EIV SYSTEM INCOME VERFICAITON POLICY AND PROCEDURES
UNLAWFUL DISCLOSURE OR USE OF THE EIV DATA CAN RESULT IN CIVIL AND CRIMINAL PENALTIES.

1.	Disclosure:
a.	The EIV & You brochure will be provided to tenants at move-in and at each annual recertification.
b.	Form HUD-988719887-A;  Applicant's/Tenant's Consent to the Release Of Information  Packet will be signed and dated by each household  member  18 years of age or older prior to accessing  income  reports in EIV. The forms will be retained in the tenant file for the term of tenancy plus three years.  The forms are valid for 15 months.
c.	The tenant may receive a copy of their EIV Income Report upon written request.   The request must be signed & dated by all adult household members and the owner/agent.   It will be retained in the tenant file.
d.	The EIV data of one adult household  member  will not be shared, provided  or displayed  with another adult household  member  or  any  unauthorized  third  party  without  a  signed  "Tenant  Consent  to  Disclose  EIV Income Information".
2.	Limited Access:
a.	Data obtained via the EIV System is used only by authorized personnel in connection with the administration of subsidy for Nodak Homes, to aid in the verification of annual  income  and benefit
information as detailed in this document.
i.		The Coordinator will be recertified annually for continued access to EIV.
ii.		The Coordinator will recertify their EIV Users through the User Certification feature in the EIV system bi-annually (twice per year).
iii.	 	The Coordinator will monitor user activity on the EIV System.
iv.		Users will not share user names or passwords with anyone.
v.		The computer will not be left unattended by personnel when signed in to the EIV System.
vi.		EIV data will not be displayed on the computer screen so unauthorized persons can view it.
vii.		Reports will be printed only to the user's personal printer
viii.		Restricted areas will be clearly identified and a list of authorized personnel will be maintained.
ix.		EIV  access  will  be  revoked  prior  to  termination  of  the  employee  and  the  EIV  file  will  be documented to indicate the date user access was terminated.
x.		EIV  Coordinator/Users   will  have  security  training  annually  and  will  retain  the  Certificate  of Completion as listed below: http://iase.disa. mil/eta/cyberchallenge/launchPage.htm
xi.		Tenant files are secured to ensure confidentiality.   Any applicant or tenant affected by negligent disclosure  or  improper  use  of  information  may  bring  civil  action  for  damages   against  the employee.
xii.		Tenant files and records will be disposed of in a manner that will prevent any  unauthorized access to personal information.
xiii.		Improper disclosure of information is grounds for immediate dismissal.
b.	A BINDER OF THE FOLLOWING SIGNED EIV DOCUMENTS {INITIAL AND CURRENT) WILL BE MAINTAINED AND WILL BE MADE AVAILABLE TO NDHFA FOR REVIEW ANNUALLY DURING THE MQR PROCESS.
i.	EIV Owner Approval Letters (Originals only)
ii.	List of EIV Coordinator(s)  and EIV User(s) who currently have access to the EIV system
iii.	Initial &  Currently Approved EIV Coordinator  Access Authorization Form(s) (CAAFs)
Includes "Rules of Behavior"
iv.	Initial &  Currently Approved EIV User Access Authorization  Form(s) (UAAFs) - Includes "Rules of Behavior"

