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The Income Report provides employment and income reported by HHS and SSA for each household member that passes the SSA identity test. The Income Report serves as the third party verification of employment and income.
The use of the EIV system is mandatory. The Income Report will be used at all annual, interim, and initial certifications. The Income Report consist of 4 tabs that must be included the Summary Report, Income Report, Income Discrepancy Report and Clarification Report. Printed EIV reports, 3rd party verifications, all correspondence with or from the tenant relating to disputes of the employment or income reported in EIV and all supporting documentation will be kept in the tenant file and/or in the master EIV file if not particular to the tenant.
New Move-in Income Report Requirements
An Income Report will be pulled for all new move-in resident files within 90 days after the move-in information is transmitted to TRACS through the 50059 to confirm/validate the income reported by the household.
30 days after move in begin checking for the Income Report in EIV. If the EIV information has not appeared, continue to check monthly – make sure to print every attempt for documentation.
The printout will say something like "No EIV Information Available"; and/or the Income Summary will show Identity Verification Status "Not Verified".
The Income Discrepancy Report must be pulled at the same time as the Income Report.
If there are any discrepancies in reported income with the household, they will be resolved within 30 days of the EIV Income Report date.
NDNH (New Hires (W-4), Wage and Unemployment Compensation)
1. The Income Report identifying the NDNH employment, wage and unemployment income information in EIV is used as the third party verification of the tenant’s employment.
2. Since the Income Report identifying the NDNH information is used as the third party verification, it is to printed and kept in the tenant file.
3. And, since the NDNH information is not used calculate annual income, management must verify that the employment and/or unemployment information in EIV is correct. If the tenant agrees with the NDNH income report, then management will:
a. Request the tenant to provide documentation, e.g., four current, consecutive check stubs that will support their current income being received.
b. If the tenant provided documentation being used to verify their income is not sufficient or is rejected then management will use the 3rd party verification to verify the income.
c. Once the verification is satisfactory, annualize the tenant’s income using the current income projected forward for the next 12 months.
Remember to convert periodic wages to annual income by multiplying:
1. Hourly wages by the number of hours worked per year (2,080 hours for full-time employment with a 40-hour week and no overtime);
2. Weekly wages by 52;
3. Bi-weekly wages (paid every other week) by 26;
4. Semi-monthly wages (paid twice each month) by 24; and
5. Monthly wages by 12.
No Dispute of EIV Information Documentation Summarized:
• EIV Income Report
• Current, acceptable tenant provided documents
• Third party verification from the source, if necessary
EXAMPLE of Tenant agreeing with EIV Income Report:
1. EIV shows that the tenant is working at Jack’s Restaurant
2. Tenant has reported he/she works at Jack’s Restaurant.
3. The tenant supplies four most current, consecutive check stubs
4. The Income Report in EIV is used as the third party verification of employment at Jack’s.
5. Use gross pay shown on the check stubs to calculate projected annual income as follows:
Check stubs – gross pay
7/5/2010 $120
7/12/2010 $145
7/19/2010 $125
7/26/2010 $130
6. Average the 4 weeks to get the average gross pay per week = $520 / 4 = $130
7. Projected gross Annual = $130 x 52 = $6,760 gross annual income
8. The EIV Report and copies of the 4 Consecutive pay stubs are kept in the tenant file as documentation to back up the gross potential income.
9. Retain the printed report and supporting documentation in the tenant file along with the applicable form HUD-50059. (Make copies of any tenant provided documents for the tenant file and return the originals to the tenant.)
If the tenant disputes the NDNH employment, wage or unemployment income information:
1. If the tenant disputes the employment, wage or unemployment information in EIV or the tenant reports they are employed or receiving unemployment but there is no information in EIV, management will use 3rd party written verification sent directly to the third-party source.
2. Once the results are received from the 3rd party verification, then the calculation for the projected gross annual income is calculated converting periodic wages to annual income.
Dispute of EIV Information Documentation Summarized:
• EIV Income Report
• Third party verification from the source for the disputed information
Tenant-reported income not verified through the EIV system:
• EIV Income Report
• Current, acceptable tenant-provided documents, and/or
• Third party verification from the source
Retain the printed report, any correspondence with or from the tenant relating to disputes of the employment or income reported in EIV and supporting documentation in the tenant file along with the applicable form HUD-50059. (Make copies of any tenant provided documents for the tenant file and return the originals to the tenant.)
Social Security Benefits Report:
The Income Report identifying the Social Security benefit information in EIV will be used as third party verification of the tenant’s income and will be used to calculate the tenant’s income if the tenant does not dispute.
Print the Income Report and use the report as third party verification.
1. Confirm with the tenant that the current benefit amount in EIV is correct.
2. If the tenant agrees that the Social Security benefit information reported in EIV is correct, use the gross benefit amount reported in EIV.
3. Calculate the tenant’s income by annualizing the gross benefit amount projected forward for the next 12 months.
A copy of the award or benefit letter or Proof of Income Letter is not required unless the tenant disputes the SSA information in EIV.
