary User Manual 95 WinTen2 ORC Certifications
18. R EEEE Seta Cade 54 Verify Informati onise E E ents ENE OENE RE EEEE OKEE E S 60 Maintain Verifiable Items ornina rea sinh abs area hil eee R ta 62 Maintain Verification Detail sc iopet eieiei Ee eie i E aai E A E eE T A A 64 Maintain Online Verification Details seeeeseeeeeseeeeeseeresseesesteerestsstestssrenrestesestresesrissessesrent 64 Maintain Third Party Written Verification Details eee eeesssecsseceeceeeeseeeeneeeneeeaeesseeeaaeenaees 66 Maintain Third Party Oral Verification Details 0 0 00 eee eseeseeeseeeseecnseceseceseeeeeseneseaeeeaeeeaeeenaes 68 Maintain Tenant Documented Details 0 0 ccc ecccceenceceeeceseeceeaeeceeeeeaeceeaeeceeeeeeaeeseaeeneaaecenees 70 Preliminary User Manual i WinTen2 ORC Certifications Maintain Self Declaration Details 0 ccc cecccecssecesnceceseeeeaeceeaceceeneeceueeeeaaeceeaeeceeeeceaeeeeaaecneaeeesaes 72 Finalize Certifications nan oeie ena Ae Re Ee ag EIS A Ae RENIN A a he ce ag 74 Use the Finalize Certification Wizard ccccccesssccessceceeeecsneceesceceeaeecsaeeeeaaeceeaeeceeeeeaeeneaaeceeeees 74 IMPEEMENT SETUP x isiecsccsstssagsetecsioaessctsceh aetcdstsssccues sncsaveebeancenssuue suvesnteagevesse ENEA EEEN Ea E EANA 79 Maintain Outside AQencde cccccccccccccsssssecsssscecsssseeecesssececssseeeessssseeesesseeeessssaeeesssaasecseuasessseuaaesesseaaeens 80 Maintain Certification Steps errori etten a EEE E A AR BAS ek en AR ERE 82 7A dad A D DA Do E E E E A A T E E EE ER
19. To Start the Finalize Certification Wizard y Open the certification you wish to finalize on the Certifications tab of the Tenant Detail screen See Complete Certification Steps v Press Ctrl F or click the Finalize Certification icon on the Certifications tab R Use the Finalize Certification Wizard The Finalize Certification wizard will guide you through four steps to finalize a certification 1 Confirm Certification Information 2 Select Documents to Print 3 Make eTrans Record 4 Confirm Certification Information We will walk through these steps separately To Move to the Next Step v Press PageDown or click the Start Next or Finish button To Move to the Previous Step v Press PageUp or click the Back button To Cancel the Wizard at Any Time v Press Esc or click the Cancel button Hint Until you finish Step 4 you can go back and change some of the information you have entered Preliminary User Manual 74 WinTen2 ORC Certifications Step 1 Confirm Certification Information Finalize Certification Wizard Step 1 of 4 oo een xj Confirm Certification Information Head of Household Full Name FERNADO LUCIA Transaction Type ze Re examination Social Security Number 797 393 7537 Tenant Type Housing Choice Voucher Effective Date o7 27 2004 Certification Status Certification Action Completed by User Completed on gt Set up Appointment Not Completed Pull Folder from Files Not Completed Prin
20. WinTen2 ORC Certifications Add Assets You will use the Add Asset wizard to add asset records To Start the Add Asset Wizard v Press Ctrl A or click the Add icon on the Assets tab of the Tenant Detail screen Use the Add Asset Wizard The Add Asset wizard will guide you through three steps to add an asset record 1 Define the Asset 2 Enter the Asset Source 3 Verification Form Letter 4 Confirm Asset Information We will walk through these steps separately To Move to the Next Step v Press PageDown or click the Start Next or Finish button To Move to the Previous Step v Press PageUp or click the Back button To Cancel the Wizard at Any Time v Press Esc or click the Cancel button Hint Until you finish Step 3 you can go back and change any information you have entered Preliminary User Manual 23 WinTen2 ORC Certifications Step 1 Define the Asset Add Asset Wizard Step 1 of 4 i SB xj Define the Asset Owner of the asset ARAARA Description of the asset Cash value of the asset 0 00 Income received from the asset 0 00 Instructions Enter the owner of the asset and its details then click the Start button to continue Cancel This step allows you to enter information about the owner description and value of the asset Step 1 contains four editable data fields Owner of the Asset Description of the Asset Cash Value of the Asset and Income Received from the Asset All fields are required In
21. a aaia E A E aa aer aa a a A hic A A e e aeda 74 Maintaining Certification Steps chen ccciies sides Leena tan sdhen senda caedenss undeneacte decapdacenanateacetepadtaceteegannss es 82 RUSE Siis naa yatta gains a a aa a aaan a E Rivas Mesa ar ats 87 AAAA eck ax A E E A cate aed T E A A TE 60 Community Ser Ei e ee a a e ste eee ease votes Sos See ata a las a Ea EE ARE dada 1 Maintain Nges enaki aeaii aeae a EKE NEE EEEE Eaa TAEDE KEE ada 1 E E E E TAE ES 90 Earned Income DisallowanGe siisrraieoniedeiaes idera a A Ss 93 Montong aene a E a a a a tears a O a haatey 94 RUIE Sini a ace et eee Maas a aea aaor apa ee e Me nce ae ete 101 Economic Self Sufficiency cass Si aaah aS vacated 2h av aeaubceeuh deve axa uabebasbaaes waneduameaceneeaate rneer eee 1 EXPENSES Saien lees tase at ca tree aA tects Meee eee Dice ee Soe deters EA hate lars teeta aan DNET toes 29 Households ieie a EEE eE ai a Eaa EAE AREENA EEEE EEA oea 9 HUD Certification RUES nennen a gaa nade e O A AE a da 87 Community Service Rules 221 a cccccccscns sancaseenestentanatcess sdenttind fate dep deers atten aa depen tengaderadaiiasthcanatangheceess 90 EID RUIE Saa a baer ge aceasta Se Natta 101 UCONN Going tase ates enraiar aan inanakan AEEA RE aa EERE Sra Saari Epaian ANA AARETE ea DAANEN AA NAE araia 13 PSU o A SE E cect eel E E E E E 79 Ceftification Stepska a E E E 82 Outside AJEN ES a e E Er aa eae aS a AAA EAA aae E E Se ENEA EAEE tard 80 Veritatis nesnioninsdnii ie E Aaaa aida tn E
22. a new admission or portability move in All editable fields are required The non editable Head of Household Full Name and Social Security Number fields also appear at the top of the screen Tenant Type If this certification is for a new admission or portability move in select the type of benefit this household is receiving from your agency This field is not editable for existing tenants Transaction Type Select the type of certification you wish to create Preliminary User Manual 47 WinTen2 ORC Certifications The Transaction Type label corresponds to the Transaction Type field on Form HUD 50058 Within the context used here it pertains only to type of certification Note Not all Transaction Types are appropriate for all Tenant Types Effective Date Select the effective date of the new certification To Complete Step 2 Y Tab or click through the fields entering the information All editable fields are required y Press PageDown or click the Next button to go to the next step of the Begin Certification wizard Step 3 Select the Dates for this Certification Begin Certification Wizard Step 2 of 6 ii x Select the Dates for this Certification Head of Household Full Name TIMOTHY H CONRAD Transaction Type E Interim Redetermination Social Security Number 556 65 321 1 Tenant Type Housing Choice Voucher Effective Date oso 2005 m Certification Dates Application Date 0371872003 E Admission
23. average of eight hours per month Under normal circumstances residents must meet the eight hour minimum each month Your agency can determine if and when to allow residents to deviate from this monthly schedule Your agency s policy should include a list of eligible activities residents can perform to fulfill the requirements The additional resources listed below include detailed lists of specific activities to include Your agency may choose to include additional eligible activities In general community service activities can include volunteer work for any local public or non profit institution or organization This can also include volunteer work at your agency such as providing childcare for other residents so they may volunteer Self sufficiency activities in general can include educational programs such as literacy English as a second language GED junior college or college life skills activities such as substance abuse mental health or financial counseling or any training to enhance the resident s job skills or job readiness Note HUD expressly excludes the following from eligible activities political activities employment and work ordinarily performed by employees of your agency For any month a resident may meet the requirement with community service activities or self sufficiency activities or a combination of both Residents must perform these activities within the local community and not outside
24. be conducted by that tenant s caseworker Agencies without caseworkers may have certain employees who perform all certifications or may assign certifications in some other way You will create interim recertifications and certifications for new admissions individually as needed You can also create annual recertifications individually but you will most often create them in batches on a regular basis usually monthly See Create a Single Certification and Batch Add Certifications Your time frame for beginning annual recertifications and certifications for new admissions how far in advance of the recertification dates or unit offers you begin the process will depend on your agency s procedures HUD requires that you allow enough time to collect and verify all information including third party verifications and still provide advanced notice to any family Preliminary User Manual 35 WinTen2 ORC Certifications whose rent will change Most agencies begin certifications at least thirty to ninety days before the recertification dates or unit offers Your agency can define your own set of custom steps to complete each kind of certification you perform After you create a certification your agency defined steps for that certification will appear on the Certifications tab of the Tenant Detail screen You will walk through each of these steps to complete the certification See Maintain Certification Steps and Complete Certificatio
25. description of the specific item you are verifying Description of Document Enter a short description of the tenant supplied document e g pay stub driver s license Social Security card Person Providing Information Enter the name of the person who supplied the document Received Date Enter the date you received the document Status The Status field can be Not Selected Pending Received or Not Received Not Selected is the default it means you have not attempted this verification method Pending means you have requested verification and are waiting for a response Received means you have received verification of the information Not Received means you requested verification but did not receive a response within your agency s allowable period of time Preliminary User Manual 71 WinTen2 ORC Certifications Notes Enter any notes about this verifiable item that might be helpful for your agency or for a RIM auditor Actual Verified Tenant Reported and Verification Results These fields appear only if the status is Received The Actual Verified and Tenant Reported fields display the information you received from the verifying agency and the tenant respectively The Verification Results field shows whether these two Matched there was a Discrepancy or an information match was Not Determined To Enter Tenant Documented Information vy Press Ct
26. expense is paid If you have entered this organization in your list of outside agencies you can use the Get Agency function to select it See Maintain Outside Agencies You can also use this function to add an organization to the outside agencies list on the fly Otherwise enter the payee and its contact information into these fields manually Preliminary User Manual 32 WinTen2 ORC Certifications To Use the Get Agency Function Y Click the Get Agency button v The Agency Information screen opens v Click in the agency table to select the agency v For information on adding an agency see Maintain Outside Agencies Y Click the Insert Agency button to make your choice and close the Agency Information screen v To cancel the Agency Information screen click the Cancel button v If necessary tab or click through the fields editing the contact information Hint You may need to edit for example the Care Of Extension and or E mail Address fields v Press PageDown or click the Next button to go to the next step of the Add Expense wizard To Complete Step 3 Manually v Tab or click through the fields entering the payee information v Press PageDown or click the Next button to go to the next step of the Add Expense wizard Step 3 Confirm Expense Information Step 3 allows you to confirm all of the information before you finish creating this expense record The fields on this screen ar
27. hd J Alien Instructions Enter the information about this household in the wizard and click next Start Cancel This step allows you to enter all the information needed to create the household member s record Step 1 contains up to fifteen editable data fields Household Member s SSN First Name MI Last Name Dependent Type Birthday Birthplace Gender Race Ethnicity Eligibility Alien Registration Number Handicapped and Disabled All fields are required except Birthplace You may also leave Alien Handicapped and or Disabled blank if they do not apply to this household member The non editable Head of Household field also appears at the top of the screen Use this to verify that you are adding a member record to the correct household Dependent Type Choose the option that best describes this person s dependency status Race Indicate this person s racial make up by checking all boxes that apply You must check at least one box If you check more than one box the ORC program will identify this person as multi racial Ethnicity Indicate whether this person is Hispanic Latino Eligibility Choose the option that best identifies this person s eligibility for benefits based on the person s citizenship status Preliminary User Manual 11 WinTen2 ORC Certifications Alien and Registration Number Check the Alien field if this person is a resident alien If you do so the Registration
28. housing and housing choice voucher certifications Your certification procedures for these two types of housing may be slightly different In the case of public housing certifications your procedures should be in accordance with your agency s Admissions and Continued Occupancy Policy Hint The additional resources listed at the end of this appendix include a sample admissions and continued occupancy policy During each certification you must collect and verify information on each member of the family This information includes such things as age Social Security number citizenship or eligible immigrant status income assets and qualified income deductions You must obtain third party verification for much of this information Your certification procedures must allow you to collect and verify all information in a proper and timely manner and provide advanced notice to any family whose rent will change Your procedures should take into consideration the amount of time often substantial it takes to receive third party verifications Although there are other cases in which you may need to conduct certifications you will conduct most of them for one of three reasons new admissions annual recertifications and interim recertifications You must conduct a certification of each new family before you can admit them to your agency s subsidized housing program This certification is also known as an Initial Eligibility Determinati
29. of Income Type and Income Includes Choose the option in the Income Type field that best identifies the type of income If you are unsure what any income type means select that type temporarily and use the Definition of Income Type and Income Includes fields for reference These fields show you respectively HUD s definition of the income type and specific examples of that type of income Starting Date Select the date on which this person began receiving this income Preliminary User Manual 15 WinTen2 ORC Certifications Period Choose the basis for calculating this income Weeks per Year and Hours per Week If you have chosen a weekly period the Weeks per Year field becomes available Enter the number of weeks per year that this person receives this income If you have chosen an hourly period both the Weeks per Year and the Hours per Week fields becomes available Enter the number of weeks per year and the number of hours per week this person works Amount per Period Enter the amount of income this person receives during each period Total Income This non editable field calculates the annual amount of the income based on your choices for the other fields Depending on the income type this annual amount will be included in the appropriate calculations on the Totals tab of the Tenant detail screen To Complete Step 1 Y Tab or click through the fields entering the information All editable fields are required v
30. of the Tenant Detail screen the program can open a particular screen or location within the ORC program from which to complete that step This location may be a tab of the Tenant Detail screen a Tenant Reports print dialog the Browse Verifications screen or the FSS WtW Family Self Sufficiency Welfare to Work Contract Information screen You can define one location for each certification step To Set the Tenant Type Transaction Type Combination Y Select the Tenant Type Y Select the Transaction Type Y Click the Show Steps button Preliminary User Manual 84 WinTen2 ORC Certifications Note It is very important that you select and verify this combination as it defines the exact certification for which you are viewing adding editing or deleting steps To Add a Certification Step v Verify your choices for the Tenant Type and Transaction Type option fields Y Click the Show Steps button Vv Press Ctrl A or click the Add icon on the Maintain Certification Steps screen v Tab or click through the fields in the detail information section entering the information Step Description is required S To save this new step press Ctrl S or click the Save icon S To cancel press Ctrl Q or click the Cancel icon To Change the Order of Steps Verify your choices for the Tenant Type and Transaction Type option fields Click the Show Steps button Select in the certification step table the step you wish to move
31. of this wizard Mark All and Unmark All Click these buttons respectively to check or uncheck all documents To Complete Step 6 v Click the checkboxes in the Certification Documents field as needed to check or uncheck documents OR Click the Mark All or Unmark All button respectively to check or uncheck all documents y Press PageDown or click the Next button to go to the next step of the Begin Certification wizard Step 7 Confirm New Certification Begin Certification Wizard Step 6 of 6 io xj Confirm New Certification Head of Household Full Name TIMOTHY H CONRAD Transaction Type E Interim Redetermination Social Security Number 556 65 3211 Tenant Type Housing Choice Voucher Effective Date 03 01 2005 Unit Information Property ID es Street ze N HILLS LN Apt 105 City State Zip RUSTON La in 270 Utility Allowance 0 Print Certification Documents No Certification Minstructions Confirm the above values and click Finish to complete the task amp Back Cancel Preliminary User Manual 53 WinTen2 ORC Certifications This step allows you to confirm the information and to enter comments before you finish creating the certification Step 7 contains one editable field Reason for Certification It is optional Information from previous steps also appears at the top of the screen These fields are not editable on this step Reason for Certification Enter any comments or add