v.	Rules  of Behavior  for Use  of Enterprise  Income  Verification  (EIV)  Information  for Individuals without Access to the EIV System (all originals)
vi.	Certificates of Completion for Annual Security Awareness Training for EIV & TRACS for 	all.
c.	Contract Administrator's and HUD staff for monitoring and oversight of the tenant recertification process.  All EIV users will adhere to the EIV Rules of Behavior.
d.	Owner/agents, Service Bureau staff, Contract Administrator staff and Independent Public Auditors hired by the owner to perform the financial audit of the project (without access to the EIV system) must agree to the "Rules of Behavior for Use of EIV Information for Individuals without Access to the EIV System".  The original executed document will be retained in the EIV file and made available for viewing during the MOR process.
3.	Data Reporting:
a.	EIV information from HUD is obtained from data transmitted on form HUD-50059, requiring accurate and timely reporting of form HUD-50059 data.
b.	The agent is responsible to make sure the information in TRACS agrees with the information on form HUD-50059 in the tenant's file and will correct any discrepant information in the TRACS database.
c.	The completeness and accuracy of all data on form HUD-50059 will be reviewed and errors corrected prior to transmitting to TRACS.
d.	Form   HUD-50059   for   move-ins,   move-outs,   terminations,   initial certifications,   unit transfers, interim recertification and annual recertification will be transmitted timely.
4.	EIV Reports (Frequency Chart)
a.	The   schedule will be strictly enforced to ensure that applicants and tenants are treated in a nondiscriminatory manner.   Reports will be monitored, reviewed and resolved at the frequency listed in the chart.
b.	Discrepancies require follow-up, verification, documentation and corrective action within 30 days of the report.
c.	A copy of each report will be retained along with supporting documents and detailed information on the resolution of the reported discrepancy.
5.	Record Retention Chart below:
a.	Upon expiration of the retention period, all documents will be shredded to prevent unauthorized access.
6.	Report Resolution:
	Failed EIV Pre-Screening Report and Failed Verification Report
a.	The reports provide a brief description of the problem.
b.	Obtain 3rd party verification or documents to determine accurate information.
c.	If the data transmitted on form HUD-50059 is incorrect, process a correction with the verified
data.
d.	Encourage  the tenant to contact SSA to correct any incorrect  data in their database if the
information in TRACS is accurate.
e.	Retain a copy of the report along with supporting documents and detailed information on the resolution of the reported discrepancy.
7.	Income Discrepancy  Report
a.	Notify and discuss the discrepancy with the tenant.
b.	Obtain written, independent  verification of disputed EIV data:
i.	3rd party verification to obtain specific information needed (effective dates, earnings for a specific period, etc.).
ii.	Copies of W4's (for all applicable employers) from the tenant.
iii.	Copy of applicable tax forms from the tenant.
c.	If the tenant does not dispute the data contained in the EIV Income Report, obtain the signature and date of all adult household members indicating such on the EIV Certification Page to be retained in the tenant file.
d.	Provide the tenant the right to contest the findings.

8.	If  the  tenant  cannot  repay  the  full  amount:
a.	Collect  what  the  tenant  can  pay  and  execute  a repayment agreement  to collect the balance  over a specific  period of time (reasonable, but  not  less  than  10%  of the tenant's  gross  monthly  income  and should  not exceed  12 months).  Inform the tenant that failure to comply with the terms of the agreement will result in the tenant's termination of tenancy.
b.	Initiate termination of tenancy if the tenant fails to repay pursuant to the executed repayment agreement (scheduled repayment amount plus current monthly rent).
c.	If necessary, civil action may be filed to recover the funds.
9.	Repayment Agreement:
a.	The repayment agreement  will:
i.	Explain the reason for the repayment and provide reference to the appropriate area of the lease.
ii.	Provide specifics regarding dates and dollar amounts involved, along with the total amount owed.
iii.	Include a section for an "Initial Payment" & provide a schedule of individual amounts due on specified dates.
iv.	Inform the tenant amounts due under the repayment agreement are in addition to the tenant’s monthly rent payment.
v.	Inform the tenant failure to comply with the terms of the agreement will result in termination of tenancy. Contain the phrase "The terms of the agreement will be re-negotiated if there is a decrease or increase in the family's income of $200 or more per month."
vi.	Contain the signature and date from all adult household members and the owner/agent.
NOTE:    The  tenant  is  not  required  to  reimburse  the  owner  for  undercharges caused  by  the  owner's  failure  to  follow  HUO's procedures   for  computing   rent  or  assistance   payments.     Refer to:    HUO Handbook   4350. 3 REV-1,   Chapter 8, Section 4: Discrepancies, Errors, and Fraud.
10.	Owner’s obligation to repay HUD:
a.	Funds owed to HUD on a repayment plan by a tenant  due to unreported income:
i.		Process correction(s) and/or interim recertification(s) to include unreported income.
ii.		The tenant will not receive 30 day notice if they failed to report timely, therefore the effective date will be the 1st day of the month following the date of hire.
iii.		Process  a positive  (+)  lump  sum  OARQ  adjustment  on  the  voucher  request  for  the amount  of  the repayment  to offset the 59 (s).   Comment Field: Reversal of adjustments subject to repayment -unit# and tenant name.
iv.		Remit  the  tenant  payments  monthly  when  and  as they  repay  in accordance   with  their  repayment agreement, by processing  a negative (-) OARQ adjustment for the amount of the repayment.  Comment Field: Repayment- unit# and tenant name.
v.		Attach a copy of the repayment agreement with the voucher request when submitting  the first tenant payment.
vi.		Monitor and remit tenant payments timely.   If the tenant fails to remit the monthly repayment plus the current month's rent, begin the eviction process.
vii.		NDHFA will monitor the repayments and contact us for an explanation if the repayment is not received.
viii.		Repayment plans and all associated documents (including initial payment, payment amounts and dates collected) will be retained in the tenant file.
b.	HUD reimbursement for overpayment of assistance due to owner/agent error or failure to follow procedures.
i.		Repayments of this nature are generated by correction(s) to the original transactions and/or interim recertification.    There will not be an OARQ offset; any repayment from the tenant is between the tenant and the Owner.   This includes repayments of amounts discovered by the Contract Administrator during a MOR.
ii.		Contact the Contract Administrator at NDHFA if you have any questions or if repayment in full would jeopardize the financial condition of the property.                                                                                                      

