New Hires Report — HUD Handbook 4350.3 REV-1 — Occupancy Requirements of Subsidized Multifamily Housing Programs

This report identifies tenants who have started new jobs within the last six months. The information in this report is updated monthly. The New Hires Report can also be found in the EIV system as a Verification Report.

(1) Owners must use this report at least quarterly to determine if any of their tenants have started new employment whereby the tenant has not reported a change in income to the owner between recertifications and/or the new employment was not reported at the time of recertification. When running the report, the owner must select recertification month “All”.
(2) Because tenants participating in one of Multifamily Housing’s rental assistance programs are required to report changes in income when the household’s income cumulatively increases by $200 or more per month, owners must reach out to their tenants to report the income changes so that rent adjustments can be made in a timely manner, thus eliminating/reducing the amount of retroactive rent repayments. (See Chapter 7, Paragraph 7- 12.B.)
(3) Owners must:

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

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Section 3: EIV Reports

4350.3 REV-1

(a) Contact the tenant regarding his/her new employment.
(b) Confirm with the tenant that they have a new job and that the employment information in the EIV system is correct. If the tenant agrees that the employment information in the EIV system is correct, request the tenant provide documents, e.g., four current, consecutive pay stubs, employment confirmation letter specifying rate of pay, number of hours worked each week, pay frequency, etc., for use in determining the tenant’s income or, if necessary, request third party verification from the employer.

If the tenant disputes the information in the EIV system, the owner must obtain third party verification from the employer.

(c) Process a recertification in accordance with program requirements that includes the employment income.
(d) Retain a copy of the report in a master “New Hires Report” file along with notations as to the outcome of the contact with the tenant (e.g., J. Jones – interim recertification processed to include income from new employment). All correspondence with the tenant third party verifications, etc., must be retained in the tenant file.

See Paragraph 7-10.A and the HUD Model Leases in Appendix 4 for change in income reporting requirements.