D. Deceased Tenant Report — HUD Handbook 4350.3 REV-1 — Occupancy Requirements of Subsidized Multifamily Housing Programs

This report identifies tenants who are participating in one of Multifamily Housing’s rental assistance programs who are reported by SSA as being deceased.

Owners must:
- a. Use this report at least quarterly to identify those tenants reported by SSA as being deceased. When running the report, the owner must select recertification month “All”.
- b. Confirm, in writing, with the head of household, next of kin or contact person/entity provided by the tenant whether or not the person is deceased.
- c.

If the person is deceased:
(1) Update the household composition and income and allowances, if applicable, on the form HUD-50059. The effective date of the form HUD-50059 should be in accordance with Chapter 7, Paragraph 7-13.D.
(2) In the case of a deceased single member of a household, process a Move-out using form HUD-50059-A. The effective date of the form HUD-50059-A will be retroactive to the earlier of 14 days after the tenant’s death or the date the unit was vacated (see Chapter 9, Paragraph 9-12.E).

NOTE: Single member deceased households are denoted on the report with a red asterisk (*) after the member’s deceased date.

(3) Any overpayment of subsidy that was paid on behalf of the deceased tenant must be repaid to HUD.
d. Discrepancies must be corrected in the TRACS system within 30 days from the date of the report.
e. Encourage the tenant to contact the SSA to correct any inaccurate data in their databases if the person identified as being deceased in the SSA database is not deceased.
f. Print and retain a copy of the report in a master “Deceased Tenant” file. The report must be documented with action taken to resolve any discrepancies. All correspondence or action taken for a particular tenant must be retained in the tenant file.

NOTE: If action was taken to remove the deceased tenant from the household at the time of recertification but the EIV data has not yet been updated, note this on the printed report and no further action is required.

HUD Multifamily Occupancy Handbook Chapter 9: Enterprise Income Verification (EIV)

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Section 3: EIV Reports

4350.3 REV-1

The Deceased Tenants Report is updated every weekend. See examples below addressing when a deceased individual will be removed from the report.

Example 1: Mr. Jones was listed on the Deceased Tenants Report dated December 14, 2009, with a deceased date of November 20, 2009. On December 1, 2009, the owner confirmed that Mr. Jones was actually alive and advised Mr. Jones to visit his local SSA office to have the error corrected. SSA corrected the error on December 20, 2009. When HUD conducted computer matching with SSA on January 6, 2010, HUD obtained new SSA data which indicated that Mr. Jones was not deceased. The Deceased Tenants Report was updated on the weekend of January 8, 2010. When the owner accessed the Deceased Tenants Report on January 11, 2010, Mr. Jones was no longer on the report.

the error corrected. SSA corrected the error on December 20, 2009. When HUD conducted computer matching with SSA on January 6, 2010, HUD obtained new SSA data which indicated that Mr. Jones was not deceased. The Deceased Tenants Report was updated on the weekend of January 8, 2010. When the owner accessed the Deceased Tenants Report on January 11, 2010, Mr. Jones was no longer on the report.

Example 2: Mr. Williams was listed on the Deceased Tenants Report dated December 14, 2009, with a deceased date of June 10, 2009. On January 6, 2010, the owner confirmed that Mr. Williams was deceased. The owner then completed and submitted the move-out on form HUD50059-A on January 7, 2010. The Deceased Tenants Report was updated on the weekend of January 8, 2010. When the owner accessed the Deceased Tenants Report on January 11, 2010, Mr. Williams was no longer on the report.