HUD-9902 General Overview

This page provides an overview of the HUD-9902 Housing Counseling Agency Activity Report, including the purpose of HUD-9902 reporting, how to complete your quarterly HUD-9902 report, how to ensure accuracy, and additional resources to familiarize yourself with the form. For detailed instructions and tips, click the button below to find information on how to fill out each section of the form.

Reporting Period Schedule

HUD Fiscal Quarter

Period Covered

Due Date

1st Quarter

October 1 – December 31

Due no later than January 31.

2nd Quarter

October 1 – March 31

Due no later than April 30. Include clients reported in the quarter 1 report plus new clients served in quarter 2.

3rd Quarter

October 1 – June 30

Due no later than July 31. Include clients reported in the quarter 2 report plus new clients served in quarter 3.

4th Quarter

October 1 – September 30

Due no later than December 31. Include the complete year of client data plus new clients served in quarter 4.

View more information about the HUD-9902 reporting period.

For detailed instructions and tips, click the button below to find information on how to fill out each section of the form.

Completing the HUD-9902 Report

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What is HUD-9902 Reporting?

The HUD-9902, known as the Housing Counseling Activity Report, is a tool HUD uses to track the Housing Counseling Program. HUD-9902 Housing Counseling Agency Activity Reports are cumulative fiscal year-to-date for each quarterly report period. The data collected helps demonstrate the program’s impact to Congress and other industry stakeholders. The form is designed to capture all of a HUD-approved Housing Counseling Agency's (HCA) education and counseling activities within HUD’s fiscal year. Marketing and outreach activities, such as fliers mailed or calls made, should not be recorded. The HUD-9902 also captures a client’s demographic characteristics, income level, counseling type, and counseling outcomes.

Who files the HUD-9902?

Each HUD-approved Local Housing Counseling Agency (LHCA) is required to submit an electronic HUD-9902 quarterly, reflecting main-office and branch location activities, if applicable, in the target areas described in its latest housing counseling work plan, regardless of whether or not a HUD Housing Counseling Grant was received. Branch offices of LHCAs do not file an independent HUD-9902. An individual electronic HUD-9902 must be submitted quarterly on behalf of each HUD Housing Counseling Program affiliate and/or branch office, if applicable, of a HUD-approved Intermediary, HUD approved Multi-state Organization (MSO), or State Housing Finance Agency (SHFA) participating in HUD’s Housing Counseling Program.

The HUD-9902 should be submitted, even when no clients have been served. HCAs that do not submit their HUD-9902 reports may jeopardize their agency’s status as a HUD-Approved HCA. If your agency is a HUD housing counseling grantee, failure to report will affect timely processing of grant vouchers and may negatively affect your agency’s scores in HUD housing counseling grant competitions.

How do I report?

HUD requires HUD-9902 submission into HUD’s Housing Counseling System (HCS) through an approved Client Management System (CMS). After an HCA submits the HUD-9902 through its CMS, HCA staff should log into HCS to verify that the data is properly recorded.

If your HCA is having trouble using its CMS to transmit the HUD-9902, please contact your CMS vendor for assistance or refer to the HCS Navigation Guide for instructions on manually inputting the data in HCS. For additional technical assistance, including HCS password resets, please contact your HUD POC or email housing.counseling@hud.gov.

Please be aware that HCAs that do not submit their HUD-9902 reports may jeopardize their agency’s status as a HUD-Approved HCA. If your agency is a HUD housing counseling grantee, failure to report will affect timely processing of grant vouchers and may negatively affect your agency’s scores in HUD housing counseling grant competitions.

Also, there is no benefit to submitting an inaccurate report on time. Take the time to review the data well in advance of the deadline for reporting.

How does my grant status affect how I report my clients?

There are three columns in the HUD-9902:

9902 Columns

  • All Counseling and Education Activities Column – This column is applicable to all housing counseling agencies’ HUD-9902 reports, regardless of whether or not the agency received a HUD housing counseling grant during the reporting period. Enter data for all housing counseling and education clients served during the reporting period, regardless of the funding source used to pay for the clients’ services. The data recorded in this column corresponds to the “Total Annual Housing Counseling Program Budget, All Sources” amount entered in Section 2.
     
