FSS © 2017 | U.S. Department of Housing and Urban Development

Contents

1. Introduction

2. Outreach and Goal-Setting

3. Case Management / Coaching

4. Increasing Earnings

5. Building Financial Capability

6. FSS Infrastructure

Building an Effective Infrastructure

Module 6.4: FSS Reporting to HUD

FSS Reporting to HUD

FSS reporting requirements differ whether the FSS program is administered by PHA or Multifamily owner.

Both PHAs and owners submit data on public housing residents and families served by the Housing Choice Voucher program to HUD, but the requirements differ:

HUD monitors PHA FSS programs through:

  • Household data reported to Inventory Management System/PIH Information Center (IMS/PIC) on
    - HUD Form 50058 Family Report
    - FSS Addendum (Section 17 of HUD Form 50058 Family Report)
  • Data collected through FSS program coordinator grant reports. (A new HUD reporting tool is being developed to replace the Logic Model. FSS grantees will be notified upon completion of its development and reporting requirements.)

HUD monitors Multifamily FSS programs through:

This module on FSS Reporting to HUD reviews the FSS Addendum, when the Addendum is required, and how to correct IMS/PIC submission errors. It also reviews the reporting required of Multifamily FSS programs.

Reporting Requirements for Public Housing Agencies

HUD uses the data provided through the FSS Addendum for several purposes including:

  • Monitoring program outcomes
  • Making funding decisions
  • Determining SEMAP scores

It is essential that the information submitted through the FSS Addendum is accurate and timely. PHAs have an obligation to correct any previously submitted information that is not correct.

The FSS Addendum is submitted:

  • When an FSS participant enrolls or exits the program
  • When the PHA conducts an annual or interim income reexamination, or flat rent update
  • When the FSS participant ports to another jurisdiction

  • At other times to show participant progress in the FSS program

PHAs must submit the addendum for every FSS participant at least annually. For most families, this requirement will be satisfied through the submission of an FSS progress report as part of the 50058 record of an annual examination (50058 Action Code 2) or flat rent update (50058 Action Code 12).

PIH Notice 2016-08, Inventory Management System/PIH information Center (IMS/PIC) Family Self-Sufficiency (FSS) Reporting, provides guidance to PHAs on when and how to submit the FSS Addendum and how to improve the accuracy of addendum reporting.

Table 1 in PIH Notice 2016-08 summarizes when the FSS Addendum must be submitted to IMS/PIC.

Rules for Sequencing of 50058 and FSS Addendum Records

Some PHAs have experienced problems submitting 50058 records that include an FSS Addendum to HUD through the IMS/PIC system. One of the more common problems relates to the effective date of the submission.

Section 5 of PIH Notice 2016-08 describes the IMS/PIC business rules on the correct sequencing of FSS records that must be followed for the record to be accepted.

The critical point is that IMS/PIC will only accept a 50058 record if the 50058 effective date of the record is later than a 50058 effective date already in IMS/PIC.

The HUD Form-50058, Family Report actually includes two effective dates (click the arrows to expand the content):

For FSS progress reports submitted with annual or interim reexaminations, portability move-ins or move-outs, and flat rent annual updates, the FSS addendum effective date must be the same as the 50058 effective date.

For any other FSS progress reports, the FSS effective date should reflect the date of the meeting with the FSS participant that generated the updated information included in the progress report.

The Following is Additional Suggested Guidance on How to Improve the Accuracy of FSS Data Submitted to IMS/PIC.

Development of written procedures and training
PHAs should adopt formal written policies and procedures on the preparation and submission of the FSS Addendum to ensure that both HUD and the PHA’s requirements are met and that knowledge is transferred when staff changes occur.

Timely submission of FSS Addendum to IMS/PIC system
PHAs with more accurate FSS records routinely complete the FSS Addendum and submit the record to IMS/PIC as soon as possible after contact is made with the FSS participant.

FSS coordinators’ access to IMS/PIC system
PHAs should consider providing FSS coordinators read-only access to the Form 50058 Report Submodules in IMS/PIC as well as training on how to view data and run reports.

Train PHA staff on PHA Management Information Systems (MIS)
In many cases, data quality problems are due not to flawed formulas in the PHA MIS but rather to the complexity of the data systems and related system training needs for PHA staff.

Work with software providers
PHAs should review systems manuals and documents and work with their software vendor to ensure that PHAs’ procedures are in agreement with the vendor’s processing specifications/requirements.

PHAs that experience problems with their MIS should contact their software providers, informing them of any processing issues, and request that the software be fixed.

Reconciliation of participant data and escrow balances to IMS/PIC system
PHAs are encouraged to routinely reconcile their FSS data to the IMS/PIC against their own records at least annually and at the time of any withdrawal for a given participant.

Reporting Requirements for Multifamily FSS Programs

While FSS programs at multifamily developments are not required to submit an FSS Addendum to their form 50059 filings, they are required to regularly report to HUD on FSS participants and their outcomes.

Multifamily Quarterly Report

On an quarterly basis, Multifamily owners must report basic information on their FSS program such as:

  • Number of participants families
  • Number of graduates
  • Number of terminations
  • Head of household’s starting and ending education level
  • Each participating family’s escrow balance

Notice H-2016-8, Attachment D provides the FSS Reporting Tool that multifamily FSS programs must use and lists the documentation that owners must keep on file for HUD’s review.

Download Attachment D

HUD will also monitor progress of the FSS program through submission of data collected by the owner from the participant at required income reexaminations.

Please complete this quiz before you proceed to the next module. To take the quiz, use the arrow keys or click the correct answer choice. If you answer incorrectly, you will be able to try again until you select the correct response.
Scores will not be recorded.

1. Which of the following are FSS reporting requirements for Multifamily FSS programs only?

A - FSS program coordinator grant reports.Incorrect.FSS program coordinator grant reports are only required of PHAs that receive coordinator grants.  Multifamily owners are ineligible to apply for coordinator grant funds.B - 50058 Family report for each FSS participant.Incorrect.Only PHAs submit 50058 Family Reports to IMS/PIC. Multifamily owners submit quarterly reports to HUD on their FSS programs.C - FSS Addendum report for each FSS participant.Incorrect.Only PHA FSS programs are required to submit the FSS Addendum reports.   Multifamily owners submit quarterly reports to HUD on their FSS programs.D - FSS Quarterly Report.Correct!Only Multifamily owners are required to submit quarterly reports to HUD.

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6. FSS Infrastructure

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