32. part of the screen This section displays detailed information on the agency currently selected in the table above it You can choose to show or hide the detail information section by pressing Ctrl O or clicking the Show Hide icon You will add or edit agencies in the detail information section you cannot do so directly in the agency table The detail information section contains ten editable contact information fields Outside Agency Name is required Outside Agency Name Enter the name of the agency Care Of If appropriate enter the name of your primary contact person at this agency Preliminary User Manual 81 WinTen2 ORC Certifications To Show or Hide the Detail Information Section v Press Ctrl O or click the Show Hide icon Hint If you have hidden this section it will also show automatically when you add or edit a record To Add an Outside Agency vY Press Ctrl A or click the Add icon on the Maintain Outside Agencies screen Y Tab or click through the fields in the detail information section entering the information Outside Agency Name is required v To save this new outside agency press Ctrl S or click the Save icon To cancel press Ctrl Q or click the Cancel icon To Edit an Outside Agency yY Select in the agency table the agency you wish to edit y Press Ctrl E or click the Edit icon Y Tab or click through the fields in the detail information section changing information as needed
33. s certification rules please see the HUD Certification Rules appendix to this manual The remainder of this chapter discusses a certification process typical for most agencies and walks you step by step through using the ORC program to create process and finalize certifications Preliminary User Manual 34 WinTen2 ORC Certifications P Browse In Process Certifications ij x Fie Edit View Help EAE View In Process Certifications x Ordered by Head of Household SSN Search for Po Caseworker o YS Certifications Effective From 2 g To gt H Apply SN n aS Name FirstName n Transaction Code e E fective Date Status Caseworker gt 172 76 1638 DONAHUE Annual Re examination 09 01 2004 In Process E 342 42 5564 VANCE JENNIFER Annual Re examination 02 04 2004 In Process i 342 42 5564 VANCE JENNIFER Annual Re examination 02 04 2005 In Process 352 65 4125 ANDERSON ANGELA Other Change of Unit 01 01 2005 In Process 405 31 1328 BROWNING SARAH Annual Re examination 01 17 2005 In Process 424 35 3243 HERNANDEZ LELA Annual Re examination 08 01 2004 In Process E 433 21 2477 FORDSON ALISON End of Participation 07 24 2004 In Process E 443 22 1112 BROWN EUNICE Interim Re examination 01 01 2005 In Process E 458 79 1891 BROWN TEKISHA Annual Re examination 11 30 2005 In Process i 472 49 7597 NABORS DEBORAH Interim Re examination 12 01 2004 In Process 482 083 5028 STEWART ALFORD Annual Re examination 03 01 2004 In Process 538
34. screen exactly matches HUD s hierarchy of preferred verification methods You can access the Browse Verifiable Items screen by using the Verifications function on the Certifications tab of the Tenant Detail screen See Complete Certification Steps Hint You can also designate the Browse Verifiable Items screen as the step location to open for any of your agency defined certification steps See Maintain Certification Steps To Open the Browse Verifiable Items Screen v Press Alt V or click the Verifications button on the Certifications tab of the Tenant Detail screen Browse Verifiable Items Screen Browse All erifiable Items i x Fie Edit View Help Blt gt Name YVETTE BRONTE SSN 797 29 7492 Action Annual Re examination Effective Date 0170172005 View All Verifiable Items x Ordered by Item x Search for Se a a YVETTE B BRONTE SAVINGS ACCOUNT CENTRAL BANK amp TRUST Not Started al Household RAYNARD BRONTE SOCIAL SECURITY NUMBER Not Started Household DEBBIE BRONTE AGE VERIFICATION Not Started E Household DEBBIE BRONTE SOCIAL SECURITY NUMBER Not Started E Household YVETTE B BRONTE AGE VERIFICATION Not Started i Household RAYNARD BRONTE AGE VERIFICATION Not Started Household RAYNARD BRONTE DISABILITY ALLOWANCE ELIGIBILITY Not Started Household YVETTE B BRONTE SOCIAL SECURITY NUMBER Not Started YVETTE B BRONTE Other Wages HOUSING AUTHORITY OF TENMs In Process The Browse Verifiab
35. sections on the Maintain Verifiable Items screen e Maintain Online Verification Detail Screen e Maintain Third Party Written Verification Detail Screen e Maintain Third Party Oral Verification Detail Screen e Maintain Tenant Documented Detail Screen e Maintain Self Declaration Detail Screen Because each of these screens is slightly different we will walk through them separately You can access any of these screens by using the Update Results function on the Maintain Verifiable Items screen See Maintain Verifiable Items To Open Any Maintain Verification Detail Screen v Click on the Maintain Verifiable Items screen the Update Results button of the section you wish to update v That section s Maintain Verification Detail screen opens Maintain Online Verification Details One of the more important parts of a certification is the verification of a household s total income HUD requires you to use up front verification whenever possible Up front verification sources are Internet or other electronic sources that allow you to confirm tenant income information especially income and Social Security Numbers Preliminary User Manual 64 WinTen2 ORC Certifications For more information on up front income verification including a partial list of sources please see Public Housing Occupancy Guidebook June 2003 see Section 7 5 Up Front Income Verification www hud gov offices pih programs ph rhiip phguidebook cfm You ca
36. to print a form letter addressed to the source of asset the agency you entered on Step 2 asking them to verify the income Step 3 contains one editable data field Print Form Letter It is optional Your choices from previous steps also appear at the top of the screen These fields are not editable on this step Print Form Letter Select the form letter if any you wish to print If you select a form letter a print dialog box will open for it when you click the Finish button on Step 4 of this wizard Click the OK button on that dialog box to print the letter To Complete Step 3 Y Select a form letter to print optional y Press PageDown or click the Next button to go to the next step of the Add Asset wizard Preliminary User Manual 27 WinTen2 ORC Certifications Step 4 Confirm Asset Information Step 4 allows you to confirm the information before you finish creating this asset record The fields on this screen are not editable To Complete Step 4 v If anything is incorrect press PageUp or click the Back button to go to the previous step s and correct it vf everything is correct press PageDown or click the Finish button to finish creating the income record Preliminary User Manual 28 WinTen2 ORC Certifications CHAPTER 5 Maintain Expenses HUD considers certain qualified expenses of a tenant household as deductions from income Qualified expenses could include such things as childcare costs and cer
37. 2 ORC Certifications For each different combination of tenant type and transaction code certification type you can define your own set of custom certification steps For example you can define one set of steps for a Public Housing new admission a different set for a Public Housing annual reexamination and a third set for a Public Housing interim reexamination You can define entirely different steps for Housing Choice Voucher new admissions Housing Choice Voucher annual reexaminations Section 8 Homeownership new admissions Section 8 Homeownership annual reexaminations etc Hint These are only a few examples you can define custom steps for dozens of different combinations of tenant type and transaction code We will walk through using the Maintain Certification Steps screen to define your certification steps You will access this screen from the Default Settings tab of the ORC Setup screen To Open the Default Settings Tab v This tab appears by default when you open the ORC Setup screen v Ifyou have left it press Ctrl Tab or click the Default Settings tab at the upper left To Open the Maintain Certification Steps Screen Y Click the Other Functions Tools icon drop down arrow on the Default Settings tab and then click Certification Steps N Maintain Certification Steps Screen Certification Steps Setup Form File Select the tenant type and the transaction code then click Show Ste
38. 47 5201 PEREZ MARIA Annual Re examination 02 01 2004 In Process E 538 47 5201 PEREZ MARIA Annual Re examination 02 01 2005 In Process E 661 32 8646 HERNANDEZ JOSE Interim Re examination 07 28 2004 In Process E 675 92 7917 JACKSON BETTY Interim Re examination 11 22 2004 In Process 675 97 3591 LOVELY MAGARET Annual Re examination 12 01 2004 In Process 797 293 7492 BRONTE YVETTE Annual Re examination 01 01 2005 In Process 797 93 7537 LUCIA FERNADO Annual Re examination 07 27 2004 In Process 834 21 7659 CANTER MAUREEN New Admission 08 30 2004 In Process E 850 43 8362 STRICKLAND TASHA Interim Re examination 05 19 2004 In Process 850 43 8362 STRICKLAND TASHA Annual Re examination 02 01 2005 In Process Certification Process The ORC program helps you manage all aspects of the certification process including creating and scheduling certifications preparing documents collecting and verifying information and notifying the tenant and HUD of the results The program includes many wizards that guide you step by step through complex processes and help ensure that you enter HUD mandated information The verification steps built into the program exactly match the requirements of a RIM Rental Integrity Monitoring audit Here is a typical certification process for most agencies Note Your process may be different depending on you agency s procedures If your agency uses caseworkers each tenant s certification will usually
39. Applicant List program then assign a voucher and perform a move in from that program For more information please see the user manuals for WinTen Section 8 and Applicant List To Create from the Browse Certifications Screen Follow these steps to create a single certification for a new admission or portability move in from the Browse Certifications screen To Open the Browse Certifications Screen v Press C or click the Certification button on the Main Menu To Create a Single Certification for a New Admission or Portability Move in Vv Press Ctrl A or click the Add icon on the Browse Certifications screen v The Add Certifications dialog box opens x E C Batch Add Certifications C Existing Tenant Single Certification New Admission Instructions Please determine the certifications you wish to add Press DownArrow or click to select either New Admission or Portability Move in Press PageDown or click the Next button v v v The Begin Certification wizard opens on Step 1 Vv See Use the Begin Certification Wizard Preliminary User Manual 43 WinTen2 ORC Certifications To Create from the Main Tab of the Tenant Detail Screen Follow these steps to create a single certification for a new admission or portability move in from the Main tab of the Tenant Detail screen Hint For purposes of the wizard it does not matter which tenant record you open on the Tenant Detail screen T
40. D A Paused status means the person has previously participated in EID but is not currently participating This status further indicates that this person is still eligible for participation the lifetime forty eight month disallowance period has not yet expired Preliminary User Manual 96 WinTen2 ORC Certifications A Completed status means the person is no longer eligible for EID because of completing twenty four months of participation An Expired status means the person reached the end of the lifetime forty eight month disallowance period before completing twenty four months of participation Hint The effective result of the Completed and Expired statuses is the same both mean the person is no longer eligible for EID Participation Start Date This is the effective date of the new employment or other increased earnings that initially triggered this person s eligibility for EID Depending on your agency s policy this is either the actual date of the increased earnings or the first day of the month following the increased earnings Please check your agency s policy Note This date marks the beginning of the lifetime forty eight month disallowance period It refers only to this person s very first participation in EID not to any subsequent months of participation Eligibility End Date This date is exactly four years after the Participation Start Date and marks the end of the lifetime forty eight month disallowance period
41. D because their earnings are not included in rent calculations In general current adult residents of public housing are eligible for EID if they meet any one of the three criteria listed below In addition disabled adults who receive assistance through the Section 8 Housing Choice Voucher Program the HOME Investment Partnerships Program the Housing Opportunities for Persons with AIDS HOPWA Program or the Supportive Housing Program are also eligible for EID if they meet any one of these criteria The three criteria are 1 The person had an increase in annual income because of going to work after having been unemployed for at least twelve months Note For EID purposes the person is considered to have been unemployed if he or she earned less in the twelve months previous to employment than he or she would have earned if working ten hours per week for fifty weeks at the established minimum wage For example if 5 15 per hour is the established minimum wage in your locality the person is considered to have been unemployed if he or she earned less than 2 575 5 15 x 10 x 50 in the twelve months previous to employment OR 2 The person had in increase in annual income because of new or increased earnings while taking part in a job training program or economic self sufficiency program This increase in income must have occurred during participation in the program not afterward OR Preliminary User Manual 101 WinTen2 ORC Ce
42. E A Rea d E a aaide aiaa a 60 Oe A S Spite taetaaad 64 Self Declared irai en n a et Aan a a E AE a A 72 Preliminary User Manual 105 WinTen 2 Tenant Documented Third Party Oral Third Party Written ORC Certifications Preliminary User Manual 106
43. Number field becomes available If this person has an alien registration number enter it here You may leave this field blank if this person has no alien registration number Handicapped and Disabled Check the appropriate field s if this person is handicapped and or disabled Hint According to HUD a person is born with a handicap but acquires a disability after birth To Complete Step 1 Y Tab or click through the fields entering the information All fields that apply to this person are required except Birthplace v Press PageDown or click the Start button to go to the next step of the Add Household Member wizard Step 2 Confirm Household Member Information Step 2 allows you to confirm all of the information before you finish creating this Household Member record The fields on this screen are not editable To Complete Step 2 v If anything is incorrect press PageUp or click the Back button to go to the previous step and correct it v If everything is correct press PageDown or click the Finish button to finish adding this household member Preliminary User Manual 12 WinTen2 ORC Certifications CHAPTER 3 Maintain Income You must maintain a record of all sources of income for each tenant household You will also designate what amount if any of each income source to exclude from income and rent calculations For additional information on maintaining income records please see these and other resources av
44. SON ON ON Press Esc or click the Exit icon to return to the Maintain Verifiable Items screen Maintain Tenant Documented Details If you are unable to verify a piece of information using online verification or third party written or oral verification you may accept documents presented by the tenant as proof of the information You can use the Maintain Tenant Documented Detail screen to enter information and results for this documentation This screen will open if you use the Update Results function from a Tenant Documented section of the Maintain Verifiable Items screen Preliminary User Manual 70 WinTen2 ORC Certifications Maintain Tenant Documented Detail Screen Maintain Tenant Documented Detail Screen a Hae A xj File Edit F a a o Item income Member YVETTE B BRONTE Description Other Wages HOUSING AUTHORITY OF TEN Description of Document Person Providing Information Recieved Date pooo Status Received Annual Amount fi o0 Tenant Reported Amount foo ti Cs CS S Verification Results Not Determined Notes This screen contains at least five editable data fields Description of Document Person Providing Information Received Date Status and Notes If the status is Received the Actual Verified Tenant Reported and Verification Results fields also appear Non editable fields appear at the top of this screen identifying the type of item you are verifying the resident s name and a
45. WinTen Occupancy and Rent Calculation Certifications Preliminary User Manual User Manual Edition 11 11 2005 ry EES ue Occupancy and Rent Calculation a Bees 15 x File Help o I Bl E Occupancy and Rent Calculation Tenmast Towers TEN amp Tenant Tenant Actions Changes Review ORC Changes Certification Certifications J eTrans Review eTrans Records Report Options Letters Form Letters A Units Review Unit Information N Service Community Service Tracking BS Setup Setup nmast Software Making Your Job Easier WinTen2 ORC Certifications Table of Contents COMMUNITY SERVICE AND ECONOMIC SELF SUFFICIENCY cc ccccseesseseceeeececeeeececseaaececseaaeeecneaaeeeeneaaes 1 Maintain Community Service InfOrmation ccccccccccccccccssccecesscecscssecesesssececseseeessssaeeecsssaeeessssaeeeenssaeeeseaaa 1 Maintain Summary Community Service Information cece eeeeeeeeeeeeeeeeseeeseceaecnseeeeeeeseeseneeees 4 Maintain Monthly Community Service Information 0 00 0 ceeceeeeseesceeneeescecesecesecnaeenseeeseeeseeeseeeees 6 MAINTAIN HOUSEHOLDS neir decades cob onatacaee bea itdede dott oad cabana ea taee cada EO A RE AEREE A E 9 Add Household Members ocne a EE ENE OR AR sean E VARS os 10 Use the Add Household Member Wizard 00 cccccceessecessceeseceesaeceeeeecsaeceeaaeceeaeeceeeecaecseaaeceeaeeesas 10 MAINTAIN INCOME sete cesuciesieanstieceveunsenate iisko benee REE Eaa Mab