  • HUD Housing Counseling Program Grantees Only must also fill out the following two columns for each HUD grant received:
     
    • Counseling and Education Activities Attributed to HUD Housing Counseling Grants, Actual, to date, Column(s) – Enter data for all housing counseling and education clients served during the reporting whose services were paid for in whole or in part by the applicable HUD Housing Counseling Grant. Counseling paid for by HUD Housing Counseling Grants must meet the requirements of the applicable Grant Agreement. Grant activity should be reported in the appropriate column, according to the specific grant under which the activity occurred.
       
    • Counseling and Education Activities Attributed to HUD Housing Counseling Grants, Annual Projection, Column(s) – This column displays the HUD-approved projections for the number of clients whose services will be paid for in whole or in part by the applicable HUD grant during the reported period. This number is used by HUD to determine if you’re on track to meet the number of clients your agency proposed in your grant application. It is also useful for the agency to measure their performance throughout the year. Typically, projections are entered and approved only once during the grant period. HUD approval can be obtained if needed to revise the annual projections previously recorded.

How do I make sure my reporting is accurate?

HUD expects that all HUD-9902’s are being submitted electronically through CMS systems, therefore the HUD-9902’s accuracy depends on the quality of data entered into an agency’s CMS. Reviewing the CMS-generated HUD-9902 for incomplete or inaccurate data prior to final submission can help eliminate errors or omissions.

Common errors include:

  • Under-reporting impacts in Section 10, especially the number of budgets in Section 10c.  HUD expects Section 10c to apply to nearly all one-on-one counseling clients because the HUD housing Counseling Handbook requires establishment of a household budget the client can afford.
     
  • Reporting impacts in Section 10 that do not align with counseling activity reported in Section 9. See “How can I check my HUD-9902 to make sure it’s correct?” below for examples.
     
  • Reporting high percentages of clients as “Chose Not to Respond” in the demographic categories.
     
  • Submitting data under the incorrect HUD Fiscal Year or quarter, for example:
     
    • If you incorrectly submitted HUD-9902 data under the wrong reporting period (e.g. if you incorrectly submitted FY17 Q3 data under the FY17 Q4 reporting period), you should resubmit the data under the correct reporting period.
       
    • If the incorrectly submitted data was submitted under a future reporting period, you may leave the erroneously submitted data in the future reporting period to be over-written when you submit that reporting period’s data, or you may manually zero out the erroneously submitted data in HCS.
       
    • If the incorrectly submitted data was submitted under a previous reporting period, you should correct that reporting period’s HUD-9902 report so it reflects the appropriate data from that reporting period.
       
  • Not including cumulative fiscal year data when manually submitting the form into the HCS.
     
  • Incorrectly counting one client twice if an education/group workshop is divided into two sessions.
     
  • Inaccurate HCA information. Any time an HCA’s information changes, those changes should be entered in the CMS and transmitted to the Housing Counseling System (HCS). Agencies should report on services from their work plan and agency profile in HCS. Agencies should contact their HUD point of contact for assistance with adding or removing counseling services from its HUD-approved work plan and HCS profile.

How can I check my HUD-9902 to make sure it’s correct?

After submitting the HUD-9902 report, counseling agencies should log into the Housing Counseling System (HCS) to verify that the data is properly recorded. HUD recommends checking the following items to ensure your reports are as accurate as possible:

  • If your agency is an Intermediary, Multi-State Organization, or State Housing Finance Agency, make sure all of your sub-agencies have reported. On your consolidated HUD-9902 report, check the last line of Section 1 in the header portion of the report to see how many of your sub-agencies have reported. Follow up with any sub-agencies that have not reported to ensure they submit their reports as soon as possible.
     
  • Make sure all applicable impacts have been reported for each household receiving one-on-one counseling. Compare the number of impacts reported in the Section 10 Total to the number of counseling clients reported in the Section 9 Total. If the Section 10 Total is lower than the Section 9 Total or if the two totals are exactly the same, verify that your agency is reporting all impacts that apply to each counseling client.