I have read and understand the "EIV System Income Verification Policy/Procedures".  I agree to follow the procedures as listed in this document and to report any improper disclosure of information.  Notice H-2013-06.

Name (please print)

   Signature										Date

EVI System Income verification frequency chart policy and procedures
REPORT		FREQUENCY			DETAILS

EXISTING TENANT SEARCH	
WHEN PROCESSING AN APPLICATION	VERIFY IF THE APPLICANTS (ALL HOUSEHOLD MEMBERS) ARE 
CURRENTLY RESIDING IN SUBSIDIZED HOUSING.  MUST BE FILED WITH THE APPLICATION IN THE TENANT FILE. MUST BE RESOLVED AND DOCUMENTED 
PRIOR TO OCCUPANCY.	

SUMMARY REPORT 
(VERIFIED)	
WITHIN 90 DAYS OF A NEW MOVE-IN	
FILE WITH/OR REPLACE SOCIAL SECURITY# VERIFICATIONS FOR ALL HOUSEHOLD MEMBERS	

INCOME REPORT	
WITHIN 90 DAYS OF A NEW MOVE-IN

ANNUAL
RECERTIFICATION

INTERIM RECERTIFICATIONS                          &
AS NEEDED TO VERIFY INCOME DISCREPANCIES NEW HIRES
FAILED VERIFICATION INFORMATION	
PRINT AND RETAIN A COPY OF THE INCOME REPORT(S) IN THE TENANT'S FILE. PROVIDES INFORMATION ON NEW EMPLOYMENT, QUARTERLY WAGES,  UNEMPLOYMENT INSURANCE BENEFITS, SOCIAL SECURITY BENEFITS AND MEDICARE PREMIUMS.

* IF THE TENANT AGREES WITH THE AMOUNTS LISTED FOR SOCIAL SECURITY BENEFITS AND MEDICARE PREMIUMS THE INCOME REPORT SERVES AS THIRD PARTY VERIFICATION.   NO FURTHER VERIFICATION IS REQUIRED.

** THE INCOME REPORT SERVES ONLY AS VERIFICATION OF THE TENANT'S EMPLOYMENT & IS NOT TO BE USED TO CALCULATE ANNUAL INCOME FROM EMPLOYMENT OR UNEMPLOYMENT DURING RECERTIFICATION.

*** THE INCOME REPORT DOES NOT SERVE AS THIRD PARTY VERIFICATION OF DISABILITY STATUS.	

INCOME DISCREPANCY REPORT
NEW HIRES REPORT
FAILED EIV
 PRE-SCREENING
 REPORT & FAILED VERIFICATION REPORT	
MONTHLY	
To INVESTIGATE AND RESOLVE POSSIBLE DISCREPANCIES AND ERRORS. TENANTS WILL APPEAR ON THIS REPORT ONLY IF THE DISCREPANCY IS $200/MO OR MORE.   DISCREPANT DATA MUST BE RESOLVED WITHIN     30 DAYS OF THE DATE OF THE REPORT.

VERIFY EMPLOYMENT INFORMATION ON TENANTS WHO HAVE STARTED NEW JOBS.   SHOULD BE RESOLVED WITHIN 30 DAYS OF THE DATE OF THE REPORT.

CLEAR UP ANY INVALID, DISCREPANT OR MISSING INFORMATION SUCH AS SSN, LAST NAME OR DOB IN THE TRACS DATABASE. (NEW TENANTS)   CORRECT TRACS DATA WITHIN 30 DAYS OF THE DATE OF THE REPORT.	

