A. Summary Report

This report is a summary of information taken from the current, active certifications contained in the TRACS file at the time of the income match. It also provides the Identity Verification Status for each household member.

1. Identity Verification Status

There are four verification statuses identified:

Verified – personal identifiers (last name, DOB and SSN) match the SSA database

Failed – personal identifiers do not match the SSA database

Not Verified – personal identifiers have not yet been sent to SSA for validation or validation is in process by SSA

Deceased – SSA’s records indicate the person is deceased

• Owners must use this report:

• a. At the time of recertification to review and resolve the status of any household member(s) with a “failed” or “deceased” status.

NOTE: Owners do not have to do anything at the time of recertification when the status is “Not Verified”. However, the owner must check the Failed SSA Identity Test report monthly as changes in the Identity Verification Status for these tenants may occur.

• b. As verification that a tenant’s SSN has been “Verified” by SSA as being a valid SSN.

3. Owners must retain in the tenant file:

   • a. The Summary Report(s) as verification of the SSN for all household members whose Identity Verification Status is “Verified”.

   • b. If the Summary Report in the tenant file shows an Identity Verification Status of “Verified” for all household members

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required to have a SSN, the owner does not have to continue to print out the Summary Report at recertification unless there is a change in household composition or in a household member’s identity verification status.

NOTE: To minimize the risk of exposing a tenant’s SSN, owners may remove and destroy, at the time of recertification, copies of verification documentation received from the tenant at the time of disclosure of their SSN once the Identity Verification Status shows “Verified”. Owners are encouraged to minimize the number of tenant records that contain documents that display the full ninedigit SSN. Owners must not include the full nine-digit SSN for a tenant in emails or other electronic communications.

See Chapter 3, Paragraph 3-9 for SSN disclosure and verification requirements.

• c. Any correspondence or documentation received to resolve the “Failed” or “Deceased” status.

• d. Documentation for household members not required to disclose and provide verification of a SSN:

Exempt from SSN disclosure and verification requirements:

• Tenants who were 62 years of age or older as of January 31, 2010, and whose initial determination of eligibility was begun before January 31, 2010, and

• Individuals who do not contend eligible immigration status.

These individuals will continue to have a TRACS generated identification number in the SSN field. No employment or income information will be provided in EIV for these individuals, therefore, third party verification from the income source will have to be obtained.

See Paragraph 9-12 for information on resolving data for tenants with the “failed” or “deceased” Identity Verification Status.

• B. Income Report

Owners must use the Income Report at the time of recertification (annual and interim) of family composition and income and at other times as indicated in their policies and procedures.

The Income Report:

• Provides employment and income information reported in the NDNH and SSA databases for all household members who passed the SSA identity

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test, and

• Identifies household members who may be receiving multiple subsidies by displaying the following message:

  • “This member may be receiving multiple subsidies. See the Multiple Subsidy Report for details.”

1. Components of the Income Report

The Income Report provides a variety of information about each member of a household. The components of the report are:

• a. TRACS certification information and tenant personal identifiers

• b. Employment information

• c. Quarterly wages

• d. Quarterly unemployment benefits

• e. Social Security benefits (SS)

• f. Dual Entitlement benefits

• g. Medicare data

• h. Supplemental Security Income (SSI)

• i. SSA disability status

See Exhibit 9-3, EIV Income Report Information, for the types of information contained in each of the components of the report.

2. The Income Report does not include other income the household may receive such as welfare benefits, most pensions, child support, etc. It should also be noted that a tenant may have wages that the employer did not report to the State Workforce Agency (SWA), therefore, not contained in the NDNH database.

See Chapter 5, Paragraph 5-6 for the elements of annual income and Exhibit 5-1 for Income Inclusions and Exclusions.

3. NDNH (New Hires (W-4), Wage and Unemployment Compensation)

   • a. Owners must use the Income Report identifying the NDNH employment, wage and unemployment income information in the EIV system as third party verification of the tenant’s employment and/or unemployment. The owner must not use the quarterly income reported in the EIV system to calculate the tenant’s income.

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• b. The owner must confirm with the tenant that the employment and/or unemployment information in EIV is correct. If the tenant confirms that the employment and/or unemployment information in the EIV system is correct, the owner must:

  • (1) Print the Income Report and use the report as third party verification of the tenant’s employment and/or unemployment.

• (2) Request the tenant provide documentation, e.g., four current, consecutive check stubs, which will support his/her current income being received.

  • (3) Use the tenant provided documentation for determining the tenant’s income unless additional information is needed or the owner has reason to reject the tenant provided documentation. In these instances, third party verification must be obtained from the income source. (See Chapter 5, Paragraph 5-13 for guidance on tenant provided documents.)

