Compliance/ Certifications
Recertification Process
Steps to Tie the Recertification and Renewal Packets Together
Enter any verification (Income, Asset, and Expense) information needed for the new year.
From the Certification tab, select Certify to create the new Annual Recertification.
Go through the certification wizard:
Next through the General Information and Household Review.
When you reach Program(s) and Rents, select the appropriate program and enter the Tenant Rent amount under the Rent Profile.
If this is a Tax Credit Property, select Verify Tax Credits.
View any Warnings/Violations that need to be addressed, then select Finish & View Forms.
The Certification Summary will appear. You will have the option to select the TIC (or 59/3560-8 depending on the program). This allows you to print the Trial TIC.
Select Approve and Close (if allowed).
Select Additional Options → Complete.
This ties the Renewal dates to the AR (Recertification Packet).
From the Complete Certification Wizard, go to the Certification Lease Renewal tab to renew the lease with the Recertification.
Select the lease term and signed date.
If the resident chooses not to renew, select No — they will go MTM.
Once lease terms are selected, return to the Certification tab, apply Signed Dates, then select Complete.
Auto-Generate Packets:
Anyone outside 145 days will auto-generate packets.
Anyone within 145 days will need packets manually added.
To manually add:
Go to the Docs tab.
Select the correct packet for one of the residents (only one packet needed per household).
In the New Packet window, select:
Packet Type: Recertification
Certification tied to the lease renewal
Select Save
In the resident’s file folder, open the new Packets folder.
Select the hyperlink to the Recertification Packet.
This opens all Packet Contents (Lease Paperwork and Addendums).
Select Generate Forms.
All required forms will pre-populate.
Add non-required forms if desired.
Once forms generate, you’ll receive a note that documents are ready.
If you see Form Queued, select Refresh Contents.
Select Print/View Packet to review before signing.
After collecting signatures, finalize all documents:
Apply a checkmark to the box to the right of Actions (checks all).
Select Actions → Make Selected Final.
Steps When the Recertification Packet Is Not Tied to the Renewal Process
Enter any verification (Income, Asset, and Expense) information needed for the new year.
From the Certification tab, select Certify to create the new Annual Recertification.
Go through the certification wizard:
General Information → Household Review → Program(s) and Rents
Select the appropriate Program
Enter the Tenant Rent amount under Rent Profile
If this is a Tax Credit Property, select Verify Tax Credits.
View any Warnings/Violations and select Finish & View Forms.
On the Certification Summary, select the TIC (or 59/3560-8) to print the Trial TIC.
Select Approve and Close (if allowed).
Navigate to your Renewal Wizard.
Select Generate Renewal Offers.
You may generate all offers or selected offers.
Enter the rent amount from the Annual Recertification in the Renewal Offer.
If unsure, select View Certification.
Save Offer.
Select Renew Go/MTM in the Renewal Wizard.
Select the resident’s chosen lease term.
Apply the Lease Signed Date and continue through the wizard until complete.
Auto-Generate Packets:
Outside 145 days → Auto Generate
Within 145 days → Must manually add packet
To manually add a packet:
Go to the Docs tab
Select Actions next to a resident (only add once per household)
In the New Packet window, select:
Packet Type: Recertification
The Certification tied to the renewal
Select Save
Open the resident’s Packets folder.
Select the hyperlink to the Recertification Packet.
This opens all packet contents.
Select Generate Forms.
Required forms will pre-populate; select additional optional forms now.
When forms have generated, you’ll see a note that documents are ready.
If you see Form Queued, select Refresh Contents.
Select Print/View Packet to review before signatures.
After all signatures are collected, finalize all documents:
Check the top box to select all
Select Make Selected Final
CERTIFICATIONS/ PROCESS OF TENANCY:
Waitlist
Tenant applies with documentation (Income, Expense, ID).
Property Manager runs a background check.
If eligible, tenant is placed on the waitlist.
The waitlist is first-come, first-served per Equal Housing Opportunity rules.
It is date-stamped, and HUD may request to review the list to ensure tenants are moved in based on the order applied.
MI – Move-In
Once a unit becomes available:
Tenant is notified and must bring updated paperwork.
Tenant is moved from the waitlist into a unit within the software.
An MI Certification is completed in the software.
Tenant signs all Move-In paperwork.
MI File Should Include:
50059 Certification with all income and expenses
Household information (all members 18+ must provide income & expenses)
Lease
Lease Addendum
Required disclosures
Income verifications
Expense verifications
Identification
AR – Annual Recertification
Tenant’s lease must be renewed annually.
The MI Date becomes the annual renewal date.
AR Date is always the first of the month.