46. ailable from the RIMRx document page of Tenmast s RIMCheck com Web site www rimcheck com rimrx 1 Sample Income Script www rimcheck com rimrx documents incomescript pdf 2 Sample Zero Income Questionnaire Checklist http www rimcheck com rimrx documents ZerolncomeChecklistandWorksheet pdf 3 HUD Guidelines for Projecting Annual Income When Upfront Income Verification UIV Data is Available January 2004 http Awww rimcheck com rimrx documents HUDGUIDELINESForProjectingIncome pdf 4 Income and Exclusions Chart http www rimcheck com rimrx documents IncomeDeductionsAndExemptions Table pdf For each household you will use the Income tab of the Tenant Detail screen to maintain one income record for each of the household s sources of income To Open the Income Tab v Press T or click the Tenant button on the Main Menu v The Tenant Browse Form opens Y Select the tenant for whose household you wish to maintain income Vv Press Alt E or click the Edit Review button Hint You can also double click a tenant s record to select it and open the Tenant Detail screen v The Tenant Detail screen opens Y Press Ctrl Tab or click the Income tab at the upper left on the Tenant Detail screen Preliminary User Manual 13 WinTen2 ORC Certifications Tenant Detail i B Fie Edit Tools Help Head Name YVETTE BRONTE Effective Date 01 Main Certifications Household Income Assets Expenses References eTrans Totals
47. aintain Assets You must maintain a record of all assets owned by each tenant household primarily to determine how much income they derive from these assets You will use the Assets tab of the Tenant Detail screen to maintain household assets for each tenant To Open the Assets Tab v Press T or click the Tenant button on the Main Menu v The Tenant Browse Form opens Y Select the tenant for whose household you wish to maintain assets vy Press Alt E or click the Edit Review button Hint You can also double click a tenant s record to select it and open the Tenant Detail screen v The Tenant Detail screen opens v Press Ctrl Tab or click the Assets tab at the upper left on the Tenant Detail screen Tenant Detail File Edit Tools Help Head Name fYVETTE BRONTE Effective Date 01 01 2005 Main Certifications Household Income Assets Expenses References eTrans Totals Hit 0O 8V lt 7 0059l5V sSN___ Name__ Asset Type Asset Value Actual Income gt 797 239 7492 YVETTE B BRONTE SAVINGS ACCOUNT 450 00 11 50 Asset Owner YVETTE B BRONTE Asset Owner SSN 797 29 7492 Verified on Description SAVINGS ACCOUNT Source CENTRAL BANK amp TRUST Contact Asset Value 450 00 Address 1100 w VINE Actual Income 11 50 City St amp Zip LEXINGTON x 40503 Imputed Income 0 00 Phone j Extension Fax Number E mail Address Preliminary User Manual 22
48. al hours required for this year 6 Community Service Hours worked al Exempted Hours a Hours remaining this year oo Comment The Maintain Community Service screen has two tabs Summary and Monthly Detail You can use the Summary tab to maintain a resident s exempt status and view a summary of activity hours You can use the Monthly Detail tab to maintain a resident s activities on a monthly basis We will discuss this in the next section See Maintain Monthly Community Service Information Preliminary User Manual 3 WinTen2 ORC Certifications Four non editable fields also appear at the top of this screen Head of Household Household Member Effective Date and Meeting Community Service Head of Household and Household Member These fields identify the resident whose community service activities you are maintaining and the head of that resident s household Effective Date This field indicates the latest date for which you have entered community service information for this resident Meeting Community Service This field indicates whether this resident is meeting community service requirements based on the information on the Summary and Monthly Detail tabs Any resident can have one of four community service statuses Yes No Pending or Exempt Yes or No respectively means the resident is or is not meeting the requirements Pending means you have not yet verified the resident s service Exempt means th
49. anual 36 WinTen2 ORC Certifications In some cases you may need to conduct follow up interviews with the tenant to gather additional information and or to address discrepancies between tenant reported information and information verified by third parties When you have completed all the steps of a certification you will run the Finalize Certification wizard in the ORC program This wizard allows you to print another agency defined packet of documents for the household This set of documents may include such things as a rent change notice for the tenant a lease amendment or various other documents for the tenant s folder See Finalize Certifications Create Certifications The ORC program allows you to create a batch of certifications based on the next reexamination date of each tenant household or to create a single certification for a new or existing tenant We will walk through both of these options Batch Add Certifications On a regular basis usually monthly you will create batches of recertifications based on the next reexamination date of each tenant household If you agency uses caseworkers you can also choose to create these recertifications only for tenants with a certain caseworker or for all tenants You will use the Add Certifications wizard to batch add annual certifications You can access this wizard from the Browse Certifications screen To Open the Browse Certifications Screen vY Press C or click
50. ar for any section only if the status of that section is Received The Tenant Reported and Actual Verified fields display the information you received from the tenant and the verifying agency respectively The Results field shows whether these two Matched there was a Discrepancy or an information match was Not Determined Update Results These buttons give you access to the Maintain Verification Detail screens which you can use to enter information for any section Each section has a slightly different detail screen We will discuss these screens separately below See Maintain Verification Details Because the sections are in a HUD defined hierarchy you should start with the top section and work your way down until you successfully verify this item For each unsuccessful attempt you should document when you attempted it and note why that verification method was unavailable When you successfully verify this item use the Complete Verifiable Item dialog box see below to mark this item as completed Complete Verifiable Item Dialog Box IMM ij x Item Household Member YVETTE B BRONTE Description SOCIAL SECURITY NUMBER Completion Date 03 08 2005 E This dialog box allows you to designate whether the current verifiable item is completed and if completed its completion date You can also use this dialog box to un complete a verifiable item to mark as not completed an item that you ha
51. at Any Time v Press Esc or click the Cancel button Hint Until you finish Step 5 you can go back and change any information you have entered Step 1 Define the Income P Add Income Wizard Step 1 of 5 fe Td x Define the income Owner of the income AMAMA Definition of Income type Wages and salary received from private or public sources other than military Income Type 1_ Other Wages zi pay and federal wages Also include income in lieu of earnings in this category Starting Date 03 08 2005 E Period Yearly x Amount per period 0 00 Total Income 0 00 Income Includes Overtime pay Commissions Fees Tips Bonuses Other compensation for personal services Workers compensation Severance pay Termination pay 24 CFR 5 609 b 1 Instructions Enter the income information then click the Start button to continue Cancel This step allows you to enter information about the owner type and amount of the income Step 1 contains at least five editable data fields Owner of the Income Income Type Starting Date Period and Amount per Period Depending on your choice for Period the Weeks per Year and or Hours per Week fields may also appear All fields are required This step also includes the non editable Total Income Definition of Income Type and Income Includes fields Owner of the Income Select the household member who receives this income Income Type Definition
52. cipation 100 percent of a participant s increased earnings are disallowed from income calculations During the remaining twelve cumulative months the phase in period of participation 50 percent of the increased earnings are disallowed Based on this person s overall participation in EID these fields automatically display the months of participation at these two disallowance levels for this one period of employment Note The four fields in the detail information section pertain only to the one employment record currently selected not to this person s overall participation in EID To Exit this Screen v Press Esc or click the Exit icon Preliminary User Manual 100 WinTen2 ORC Certifications APPENDIX D HUD EID Rules This appendix addresses the primary questions regarding HUD s rules for earned income disallowance e Who is eligible for the benefit e For those who are eligible how much income is disallowed from income calculations and for how long is it disallowed Because of the complexity of administering EID we also provide a list of additional resources available from Tenmast s RIMCheck com Web site Eligibility EID is never available to new admissions to public housing or to new applicants for other assistance It is available only to members of households already being housed or assisted Minors other than the head of household or the spouse of the head of household also never qualify for EI
53. come Received from the Asset may be zero Owner of the Asset Select the household member who owns this asset Description of the Asset Enter a short text description to identify the asset Cash Value of the Asset This is the net cash gain the owner would receive if converting the asset to cash The cash value equals the fair market value minus any money the owner owes on the asset e g a mortgage or car loan and minus any expenses involved in converting the asset to cash e g early withdrawal penalties legal fees or brokerage fees Income Received from the Asset Enter the annual income if any the owner receives from this asset An example of this might be annual interest earned on a savings account Preliminary User Manual 24 WinTen2 ORC Certifications Note There is sometimes more than one acceptable method for determining the income received from assets You could calculate income received from a savings account for example based on its average balance for the past three months or based on its current balance Your agency must have a policy preferably in writing for making these determinations and apply that policy consistently to all tenants Please check your agency s policy To Complete Step 1 Y Tab or click through the fields entering the information All fields are required y Press PageDown or click the Start button to go to the next step of the Add Asset wizard Step 2 Enter the
54. ct Unit function and the Unit s Landlord field It also contains non editable Property ID and address information fields which populate automatically based on the tenant s unit Information from previous steps also appears at the top of the screen These fields are not editable on this step Unit s Landlord If appropriate select the landlord of the tenant s unit To Use the Select Unit Function Y Click the Select Unit button v The Browse Housing Units screen opens Y Click in the table to select the tenant s unit Hint If you wish to view or edit detailed unit information press Alt E click the Edit icon or double click the unit record at this time to open it on the Maintain Housing Units screen v Press Alt T or click the Select button on the Browse Housing Units screen to make your choice and close the screen v To cancel the Browse Housing Units screen click the Cancel button Preliminary User Manual 50 WinTen2 ORC Certifications y Press PageDown or click the Next button to go to the next step of the Begin Certification wizard To Complete Step 4 v Tab or click through the fields entering the agency information y Press PageDown or click the Next button to go to the next step of the Begin Certification wizard Step 5 Enter Certification Information Begin Certification Wizard Step 4 of 6 wo x Enter Certification Information Head of Household Full Name TIMOTHY H CONRAD Transaction Type
55. d previously marked as completed Note This marks the entire verifiable item as completed or not completed not just a particular section This dialog box appears automatically each time you exit the Maintain Verifiable Items screen You can also access it manually by clicking the Complete Verifiable Item icon on the toolbar Preliminary User Manual 63 WinTen2 ORC Certifications To Update Results for a Section Y Click the Update Results button of the section you wish to update y That section s Maintain Verification Detail screen opens v See Maintain Verification Details To Complete or Un Complete the Verifiable Item Vv Press Alt C or click the Complete Verifiable Item icon OR Press Esc or click the Exit icon to exit the screen v The Complete Verifiable Item dialog box opens v As needed press Spacebar or click to check or uncheck the Completed Verification of this Item field v If you have checked the Completed Verification of this Item field verify or enter the Completion Date v Press Enter or click the OK button to close the Update Certification Step dialog box and return to the Browse Verifiable Items screen Maintain Verification Details The Maintain Verification Detail screens allow you to enter detailed information and results for any verification method section on the Maintain Verifiable Items screen There are five different Maintain Verification Detail screens one for each of the possible
56. e date range and or caseworker pull down This step allows you to enter all the information needed to create a set of certifications Preliminary User Manual 38 WinTen2 ORC Certifications Step 1 contains three data fields Beginning Next Reexamination Date Ending Next Reexamination Date and Caseworker All fields are required Caseworker may be All Beginning and Ending Next Reexamination Date Select the date range of the certifications you wish to create based on the next reexamination date of each tenant household The ORC program will create one certification for each household whose next reexamination date falls within this range and whose certification has not already been created Most agencies begin creating and processing certifications in the month before the actual reexamination dates For this reason the date range on this step defaults to the month after next In other words if you run the wizard in January the default date range is the month of March if you run the wizard in February the default date range is the month of April etc You can change this default date range if necessary Hint The next reexamination date for any tenant appears as the Next Exam Date field on the Main tab of the Tenant Detail screen Caseworker If you wish to create certifications only for households having a certain caseworker select that caseworker Otherwise verify that All is selected for this field Hint
57. e not editable To Complete Step 3 v If anything is incorrect press PageUp or click the Back button to go to the previous step s and correct it vf everything is correct press PageDown or click the Finish button to finish creating the expense record Preliminary User Manual 33 WinTen2 ORC Certifications CHAPTER 6 Certifications HUD requires your agency to conduct periodic examinations or certifications of each family you house The certification of a family serves three primary purposes It allows you to establish the family s eligibility for benefits determine the size of unit number of bedrooms they require and determine the amount of assistance they will receive from your agency Hint Within the context used here certification and examination mean the same thing The ORC program and this manual use these terms interchangeably The ORC program helps you manage the certification process It streamlines the preparation of certification documents and allows you to track and report on all verification information needed for RIM Rental Integrity Monitoring audits It also allows your agency to define a different set of custom steps to complete each kind of certification you perform This lets you customize the program to reflect your certification procedures and helps ensure consistency in the way your caseworkers process certifications See Maintain Certification Steps For more information on HUD
58. e resident is exempt from the requirements We will first walk through using the Summary tab to maintain summary activity information Maintain Summary Community Service Information Summary Community Service information includes a resident s exempt status and a summary of activity hours You can maintain this information on the Summary tab of the Maintain Community Service screen To Open the Summary Tab v This tab appears by default when you open the Maintain Community Service screen v Ifyou have left it press Ctrl Tab or click the Summary tab at the upper left Preliminary User Manual 4 WinTen2 ORC Certifications Maintain Community Service Screen Summary Tab File Head of Household JIM ADAMS Effective Date 10 01 2002 Household Member JIM ADAMS Meeting Community Service INA Exempt Status Not Exempt bd Delinquent Requirements A A A ENANA ATEA bo Default Agency to use for household s Community Service ea Hours made up this year o 00 No Agency Selected Hours remaining from previous year fo oo Current Requirements Initial hours required for this year Community Service Hours worked a Exempted Hours M Hours remaining this year o Comment This tab contains five editable data fields Exempt Status Delinquent hours from previous year Hours made up this year Default Agency and Comment Exempt Status is required This tab also contains non editable fields showing Hours
59. ed the Mark Certification Step Complete field verify or enter the Completion Date Press Enter or click the OK button to close the Update Certification Step dialog box and return to the Certifications tab To Complete or Un Complete a Step S N S x v Select in the certifications steps table the step you wish to mark complete or not complete Press Alt C or click the Complete Step button The Update Certification Step dialog box opens As needed press Spacebar or click to check or uncheck the Mark Certification Step Complete field If you have checked the Mark Certification Step Complete field verify or enter the Completion Date Press Enter or click the OK button to close the Update Certification Step dialog box and return to the Certifications tab To Complete All Uncompleted Steps v v Press Alt A or click the Complete All button For each step that was not previously completed the program enters your user name as the Completed by User and marks the Completed On field with the current date To Verify Information v v Press Alt V or click the Verifications button See Verify Information Preliminary User Manual 59 WinTen2 ORC Certifications Verify Information You must verify much of the information you gather during a certification These verifiable items include such things as income qualified deductions from income assets age Social Security number and citizenship
