services

All TRACS Data Inc. does not manage HUD housing projects. We simply process the information from the HUD Form 50059 that you send us when there are tenant changes, move-ins, move-outs, re-certifications, etc.

TRACS Filing Services

Each month, we process the data we receive from HUD housing projects and electronically submit it to HUD. (This is the information HUD uses to determine the amount of the rent supplements due to HUD housing project owners.) In addition to the electronic submission to HUD, we send project owners a printed copy of the HUD HAP report. This provides the details of payments made by HUD for each apartment. Once HUD has approved the payments, they send the money directly to the project owners as per their instructions. Project owners are responsible for submitting accurate and timely information but they do not need to invest in expensive computer equipment and complicated filing software. All Tracs Data, provides HUD project owners a very simple and easy way to file TRACS report

Important information needed when filling out your 50059 forms:

50050 Forms

50059's - Include any Annuals Certifications, Interims, Move-ins or Initials being reported.

Move-outs need to be reported on a Move-out form. Please do not report Move-Outs, Move-Ins, and Unit Transfers until the actual date occurs. As we have found in the past, tenants don't move or move-in may not happen and it makes a mess of Hap Reports as well as to Tracs.

Also, be aware that the 4350.3 handbook states that the move-out date needs to be the date the tenant physically moved out, the date the manager found the unit empty if it was abandoned, or, in the event of the tenant’s death, it needs to be the date the unit was vacated, limited to 14 days after the date of death.

Gross Rent Change – When requesting a Rent Change to be reported on the voucher, always include:

A fully-executed Rent Schedule (form HUD-92458) including the 2nd page with the necessary authorization signatures or else the rent change cannot not be implemented.

A signed letter from HUD stating the approval of the Gross Rent Change.

We cannot process a Gross Rent Changes without the two required documents. Please be sure to send us the necessary paperwork as soon as you receive it by fax or mail preferred.

HUD did release a revised 4350.3 Handbook. You may download a copy of the Handbook from the HUD web-site: www.hudclips.org. We urge you to contact your local HUD field office or call 1-800-767-7468 to receive a copy for your property if you have not already done so.

Helping you fill out the 50059 Recertification form.

We understand that HUD has discontinued using the 50059 form, but like most managers, we find it user friendly while filling out the important information.

We have a link on our web page to get your blank copies of 50059 forms, move out forms, and a worksheet. Please feel free to print copies for your use.

The 50059's sent to us must be readable. If they are hand written, please print clearly. If they are Faxed to us, please start out with a clean copy - not a fax of a fax of a fax or a copy from a copier that is nearly out of toner.

Effective Date – Effective dates are very important when filing out certifications what you enter is what will be submitted. The effective date on all Annuals and Interims are to be on the first of the month. Initial certifications and Unit Transfers can be effective at any time during the month but after that their annuals will be based on the first. Annuals need to be effective for the month in which they are due.

Action Processed – The HUD Handbook states that when a tenant moves into a unit, and you collect subsidy, that a Move-In certification is required which is a #1 (in the action processed section).

If the tenant was paying market rent and is being brought onto subsidy, the correct action then will be an Initial certification which is a #3.

When their subsidy begins, either as a Move-in or as an Initial certification, their next Annual re-certification is due on the 1st of that month, one year after.

If an interim is being processed, that is a #5, an Annual is a #4. Also be sure to note if a unit transfer or a correction is done by using a #2 for unit transfer and a #1 for a correction.

Example being: If they move in October 31, 2006, their next annual will be effective October 1st 2007. If a tenant then goes off subsidy and back to market then back to subsidy the new date that the subsidy began will be their new annual date, lets say in February they go back on market rent then for some reason need to go back on to subsidy in July then a Initial shall be done and future annuals will be in July. Other changes between the annuals should be done as an Interim unless you are processing a Unit Transfer or Gross Rent certification.

There are instances that a property has been granted permission to re-certify all tenants in the same month please make sure All Tracs Data, Inc. is aware of this.

Tenant Names – The name of the tenant should be exactly how it is on their Social Security card. Tenants filing with Social Security and SSI benefits need to make sure the documents filed with them should match the name as on their card.

Relationship to Head of Household – Please describe relationships with the head of household. Dependents are described as son, daughter, granddaughter etc. Others are sister, spouse, etc.

Special Status Code - Any tenants who are Disabled or Handicapped have an “H” in this field. Also, any tenant who is age 18 or older, and is still a full-time student and is being claimed as a dependent, needs to have a Special Status code of “S”. This can make a difference in your allowance subsidy.

Social Security Numbers – All tenants in the household MUST have a social security number unless they are under the age of 5.

When reviewing your 50059 always verify the names, SSN, ages, incomes on the new 50059 generated for you as it will result in errors through TRACS and can lower the % in our compliance with HUD.

Incomes and Pensions – It is important to include the incomes of different household members on separate lines, and to address it to each tenant in the box to the left so we will know to whom to attribute the income. If a tenant is receiving SS and SSI, or VA or some other Pension please break it down to the penny. It will send out errors if we try to claim it all on one pension. And again our compliance may go down.

Agent and Tenant Signatures – Both the tenant and the agent must sign and date the 50059 or it is not legal, nor cannot be submitted thru Tracs. Also, the 50059 generated for your files needs to be signed and dated before going thru the TRACS system.

Reviewing your Hap Report--–

The HAP Voucher Request Form is the signed 52670 form that you will receive from All Tracs Data Inc. each month. This is the form that All Tracs Data will use to generate all the certifications we receive from you on the tenants. When you receive this form it is important that you review and make sure all the data is correct.


On the HAP Request form, please be sure to review:

Project Name -- as it appears on the monthly HAP voucher. Must match exactly with Hud.

Total Units in the contract-- Part II on your Hap. Make sure the total number of tenants receiving subsidies and the total number of vacant units total the number of units in contract.

HAP Date -- This is the month and year of the next voucher to be prepared for the property. It is located on Part III of the Voucher.

Regular Tenant Assistance -- Review number of units being billed and the amount requested.

Adjustments of Regular Tenant Assistance Payments--this includes move-outs, move ins, change in incomes, etc.

Schedule of Tenant Assistance Payments Due (page 2 of your report) --Review the tenants, unit number, and amount being requested, as well as the contract rents and effective dates.

All Tracs Data Inc. hopes that the information you find here has been of some help. Don't hesitate to call us with your questions or concerns. If we don't know the answers we will do our best to find them out for you!