  • (4) Annualize the tenant’s income using the current income projected forward for the next 12 months. (See Chapter 5, Section 1 for instructions on calculating income.)

  • (5) Make copies of any tenant provided documents for the tenant file and return the originals to the tenant.

  • (6) Retain the Income Report and supporting documentation in the tenant file along with the applicable form HUD50059.

• c. If the tenant disputes the employment, wage or unemployment information in the EIV system or when the tenant reports he/she is employed or receiving unemployment but there is no information in EIV, the owner must obtain third party verification from the employer or SWA.

NOTE: See Chapter 5, Paragraph 5-5.A for calculating income using the EIV system.

4. Social Security Benefits

   • a. Owners must use the Income Report identifying the SSA benefit information in the EIV system as third party verification of the tenant’s receipt of SS benefits and to calculate the tenant’s income. A copy of the SSA award or benefit letter or Proof of

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Income Letter is not required unless the tenant disputes the SSA information in the EIV system.

• b. The owner must confirm with the tenant that the SSA benefit information in the EIV system is correct. If the tenant confirms that the SSA information in the EIV system is correct, the owner must:

  • (1) Print the Income Report and use the report as third party verification of the tenant’s SSA benefits.

  • (2) Annualize the tenant’s income using the monthly gross benefit amount projected forward for the next 12 months. (See Chapter 5 for instructions on calculating income.)

NOTE: See Chapter 5, Paragraph 5-6.O for calculating the income for Intermediate Care Facility/Mentally Retarded (ICF/MR) or Intermediate Care Facility/Developmentally Disabled (ICF/DD) and Assisted Living Units in Elderly Projects and Paragraph 5-6.J for Adjustments to Prior Overpayments of Benefits

• (3) Include the Medicare premium in the medical expense deduction calculation if the premium is being paid by the tenant. (See d below if the Medicare premium is not being paid by the tenant.)

• (4) Retain the Income Report in the tenant file along with the applicable form HUD-50059.

• c. If the tenant disputes the SSA information in the EIV system or when the tenant reports he/she is receiving SSA benefits but there is no SSA information in the EIV system, the owner must obtain third party verification by requesting the tenant provide a copy of their benefit or award letter or Proof of Income Letter, dated within the last 120 days from the date of receipt by the owner. If the tenant does not have a current letter from SSA, the owner should ask the tenant to request benefit information from SSA using SSA’s website or using SSA’s toll-free number.

NOTE: See Chapter 5, Paragraph 5-5.A for calculating income using the EIV system.

• d. When the Medicare premium is being paid by the tenant, the premium is included as a medical expense. If the Medicare Premium is being paid by the tenant, the amount of the premium is listed under “Premium” and an “N” is in the “Buy-in” column of the Medicare Data section of the Income Report.

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• e. When the Medicare premium is not being paid by the tenant but is being paid by the state or another entity, there should be a “Y” in the buy-in column and the date when the third party started paying the tenant’s Medicare premium in the “Buy-in Start” column of the Medicare Data section of the Income Report.

• f. When the state or other entity no longer pays the tenant’s Medicare premium, there should be a date in the “Buy-in Stop” column of the Medicare Data section of the Income Report.

NOTE: The “Y” indicator and dates in the Buy-in column is information received from SSA and is not always accurate. If the tenant disputes the EIV data and can provide current documentation as verification to support they are paying the Medicare premium themselves, then the tenant file must be documented with this additional information and the owner can include the Medicare premium in the tenant’s medical expense deduction.

tes in the Buy-in column is information received from SSA and is not always accurate. If the tenant disputes the EIV data and can provide current documentation as verification to support they are paying the Medicare premium themselves, then the tenant file must be documented with this additional information and the owner can include the Medicare premium in the tenant’s medical expense deduction.

• g. While the SSA provides information on Medicare premiums, it does not provide as part of the computer matching, information on additional deductions such as Medicare Part D (prescription drugs) premiums or garnishments. Therefore, the owner will need to request that tenants disclose any deductions they may have from their SSA benefits. For example, if the tenant is paying his/her Medicare premium and the difference between the gross and the net SSA benefits exceeds the amount of the Medicare premium, the owner must discuss this with the tenant to determine any deductions that may impact the tenant’s income or allowable

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expenses, e.g., Medicare Part D (prescription drugs) premiums are an allowable medical expense.

• h. The SSA Disability Status is not always accurate, therefore, the owner must not use this status indicator for determining an applicant’s or tenant’s eligibility as disabled for a HUD program or for receiving the elderly/disabled household allowance.