60. elfare assistance payment in this field Security Deposit Enter the total amount of this tenant s security deposit Utility Allowance Enter the amount of this tenant s monthly utility allowance To Complete Step 5 Y Tab or click through the fields entering the information FMR Code is required y Press PageDown or click the Next button to go to the next step of the Begin Certification wizard i Step 6 Select Documents to Print Begin Certification Wizard Step 5 of 6 i x Select Documents to Print Head of Household Full Name TIMOTHY H CONRAD Transaction Type E Interim Redetermination Social Security Number 556 65 3211 Tenant Type Housing Choice Voucher Effective Date 03 01 2005 Certification Documents Mark All Unmark All Instructions Click the Next button to continue ons Tie Preliminary User Manual 52 WinTen2 ORC Certifications This step allows you to select certification documents to print at the end of this wizard Step 6 contains one field Certification Documents It is optional This step also contains the Mark All and Unmark All functions Information from previous steps also appears at the top of the screen These fields are not editable on this step Certification Documents All documents are checked by default Uncheck any documents you do not wish to print For each checked document a print dialog box will open when you click the Finish button on Step 7
61. equirements not detailed instructions for formulating your agency s procedures and conducting certifications For additional information please see these and other resources available from HUD s Web site and from the RIMRx document page of Tenmast s RIMCheck com Web site www rimcheck com rimrx 1 Rental Integrity Monitoring RIM Guide www rimcheck com rimrx documents RIMGuide pdf 2 Glossary of RIM Terms www rimcheck com rimrx documents RIMGlossary pdf 3 Rental Integrity Monitoring RIM Reviews Frequently Asked Questions FAQs www rimcheck com rimrx documents RIMFAQ pdf 4 Public Housing Occupancy Guidebook June 2003 see Chapter 7 Verification Standards Chapter 12 Annual Reexamination of Income and Family Circumstances and Chapter 13 Interim Rent Adjustments www rimcheck com rimrx documents PHGuideBookNew paf 5 Sample Admissions and Continued Occupancy Policy Appendix III to the Public Housing Occupancy Guidebook see Section VI Eligibility for Continued Occupancy Annual Reexaminations and Remaining Family Members www hud gov offices pih programs ph rhiip phgb_app3 pdf 6 Housing Choice Voucher Program Guidebook April 2001 see Chapter 5 Eligibility and Denial of Assistance and Chapter 12 Reexamination Procedures www hud gov offices pih programs hcv forms guidebook cfm 7 General Income and Rent Determination Frequently Asked Questions FAQs www rimcheck com r
62. eria In general a resident is exempt if he or she is 1 Age seventeen or younger OR 2 Age sixty two or older OR 3 Working thirty or more hours per week on a permanent basis OR 4 Blind or disabled and can certify to your agency that because of this disability he or she is unable to comply with community service requirements OR 5 The primary caretaker of a blind or disabled individual who is unable to perform community service OR 6 A member of a family receiving assistance under a state welfare program A resident who meets any one of the exemption criteria is exempt from community service and economic self sufficiency requirements All other residents must comply At the original execution of a lease and at each annual reexamination each exempt adult in the household must provide your agency with documentation verifying that he or she is exempt Each adult resident of your housing authority must also notify your agency when his or her exempt status changes during a year Your policy should include your agency s documentation and notification requirements including the forms residents will use Additional Resources This manual provides only a brief general discussion of community service and economic self sufficiency rules not detailed instructions for developing your agency s policy and administering the requirements For additional information please see these and other resources available Preliminary User Ma
63. erson works and participates in EID for only twenty months before the disallowance period expires the four remaining months of participation are lost Disallowance Amounts When the person begins participation in EID you must calculate both the disallowance amount exclusion amount and the amount of the participant s income to include in the household s rent calculation You must recalculate both of these during an interim reexamination each time the person has a change in either earned or unearned income while participating in EID Hint Disallowance and exclusion mean the same thing We use these terms interchangeably The calculation of disallowance amounts can become confusing but the ORC program will automatically perform all of the calculations for you If you would like to learn more about disallowance calculations please see the additional resources listed at the end of this appendix which include an EID worksheet and a spreadsheet based calculator Note All income calculations discussed in this section refer to annual income Disallowance calculations always include the person s prequalifying or baseline income which is the last certified annual income before participation in EID This prequalifying income is set when the person begins participation in EID and remains the same during the entire forty eight month disallowance period Preliminary User Manual 102 WinTen2 ORC Certifications N
64. es References eTrans Totals hh i Reason for Certification Batch Certification created 11 17 2004 Certification Steps Completed by User Completedon Set up Appointment Not Completed Pull Folder from Files Not Completed E Print Interview Document Not Completed E Review Household Composition Not Completed i Review Income Sources Not Completed Review Asset Information Not Completed Review Expense Information Not Completed E Print Any Verification amp Release of Information Forms needed Not Completed E Review RIM Verification Information Not Completed E Print Certification for Tenant to Sign Not Completed E Print New Lease Agreement Not Completed E Testing for Tonya Not Completed Process Step Complete Step Complete All Verifications The Certifications tab contains a certification table and a detail information section The certification table displays one row of information for each of the current household s certifications Hint By default only the top row of this table appears The detail information section hides the rest The detail information section by default fills most of the screen This section displays the steps of the certification currently selected in the table above it You can choose to show or hide the detail information section by pressing Ctrl O or clicking the Show Hide icon You will process certifications in the detail information section
65. expects to pay for childcare during the annual income period The amount deducted may not exceed the amount of income that the employment generates The amount deducted must also not exceed Expense Type Child Care Expense z reasonable childcare charges Only include childcare expense for children under the age of 13 Expense Period Yearly X Only consider this cost when such care is necessary for a family member to be gainfully employed or to further his or her education Cost Per Period 0 00 Annual Cost 0 00 Instructions Enter the Expense information then click the Start button to continue This step allows you to enter information about the owner type and amount of the expense Step 1 contains five editable data fields Owner of the Expense Description Expense Type Expense Period and Cost per Period All fields are required This step also includes the non editable Annual Cost and Definition of Expense Type fields Owner of the Expense Select the household member who pays this expense Expense Type and Definition of Expense Type Choose the option in the Expense Type field that best identifies the type of expense If you are unsure what any expense type means select that type temporarily and use the Definition of Expense Type field for reference This field shows you HUD s definition of the expense type Expense Period Choose the basis for calculating this expense Cost per Period Enter the a
66. f neither online verification nor third party written verification is available You can use the Maintain Oral Verification Detail screen to enter information and results for a third party oral verification This screen will open if you use the Update Results function from a 3 Party Oral Verification section of the Maintain Verifiable Items screen Preliminary User Manual 68 WinTen2 ORC Certifications Maintain Third Party Oral Verification Detail Screen Maintain Third Party Oral erification Detail Screen at wae a xj File Edit F a a o Item income Member YVETTE B BRONTE Description Other Wages HOUSING AUTHORITY OF TEN Contact Name PO Position FO Phone Number Po Extension pooo Contact Date pooo Status Received x Annual Amount ft s t sO Tenant Reported Amount loo Verification Results Not Determined x Notes This screen contains at least seven editable data fields Contact Name Position Phone Number Extension Contact Date Status and Notes If the status is Received the Actual Verified Tenant Reported and Verification Results fields also appear Non editable fields appear at the top of this screen identifying the type of item you are verifying the resident s name and a description of the specific item you are verifying Contact Name and Position Enter the name and position of the person who orally verified the information Phone Number and Extension Enter this person s pho
67. he Next Step v Press PageDown or click the Start Next or Finish button To Move to the Previous Step v Press PageUp or click the Back button To Cancel the Wizard at Any Time Vv Press Esc or click the Cancel button Hint Until you finish Step 7 you can go back and change any information you have entered Preliminary User Manual 45 WinTen2 ORC Certifications Step 1 Enter Tenant Information Add Tenant Wizard Step 1 of 7 E x Enter Tenant Information Social Security Number Ea Head of Household First Name MI in Last Name Birthday i E Birth place Gender Race check all that apply T White J Handicapped f Disabled J7 Black 7 African American J American Indian Alaska Native I Asian J Native Hawaiian Other Pacific Islander Ethnicity hi Eligibility ha Cancel This step allows you to enter personal information for a new admission or portability move in Note If you are creating a certification for an existing tenant the wizard skips this step and opens on Step 2 Step 1 contains twelve data fields all of which relate to the new head of household Social Security Number First Name Middle Initial MI Last Name Birthday Birthplace Gender Race Handicapped Disabled Ethnicity and Eligibility All fields are required except Middle Initial Handicapped and or Disabled may be blank if they do not apply to this person Race Select the option s that best indicates this pe
68. he last two years Preliminary User Manual 9 WinTen2 ORC Certifications Add Household Members You will use the Add Household Member wizard to add household member records To Start the Add Household Member Wizard Y Press Ctrl A or click the Add icon on the Household tab of the Tenant Detail screen Use the Add Household Member Wizard The Add Household Member wizard will guide you through two steps to add a household member record 1 Enter Household Member Information 2 Confirm Household Member Information We will walk through these steps separately To Move to the Next Step v Press PageDown or click the Start or Finish button To Move to the Previous Step v Press PageUp or click the Back button To Cancel the Wizard at Any Time v Press Esc or click the Cancel button Hint Until you finish Step 2 you can go back and change any information you have entered Preliminary User Manual 10 WinTen2 ORC Certifications Step 1 Enter Household Member Information Add Household Wizard Step 1 of 2 a me xj Enter Household Member Information Head of Household YVETTE BRONTE Household Member s SSN First Name MI and Last Name CY Dependent Type o Birthday gt H Birth place o Gender o Race check all that apply White P Handicapped Disabled J7 Black 7 African American J American Indian Alaska Native I Asian Native Hawaiian Other Pacific Islander Ethnicity hd Eligibility
69. he other four These sections correspond exactly to HUD s hierarchy of preferred verification methods Non editable fields appear at the top of this screen identifying the type of item you are verifying the resident s name and a description of the specific item you are verifying Each section of this screen displays either two or five non editable fields The Status and Date fields always appear although the date may be blank The Tenant Reported Actual Verified and Results fields may also appear All of these fields are based on the information you enter on the Maintain Verification Detail screens You cannot edit them here Each section contains its own Update Results function Preliminary User Manual 62 WinTen2 ORC Certifications This screen also gives you access to the Complete Verification Item dialog box Status and Date The Status field can be Not Selected Pending Received or Not Received Not Selected is the default it means you have not attempted this verification method Pending means you have requested verification and are waiting for a response Received means you have received verification of the information Not Received means you requested verification but did not receive a response within your agency s allowable period of time The Date field shows when you last updated the status of that section Tenant Reported Actual Verified and Results These fields appe
70. heck any documents you do not wish to print For each checked document a print dialog box will open when you click the Finish button on Step 7 of this wizard Mark All and Unmark All Click these buttons respectively to check or uncheck all documents Preliminary User Manual 76 WinTen2 ORC Certifications To Complete Step 2 v Click the checkboxes in the Certification Documents field as needed to check or uncheck documents OR Click the Mark All or Unmark All button respectively to check or uncheck all documents y Press PageDown or click the Next button to go to the next step of the Finalize Certification wizard L Step 3 Make eTrans Record Finalize Certification Wizard Step 3 of 4 T io x Make eTrans Record Head of Household Full Name FERNADO LUCIA Transaction Type Annual Re examination Social Security Number 797 393 7537 Tenant Type Housing Choice Voucher Effective Date 0772772004 All Certification Steps Completed fYes Print Certification Documents fYes eTrans Submission Date 07 27 2004 E Minstructions Enter the submission date for the eTrans record and press Next Keak ne gt This step allows you to verify or enter the date of the eTrans record for this certification Step 3 contains one editable data field eTrans Submission Date It is required Information from previous steps also appears near the top of the screen These fields are not editable on this step eTran
71. iance Maintain Community Service Information We will walk through using the Maintain Community Service screen to track your residents community service and economic self sufficiency activities Note The ORC program uses the term community service to refer to both community service activities and economic self sufficiency activities From this point forward this manual does the same You can access the Maintain Community Service screen either from the Browse Community Service screen or from the Household tab of the Tenant Detail screen To Access from the Browse Community Service Screen Follow these steps to access the Maintain Community Service screen from the Browse Community Service screen To Open the Browse Community Service Screen Vv Press or click the Service button on the Main Menu Preliminary User Manual 1 WinTen2 ORC Certifications RaHsAan 5 Q iresi To Open the Maintain Community Service Screen y Click to select the resident for whom you wish to maintain community service activity v Press Alt T or click the Select button Hint You can also double click a resident s record to select it and open the Maintain Community Service screen To Access from the Household Tab of the Tenant Detail Screen Follow these steps to access the Maintain Community Service screen from the Household tab of the Tenant Detail screen To Open the Household Tab v Press T or click the Tenant but
72. imrx documents RentDeterminationFAQ pdf 8 HUD Fact Sheet How Your Rent Is Determined For Public Housing and Housing Choice Voucher Programs www rimcheck com rimrx documents HUDFactsheet HowRentlsDetermined pdf 9 Verification Guidance for the Public Housing amp Housing Choice Voucher Programs March 2004 www rimcheck com rimrx documents RIMVerificationGuidance paf 10 Public Housing Verification Forms Appendix VIII to the Public Housing Occupancy Guidebook www hud gov offices pih programs ph rhiip phgb_app8 pdf 11 Form HUD 9886 Authorization for the Release of Information Privacy Act Notice www rimcheck com rimrx documents HUD 9886 ReleaseAuthorization pdf Preliminary User Manual 88 WinTen2 ORC Certifications 12 Document Package for Applicant s Tenant s Consent to the Release of Information attachment to forms HUD 9887 amp 9887 A www rimcheck com rimrx documents HUDForm9887 ConsentPacket pdf 13 Sample Additional Authorization for Release of Information Verification www rimcheck com rimrx documents AdditionalAuthorizationForReleaseOflInformation p df 14 Sample Applicant and Re exam Questionnaire www rimcheck com rimrx documents ApplicantandAnnualRe examQuestionnaire pdf 15 Sample Interview Questionnaire Checklist www rimcheck com rimrx documents Interviewquestionnaire HUD Training pdf 16 Sample Interim Questionnaire Checklist www rimcheck com rimrx documents InterimQuestions pdf 17 Upfront I
73. ion on this date Last Passed Inspection This is the date of the last inspection that the tenant s unit passed Notification of Vacancy Date This is the date on which your agency received notice of the tenant s intent to vacate the unit Vacancy Date The tenant vacated the unit on this date Examination Date This is the date of the examination associated with the change or move in you are performing Next Interview Date and Time These fields indicate the date and time of the next interview scheduled with this tenant To Complete Step 3 Y Tab or click through the fields entering the information Application Date and Admission Date are required y Press PageDown or click the Next button to go to the next step of the Begin Certification wizard Preliminary User Manual 49 WinTen2 ORC Certifications Step 4 Select Unit Information P Begin Certification Wizard Step 3 of 6 Bpi xj Select Unit Information Head of Household Full Name TIMOTHY H CONRAD Transaction Type i Interim Redetermination Social Security Number 556 65 3211 Tenant Type Housing Choice Voucher Effective Date Jozo 2005 Property ID ES Street ze N HILLS LN Apt 105 City State Zip RUSTON LA in 270 Unit s Landlord UILLORY THOMAS QJ Instructions Click the Next button to continue amp Back Next Cancel This step allows you to identify the unit this tenant occupies or will occupy Step 4 contains the Sele