    You are no longer restricted to one impact per client like the previous, pre-FY 2015 version of the HUD-9902. It is likely that more than one impact listed in Section 10 will apply to many counseling recipients, so HUD expects that the Section 10 total will be higher than the Section 9 Total in most cases. Refer to the Completing the HUD-9902 Report for guidance and examples of how each impact should be reported.

Also check to make sure the following impacts have been reported properly:

  • Budgets. Compare the number of budgets reported in Section 10.c to the number of counseling clients reported in the Section 9 Total. If the number of budgets in 10.c is significantly lower than the Section 9 Total, verify that your agency is reporting all budgets that have been developed with each counseling client.

    HUD expects this impact will apply to nearly all one-on-one counseling clients because the HUD Housing Counseling Handbook requires establishment of a household budget that the client can afford.
     
  • Housing Resources. Check the number of clients gaining access to housing resources reported in Section 10.e. If it is zero, or if it seems very low in comparison with the Section 9 Total, verify that the reporting for Section 10.e is accurate and that counselors understand what HUD is looking for when recording that impact. Refer to the Completing the HUD-9902 Report for guidance and examples.
     
  • Make sure impacts reported in Section 10 align with the counseling activity reported in Section 9. The impacts in Sections 10.g through 10.m each relate to a specific type of counseling service, so you should make sure that those impacts make sense compared to the counseling activity you’ve reported in Section 9. For example, if you report serving 20 reverse mortgage counseling clients in Section 9.e, then the number of reverse mortgage counseling clients that obtain a HECM in Section 10.k should be less than or equal to 20. It would not make sense to report serving 20 reverse mortgage counseling clients in Section 9.e and also report that 50 reverse mortgage counseling clients obtained a HECM in Section 10.k.
     
  • Make sure the data is cumulative. Check the HUD-9902 reports that you have submitted during the fiscal year to make sure the numbers are increasing over time. Since the reports are cumulative, the Q2 numbers should be higher than Q1, Q3 higher than Q2, etc.
     
  • Make sure demographic information has been reported for each household. Check the number of clients that have been reported as “Chose Not to Respond” in Sections 3.c, 4.k, 5.f, 6.c, and 7.c. If the number in any of those sections is high compared to the total number of clients served, verify that the reporting is accurate and that your agency has mechanisms in place for collecting the required demographic information from all clients.
     
  • If you are a HUD housing counseling grantee, make sure you have reported all activity (regardless of funding source) in the All Activity column and that activity being charged to a HUD grant is recorded in the appropriate HUD Grant Activity column (e.g. 2016-1 COMP for activity charged to an FY 2016 grant). The numbers in the HUD Grant Activity columns should generally be lower than the numbers reported in the All Activity column.
     
  • Make sure section totals add up properly. The totals for Sections 3, 4, 5, 6 and 7 should all be the same, and the totals for Section 3 – 7 should also be the same as the Section 8 Total plus the Section 9 Total.

HUD-9902 Additional Resources

The list below contains some general resources for staff looking to orient themselves to the HUD-9902.

HUD-9902. This is the HUD-9902 and its instructions in PDF format.

HUD-9902 Frequently Asked Questions (FAQs). These FAQs cover general information about the HUD-9902 and answer common questions HCAs have about filling out the form.

Home Counselor Online and the HUD-9902 Webinar - August 17, 2016. This webinar, designed for Home Counselor Online (HCO) users, covers how to select HUD purposes and when to select impacts and scopes to demonstrate your HCA’s effect on your community.

Housing Counseling Webinar: CounselorMax and the HUD-9902. This webinar is designed for CounselorMax users who are responsible for daily client management, tracking, and reporting. It is also intended for users who wish to have a better understanding of the HUD-9902 reporting requirements.

Reporting Tips for HUD-9902 Webinar - September 25, 2015. This webinar covers reporting tips for the HUD-9902 and specifically provides a detailed overview of section 10.

For detailed guidance on how to fill out the form section by section, view Completing the HUD-9902 Report.