Example 1 of Tenant agreeing with the Social Security benefit information reported in EIV:
1. EIV shows a gross Social Security benefit of $980.50 per month
2. Net Social Security benefit of $870, and
3. Medicare premium of $110.50 paid by the tenant
4. Tenant agrees that this information is accurate.
5. Use the EIV Income Report as the third party verification of receipt of Social Security benefits
6. Use gross benefit amount from the Income Report for calculating the tenant’s income
7. Keep a copy of the EIV SS benefit report in the tenant file
8. A copy of the award or benefit letter or Proof of Income Letter is not required.
The data used for rent calculations is:
Gross annual income $11,766.00 ($980.50 x 12)
Medical expense $1,326.00 ($110.50 x 12)
If Tenant pays medical premium:
• Include the Medicare premium in the medical expense deduction calculation if the premium is being paid by the tenant.
• 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.
| |Premium |Buy-in |Buy-in Start |Buy-in Stop |
|Hospital Insurance |$0.00 |N |Not Available |Not Available |
|Supp. Med. Insurance |$110.50 |N |Not Available |Not Available |
Example 2 of Tenant agreeing with the Social Security benefit information reported in EIV:
1. EIV shows a gross Social Security benefit of $701.00 per month
2. Net Social Security benefit of $701, and
3. Medicare premium of $110.50 paid by the state
4. Tenant agrees that this information is accurate.
5. Use the EIV Income Report as the third party verification of receipt of Social Security benefits
6. Use gross benefit amount from the Income Report for calculating the tenant’s income
7. Keep a copy of the EIV SS benefit report in the tenant file
8. A copy of the award or benefit letter or Proof of Income Letter is not required.
The data used for rent calculations is:
Gross annual income $8,412 ($701 x 12)
Medical expense – None
If medical premium is paid by state or another entity:
• When the Medicare premium is being paid by the state or another entity, there is a “Y” in the buy-in column
• The date when the third party started paying the tenant’s Medicare premium is included in the “Buy-in Start” column of the Medicare Data section of the Income Report.
| |Premium |Buy-in |Buy-in Start |Buy-in Stop |
|Hospital Insurance |$0.00 |N |Not Available |Not Available |
|Supp. Med. Insurance |$110.50 |Y |10/10/09 |Not Available |
When the state or another entity stops paying the tenant’s Medicare premium, there will be a date in the “Buy-in Stop” column of the Medicare Data section of the Income Report.
| |Premium |Buy-in |Buy-in Start |Buy-in Stop |
|Hospital Insurance |$0.00 |N |Not Available |Not Available |
|Supp. Med. Insurance |$110.50 |Y |10/10/09 |03/01/10 |
Information received from SSA and is not always accurate:
NOTE: The “Y” indicator in the buy-in column is information received from SSA and is not always accurate. If the tenant disputes the EIV data and it is verified that the tenant is paying the Medicare premium themselves, then document the tenant file with the additional information and include the Medicare premium in the tenant’s medical expense deduction.
1. Make copies of any tenant provided documents for the tenant file and return the originals to the tenant.
2. Retain the printed report in the tenant file along with the applicable form HUD-50059.
Retention:
Retain copy of Income Report and supporting documentation with applicable form HUD-50059 for term of tenancy plus 3 years. Note: Make copies of any tenant provided documents and return the originals to the tenant.
Components of the Income Report
1. The Income Report provides a variety of information about each member of a household who passes the SSA identity test. The components of the report are:
a. TRACS certification information
b. Personal Identifiers: name, date of birth and SSN
c. Employment information
1. New Hire Information (W-4)
a) Date hired
b) Employer name
2. Employer name, address and employer identification number (current and past employers)
3. Quarterly earnings
d. Quarterly unemployment compensation
e. Social Security benefit information
1. Social Security benefits (SS)
a) Payment status code
b) Date of current entitlement
c) Current net monthly benefit amount (if payable)
d) Gross monthly benefit history (last 8 changes in benefit amount)
e) Lump sum payment amount and date
f) Payee name and address
2. Dual Entitlement (Social Security benefits under another person’s SSN)
3. Supplemental Security Income (SSI)
a) Payment status code
b) Alien indicator
c) Current net monthly benefit amount
d) Current monthly state supplement benefit amount
e) Gross monthly benefit history (last 8 changes in benefit amount)
f) Payee name and address
4. Medicare data
a) Payee name and address
b) Monthly hospital insurance premium amount, buy-in status and buy-in start and end dates
c) Monthly supplemental medical insurance premium amount, buy-in status and buy-in start and end dates
5. Disability status and onset date
All EIV Income Reports contain the date the report was generated and by whom and the date EIV received each type of information.
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 SWA and, therefore, these wages will not be contained in the NDNH database.