74. is the greatest of A 30 percent of adjusted monthly income B 10 percent of total monthly income or C a housing stipend if any provided by a welfare assistance program Utility Allowance This is the tenant s utility allowance based on your agency s utility allowance schedule for this tenant s unit Tenant Rent This is the family s monthly rent payment In general if your agency pays for all utilities tenant rent equals TTP if the tenant pays for utilities tenant rent equals TTP minus the utility allowance Assistance Payment This is the monthly payment made by your agency to the owner of a Section 8 unit occupied by the tenant In general the assistance payment is the HAP Housing Assistance Payment contract rent the owner s full rent for the unit minus tenant rent Note The Assistance Payment field applies only to Section 8 Reason for Certification You enter this information on Step 7 of the Begin Certification Wizard See Create a Single Certification and Use the Begin Certification Wizard Certification Steps This column lists your agency defined steps for this certification Preliminary User Manual 57 WinTen2 ORC Certifications Completed by User and Completed On For each step that has been completed these fields show who completed it and when it was completed Process Step This function helps you complete the task identified by a particular step Each agency defined certification s
75. itional information regarding the reason for this certification that may be helpful for your agency To Complete Step 7 v Enter the Reason for Certification optional v If anything is incorrect press PageUp or click the Back button to go to the previous step s and correct it vf everything is correct press PageDown or click the Finish button to finish creating the certification When you finish you return to the screen from which you created the certification For information on completing the new certification please see Complete Certification Steps Complete Certification Steps Your agency can define your own set of custom steps to complete each kind of certification you perform See Maintain Certification Steps After you create a certification your agency defined steps for that certification appear on the Certifications tab of the Tenant Detail screen You will process the certification by walking through each of these steps to complete it You can access the Certifications tab from the Browse Certifications screen or you can access it by opening the tenant s record directly on the Tenant Detail screen by way of the Tenant Browse form We will first walk through your options for accessing the Certifications tab and then walk through the steps of processing certifications on that tab To Access from the Browse Certifications Screen Follow these steps to access the Certifications tab from the Browse Certifications
76. ive Date h 0 01 2002 Household Member IM ADAMS Meeting Community Service Na Community Service for pa _ Service Month Exempt Hours Completed This tab contains the Community Service For option field and a table of monthly activities The monthly activity table displays this resident s activities for the year s you have chosen in the Community Service For field This table contains five editable data fields Service Month Exempt Hours Completed Agency and Received Date For months when this person is not exempt all of these fields are required For months when this person is exempt only Service Month Exempt and Received Date are required Community Service For Choose whether to view all activity for this resident or only the activity for the current year or the previous year Service Month For each record this is the first day of the month for which you are tracking either activities or exemption Exempt This field indicates the resident s exemption status for a given service month Hours Completed If this person is not exempt for a given month this field indicates the number of hours of service he or she performed during the month Preliminary User Manual 7 WinTen2 ORC Certifications Agency If this person is not exempt for a given month this field indicates the institution organization or school at which he or she performed the required activities If you have chosen a default agency for this pe
77. ive GARDEN ss s S S Pint Fom Letter Mlnstructions Click the Next button to continue amp Back Cancel This step allows you to print a form letter addressed to the source of income the agency you entered on Step 3 asking them to verify the income Step 4 contains one editable data field Print Form Letter It is optional Some of your choices from previous steps also appear at the top of the screen These fields are not editable on this step Print Form Letter Select the form letter if any you wish to print If you select a form letter a print dialog box will open for it when you click the Finish button on Step 5 of this wizard Click the OK button on that dialog box to print the letter To Complete Step 4 Y Select a form letter to print optional y Press PageDown or click the Next button to go to the next step of the Add Income wizard Preliminary User Manual 20 WinTen2 ORC Certifications Step 5 Confirm Income Information Step 5 allows you to confirm all of the information before you finish creating this income record The fields on this screen are not editable To Complete Step 5 v If anything is incorrect press PageUp or click the Back button to go to the previous step s and correct it v If everything is correct press PageDown or click the Finish button to finish creating the income record Preliminary User Manual 21 WinTen2 ORC Certifications CHAPTER 4 M
78. ld You will use the Household tab of the Tenant Detail screen to maintain this information Hint You do not have to create the record for the head of household The program creates this household member record automatically when you first add a tenant record You can edit this person s information on the Household tab if necessary To Open the Household Tab v Locate the tenant for which you wish to maintain household members Y Open this tenant on the Tenant Detail screen vy Press Ctrl Tab or click the Household tab at the upper left on the Tenant Detail screen Tenant Detail File Edit Tools Help Head Name TIMOTHY CONRAD Main Certifications Household Income Assets Expenses References eTrans Totals H 00 81 lt 7 1708 86 L SSN FirstName MI LastName Dependent Type Sex Bithday Age Member gt 556 65 3211 TIMOTHY H CONRAD Head of Household M 05 14 1962 42 01 First Name TIMOTHY MI H Last Name CONRAD SSN 556 65 3211 Member 01 Relation to Head HEAD Dependent Type Head of Household I Handicap I Disabled Birthday 05 14 1962 Age 42 Birthplace Vision Impaired J Hearing Impaired S Mae z J Wheelchair o M I Mentally Impaired D Physically Impaired ee MG E 7 EMPHYSYMA r Ethnicity Non Hispanic x m r Eligibility EC Eligible Citizen T J Alien Registration Number Alternate ID Been convicted of a crime Sold or given away property in t
79. le Items screen contains a table of verifiable items for the current certification This screen also gives you access to the Maintain Verifiable Items screen which in turn gives you access to the Maintain Verification Detail screen You can use both of these screens to maintain your verification of tenant information Preliminary User Manual 61 WinTen2 ORC Certifications Maintain Verifiable Items The Maintain Verifiable Items screen displays detailed information for one verifiable item To Open the Maintain Verifiable Items Screen yY Select on the Browse Verifiable Items Screen the item you wish to verify Vv Press Ctrl E or click the Edit icon Hint You can also double click an item to select it and open the Maintain Verifiable Items screen Maintain Verifiable Items Screen ri Maintain All Yerifiable Items iE a xj Item sset Member YVETTE B BRONTE Description savings ACCOUNT CENTRAL BANK TRUS 3rd Party Written Verification Status Not Selected 3rd Party Oral Verification Status Not Selected Update Results Date Tenant Documented Status Not Selected Update Results Date Self Declaration Status Not Selected Update Results Date This screen contains at least four sections 3 Party Written Verification 3 Party Oral Verification Tenant Documented and Self Declaration If you are verifying an income item the Online Verification section also appears above t
80. lusion amount and the amount of income to include in the household s rent calculation You must also recalculate both of these when the person begins the thirteenth cumulative month of participation the beginning of the phase in period To determine how much of the EID participant s income to include in the household s rent calculation calculate the participant s total income both earned and unearned and then subtract the appropriate exclusion amount During the initial period first twelve cumulative months Income for Rent Calculation Earned Income Other Income Full Exclusion During the phase in period last twelve cumulative months Income for Rent Calculation Earned Income Other Income 50 of Full Exclusion Adding together the income for rent calculation of all adult family members will give you the total family income to use for the household s rent calculation Note however that income for other family members may have exclusions other than EID See Maintain Income and Maintain Expenses Additional Resources This manual provides only a brief general discussion of earned income disallowance rules not detailed instructions for administering the benefit For additional information please see these and other resources available from the RIMRx document page of Tenmast s RIMCheck com Web site www rimcheck com rimrx 1 Public Housing Occupancy Guidebook June 2003 see Section 10 9 Ear
81. mount this person pays during each period Preliminary User Manual 31 WinTen2 ORC Certifications Annual Cost This non editable field calculates the annual amount of the expense based on your choices for the other fields Depending on the expense type this annual amount will be included in the appropriate calculations on the Totals tab of the Tenant detail screen To Complete Step 1 Y Tab or click through the fields entering the information All fields are required y Press PageDown or click the Start button to go to the next step of the Add Expense wizard Step 2 Select Agency Information Radd Expense wizara cstepzot OO x Select Agency Information Owner of the Expense YVETTE B BRONTE Description D aycare Expense Type Child Care Expense Expense Period early Cost Per Period 4500 00 Annual Cost 4500 00 Payee PO Care OF Address FO City State amp Zip fo zl pooo Phone Extension Fax Number E mail Address PC y r Instructions Cancel Click the Next button to continue Back Next gt This step allows you to identify payee of this expense Step 2 contains the Payee field and nine contact information fields None is required This step also contains the Get Agency function Your choices from previous steps also appear at the top of the screen These fields are not editable on this step Payee This identifies the agency organization or company to whom this
82. much of the information you gather during a certification These verifiable items include such things as income qualified deductions from income assets age Social Security number and citizenship or eligible immigrant status After the interview you will verify any of this information you have not already verified HUD stipulates a hierarchy of methods of verification it prefers For each verifiable piece of information you must attempt the most preferred verification method first If it is not available you must then attempt the next most preferred method etc until you successfully verify that item For each unsuccessful verification attempt you must document when you attempted it and why that verification method was unavailable For verification of income and Social Security numbers you must use up front verification mentioned above whenever possible If that is unavailable written verification from a third party and then oral verification from a third party are the second and third choices respectively If neither of those is available you may examine documents provided by the tenant Finally if you have exhausted all other options your agency s procedures may allow you to accept a notarized statement from the tenant as verification This hierarchy is identical when you are verifying information other than income and Social Security numbers except that up front income verification is not an option Preliminary User M
83. n Steps Most certifications require a large number of printed forms As part of the certification creation process the ORC program allows you to print an agency defined packet of documents for each household These documents may include an application for initial or continued occupancy and any number of verification forms One of the more important parts of a certification is the verification of a household s total income HUD requires you to use up front verification whenever possible Up front verification sources are Internet or other electronic sources that allow you to confirm tenant information You can access these sources and begin verification even before the tenant interview Hint As of the publication of this manual HUD is still developing its own Upfront Income Verification UIV System For more information please visit the following Web address www hud gov offices pih programs ph rhiip uivsystem cfm For more information on up front verification including a partial list of other verification sources please see Public Housing Occupancy Guidebook June 2003 see Section 7 5 Up Front Income Verification www hud gov offices pih programs ph rhiip phguidebook cfm You will conduct each tenant interview at its scheduled time During the interview you will collect from the tenant all information needed for the certification and have the tenant complete and or sign any forms required by your agency You must verify
84. n if you use the Update Results function from a 3 Party Written Verification section of the Maintain Verifiable Items screen Preliminary User Manual 66 WinTen2 ORC Certifications Maintain Third Party Written Verification Detail Screen Maintain Third Party Written erification Detail i ey xj File Edit F t a o Item income Member YVETTE B BRONTE Description Other Wages HOUSING AUTHORITY OF TEN Request Date Method Notes Status Received x Status Date Annual Amount 0 Amount Reported a000 Verification Results Not Determined ba Request Date Method Notes Status l ba Status Date Request Date Method Notes Status x Status Date a This screen contains at least four editable data fields Request Date Status Status Date and Notes If the status is Received the Actual Verified Tenant Reported and Verification Results fields also appear Non editable fields appear at the top of this screen identifying the type of item you are verifying the resident s name and a description of the specific item you are verifying Request Date Enter the date on which you requested written verification from this third party Status The Status field can be Not Selected Pending Received or Not Received Not Selected is the default it means you have not attempted this verification method Pending means you have requested verification and are waiting for a respo
85. n unchanged This function affects only uncompleted steps To Complete All Uncompleted Steps Vv Press Alt A or click the Complete All button Vv For each step that was not previously completed the program enters your user name as the Completed by User and marks the Completed On field with the current date Preliminary User Manual 75 WinTen2 ORC Certifications To Complete Step 1 v Verify that all steps are complete y Press PageDown or click the Start button to go to the next step of the Finalize Certification wizard L Step 2 Select Documents to Print Finalize Certification Wizard Step 2 of 4 7 x Select Documents to Print Head of Household Full Name FERNADO LUCIA Transaction Type Annual Re examination Social Security Number 797 393 7537 Tenant Type Housing Choice Voucher Effective Date 0772772004 All Certification Steps Completed res Certification Documents v form HUD 50058 f Unmark All Minstructions Click the Next button to continue amp Back Next Cancel This step allows you to select certification documents to print at the end of this wizard Step 2 contains one field Certification Documents It is optional This step also contains the Mark All and Unmark All functions The non editable All Certification Steps Completed field flags whether all certification steps were completed Certification Documents All documents are checked by default Unc
86. n use the Maintain Online Verification Detail screen to enter information and results for an online income verification This screen will open if you use the Update Results function from an Online Verification section of the Maintain Verifiable Items screen Maintain Online Verification Detail Screen Maintain Online erification Detail Screen i Pea xi File Edit Hiv Item income Member YVETTE B BRONTE Description Other Wages HOUSING AUTHORITY OF TEM Online System x Action Date Status Received x Annual Amount 0 Tenant Reported Amount a000 Verification Results Not Determined z Notes This screen contains at least four editable data fields Online System Action Date Status and Notes If the status is Received the Annual Income Tenant Amount Reported and Verification Results fields also appear Non editable fields appear at the top of this screen identifying the type of item you are verifying the residents name and a description of the specific item you are verifying Online System Select the online system you used to verify this income Action Date Select the date on which you verified this income Preliminary User Manual 65 WinTen2 ORC Certifications Status The Status field can be Not Selected Pending Received or Not Received Not Selected is the default it means you have not attempted this verification method Pending means you ha
87. ncome Verification UIV System www hud gov offices pih programs ph rhiip uivsystem cfm 18 Upfront Income Verification UIV System PHA Security Procedures April 2004 www rimcheck com rimrx documents UIVSecurityGuide pdf 19 HUD Guidelines for Projecting Annual Income When Upfront Income Verification UIV Data is Available January 2004 www rimcheck com rimrx documents HUDGUIDELINESForProjectingIncome pdf Preliminary User Manual 89 WinTen2 ORC Certifications APPENDIX B HUD Community Service and Economic Self Sufficiency Rules This appendix addresses the primary questions regarding HUD s rules for community service and economic self sufficiency e What are HUD s requirements e Who is exempt from these requirements We also provide a partial list of additional resources available from HUD s Web site and from Tenmast s RIMCheck com Web site Note Your agency can modify some aspects of HUD s requirements such as eligible activities For this reason your policies may differ slightly from those outlined here Please refer to your agency s Community Service and Economic Self Sufficiency Policy and or the additional resources listed below HUD Requirements Each month each non exempt adult resident of your public housing authority must perform at least eight hours of community service and or economic self sufficiency activities somewhere within the community served by your agency The requirement is not an