MULTIPLE SUBSIDY REPORT

DECEASED TENANTS
REPORT	
QUARTERLY	
IDENTIFY   INDIVIDUALS WHO   MAY   BE   RECEIVING   MULTIPLE RENTAL SUBSIDIES.  SHOULD BE RESOLVED WITHIN 30 DAYS OF THE DATE OF THE REPORT.

IDENTIFY TENANTS WHO ARE REPORTED BY SSA AS BEING DECEASED.   DISCREPANT DATA MUST BE UPDATED WITHIN  30
DAYS OF THE REPORT. CORRECT  TRACS DATA  WITHIN 30
DAYS OF THE DATE OF THE REPORT.	

NO INCOME REPORTS	
ANNUAL RECERTIFICATION
&
INTERIM RECERTIFICATIONS	
NO INCOME WAS REPORTED AS A RESULT OF THE MATCH AGAINST SSA OR NEW HIRE RECORDS OR ON HUD-50059. MAKE SURE THE RIGHT QUESTIONS ARE ASKED TO GIVE THE TENANT(S) THE OPPORTUNITY TO DISCLOSE ANY INCOME THEY RECEIVE (AFFIDAVIT OF INCOME AND EXPENSES).  RE­ VERIFY THE STATUS OF TENANTS REPORTING ZERO INCOME QUARTERLY.	

EIV SYSTEM INCOME VERIFICATION  
UPON EXPIRATION OF THE RETENTION PERIOD, ALL DOCUMENTS WILL BE SHREDED TO PREVENT UNAUTHORIZED ACCESS 
TO PERSONAL INFORMATION.

REPORT	RETAINED
WHERE	

ADDITIONAL INFORMATION	RETENTION PERIOD	

EXISTING TENANT
SEARCH	

TENANT FILE	

FILE  WITH THE APPLICATION	
TERM OF TENANCY PLUS  3 YEARS	

SUMMARY REPORT (VERIFIED)	

TENANT FILE	
FILE  WITH/OR REPLACE  SOCIAL SECURITY# VERIFICATIONS WITHIN 90 DAYS AFTER M/1
ALL HOUSEHOLD MEMBERS	

TERM OF TENANCY PLUS  3 YEARS	

INCOME REPORT	

TENANT FILE	
FILE  DIRECTLY BEHIND FORM HUD-50059
FOR EACH CERTIFICATION INCLUDING  90 DAYS  AFTER M/1	
TERM  OF TENANCY PLUS  3 YEARS	

INCOME DISCREPANCY REPORT	
INDIVIDUAL DETAIL REPORTS IN THE
TENANT FILE

COMPLETE SUMMARY REPORT  IN MASTER FILE	
SEPARATE SECTION FOR INCOME DISCREPANCY REPORTS TO INCLUDE  ALL DOCUMENTATION
SUPPORTING INCOME DISCREPANCY RESOLUTIONS.
VERIFICATIONS, CALCULATIONS, FORM HUD 50059'S, REPAYMENT  AGREEMENTS AND A LEDGER RECORDING
DATES & AMOUNTS DUE ALONG WITH
PAYMENT AMOUNTS AND DATES COLLECTED.	

TERM OF TENANCY PLUS  3 YEARS

3 YEARS

NEW  
HIRES REPORT	
NEW  HIRES REPORT (COMPLETE)
MASTER FILE	
ANY  CORRECTION  OR RECERTIFICATION AS A RESULT WILL BE RETAINED IN THE TENANT FILE WITH THE INDIVIDUAL NEW  HIRE
REPORT.	
3 YEARS	
FAILED EIV PRE- SCREENING REPORT FAILED VERIFICATION REPORT	
IDENTITY VERIFICATION REPORT MASTER
FILE	ONE  MASTER FILE  FOR 80TH FAILED EIV PRE
SCREENING REPORT
&
FAILED VERIFICATION REPORT	

3 YEARS	

MULTIPLE SUBSIDY REPORT	MULTIPLE SUBSIDY REPORT MASTER FILE	

ALPHABETICAL	

3 YEARS	

DECEASED TENANTS REPORT	DECEASED TENANT REPORT MASTER FILE	

ALPHABETICAL	

3 YEARS	
No INCOME REPORTS	NOT
REQUIRED	TO BE USED AS A TOOL TO IDENTIFY POSSIBLE ERRORS.	
Nor REQUIRED	
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