Move-in date determines the renewal date:
1st–15th: Renewal is the 1st of the same month
16th–31st: Renewal is the 1st of the following month
AR File Should Include:
50059 Certification
Household members & required income/expense documentation
Lease
Lease Addendum
Disclosures
Income verifications
Expense verifications
Identification
Tenant Notices
Tenants must recertify annually.
Failure to recertify results in termination of subsidy assistance (TR).
Property Manager sends notices at:
120 days
90 days
60 days
To ensure tenants have enough time to recertify.
IR – Interim Recertification
Interims are processed when:
Tenants report changes to income, expenses, or household composition during the year.
IR File Should Include:
50059 Certification
Lease
Lease Addendum
Disclosures
Income verifications
Expense verifications
Identification
MO – Move-Out
Tenant moves out of the unit.
MO File Should Include:
50059 Certification
TR – Termination
Tenants are obligated to recertify annually.
If they fail to recertify, they are terminated from HUD subsidy.
They become full market renters.
Tenants may be evicted for non-certification.
UT – Unit Transfer
When a tenant transfers to another unit.
UT File Should Include:
50059 Certification
GR – Gross Rent Change
A GR occurs when the Annual Rent Schedule renews.
Rent increases adjust based on OCAF (Operating Cost Adjustment Factor).
A GR generates a 50059 that tenants must sign.
GR File Should Include:
Signed 50059 Certification
HUD.gov Processes & System Instructions
Business Partner Maintenance (Secure Systems)
To add or delete a property:
Call 888-245-4860 (REAC, Option 1) to request a key code.
Enter Tax ID (no dashes); key will be mailed to the address.
One key is issued per Tax ID.
After receiving the code, go to Business Partner Maintenance → Activate Relationship and enter the key.
Property Assignment Maintenance (EIV)
HUD takes 2–3 days to approve users.
Mailing Address Changes
Send updates to:
appsf24p@hud.gov
HUD.gov – Financial Audit
Auditor Access:
Add access:
AFS Submitter (FAASSUB-SUB)
CPA Certifier (FASSUB-CPC)
2530 Filing
In the APPS section
One filing for ownership
One filing for management
Business Partner registration available on the Secure Systems Home Page.
EIV (Enterprise Income Verification)
Help Desk: 888-297-8689 (Option 5)
Coordinator Responsibilities:
Approve user requests in the User Request tab.
Submit form HUD-90012 for user access.
Email completed forms to: MfEiv@hud.gov
To Unassign a User:
Go to User Maintenance → Search by Tax ID or name → Unassign
If HUD User ID is unknown, email: mf_eiv@hud.gov
Email Template:
Good afternoon,
Please remove access for the following user from Property ID: ________
Property Name: ________
Could you please verify that these individuals have been unassigned from EIV? This is a MOR finding and must be completed.
[List names & ID numbers]
Adding New Properties to WASS ID
Email CAAF 90011 for coordinator setup (first-time access).
Request key code via Business Partner Maintenance.
After receiving key:
Activate Relationship
Add access through Property Assignment
Enter User ID → Select Property & EIV → Add Access
Complete EIV Authorization Form online (pending approval 2–3 days)
Password Resets & System Contacts
HUD Secure Systems / TRACS:
Call 1-888-245-4860TRACS Troubleshooting / Late Recerts / Move-outs:
Email tracs@hud.govSAM.gov / Login.gov:
Federal Service Desk: 866-606-8220
For CAGE ID or UEI updatesGrants.gov:
For GRRP status updates
REAC / NSPIRE
HUD sends password resets for NSPIRE system.
PASS is no longer used.
REAC Helpdesk: 888-245-4860
Cyber Awareness Training:
https://public.cyber.mil/training/cyber-awareness-challenge/
OCAF (Operating Cost Adjustment Factor)
What It Is
OCAF adjusts rent amounts based on the rising cost of operating and maintaining the property (utilities, maintenance, etc.).
Form used: OCAF 9625
Objective:
Accurate submission of OCAF requests and receipt of approved Rent Schedules.
Process:
Step One
Complete and submit OCAF 9625 PDF.
Include:
Market unit rent calculations
Mortgage principal & interest
MI & debt service
Follow 9625 instructions for calculations.
Email OCAF contact listed in your SOPs.
Track submissions.
Review and obtain signatures on Rent Schedule.
Step Two
Once OCAF approval is received:
Verify accuracy of rent amounts.
Ensure they match original submissions.
Sign and return Rent Schedule to HUD contact.
Step Three
Begin the GR – Gross Rent Change process.
Ensure market rent and debt service backups are submitted.