88. ne number and extension Contact Date Enter the date on which this person orally verified the information Status The Status field can be Not Selected Pending Received or Not Received Not Selected is the default it means you have not attempted this verification method Pending means you have requested verification and are waiting for a response Received means you have received verification of the information Not Received means you requested verification but did not receive a response within your agency s allowable period of time Preliminary User Manual 69 WinTen2 ORC Certifications Notes Enter any notes about this verifiable item that might be helpful for your agency or for a RIM auditor Actual Verified Tenant Reported and Verification Results These fields appear only if the status is Received The Actual Verified and Tenant Reported fields display the information you received from the verifying agency and the tenant respectively The Verification Results field shows whether these two Matched there was a Discrepancy or an information match was Not Determined To Enter Third Party Oral Verification Information vy Press Ctrl E or click the Edit icon Tab or click through the fields entering or editing the information as needed To save your changes press Ctrl S or click the Save icon To cancel press Ctrl Q or click the Cancel icon
89. ned Income Disallowance EID www rimcheck com rimrx documents PHGuideBookNew paf Preliminary User Manual 103 WinTen2 ORC Certifications 2 General Income and Rent Determination Frequently Asked Questions FAQs see questions twelve to eighteen Annual Income Earned Income Disallowance EID www rimcheck com rimrx documents RentDeterminationFAQ pdf 3 Admission and Occupancy FAQ www rimcheck com rimrx documents EIDFAQ pdf 4 Sample EID Questionnaire Checklist www rimcheck com rimrx documents EarnedincomeDisallowanceQuestionnaire pdf 5 EID Worksheet www rimcheck com rimrx documents EarnedIncomeDisallowanceWorksheet paf 6 EID Worksheet and Calculator Microsoft Excel spreadsheet www rimcheck com rimrx documents HUDsE DCalculator xls Preliminary User Manual 104 WinTen2 ORC Certifications Index PG CVIGCIOS E E A A E ea gaueecanet Sa omen T 80 INS SOUS vssinse dpe ee ope datecendendaesnetnnndinasactnetetcez obedt wiealativad shea eeteisialedeeanieiss E 22 GONG ATI OIG 55 ies tare AEE E E E E EE 34 fe cel gp 6 0 36 Deere renner erent ee a ee ee ee ee 37 CCTIMICAIONRIOCESS EE Si i a ae eae uae alc A EE 35 COPTIC TING os death E extend dane dete eed AN Seoc ee ition ds deen tase econ dees eo Wasdale Can 54 CHEATING oie iostoentyederensd rae a E R R E R E 37 Creating a Single Certification nesoonneeeeeneeeeeenrrererrnrtrttertettttnertrnnttstnnrserrnnnetnnn rese errnerenn nne 39 Finaliz eeen
90. ner SSN 405 31 1328 Verified on Description DAYCARE s s S Payee JKINDERCARE ss ss lt SsSS Expense Type Child Care Expense Care Of FO Expense Period weeky gt Address lODCOUMBIAAVE Cost Per Period 100 00 Ciy St amp Zip LEXINGTON fe Hjo Annual Cost 5 200 00 Phone QO i Extension Fax Number ss E mail Address CF Add Expenses You will use the Add Expense wizard to create expense records To Start the Add Expense Wizard v Press Ctrl A or click the Add icon on the Expenses tab of the Tenant Detail screen Use the Add Expense Wizard The Add Expense wizard will guide you through three steps to add an expense record 1 Define the Expense 2 Select Agency Information 3 Confirm Expense Information We will walk through these steps separately To Move to the Next Step v Press PageDown or click the Start Next or Finish button To Move to the Previous Step v Press PageUp or click the Back button To Cancel the Wizard at Any Time Vv Press Esc or click the Cancel button Preliminary User Manual 30 WinTen2 ORC Certifications Hint Until you finish Step 3 you can go back and change any information you have entered Step 1 Define the Expense Add Expense Wizard Step 1 of 3 iG JEN x Define the Expense Owner of the Expense AMARNA Definition of Expense type The household s total yearly unreimbursed childcare expenses This is the Description estimated amount a family
91. nse Received means you have received verification of the information Not Received means you requested verification but did not receive a response within your agency s allowable period of time Status Date Enter the date for which the Status field value is valid e g the date you received the verification or the date on which you determined it would not be received Notes Enter any notes about this verifiable item that might be helpful for your agency or for a RIM auditor Preliminary User Manual 67 WinTen2 ORC Certifications Actual Verified Tenant Reported and Verification Results These fields appear only if the status is Received The Actual Verified and Tenant Reported fields display the information you received from the verifying agency and the tenant respectively The Verification Results field shows whether these two Matched there was a Discrepancy or an information match was Not Determined To Enter Third Party Written Verification Information y Press Ctrl E or click the Edit icon Tab or click through the fields entering or editing the information as needed To save your changes press Ctrl S or click the Save icon To cancel press Ctrl Q or click the Cancel icon Rae Ae SS Press Esc or click the Exit icon to return to the Maintain Verifiable Items screen Maintain Third Party Oral Verification Details Oral verification from a third party as your next choice i
92. nto these fields manually To Use the Get Agency Function VY Click the Get Agency button v The Agency Information screen opens v Click in the agency table to select the agency v For information on adding an agency see Maintain Outside Agencies Y Click the Insert Agency button to make your choice and close the Agency Information screen v To cancel the Agency Information screen click the Cancel button v If necessary tab or click through the fields editing the contact information Hint You may need to edit for example the Contact Extension and or E mail Address fields y Press PageDown or click the Next button to go to the next step of the Add Asset wizard To Complete Step 2 Manually v Tab or click through the fields entering the verifying agency information y Press PageDown or click the Next button to go to the next step of the Add Asset wizard Preliminary User Manual 26 WinTen2 ORC Certifications Step 3 Verification Form Letter Add Asset Wizard Step 3 of 4 me x Owner of the asset JWETTEBBRONTEt lt i SC S Description of the asset savnes account Cash value of the asset 570 00 Income received from the asset Source E o Contact Address l al w af Phone Extension Fax Number E mail Address l Pint Fom etter mlnstructions Click the Next button to continue K Back new gt Cancel This step allows you
93. nual 91 WinTen2 ORC Certifications from HUD s Web site and from the RIMRx document page of Tenmast s RIMCheck com Web site www rimcheck com rimrx 1 Public Housing Occupancy Guidebook June 2003 see Chapter 15 Community Service and Economic Self Sufficiency www rimcheck com rimrx documents PHGuideBookNew paf 2 Appendices IV through VII to the Public Housing Occupancy Guidebook see Appendix VI Community Service and Self Sufficiency Policy www hud gov offices pih programs ph rhiip phgb_app4_7new pdf 3 Sample Blind Disabled Notification of Community Service www rimcheck com rimrx documents CommunityService BlindDisabledVerification pdf 4 Sample Elderly Notification of Community Service www rimcheck com rimrx documents CommunityService ElderlyNotification pdf 5 Sample General Notification of Community Service www rimcheck com rimrx documents GeneralCommunityServiceV erification pdf Preliminary User Manual 92 WinTen2 ORC Certifications APPENDIX C Earned Income Disallowance HUD s earned income disallowance EID benefit is designed to promote tenant self sufficiency It temporarily excludes or disallows from income calculations certain increases in earned income for qualified tenants The result is that an EID participant s rent might not increase immediately even though the person is earning more money Hint Earned income disallowance is also known as earned income exclusion
94. o Open the Tenant Browse Form v Press T or click the Tenant button on the Main Menu JR DEBORAH 743 7537 MADA 76N HALLS UM Ace 104 zj To Open the Main Tab of the Tenant Detail Screen y Select any tenant in the table Vv Press Alt E or click the Edit Review button Hint You can also double click any tenant s record to select it and open the Tenant Detail screen v The Tenant Detail screen opens on the Main tab Tenant Detad Fie de Toc Mob _ Head Hane f __s8nif Eiee Dae F War Contcanons Honshad income Assets Ligenves Meleences trara Tota Sane OD US PSrve gt SCHEROR AD CB Fon 3 Lt Name 00 T poio w ee Gane Moreh i a To Create a Single Certification for a New Admission or Portability Move in Vv Press Ctrl A or click the Add icon on the Main tab v The Begin Certification wizard opens on Step 1 v See Use the Begin Certification Wizard Preliminary User Manual 44 WinTen2 ORC Certifications Use the Begin Certification Wizard The Begin Certification wizard will guide you through seven steps to create a single certification Enter Tenant Information Select Transaction Type and Effective Date Select the Dates for this Certification Select Unit Information Enter Certification Information Ce ee ee i Select Documents to Print 7 Confirm New Certification We will walk through these steps separately To Move to t
95. on Certifications in this category can include those for new residents of public housing or new housing choice voucher families They can also include portability move ins to Section 8 families who bring to your agency vouchers they received from other agencies In most circumstances you must recertify each household at least annually to verify that they are still eligible for the program they are in and to recalculate the amount of assistance they receive from your agency Annual reexaminations must also verify that all adult family members are complying with community service and economic self sufficiency requirements See Community Service and Economic Self Sufficiency You will conduct an interim recertification if a family s income family composition or other circumstances change between annual recertifications and that change would cause an adjustment in the family s level of assistance Your agency s procedures should clearly spell out what changes trigger interim recertifications and how and when families must report these changes to you In general you must conduct an interim recertification if the change would Preliminary User Manual 87 WinTen2 ORC Certifications cause a decrease in the family s rent payments Your procedures may require an interim recertification if the change would cause in increase in rent Additional Resources This manual provides only a brief general discussion of HUD s certification r
96. or eligible immigrant status After the interview you will verify any of this information you have not already verified One of the more important parts of a certification is the verification of a household s total income HUD strongly encourages you to use up front income verification whenever possible Up front income verification sources are Internet or other electronic sources that allow you to confirm tenant information You can access these sources and begin verification even before the tenant interview Hint As of the publication of this manual HUD is in the process of releasing its Upfront Income Verification UIV System It is currently available in some but not all states It offers access to two types of information 1 Social Security benefits from the Social Security Administration the same data that has been available through the TASS system for the last 4 years 2 Wage and income data from the State Wage Information Collection Agencies SWICAs in each of the affected states This includes any reported employment income and unemployment benefits received by the PHA resident For more information please visit the following address www hud gov offices pih programs ph rhiip uivsystem cfm For more information on up front income verification in general including a partial list of other verification sources please see Public Housing Occupancy Guidebook June 2003 see Section 7 5 Up Front Income Verification
97. ore information see Earned Income Disallowance and Monitor EID Employment To View EID Employment History Y Click the EID History button See Monitor EID Employment To Complete Step 2 y Tab or click through the fields entering the exclusion information Vv Press PageDown or click the Next button to go to the next step of the Add Income wizard Preliminary User Manual 17 WinTen2 ORC Certifications Step 3 Select Agency Information II x Owner of the income WETTEBBRONTE s lt i i CSCS Income Type fi OtherWages ss tst S S Total Income 2400 00 Amount Excluded 1060 00 Income after exclusion 1340 00 y Sowce ss SSSSSS Contat Address FO Ciy SttesZp sf Phone Extension Fax Number E mail Address M Instructions Click the Next button to continue amp Back Next Cancel This step allows you to identify the source of this income Step 3 contains the Source field and nine contact information fields None is required This step also contains the Get Agency function Some of your choices from previous steps also appear at the top of the screen These fields are not editable on this step Source and Get Agency This identifies the agency organization or company that is paying this income to the income owner If you have entered this organization in your list of outside agencies you can use the Get Agency function to select it See Maintain Out
98. ote If the person is under an imputed welfare income sanction when beginning participation in EID include the imputed welfare income in the prequalifying income Income exclusions apply only to a person s earned income and cannot be greater than the earned income When calculating exclusions however you must take into consideration both earned and other unearned income Other income may include such things as welfare assistance Social Security child support or unemployment benefits To determine the full exclusion amount calculate the participant s total income both earned and unearned and then subtract the prequalifying income Full Exclusion Earned Income Other Income Prequalifying Income This is the full exclusion amount unless it is greater than earned income Use this calculated amount or the person s total earned income whichever is less During the first twelve cumulative months of EID participation 100 percent of the full exclusion amount is excluded from earned income HUD refers to this as the initial period of participation During the remaining twelve cumulative months of participation only 50 percent of the full exclusion amount is excluded from earned income HUD refers to this as the phase in period of participation Note As mentioned above each time the person has a change in either earned or unearned income while participating in EID you must recalculate both the exc
99. ou ities aE E EE Eo o EE aE ei enan 13 Add Incomes terneiienenr ata dees he a a a a a a nan eee a A ids 14 Use the Add Income Wizard sccic icccieas clea cassdessies eee e E A Ea ea EEEE E SEES 14 MAINTAIN ASSETS ni ei aara a a e an a oaa a SE I ENE SRE EE 22 Adad ASS CUS iene S EEA EREE EAE oe dea es ahs E CEE CERE E EERE AAE 23 Use the Add ASset Wizard ieieoreriirean rainei E E A E aT a 23 MAINTAIN EXPENSES cnnan nan a a a E anre reei anian 29 Add Expenses inean ania AEE AAR AA e E RAA a aa a TBI 30 Use the Add Pxpense Wizard irc ieina e E E a E E SN tt 30 CER TEBICA M CON E E AE 34 CeTtifiCdliOn PTOCOSS es NO EEEREN a sees sets eat 35 Crete CeTIfiCALlONS ves cesstca sarees saei En EEE EE KETA NENE Sia Cag cb desea eas ate ae 37 Batch Add Certiticattons oeeo sheen ical eai E T E ARE EAE se teases oan eae ha A cea 37 Use the Add Certifications Wizard 0 cceccceessccessecseececeseceeseeceeacecesceeesaeceaaecseaeeceseeeesaeceeaaesnnees 38 Create a Single Certification 0 stented ie eee te ei e desis G Me biloba 39 Create a Single Certification for an Existing Tenant 0 cee ceccesceeeceseceeeeeeeeeeeeeeaeeaecnaeenaeens 40 Create a Single Certification for a New Admission or Portability Move in eee eeeeeeeeees 42 Use the Begin Certification Wizard eee eseeseesceeseecnsecsseceseceseceseceseeseeeseeesaecaaessaecsaecnaeeaeens 45 Complete Certification Steps rsin is ce etc Eea e ae ete la Rees adh ish heed S CMR eB EEE
100. ou to enter such things as the tenant s name and Social Security number so you do not need it for existing tenants You can start this wizard from more than one place in the ORC program depending on your goal and what is most convenient at the time You have two options for starting the wizard for an existing tenant certification and two slightly different options for starting the wizard for a new admission certification We will first walk through your options for starting the wizard and then walk through the steps of the wizard itself Create a Single Certification for an Existing Tenant You may sometimes need to create a single certification for an existing tenant most commonly for an interim reexamination You can create such a certification directly from the Browse Certifications screen or you can create it by first opening the tenant s record on the Certifications tab of the Tenant Detail screen Here are the steps for each of these options To Create from the Browse Certifications Screen Follow these steps to create a single certification for an existing tenant from the Browse Certifications screen To Open the Browse Certifications Screen y Press C or click the Certification button on the Main Menu To Create a Single Certification for an Existing Tenant v Press Ctrl A or click the Add icon on the Browse Certifications screen v The Add Certifications dialog box opens Preliminary User Manual 40
101. ps to see the steps for that certification Tenant Type Public Housing x Transaction code Annual Re examination x Hit HO 4 4 8 E Step Description Step Location D Set up ppointment Print Pre Certification Packet E Review Household Composition i Review Income Is Up to date Review Asset Information Review Expense Eligibility E Print Verification Forms Needed E Review RIM Verification Information E Print Certification Documents E Create Etrans for Certification Step Number oo Step Description Set up Appointment Step Location Main Tab x Tenant Reports Household Tab Income Tab Assets Tab Expenses Tab Tenant Reports Verification Browse Tenant Reports eTrans Tab The Maintain Certification Steps screen contains the Tenant Type and Transaction Code option fields a table of certification steps and a detail information section Preliminary User Manual 83 WinTen2 ORC Certifications The Tenant Type and Transaction Code option fields appear at the top of the screen They allow you to specify the certification for which you are defining the steps You can define one set of certification steps for each different combination of tenant type and transaction code Hint The ORC program uses the labels Transaction Code and Transaction Type to identify types of certifications These labels correspond to the Transaction Type field on Form HUD 50058 Within the contex
