9-6 EIV Data

• A. Data in the EIV system comes from several sources including the following:

  1. Tenant information in the EIV system is data from current, active forms HUD-50059 transmitted to the Tenant Rental Assistance Certification System (TRACS).

  2. Employment and income information comes from two sources, 1) the Department of Health and Human Services (HHS’) National Directory of New Hires (NDNH) and 2) the Social Security Administration (SSA).

     • a. NDNH

       1. New Hires (W-4)

       2. Quarterly wages for federal and non-federal employees 3. Quarterly unemployment compensation

     • b. SSA

       1. Social Security (SS) benefits

       2. Supplemental Security Income (SSI) benefits

       3. Dual Entitlement benefits

       4. Medicare premium information 5. Disability status

• B. Schedule of EIV Updates

  1. SSA Updates

     • a. A quarterly match is conducted against SSA records for tenants who pass the SSA identity test (See C.2 below).

     • b. Each quarter the entire tenant population is matched with SSA. Each month during a quarter, a group of tenants are matched on their next recertification month. (See Figure 9-2 below.)

     • c. The SSA match process begins at the beginning of each month with all of the data being loaded into EIV by the second week of the month.

     • d. Records that are new or that have been significantly updated are matched in the next monthly SSA matching cycle.

     • e. Benefits that include the cost of living adjustments (COLAs) are not available from SSA for uploading into EIV until the end of the calendar year.

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Section 2: EIV Source Data

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When processing recertifications with an effective date of January 1, February 1, March 1 and April 1, in order to complete the Recertification Steps outlined in Chapter 7, Figure 7-3, and provide the tenant with the required 30-day notice of any increase in rent, the owner must use one of the methods below for determining the tenant’s income.

• (1) Use the benefit information reported in EIV that does not include the COLA as third party verification as long as the tenant confirms that the income data in EIV is what he/she is receiving;

• (2) Use the SSA benefit, award letter or Proof of Income Letter provided by the tenant that includes the COLA adjustment if the date of the letter is within 120 days from the date of receipt by the owner;

• (3) Determine the tenant’s income by applying the COLA increase percentage to the current verified benefit amount and document the tenant file with how the tenant’s income was determined; or

• (4) Request third party verification directly from SSA when the income in EIV does not agree with the income the tenant reports he/she is receiving. (See Paragraph 9-15)

• (5) All recertifications effective after April 1 must reflect the SSA benefit that includes the COLA.

• f. EIV retains the last eight actions processed by SSA for a tenant.

Figure 9-2 Schedule of SSA Updates

For example, the SSA data for tenants with a recertification month of April, May, June or July is refreshed in EIV in January, April, July and October.

3. NDNH Updates

   • a. Tenants who pass the identity match with SSA are matched with the NDNH new hires (W-4), wage and unemployment data.

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Section 2: EIV Source Data

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• b. There are two matches performed:

  • (1) Monthly match:

    • (a) Entire eligible tenant base is matched with the new hires (W-4) data, and

    • (b) Newly admitted tenants are matched with the wage and unemployment benefit data.

  • (2) Quarterly match of the entire tenant base with the new hires (W-4), wage and unemployment benefit data.

See Figure 9-3 below.

• c. The new hires (W-4), wage and unemployment benefit data is loaded into EIV by the 20[th] of each month.

• d. EIV retains the last 8 actions processed by HHS of the NDNH employment and income data for a tenant.

Figure 9-3 Scheduled of NDNH Updates

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Section 3: EIV Reports

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• C. Screening of Personal Identifiers

  1. EIV Pre-screening

Prior to sending tenant information to SSA for validation of a tenant’s personal identifiers (last name, DOB and SSN), a pre-screening is conducted to identify tenants who are missing or have invalid personal identifiers. These tenants are not sent to SSA for the identity match until the personal identifier information has been corrected in TRACS.

2. SSA Identity Test

   • a. Tenants who pass the EIV pre-screening test are sent to SSA for verification of their personal identifiers against SSA records. Tenants whose personal identifiers do not match SSA’s records cannot be matched against HHS’ NDNH or SSA’s records until the personal identifier information has been corrected in TRACS.

   • b. Tenants whose personal identifiers match SSA’s records are matched against HHS’ NDNH and SSA’s records to obtain employment and income information.

See Paragraph 9-12.C for information on using the Failed EIV Pre-Screening and Failed SSA Identity Test Reports for correcting discrepant data.