When selecting the Income Report for an individual tenant, either from the list of tenants for a particular project and/or contract or by querying by the head of household’s SSN, there are three reports that must be used at the time of recertification (annual and interim). The reports can be accessed by clicking on the tab for a particular report.
Income Reports provides you with an online view of a household’s SS/SSI benefit, wage, unemployment compensation, and new hires (W4) information collected from SSA and HHS, respectively. You have the capability to search benefit information by:
• By Contract Number
o Masked the SSN except for the last 4 digits
o Masked the Date of Birth (DOB) except for the year
• By Head of Household
o Masked the SSN except for the last 4 digits
o Masked the DOB except for the year
Income Reports are displayed under the Income Report tab and shows the following information for all members of the household, where available:
• Employment Information
o Wages
o Unemployment Benefits
o Social Security Benefits
o Dual Entitlement
o Medicare Data
o Supplemental Security Benefits
o Disability
The last 8 changes for social security benefits and dual entitlement/pending dual entitlement data are displayed by the system. Quarterly wage-related information (HHS) is displayed for the last 8 quarters, etc.
Wage and Benefit Report for Household of table displays the features associated with the HOH:
• Contract Number
• Project Number
• Annual Reexamination Date
• Form HUD-50059 as of date
• Address
• Most Recent Type of Action
• Effective Date
• Head of Household (Name)
• Social Security Number (masked) and DOB (masked)
If no data is available, the text “EIV received no Employment (W4) data.” appears. Print and file.
Employment Information table (includes the tenant’s employment Information (W-4), if available) presents the:
• Hire Date
• Hire State
• the employer’s Federal Employer Identification Number (FEIN)
• Employer Name and Address
• Date Received by EIV
If the Tenant is not employed, the text “EIV received no income data” appears. Print and file.
Wages table includes all types of income:
• Wages aggregated according to the quarter in which received
• A record for each reporting period
• Wages are reported quarterly
• Most recent quarter appears first in the table
The table displays the:
o Pay Period
o Amount
o Employer’s FEIN
o Employer Name and Address
o Date Received by EIV
If the Tenant is employed and does not receive unemployment benefits, the text “EIV received no benefit data appears. Print and file.
Unemployment Benefits table provides a record for each benefit period included in the quarterly results.
The table displays the:
• Pay Period
• Amount
• Date Received by EIV
Social Security Benefits table includes:
• “Verification Data column” providing information about the current status of this entitlement
• Payment Status Code
• Date of Current Entitlement
• Net Monthly Benefit If Payable
• Payee Name and Address
If the tenant does not receive Social Security benefits, the text “EIV received no benefit data” appears. Print and file.
Benefit History:
• To the right of the Verification Data is the Benefit History column which provides a gross account of disbursement history
• Social Security records are aggregated by quarters
• Accumulated payment for all months through the month preceding the current operating month, including those that precede the eight changes displayed by EIV
Dual Entitlement table is located directly beneath the Social Security Benefits Table. Despite the name “Dual Entitlement”, a household member can have as many as six entitlements.
If HUD does not receive dual entitlement benefits information from SSA for a tenant, the text “EIV received no benefit data” appears. Print and file.
If the response for the dual entitlement has been received, the table includes:
• “Verification Data column”
• Claim Number
• Payment Status Code
• Date of Current Entitlement
• Net Monthly Benefit if Payable
• Payee Name and Address
Benefit History for Dual Entitlement (directly to the right of the “Verification Data column”) provides a gross account of disbursement history
• SSA provides date of benefit records with each row indicating a change in entitlement amount or reflecting that benefits were not due
• The amount (Gross Benefit) is the total entitlement before applicable deductions
• If deductions apply, this figure will be different from the Net Monthly Benefit displayed in the “Verification Data column”
• If the dual entitlement response is still pending, the table includes a Dual Entitlement Response Pending column and the list of Claim Numbers pending receipt of response
Medicare Data table includes “Verification Data column” with the Payee Name and Address:
• to the right of the “Verification Data column” are the
o Insurance Premium
o Buy-In Start
o Buy-In Stop details
If HUD does not receive Medicare data from SSA for tenant, the text “EIV received no benefit data.” appears. Print and file.
Supplemental Security Benefits table includes a “Verification Data column”, providing information about the current status of this entitlement:
• Payment Status Code
• Alien Indicator
• SSI Monthly Assistance Amount (Current)
• State Supplemental Amount (Current)
• Payee Name and Address
To the right is the Payment History of Net Benefits Paid column, identifying the date and type of monthly supplemental security benefit payments from both Federal and State sources:
• Date
• Federal Amount
• State Amount
• Type of Payment
If HUD does not receive Supplemental Security Income benefits information from SSA for a tenant, the text “EIV received no benefit data” appears. Print and file.
Disability Table displays the status “Yes” or “No” and the Onset Date. The SSA Disability Status is not always accurate, therefore, it must not be used for determining an applicant’s or tenant’s eligibility as having a disability for a HUD program or for receiving the “elderly/disabled household” allowance.
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