102. r EID Information The ORC program maintains two types of records for each individual who participates in EID First the program maintains one and only one participant record per person This participant record identifies the individual and contains summary information on the person s overall participation in EID You can use the Maintain EID Participants screen to monitor this information You can access this screen from the Household tab of the Tenant Detail screen Second the program also maintains one record for each separate period of continuous employment between certifications during which the person participates in EID Hint In other words the ORC program creates a new EID employment record each time the participant begins new employment under EID and each time the household undergoes an interim or annual recertification while the participant is employed under EID If the household undergoes an interim or annual recertification while the participant is employed under EID the program ends the current employment record and immediately creates a new employment record These EID employment records track actual participation and allow the ORC program to calculate the correct disallowance amounts You can use the Maintain EID Employment screen to monitor this information You can access this screen from the Maintain EID Participants screen above We will walk through monitoring both of these kinds of records
103. remaining from previous year and Current Requirements Exempt Status This field indicates if and why this resident is exempt from community service requirements If this resident is not exempt select Not Exempt Otherwise select the option that best describes why this resident is exempt Delinquent hours from previous year Enter the total number of hours if any this resident failed to meet in the previous year Hours made up this year Enter the number of the delinquent hours above that this resident has performed in the current year Hours remaining from previous year This non editable field calculates the number of delinquent hours still outstanding Delinquent hours from previous year minus Hours made up this year Preliminary User Manual 5 WinTen2 ORC Certifications Default Agency For community service purposes agency refers to the institution organization or school at which the resident performs the required activities Select the agency at which this resident performs most of his or her community service activities if it appears in this list Any agency you select here will be the default agency for each monthly community service activity record you create for this resident on the Monthly Detail tab of this screen You can change the default as needed for any individual record on that tab This field offers the list of outside agencies you have entered in the ORC program If this residen
104. rl E or click the Edit icon Tab or click through the fields entering or editing the information as needed To save your changes press Ctrl S or click the Save icon To cancel press Ctrl Q or click the Cancel icon SON ON ON Press Esc or click the Exit icon to return to the Maintain Verifiable Items screen Maintain Self Declaration Details If all other verification methods are unavailable your agency s procedures may allow you to accept a notarized statement from the tenant as verification You can use the Maintain Self Declaration Detail screen to record this type of verification This screen will open if you use the Update Results function from a Self Declaration section of the Maintain Verifiable Items screen Preliminary User Manual 72 WinTen2 ORC Certifications Maintain Self Declaration Detail Screen Maintain Self Declaration Detail Screen a ER x File Edit H t a 2 ltem Jincome Member TASHA E STRICKLAND Description TANF AFDC SOCIAL SERVICES DEPARTME Status IRERE EE Signed Date Notes This screen contains three editable data fields Status Signed Date and Notes Non editable fields appear at the top of this screen identifying the type of item you are verifying the resident s name and a description of the specific item you are verifying Status The Status field can be Not Selected Pending Received or Not Received Not Selected is the defa
105. rson s racial make up Check all that apply Handicapped and Disabled Check the appropriate field s if this person is handicapped and or disabled Hint According to HUD a person is born with a handicap but acquires a disability after birth Ethnicity Indicate whether this person is Hispanic Latino Eligibility Choose the option that best identifies this person s eligibility for benefits based on the person s citizenship status Preliminary User Manual 46 WinTen2 ORC Certifications To Complete Step 1 Y Tab or click through the fields entering the information All fields that apply to this person are required except Middle Initial v Press PageDown or click the Start button to go to the next step of the Begin Certification wizard Step 2 Select Transaction Type and Effective Date Begin Certification Wizard Step 1 of 6 a x Social Security Number 556 653211 Head of Household Full Name TIMOTHY H CONRAD Tenant Type Housing Choice Voucher _ Transaction Type o Effective Date 03 01 2005 E Instructions __ Cancel This step allows you to identify the kind of certification you are creating and its effective date Note If you are creating a certification for an existing tenant the wizard skips Step 1 and opens on Step 2 Click the Next button to continue Step 2 contains at least two editable data fields Transaction Type and Effective Date The Tenant Type field is also editable for
106. rson on the Summary tab that agency will appear automatically when you create a new monthly record You can change the default if necessary Received Date For each record this is the date on which you received verification of the resident s activities or exempt status To Add a Monthly Activity Record y Press Ctrl A or click the Add icon on the Monthly Detail tab Y Tab or click through the fields in the new row of the table entering the information For months when this person is not exempt all fields are required For months when this person is exempt only Service Month Exempt and Received Date are required v To save this new record press Ctrl S or click the Save icon Y To cancel press Ctrl Q or click the Cancel icon To Edit a Monthly Activity Record Y Select the month you wish to edit v Press Ctrl E or click the Edit icon v Tab or click through the fields in the table changing information as needed v To save your changes press Ctrl S or click the Save icon v To cancel press Ctrl Q or click the Cancel icon To Delete a Monthly Activity Record Y Select the month you wish to delete Vv Press Ctrl D or click the Delete icon v Press Y or click the Yes button to confirm the deletion Preliminary User Manual 8 WinTen2 ORC Certifications CHAPTER 2 Maintain Households For each of your tenant households you must create one household member record for each person who lives in the househo
107. rtifications 3 The person had in increase in annual income because of new or increased earnings while receiving benefits or within six months after receiving benefits from a qualified welfare program such as Temporary Assistance for Needy Families TANF Note If these benefits were or are for anything other than monthly income maintenance e g if they were for wage subsidies transportation assistance or a one time benefit the benefits must have totaled at least 500 during the six months before the person s increase in income For those receiving monthly income maintenance cash assistance no minimum amount of benefits is required An eligible adult can receive only one EID disallowance period during his or her lifetime The disallowance period is forty eight consecutive months i e forty eight calendar months from start to finish However the person can actually participate in EID for only twenty four of those forty eight months In other words increased earnings from only twenty four of the forty eight months can actually be disallowed from income calculations There can be gaps in participation when for example the person is again unemployed The twenty four months of participation are cumulative not consecutive The person s eligibility for EID ends after the twenty fourth month of participation or at the end of the lifetime forty eight month disallowance period whichever comes first If for example the p
108. s Submission Date This is the submission date of the eTrans record for this certification It defaults to the effective date of the certification but you may change the default if necessary To Complete Step 3 v Verify or edit the eTrans submission date required Vv Press PageDown or click the Next button to go to the next step of the Finalize Certification wizard Preliminary User Manual 77 WinTen2 ORC Certifications Step 4 Confirm Certification Information Finalize Certification Wizard Step 4 of 4 a is xi Confirm Certification Information Head of Household Full Name FERNADO LUCIA Transaction Type Annual Re examination Social Security Number 797 393 7537 Tenant Type Housing Choice Voucher Effective Date 0772772004 All Certification Steps Completed res Print Certification Documents ves Automatically Make Etrans Record ves eTrans Submission Date 0772772004 Reason for certification Minstructions Confirm the above values and click Finish to complete the task Back _Frrish Cancel This step allows you to confirm the information and to enter comments before you finish finalizing the certification Step 4 contains one editable field Comments It is optional Information from previous steps also appears at the top of the screen These fields are not editable on this step Comments Enter any comments or additional information regarding this certification that ma
109. s person participated in EID The detail information section appears at the bottom of the screen This section displays information on the employment record currently selected in the table above it Note that this information pertains only to the one employment record currently selected not to this person s overall participation in EID The detail information section contains four data fields EID Starting Date EID Ending Date Months Used at 100 and Months Used at 50 EID Starting Date This is the effective date on which this person 1 began the new employment or other increased earnings that initially triggered eligibility for EID 2 resumed participation in EID after having been unemployed or 3 underwent an interim or annual recertification while employed under EID Preliminary User Manual 99 WinTen2 ORC Certifications EID Ending Date This is the effective date on which this person 1 stopped working or had some other decrease in earnings 2 underwent an interim or annual recertification while employed under EID or 3 reached the end of the lifetime forty eight month disallowance period Hint If the household undergoes an interim or annual recertification while the participant is employed under EID the program ends the current employment record and immediately creates a new employment record Months Used at 100 and Months Used at 50 During the first twelve cumulative months the initial period of parti
110. screen To Open the Browse Certifications Screen v Press C or click the Certification button on the Main Menu Preliminary User Manual 54 WinTen2 ORC Certifications Pe Ct we te D S 05 To Open the Certifications Tab of the Tenant Detail Screen vY Select the certification you wish to process v Press Ctrl E or click the Edit icon Hint You can also double click a certification to select it and open the Certifications tab of the Tenant Detail screen To Access from the Tenant Browse Form Follow these steps to access the Certifications tab from the Tenant Browse Form To Open the Tenant Browse Form v Press T or click the Tenant button on the Main Menu E Phonan Carver tenann a Fie Tat wem iep Dee gt 4 TRANS TEN HILLS LN des 104 To Open the Certifications Tab of the Tenant Detail Screen Y Select the tenant for whom you wish to process a certification Vv Press Alt E or click the Edit Review button Hint You can also double click a tenant s record to select it and open the Tenant Detail screen v The Tenant Detail screen opens y Press Ctrl Tab or click the Certifications tab at the upper left on the Tenant Detail screen Preliminary User Manual 55 WinTen2 ORC Certifications Tenant Detail Screen Certifications Tab File Edit Tools Help Head Name YVETTE BRONTE 7 7492 Effective Date 01 01 2005 Household Income Assets Expens
111. side Agencies You can also use this function to add an organization to the outside agencies list on the fly Otherwise enter the source and its contact information into these fields manually To Use the Get Agency Function VY Click the Get Agency button v The Agency Information screen opens Preliminary User Manual 18 WinTen2 ORC Certifications x Click in the agency table to select the agency lt For information on adding an agency see Maintain Outside Agencies lt Click the Insert Agency button to make your choice and close the Agency Information screen v To cancel the Agency Information screen click the Cancel button v If necessary tab or click through the fields editing the contact information Hint You may need to edit for example the Contact Extension and or E mail Address fields y Press PageDown or click the Next button to go to the next step of the Add Income wizard To Complete Step 3 Manually Tab or click through the fields entering the agency information optional y Press PageDown or click the Next button to go to the next step of the Add Income wizard Preliminary User Manual 19 WinTen2 ORC Certifications Step 4 Verification Form Letter F Add Income Wizard Step 4of5 x Owner of the income YVETTE B BRONTE Income Type i Otherwags Totallncome 2400 00 Amount Excluded 1060 00 Income after exclusion 1340 00 Source of Income L
112. sion fields Your choices from Step 1 for income owner type and total also appear at the top of the screen These fields are not editable on this step Income Exclusion Type and Exclusion Description Choose the option in the Income Exclusion Type field that best identifies the exclusion The default is Earned Income Disallowance Select None if no exclusion exists for this income or tenant If you are unsure what any exclusion type means select that type temporarily and use the Exclusion Description field for reference This field shows you HUD s description of the exclusion type Amount Excluded The default for this field is the amount calculated for the EID Amount Excluded field See EID Worksheet below Use this amount for the Earned Income Disallowance exclusion type For all other exclusion types enter the amount of the income to exclude from rent calculations This amount cannot exceed the total income amount Income after Exclusion The program calculates this amount by subtracting the Amount Excluded field from the Total Income field This amount will be included in income and rent calculations for this household EID Worksheet and EID History If this person is an EID participant the EID Worksheet fields will calculate the EID Amount Excluded If this person is not an EID participant the EID Amount Excluded will be zero Click the EID History button to view a history of all EID employment for this person For m
113. t s agency does not appear as an option for the Default Agency field you must enter it in your outside agencies list before you can assign it to a Community Service record See Maintain Outside Agencies Comment Enter any comments or additional information regarding this person s community service status and or activities that may be helpful for your agency Current Requirements The four fields in this section provide a summary of this resident s activities for the current year They are based on the information on the Monthly Detail tab you cannot edit them on the Summary tab To Edit Summary Community Service Information y Press Ctrl E or click the Edit icon v Tab or click through the fields entering or editing the information as needed v To save your changes press Ctrl S or click the Save icon v To cancel press Ctrl Q or click the Cancel icon Maintain Monthly Community Service Information Monthly Community Service information includes a record of a resident s activities for each month You can maintain this information on the Monthly Detail tab of the Maintain Community Service screen To Open the Monthly Detail Tab y Press Ctrl Tab or click the Monthly Detail tab at the upper left on the Maintain Community Service screen Preliminary User Manual 6 WinTen2 ORC Certifications Maintain Community Service Screen Monthly Detail Tab Maintain i ve xj File Head of Household JM ADAMS Effect
114. t Interview Document Not Completed E Review Household Composition Not Completed E Review Income Sources Not Completed i Review Asset Information Not Completed Review Expense Information Not Completed E Print Any Verification amp Release of Information Forms neede Not Completed E Review RIM Verification Information Not Completed Print Certification for Tenant to Sign Not Completed E Print New Lease Agreement Not Completed E Testing for Tonya Not Completed im Complete All omen This step allows you to confirm that you have completed all the steps of this certification Step 1 contains a Certification Status table which displays the steps of the current certification exactly as they appear on the Certifications tab of the Tenant Detail screen Non editable fields at the top of the screen show identifying information for the certification and the tenant household being certified This step also contains the Complete All function Complete All If you agency s procedures permit you can use this function directly from the wizard to mark all uncompleted steps as complete Using the Complete All function here is identical to using it the from the Certifications tab of the Tenant Detail screen See Complete Certification Steps It will enter your user name as the Completed by User and mark the Completed On field with the current date Hint The information for all previously completed steps will remai
115. t used here they pertain only to certification types The table below these option fields displays the set of certification steps for the tenant type transaction code combination you have selected The detail information section appears at the bottom of the screen This section displays information on the step currently selected in the table above it You will add or edit certification steps in the detail information section you cannot do so directly in the table The detail information section contains three editable fields Step Number Step Description and Step Location Step Description is required You will edit the Step Number field by using the Move Certification Step Up and Move Certification Step Down icons on the icon bar Step Number This field identifies the sequence of the steps as they will appear for this certification on the Certifications tab of the Tenant Detail screen The steps are numbered from top to bottom as they appear on the Maintain Certification Steps screen step number one is at the top You cannot edit this field directly Instead you will edit the Step Number by using the Move Certification Step Up and Move Certification Step Down icons on the icon bar Step Description Enter a short description to identify the step Step Location Select the screen within the ORC program to open when an employee processes this step When an employee processes a given certification step from the Certifications tab
