FSS © 2017 | U.S. Department of Housing and Urban Development
2. Outreach and Goal-Setting
3. Case Management / Coaching
4. Increasing Earnings
5. Building Financial Capability
6. FSS Infrastructure
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:
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.
HUD uses the data provided through the FSS Addendum for several purposes including:
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:
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.
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):
50058 Effective Date (field 2b)
For example, the effective date for a new admissions record would be the start date of the lease.
FSS Addendum Effective Date (field 17c)
The FSS Addendum effective date does not affect whether or not the record is accepted by IMS/PIC.
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.
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:
HUD will also monitor progress of the FSS program through submission of data collected by the owner from the participant at required income reexaminations.
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