116. tain costs related to a disability of a family member Unreimbursed medical expenses also qualify as deductible expenses IRS Publication 502 Allowable Medical Expenses provides additional information on allowable medical expenses It is available from the RIMRx document page of Tenmast s RIMCheck com Web site www rimcheck com rimrx http www rimcheck com rimrx documents IRSPublication502 AllowableMedicalExpenses pdf You will use the Expenses tab of the Tenant Detail screen to maintain qualified household expenses for each tenant To Open the Expenses Tab v Press T or click the Tenant button on the Main Menu v The Tenant Browse Form opens Y Select the tenant for whose household you wish to maintain expenses Vv Press Alt E or click the Edit Review button Hint You can also double click a tenant s record to select it and open the Tenant Detail screen v The Tenant Detail screen opens v Press Ctrl Tab or click the Expenses tab at the upper left on the Tenant Detail screen Preliminary User Manual 29 WinTen2 ORC Certifications Tenant Detail File Edit Tools Help Head Name SARAH BROWNING Effective Date 01 17 2005 Main Certifications Household Income Assets Expenses References eTrans Totals Bit 00 81 lt 7 509l2V Name Description Expense Type Anna Cost__ Child Care Expense 5 200 00 gt 405 31 1328 SARAH E BROWNING Daycare Expense Owner SARAH E BROWNING Expense Ow
117. tep can open a particular screen or other location within the ORC program from which to complete that step This location may be a tab of the Tenant Detail screen a Tenant Reports print dialog the Browse Verifications screen or the FSS WtW Family Self Sufficiency Welfare to Work Contract Information screen See Maintain Certification Steps When you use the Process Step function the program will take you to the location your agency has defined for the current step From there you may verify edit or add information as needed or perform a particular task such as printing documents When you exit from that location the Update Certification Step dialog box see below opens allowing you to mark the step as completed Hint Instead of having an Exit icon some but not all of these locations have a Return to Certification Steps icon when you open them from the Process Step function Complete Step This function allows you to mark a step as completed without going to another location within the ORC program It simply opens the Update Certification Step dialog box see below which allows you to mark the step as completed Hint If necessary you can also use this option to un complete a step to mark as not completed a step that you had previously marked as completed Complete All This function allows you to mark all uncompleted steps as complete It will enter your user name as the Completed by User and mark
118. the Completed On field with the current date Hint The information for all previously completed steps will remain unchanged This function affects only uncompleted steps Verifications This function allows you to maintain any verifications you receive for tenant information during the certification Because of the importance and complexity of this function we will address it separately in the next section See Verify Information Update Certification Step Dialog Box This dialog box is available only from the Process Step and Complete Step functions It allows you to designate whether a step is completed and if completed its completion date You can also use this dialog box to un complete a step to mark as not completed a step that you had previously marked as completed Preliminary User Manual 58 WinTen2 ORC Certifications To Process a Step v KN NN Select in the certifications steps table the step you wish to process Press Alt P or click the Process Step button The agency defined location for this step opens Perform any tasks related to this step Exit the agency defined location Hint Depending on the location you may exit by using an Exit icon a Return to Certification Steps icon or a Print Preview or Cancel button The Update Certification Step dialog box opens Press Spacebar or click to check or uncheck the Mark Certification Step Complete field as needed If you have check
119. the Certification button on the Main Menu tx ations To Start the Add Certifications Wizard y Press Ctrl A or click the Add icon on the Browse Certifications screen v The Add Certifications dialog box opens Preliminary User Manual 37 WinTen2 ORC Certifications Add Certifications a s i xj C Existing Tenant Single Certification C New Admission C Portable Move in j Instructions Please determine the certifications you wish to add Cancel v Verify that Batch Add Certifications is selected v Press PageDown or click the Next button Use the Add Certifications Wizard The Add Certifications wizard will guide you through two steps to batch add annual certifications 1 Select Certifications to Generate 2 Confirmation We will walk through these steps separately To Move to the Next Step v Press PageDown or click the Start or Finish button To Move to the Previous Step v Press PageUp or click the Back button To Cancel the Wizard at Any Time v Press Esc or click the Cancel button Hint Until you finish Step 2 you can go back and change any information you have entered Step 1 Select Certifications to Generate Add Certifications Wizard Step 1 of 2 a i x Select Certifications to Generate Beginning Next Re examination Date ZANEZ Ending Next Re examination Date 06 30 2005 E Caseworker All X Instructions Select the certifications to create using th
120. the ORC program creates a new EID employment record each time the participant begins new employment under EID and each time the household undergoes an interim or annual recertification while the participant is employed under EID If the household undergoes an interim or annual recertification while the participant is employed under EID the program ends the current employment record and immediately creates a new employment record The ORC program uses these EID employment records to track automatically which months of participation are at the 100 disallowance level the first twelve cumulative months and which months are at the 50 disallowance level the next twelve cumulative months The program then uses this information to calculate the exclusion amount for each income record that uses the EID exclusion see Maintain Income and to calculate rent correctly during a certification see Certifications You can view EID employment information on the Maintain EID Employment screen You can access this screen from the Maintain EID Participants screen above See Monitor EID Participants Hint You can also access this screen on the fly by clicking the EID History button on Step 2 of the Add Income Wizard See Maintain Income and Add Income To Open the Maintain EID Participants Screen Y Click the Earned Income Disallowance icon on the Household tab of the Tenant Detail screen To Open the Maintain EID Employment Screen
121. the jurisdictional area of your agency Preliminary User Manual 90 WinTen2 ORC Certifications Your non exempt residents must provide your agency with documentation of their community service and or self sufficiency activities including the signatures of instructors counselors or supervisors who certify the number of hours of activity Residents must provide this documentation to you at least annually at the annual reexamination but your agency s policy may require them to provide it more frequently Your policy should include your agency s documentation requirements including the documentation form residents will use If you find at an annual reexamination that a resident has failed to meet the requirement for any of the previous twelve months your agency must enter into an agreement with that resident to make up the hours over the next twelve months This means that for the next twelve months the resident must meet both the current monthly requirements and the requirements to make up the deficiency from the prior year If at the next annual reexamination this resident has not met and or made up all the requirements for the previous twenty four months HUD does not permit your agency to renew the lease for this resident s household unless the noncompliant resident agrees to move out of the unit Exemptions Residents of public housing are exempt from community service requirements if they meet any one of the exemption crit
122. tion Name TENMAST HOUSING AUTHORITY HUD Address 1 HUD Address 132 VENTURE COURT HUD Address 2 100 MAIN ST City State LEXINGTON ky x HUD Address 3 LOUISVILLE KY 40567 Zip 40523 2344 Phone 859 455 8061 HUD Address 4 Signatures ppear on Certification Housing Program Type Default Tenant Type Head and Spouse Signatures x Section 8 x H Housing Choice Youcher x Signatures Appear on Lease Area Submits to TRACS I Minimum Rent 60 Head and Spouse Signatures x p z HA was chosen for MTW program J Passbook Percentage 22 Owner Manager Signature on Lease V Utility Allowances HA Number 245 Signature Lines Appear On the Notes Round Up from 0 5 Effective Date Appears on Worksheet JV Round Each Step JV Additional Lease Text User Defined Impairments Label1 EMPHYSYMA kala kabla a Label 4 e i kabl5S Preliminary User Manual 79 WinTen2 ORC Certifications The ORC Setup screen gives you access to many different Setup options We will walk through the two following options each with its own screen e Maintain Outside Agencies e Maintain Certification Steps Maintain Outside Agencies Outside agencies are agencies organizations or businesses with which you may have frequent contact regarding tenants Your tenants may receive income from or pay expenses to these outside agencies You may also contact these agencies to verify tenants income assets expenses and or comm
123. ton on the Main Menu v The Tenant Browse Form opens 2 Y Select the tenant for whose household you wish to maintain community service activity Vv Press Alt E or click the Edit Review button Hint You can also double click a tenant s record to select it and open the Tenant Detail screen v The Tenant Detail screen opens Y Press Ctrl Tab or click the Household tab at the upper left on the Tenant Detail screen Preliminary User Manual 2 WinTen2 ORC Certifications Tenant Detail Fe Ede Took Mop Heat Hane EET 3 sinf Ehehe Date Man Coticstons Homshaki income Asem Capenees flelmences efvars Totals Sane O U0 arer ORO com F ten agotan Monter I Bren commend of 4 cime T Sodo gren muay propery im the last bmo years To Open the Maintain Community Service Screen v Click to select the household member for whom you wish to maintain community service activity Y Click the Community Service icon on the Household tab Maintain Community Service Screen File Head of Household JIM ADAMS Effective Date fi 0 01 2002 Household Member Im ADAMS Meeting Community Service Monthly Detail if H o Exempt Status Not Exempt x Delinquent Requirements opacities bo Default Agency to use for household s Community Service Hours made up this year fo oo No Agency Selected Hours remaining from previous year fo oo Current Requirements Initi
124. ult it means you have not attempted this verification method Pending means you have requested verification and are waiting for a response Received means you have received verification of the information Not Received means you requested verification but did not receive a response within your agency s allowable period of time Signed Date Enter the date on which the tenant signed this verification Notes Enter any notes about this verifiable item that might be helpful for your agency or for a RIM auditor To Enter Self Declaration Information Vv Press Ctrl E or click the Edit icon Tab or click through the fields entering or editing the information as needed To save your changes press Ctrl S or click the Save icon To cancel press Ctrl Q or click the Cancel icon Press Esc or click the Exit icon to return to the Maintain Verifiable Items screen a a a Preliminary User Manual 73 WinTen2 ORC Certifications Finalize Certifications Finalizing the certification is the last step in the certification process The Finalize Certification wizard allows you to verify that you have completed all certification steps select an agency defined packet of documents to print and verify eTrans submission information Completing this wizard will also set the status of the certification itself to Completed You can access the Finalize Certification wizard from the Certifications tab of the Tenant Detail screen
125. unity service activities You are not required to maintain a list of outside agencies you can enter this information manually for the appropriate tenant records If you have frequent contact with any particular agency however entering that agency in your outside agencies list will streamline data entry and save time and effort for your staff The ORC program contains two screens from which you can maintain your outside agencies the Maintain Outside Agencies screen and the Agency Information screen You can add edit or delete agencies from either of these screens The Maintain Outside Agencies screen is available from the Default Settings tab of the ORC Setup screen We will discuss it below You can access the Agency Information screen from various wizards that are available from the Tenant Detail screen The main purpose of the Agency Information screen is to let you insert agency information in a tenant record but you can also use it to add edit or delete agencies on the fly The Agency Information screen is essentially identical to the Maintain Outside Agencies screen except that it has additional Insert Agency and Cancel buttons and has no Print Preview or Show Hide icons D t f 75 A ET fot e irre 7o ageer Below we will walk through using the Maintain Outside Agencies screen to define your outside agencies Follow these same steps to work with the Agency Information screen
126. v To save your changes press Ctrl S or click the Save icon To cancel press Ctrl Q or click the Cancel icon To Delete an Outside Agency Y Select in the agency table the agency you wish to delete Y Press Ctrl D or click the Delete icon Vv Press Y or click the Yes button to confirm the deletion Maintain Certification Steps The ORC program allows your agency to define a different set of custom steps to complete each kind of certification you perform This lets you customize the program to reflect your certification procedures and helps ensure consistency in the way your caseworkers process certifications While a certification is in process the appropriate steps will appear on the Certifications tab of the Tenant Detail screen See Complete Certification Steps Your agency can house many different types of tenants such as Public Housing tenants Housing Choice Voucher tenants Section 8 Homeownership tenants etc For each of these types of tenants you may perform many different types of certifications such as new admission certifications annual or interim reexaminations portability move in or move out certifications etc Hint The ORC program uses the labels Transaction Code and Transaction Type to identify types of certifications These labels correspond to the Transaction Type field on Form HUD 50058 Within the context used here they pertain only to certification types Preliminary User Manual 82 WinTen
127. ve requested verification and are waiting for a response Received means you have received verification of the information Not Received means you requested verification but did not receive a response within your agency s allowable period of time Notes Enter any notes about this verifiable item that might be helpful for your agency or for a RIM auditor Annual Income Tenant Amount Reported and Verification Results These fields appear only if the status is Received The Annual Income and Tenant Amount Reported fields display the information you received from the verifying agency and the tenant respectively The Verification Results field shows whether these two Matched there was a Discrepancy or an information match was Not Determined To Enter Online Verification Information v Press Ctrl E or click the Edit icon Tab or click through the fields entering or editing the information as needed To save your changes press Ctrl S or click the Save icon To cancel press Ctrl Q or click the Cancel icon SO NW S S Press Esc or click the Exit icon to return to the Maintain Verifiable Items screen Maintain Third Party Written Verification Details Use written verification from a third party if online verification is not available You can use the Maintain Third Party Written Verification Detail screen to enter information and results for third party written verifications This screen will ope
128. y be helpful for your agency or a RIM auditor To Complete Step 4 v Enter any comments optional v If anything is incorrect press PageUp or click the Back button to go to the previous step s and correct it v If everything is correct press PageDown or click the Finish button to finish finalizing the certification When you finish you return to Certifications tab of the Tenant Detail screen where the Certification Status field of this certification appears as Completed Preliminary User Manual 78 WinTen2 ORC Certifications CHAPTER 7 Implement Setup This chapter will walk you step by step through entering Setup options Note Please be especially careful when entering Setup options Inaccurate settings can cause ORC to function in an unexpected manner In addition after you enter your initial settings prevent accidental changes by using the Master Setup program to restrict access to the Setup screen For help on doing this please see the user manual for WinTen Master Setup As mentioned above the administrator of your WinTen programs should review the planning and implementation of these Setup options at least annually You will use the ORC Setup screen to enter your options To Open the ORC Setup Screen v Press S or click the Setup button on the Main Menu ORC Setup Screen Default Settings Signature Lines Project Validation Max Rent Table FSS witw Special Funcs Hie oe N Organiza
129. you cannot do so directly in the certification table The certification table contains seven columns of information Action Effective Date Certification Status TTP Utility Allowance Tenant Rent and Assistance Payment These fields display certification results they are not editable The detail information section contains the Reason for Certification field and a table of certification steps defined by your agency for this certification See Maintain Certification Steps The table of certification steps contains three columns of information Certification Steps Completed by User and Completed On This section also contains the Process Step Complete Step Complete All and Verifications functions Preliminary User Manual 56 WinTen2 ORC Certifications If you use the Process Step or Complete Step function you will also have access to the Update Certification Step dialog box Action This Action corresponds to the Transaction Type field on Form HUD 50058 Within the context used here this identifies the type of certification performed Effective Date This is the effective date of the certification Certification Status After you create a certification its status is In Process until it is Completed Hint The status for the latest certification also appears by default at the upper right of the Tenant Detail screen itself TTP This is the Total Tenant Payment In general the TTP for a household

WinTen² Occupancy and Rent Calculation: Certifications

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WinTen&sup2; Occupancy and Rent Calculation: Certifications

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WinTen² Occupancy and Rent Calculation: Certifications